HomeMy WebLinkAbout07 046 Ontario Trillium Grant (Kincardine Pavillion)
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THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE
BY-LAW
NO. 2007 - 046
BEING A BY-lAW TO ENTER INTO A lETTER OF AGREEMENT WITH THE
ONTARIO TRilliUM FOUNDATION FOR FUNDS TO PURCHASE AND
INSTALL APPLIANCES AND CUPBOARDS AT THE KINCARDINE PAVILION
WHEREAS Sections 11 (1) and (3) of the Municipal Act, 2001, 5.0. 2001, c. 25
as amended gives broad authority to lower-tier municipalities to provide any
service or thing that the municipality considers necessary or desirable for the
public and respecting matters within the sphere of jurisdiction of culture, parks,
recreation and heritage;
AND WHEREAS pursuant to the said Municipal Act, Section 8 (1) and 9 provide
that the powers of a municipality under this or any other Act shall be interpreted
broadly so as to confer broad authority on the municipality to enable the
municipality to govern its affairs as it considers appropriate and to enhance the
municipality's ability to respond to municipal issues and has the capacity, rights,
powers and privileges of a natural person for the purpose of exercising its
authority under this or any other Act;
AND WHEREAS with the passage of by-law No. 2006 - 316, the Council for the
Municipality of Kincardine entered into an agreement with the Friends of the
Pavilion/Architectural Conservancy of Ontario to renovate the Kincardine
Pavilion;
AND WHEREAS the Municipality of Kincardine, in partnership with the Friends of
the Pavilion, applied to the Ontario Trillium Foundation for a grant for the
purchase and installation of kitchen equipment at the Kincardine Pavilion;
AND WHEREAS the Council for The Corporation of the Municipality of
Kincardine deems it advisable to enter into an Agreement with the Ontario
Trillium Foundation in order to receive a grant in the amount of $35,400.00;
NOW THEREFORE the Council of the Municipality of Kincardine ENACTS as
follows:
1. That the Corporation of the Municipality of Kincardine enter into an
agreement with the Ontario Trillium Foundation for a grant in the amount
of $35,400.00 for the purchase and installation of appliances and
cupboards for the Kincardine Pavilion.
2. That the Mayor and CAO be authorized to sign, on behalf of the
Corporation of the Municipality of Kincardine, the Letter of Agreement with
the Ontario Trillium Foundation attached hereto as Schedule "A".
3.
This by-law shall come into full force and effect upon its final passage.
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Ontario Trillium Grant (Kincardine Pavilion) Agreement (2007) By-law
By-law No. 2007 - 046
4.
This by-law may be cited as the "Ontario Trillium Grant (Kincardine
Pavilion) Agreement (2007) By-law.
READ a FIRST, SECOND, and THIRD time and FINALLY PASSED this 11 h day
of April, 2007.
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This is Schedule" .JJ.- " to By-Law
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LA FONDATION
TRILLIUM
D!: L'ON'!"JUUO
LETTER OF AGREEMENT
BETWEEN
Ontario Trillium Foundation
("The Foundation")
AND
Municipality of Kincardine
("The Grantee")
Municipal Administration Centre
1475 Concession 5, R.R. # 5
Kincardine, ON N2Z 2X6
$35,400 over 6 months
$35,400 over six months to purchase and install appliances
and cupboards for the Kincardine Pavillion kitchen, thus
giving the community a viable heritage facility for leisure and
cultural activities with full catering capacity.
Request 10 No.: 9972316
Board Approval Date: March 7, 2007
Please read this letter of Agreement carefully. It outlines the Foundation's expectations of the
Grantee and the Grantee obligations. It also ensures that the Grant benefits Ontarians and the
Grantee is accountable for public Grant funds. By signing it, the Grantee legally agrees to the
following terms and conditions.
1. Use of Grant Funds
· Grant funds may only be used for the exclusive purpose of the project as it is described in
Schedule A ("The Grant"). Grant funds may only be spent for the items and activities
described in Schedule A.
. Grant funds are not to be used by or for any organization or individual other than those
specified in Schedule A.
. The Grantee has received, read, and agrees to comply with the "Reallocation of Grant Funds
Policy" stated in Schedule B ("Foundation Policies") as may be amended from time to time.
. Any unspent Grant funds must be returned to the Foundation, unless the foundation has
given prior written approval for such funds to be spent on other items or activities that are
consistent with the Grant's purpose.
2. Maintaining Not-For-Profit Status and/or Charitable Registration Number
. By signing this Letter of Agreement, the Grantee represents, warrants, acknowledges and
confirms the eligibility status set out in the Grantee's application is current and in good
standing. The Grantee also represents and warrants that the Grantee:
is not in breach of any laws in Canada, the Province of Ontario, any municipality in the
Province of Ontario, or any court order
has and will maintain its current status in the Grantee's application for the duration of
the Grant, and
has and will comply with the provisions of the Income Tax Act and its Regulations that
apply to the Grantee.
