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HomeMy WebLinkAboutMunicipal Grants Program Policy with Amendments to January 21, 2020 MUNICIPAL GRANTS PROGRAM The Municipal Grants Program is a portfolio of programs which offer project grants, or operating grants to community nonprofit organizations and charities throughout the municipality. The portfolio is managed and administered under a committee designated by Council. Municipal Grants General Eligibility Criteria Annual (application deadline April 30) • The applicant shall be a registered Canadian Charity or non-profit society registered with the Nova Scotia Registry of Joint Stocks. Registration must be current: defaulted, expired or revoked status is ineligible for further consideration. Non-profit groups incorporated under an Act of the NS Legislature are also eligible. • Grants are not awarded to individuals, commerce, business, industry or sole proprietorships. • The application organization and/or event is located within the geographic boundary of the Cape Breton Regional Municipality. • The applicant must have been registered for at least one (1) year prior to the date of application to the Community Grants Program. The Grants Committee may, at its discretion, permit the application from a new organization in circumstances where the absence or delay of a program is to the detriment of the general public or a community of interest. • All applicants to the Community Grants Program are screened for debt to the municipality. Those in debt (e.g. taxes/water owed, delinquent on final reports for previous grants, fines, etc.) will be deemed ineligible for consideration. • The applicant shall respect the Canadian Charter of Human Rights and promote equal access and opportunity for all persons. • The municipality is non-partisan and does not provide financial support to religious or political doctrine. Therefore, church halls and affiliated organizations are not eligible. 1 • Grants are not awarded for the salary/wages of staff positions, volunteer bursaries or honoraria, or recurring operating costs. • Grant applicants are not required to match funds; however, they should be able to demonstrate active fundraising efforts to support the continuation of a program, project or service. Ineligible Applications will not be accepted from: o Individuals o For-profit businesses o Organizations that are political or religious in nature o Hospitals, clinics-based services or medical treatment programs; o School boards Municipal Grants Financial Eligibility Criteria The following criteria support the principles of self-sufficiency, public accountability for the expenditure of public money, and outcomes of benefit to the general public. The aim is to acknowledge and support good financial practices regardless of the size of an organization or its financial assets. The applicant shall submit a financial statement for the prior year in addition to a budget for the project for which they are seeking a grant. The statement should contain a complete list of all sources of revenue and expenses as well as assets and liabilities if applicable. The Community Grants Program does not provide funding for fund-raising initiatives. The Community Grants Program does not provide core operating assistance (e.g. Excludes salaries and wages, rent, office supplies, insurance, etc.), however special consideration may be given to community museums. Applicants are expected to demonstrate they have applied to a designated Provincial and/or Federal grant program. Some projects can be phased and may be partially funded. Matching funding is not required but applicants are encouraged to cost share or seek assistance from other sources (for example: fund-raising, other levels of government, foundations, corporate sponsors. etc.). Operating grants are not intended to replace Provincial or Federal obligations. Ineligible o Core operating assistance (rent, insurance, office supplies) o Private property o Government Property o Public and private schools and post-secondary institutions o Research for academic or commercial purposes 2 o Annually recurring fees, core operating costs, general administration, or insurance o Staff salary or wages, volunteer bursaries or honoraria o Travel o Uniforms o Fund-Raising Application Requirements Each grant category requires a separate application to be completed through the use of approved forms. Potential applicants are encouraged to review the associated application forms for specific application requirements. Evaluation Process The Grants Review Committee, made up of members of staff, will review applications received under this policy. The role of this committee is to determine which applications meet the basic eligibility requirements within this policy, evaluate the application, and report grant awards to Council within the approved Grants to Organizations budget. Evaluation Criteria The Municipality may utilize, but is not limited to, the evaluation criteria in Schedule A, for the scoring of grant applications. Approval The total budget for grants to organizations will be considered as part of the Municipality's annual budget process. Council may allocate funds over and above the amount approved in the budget process when requests for grants of an emergency or pressing nature are received. Council reserves the right to grant partial requests, or grant or reject any application that may or may not qualify in accordance with the guidelines set out in this policy. Applicants are not guaranteed funding. Grants to organizations will be considered public knowledge. Grants may be awarded with certain terms and conditions. Applicants will be notified of the staff committee's approval with a Letter of Award, which will state if any particular restrictions apply to the grant. Appeal Process If an organization wishes to appeal a decision of the staff committee, the organization is required to submit a letter to the Chief Administrative Officer (CAO) within 30 days of the date of the Letter of Award detailing the basis for their appeal. The CAO shall render a decision following a review of the information submitted and further discussion with the applicant and staff committee. All decisions of the CAO shall be final. 