· The Grantee will immediately inform the foundation of any change in or challenge to the
Grantee's eligibility status as set out in the Grantee's application.
3. Payment of Grant Funds
· The Foundation will pay Grant funds according to the terms stated in Schedule A. .
· The Foundation must receive a signed original copy of this Letter of Agreement before
sending the first Grant payment to the Grantee.
. The Foundation may temporarily withhold Grant payments or terminate this Letter of
Agreement if, in the Foundation's opinion, the Foundation:
is not satisfied with the Grantee's progress
determines that the Grantee is unable to complete the Grant in a satisfactory manner
determines that the Grantee is not complying with one or more of the Foundation's policies
or speCific conditions that relate to the Grant, or
determines that continuing the Grant is not in the general public's interest.
OTF Lefler ojAgreemenl
4. Reports
· The Grantee will submit complete progress reports and a final report to the Foundation at the
times specified in Schedule A. In these reports the Grantee will clearly explain the Grantee's
use of the Grant funds and the progress the Grantee has made toward achieving the Grant's
expected outcomes and how the Grantee has complied with the terms and conditions of this
letter of Agreement including Schedule A.
· All reports will be submitted using the Foundation's "Reporting Forms" found in Schedule C.
· In addition to these regular reports, the Foundation may ask the Grantee to submit additional
interim reports, verbally or in writing, which the Grantee will provide.
· The Foundation will review the progress the Grantee makes toward achieving the Grant's
results. Monitoring progress may involve on-site visits by Foundation representatives.
· The Foundation may also ask to consult with the Grantee's personnel regarding the Grantee's
expenditures, records, progress, and achievements relating to the Grant.
· If the Foundation does not receive progress or final reports in a timely manner, it will withhold
payments until the late reports are received and considered by the Foundation to be
satisfactory. The Foundation may terminate this letter of Agreement if any such report is not
received within sixty (60) days of the date on which it was due.
· The Grantee will immediately notify the Foundation of any changes to the Grantee that might
delay or stop the successful completion of the Grant.
5. Records
· The Grantee will maintain accounting records that clearly show the receipt of Grant funds and
how the money has been spent. All records and supporting documentation will be available for
inspection by the Foundation.
· The Grantee will keep records of Grant receipts and expenditures for at least six (6) years
after the Grant ends. The Grantee will also keep copies of all the reports (and supporting
documentation) the Grantee submits to the Foundation for at least six (6) years after the
completion of the Grant.
6. Advocacy
· The Grantee represents and warrants that it has received and read the Foundation's
"Advocacy Policy" in Schedule 8 as may be amended from time to time, and the Grantee
agrees to comply with this policy.
7. Recognition of the Foundation
· The Grantee has received and read the Foundation's "Recognition Policy" stated in Schedule
B as may be amended from time to time, and the Grantee agrees to comply with this policy.
· Under the "Recognition Policy" the Grantee will recognize the Foundation's support at public
events, in all communications and publications and seek other opportunities to publicly
recognize the Foundation.
OTF Letter ojAgreemenl
8.. Evaluation and Audit
· The Foundation may conduct or commission an evaluation or audit of this Grant. The Grantee
will participate in any such evaluations or audits and make the Grantee's records, books,
supporting documentation, and reports available to Foundation personnel or consultants.
9. Human Rights Code
· The Grantee will operate in accordance with the Ontario Human Rights Code.
10. Insurance
· The Grantee will purchase and maintain adequate insurance including property insurance.
casualty insurance, and general liability insurance. Adequate insurance coverage must be
maintained for the duration of the Grant.
11. Indemnity
· The Grantee agrees to indemnify and save the Foundation, its officers. directors, employees,
and agents harmless from and against any and all costs. claims, demands. expenses, actions,
causes of action, and for any and all liability for damages to property and injury to persons
(including death) howsoever caused, arising out of or in any way related to the Grant or to the
Grantee. The Foundation holds this indemnity in trust for parties who are not parties to this
Letter of Agreement.
12. Violation of Agreement; Change of Status
· If the Grantee violates any of the provisions of this Letter of Agreement, including the attached
Schedules, the Foundation has the right to terminate the Grant.
· The Grantee will immediately notify the Foundation if the Lead Applicant, as set out in the
Foundation's Program Guidelines, in a collaborative Grant changes. If the Foundation is not
satisfied that a suitable new Lead Applicant has been appointed, it may terminate this Grant.
13. Termination
· If this Letter of Agreement is terminated, the Foundation will withhold any further payments of
Grant funds.
· If this letter of Agreement is terminated, the Grantee must repay any unspent portion of the
Grant funds to the Foundation. The Grantee will repay the Grant funds that the Grantee has
spent, if in the Foundation's sole opinion, such Grant funds have not been spent in
accordance with this Letter of Agreement.
· Any decision by the Foundation to terminate this Grant will be final and legally binding.
14. Distribution of Assets
· If within 5 years of receiving the Grant funds the Grantee dissolves or no longer needs assets
purchased with the Grant funds, the Grantee will disburse any assets with a value of $5000 or
more at no cost to a not-for-profit organization that meets the Foundation's "Eligibility
Requirements" as set out in the Foundation's Program Guidelines.
OTF Leiter of Agreement
15. Modification
· This Letter of Agreement and the attached schedules establishes all the terms and conditions
of the Grant. It replaces all previous understandings and agreements.
· Changes to this Agreement can only be made in writing. All changes require the signatures of
an authorized officer from the Grantee and from the Foundation.
16. Applicable Law
· This Letter of Agreement will be interpreted in accordance with the laws of Canada, the
Province of Ontario. any municipality in the Province of Ontario. or any court order.
17. Capital Grants (For Grants with a Capital Component Only)
· The Grantee has all appropriate insurance to cover the project site and any equipment used
as part of the project.
· The Foundation is not responsible or liable for the quality of design, construction, and
maintenance of the project. The Foundation is not responsible or liable for any loss or
damages arising out of or connected with the project.
· The Grantee will ensure that all renovations, modifications, and additions meet or exceed all
applicable building codes and project specifications.
18. No Partnership or Joint Venture
· It is expressly acknowledged and agreed that nothing in this Letter of Agreement and its
Schedules or the advance of any Grant funds to the Grantee creates or causes to be created
any form of partnership or joint venture between the Foundation and the Grantee.
19. Non-Assignability
This letter of agreement shall not be assigned by the Grantee without the written consent of
the Foundation.
20. Reliance by Foundation
The Grantee represents, warrants. agrees, and acknowledges that the Foundation has relied
on the representations and warranties contained herein in providing the Grant, and that the
information contained in the application continues to be correct and contains no material
misrepresentations.
OTF Leiter of Agreement
IN WITNESS WHEREOF, this Letter of Agreement has been signed on behalf of the parties as
of the dates indicated below. I have the legal authority to bind the organization in this
Agreement.
The Ontario Trillium Foundation
Municipality of Kincardine
Name
Per: I II
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Name (Please print.)
Per:
Patricia Else
Director of Grant Operations
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Signature
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Name
Witness:
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Name (Please print.)
Witness:
Natalie Bortkiewicz
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Signature
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Name (Please Print)
Coordinator of Program Administration
W~tp.ess: __
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Name
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OTF Letter of Agreement (Da t e )
Request 10; 9972316 - Municipality of Kincardine
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SCHEDULE A: BUDGET, CONDITIONS AND EXPECTED RESULTS, PAYMENT AND
REPORT SCHEDULES
Grantee: Municlpalitv of Kincardine
RequestID#:9972316
Approval Date: March 7.2007
Grant Amount: $35.400
Program Manager: Theron ',Kramer
BUDGET:
Grant funds may only be spent for the items and activities described here.
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Capital
Ranges & exhaust, cooler, dishwasher
Cabinets and installation
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21,200
14,200
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35,400
CONDITIONS: None
FIT WITH PRIORITIES OF THE FOUNDATION:
The Foundation is providing funds for this initiative to support healthier and more physically
active Ontarians because it will promote cultural and artistic activities for people of all ages and
abilities.
OUTCOMES:
In progress and final reports the Grantee will clearly explain the use of the grant funds and the
progress made toward achieving the grant's expected results as measured by the performance
indicators outlined below.
The objective of the grant is to maintain or enhance community-based spaces and facilities and
achieve the following results:
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1. Unusable areas converted to usable
community sites.
iierforma'lndlCit.
a. Kitchen equipment installed which will
complete the conversion of a heritage building
that was going to be demolished into usable
recreational, cultural, leisure arts space for
broad use by the community and as tourist
attraction.
2. More community space available for range
of leisure arts pursuits for everyone in the
community and built heritage restored.
OTHER REQUIREMENTS: None
OTF Lener of Agreement
Request 10: 9972316 - Municipality of Kincardine
REPORT SCHEDULE: (Please send us ~ copies of any report we are requesting and 1
copy of the Letter of Agreement.)