3 Grant Disclosure: A list of grant recipients, including the type of grant and funding amount shall be published on CBRM's website annually, within 90 days of each fiscal year end. Reporting Requirements All groups receiving a financial and/or an in-kind grant from the Municipality must complete a Project Evaluation Form and abide by any conditions listed within the Letter of Award. Groups in noncompliance with these obligations may not be considered for future grant opportunities. I. Operating Grants- Maximum $10,000 • Operating grants are considered annually for organizations with a mandate to deliver an ongoing service or program that is generally delivered by a municipality, or complements a service being offered by CBRM. Operating grants may also be granted to community not for profit museums under special circumstances. • Operating grants may assist a group with its operations through tax relief (see below), the provision of in-kind support, or direct financial support. • Operating grants are not intended to support permanent full-time staff salaries or wages. • Although an organization may be awarded an operating grant several times, the award does not carry the guarantee of renewal over several years. II. Tax Relief for Non-Profit Organizations Program This program offers conversions from commercial to the residential tax rate, to a non- profit community, charitable, fraternal, educational, recreational, religious, cultural or sporting organization. III. Capital Grants- Maximum $25,000 A capital grant provides one-time support for the purchase of property; the construction of a facility, remodeling, expansion of a facility; or purchase of equipment. The award of a capital grant is reserved for special circumstances and thus, may not be awarded on an annual basis. The Municipality may pay capital grants to groups over two or more fiscal years. Applicants must hold the deed/lease to the property/facility or acceptable alternative (if relevant). Municipal Grant Programs Application Deadline: Applications must be received, in full, on or before April 30 each year. 4 FESTIVAL & EVENT FUNDING IV. Special Events Grants Program—Parks and Recreation: Events and Cultural Initiatives- $1000 to $40,000 Annual (application deadline March 31) The municipal Grants Program also provides funds for events to community non-profit organizations and charities throughout the Municipality. The portfolio is managed and administered under a committee designated by Council. Funding programs: • Community Celebrations: Focuses on local residents and community gatherings, all of which are free admission or low cost activities. • Significant Anniversaries: Event organized to commemorate or celebrate a major quarterly anniversary (25th, 50th, 75th, 100th etc.). • Cultural Events and Showcases: Events with strong cultural content that furthers the disciplines of literary, media, performing and visual arts, accessible to the public with free or low cost activities. • Sporting Events: Events that demonstrate Economic Impact as described in Schedule A and are open to all residents of the Cape Breton Regional Municipality. Non-Eligible events: • Religious events • Consumer shows • Seminars • Private events • Banquets • Tradeshows • Marketing initiatives • Awards • Uniforms • Clinics • Fundraising events • Symposiums • Political events, • Individual registration for sports team • Travel Festival & Event Application Deadline: Festival & Events Applications must be submitted on or before March 31 st each year. 5 SCHEDULE A Grant Evaluation Criteria In general, preference will be given to groups that demonstrate community support, efficient use of resources, sound business practices and a commitment to achieving self- reliance. I. Tax Relief and Operating Grant Evaluation Criteria a. Relevance of Service • The extent to which the organization offers a service that is a legislated responsibly of municipal government. • The extent to which the service complements the Municipality's Strategic Plan and/or a service currently offered by CBRM. • The extent to which residents of CBRM will directly benefit from the service. • The extent to which the service or program enhances the quality of life for CBRM residents. • The extent to which the benefits of the service are broad-based and not specific to a special interest group. b. Financial Need • Demonstrated need for financial assistance from the Municipality. • Demonstrated efforts to seek other funding sources. c. Organizational Effectiveness • Group has a solid leadership structure. • Group operates with a clear mandate. • Budgets are well developed II. Capital Grant Evaluation Criteria a. Relevance of Capital Project/Purchase • The extent to which the capital project/purchase enhances an organization's ability to offer a service that is a legislated responsibly of municipal government. • The extent to which the capital project/purchase enhances the organization's ability to complement the Municipality's Strategic Plan and/or a service currently offered by CBRM. • The extent to which residents of CBRM will directly benefit from the capital project/purchase. • The extent to which the capital project/purchase improves the quality of life for CBRM residents. • The extent to which the benefits of the capital project/purchase are broad-based and not specific to a special interest group. b. Financial Need • Demonstrated need for financial assistance from the Municipality. • Demonstrated efforts to seek other funding sources. c. Organizational Effectiveness • Group has a solid leadership structure; 6 • Group operates with a clear mandate. • Budgets are well developed III. Event/Program Grant Evaluation Criteria a. Merit of the Event • Organizers have communicated a solid vision and goals for the event/activity/program, which supports the purpose of a development grant. • The event/activity/program does not duplicate other community events/activities/programs. • Residents of CBRM will directly benefit from the event/activity/program. b. Economic Impact • The applicant has described the expected economic benefits to CBRM (dollars spent in the municipality, staff hired, and number of local volunteers, training offered to staff/volunteers, local performers, and hotel rooms rented). • The event/activity/program promotes economic activity in CBRM. • The event/activity/program promotes CBRM as a destination for visitors. c. Financial Need • Demonstrated need for financial assistance from the Municipality. • Demonstrated efforts to seek other funding sources. d. Organizational Effectiveness • Event organizers have presented an application that indicates a well-planned and organized event/activity/program. • Group has a solid leadership structure. • Group operates with a clear mandate. • Budgets are well developed *The above policy replaces the former Community Facilities Grants and Contributions Policy dated February, 2010. Amended by Council: June 26, 2018, January 21, 2020.