Requirements
PAYMENT SCHEDULE:
Amount
Notes
$35,400
OTF Letter of Agreement
Request 10: 9972316 - Municipality of Kincardine
ONTARIO TRilliUM FOUNDATION
ADVOCACY POLICY
OlF is responsible for managing public funds by distributing these funds in the form of
grants to charities and not-for-profit organizations for initiatives that benefit the
communities these organizations serve. Organizations or activities that promote a biased
viewpoint or advocate a political position on issues of public concern are beyond the
funding mandate of OTF.
Consistent with its mandate of providing grants to charitable and not-for-profit
organizations in Ontario, OTF will not fund:
. Any organization whose major activities and/or major resources are used to directly
influence the position of political parties or to bring about change in law or
government policy, through lobbying of government or political activity
. Any program or project with an established political purpose including:
. support of, or opposition to, a particular party or candidate for office
. promotion of a political or socio-economic ideology
. intending to bring about or oppose a change in law or governmental policy
through court action, lobby of government, or political activity unless it furthers
the non-political aims of the organizations and is ancillary to its usual non-political
activities.
. Any program that unreasonably advocates for one side of a public or political debate
between one or more organizations, and federal, provincial or municipal
governments.
OTF Leiter o{Agreement
.,
ONTARIO TRilliUM FOUNDATION
REAlLOCA liON POLICY
OTF is committed to monitoring all grants to ensure that OTF funding is used for the
purposes for which it was approved. Close monitoring and prudent decision-making
concerning the use of OTF's funding by grantees ensures OTF's accountability for, and
appropriate use of public funds.
Reallocation within previously approved bUdget
Grantees may reallocate up to 10% of the total eTF grant budget within budget
categories, to a maximum amount of $10,000, without prior written approval of OlF.
The grantee must report any budget reallocation within budget categories in their next
progress and/or final report.
Reallocations in excess of 10% or the maximum amount of $10,000, as well as
reallocations between budget categories, require the prior written consent of OTF.
Requests must be submitted to eTF in writing for approval. OTF will consider the
reallocation request, ensuring that:
. the grant is in good standing
. the grant activities have so far met expectations
. the reallocation request is within the scope of the originally approved outcomes for
the grant.
Reallocation and/or recovery of surplus funds at the end of the OTF grant
OTF will request the return of any surplus funds in excess of $1,000. Amounts under
$1,000 may be reallocated by the grantee without prior OlF approval towards activities
which fall under the scope of the originally approved budget. Reallocations of surplus
funds towards unrelated activities require prior written approval by OTF. The grantee
must report any budget reallocation within budget categories in their next progress
and/or final report.
OTF Leller ofAgreemenf
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ONTARIO TRilliUM FOUNDATION
RECOGNITION POLICY
In order to maintain the highest standards of public accountability and to ensure
transparency regarding the distribution of public funds, the Ontario Trillium Foundation
(OTF) has established recognition requirements for grantees.
Grantees are required to actively seek activities and participate in those identified by the
Foundation to publicly recognize the Foundation's support. This may include public
announcements, news releases, award presentations, acknowledgements on websites
and special events. All annual reports, newsletters, news releases, exhibits, interviews
or other means of communication-print, visual or virtual- dealing with the activities or
achievements of the work of the grant shall acknowledge the Foundation's support.
All grantees will receive a recognition certificate that they are required to post in an
appropriate high-trafficNisible location.
In addition, the Foundation may identify opportunities for recognition related to outdoor
projects, including festivals, cultural events, sporting events, access ramps, heritage
buildings, parks and trails. Grantees involved in outdoor projects will receive outdoor
signage that they will be required to post in an appropriate high-traffic/visible location.
All grantee organizations that have websites must create a link between their site and
the Ontario Trillium Foundation website for the duration of their grant.
All recognition certificates, plaques, signs and other forms of recognition will follow an
approved wording and graphic standard and will acknowledge both the Ontario Trillium
Foundation and the Government of Ontario.
The approved wording to be used in publicity and promotional materials is:
The Ontario Trillium Foundation. an agency of the Ministry of Culture. receives $100
million annually from Ontario's charity casino initiative.
The approved logo and graphic standard are available on the Ontario Trillium
Foundation website.
OTF requires grantees to observe a news blackout period after they are notified of their
grant. This period enables OTF to coordinate communications and notify key
stakeholders about OTF Board decisions. During this period, grantees must not make
any public announcements about their grant. The specific time frame is defined in the
letter accompanying grantees' Letter of Agreement.
All grantees are required to contact their Communications Officer to advise the Ontario
Trillium Foundation about any plans to hold a media event, create a photo opportunity or
distribute a news release to recognize their grant.
All grantees must invite the Ontario Trillium Foundation to participate in media events to
announce their grant.
OTF Leller a/Agreement
MPP Participation
The Government of Ontario is the funder of OTF. Grantees are required to ensure their
MPP. regardless of party affiliation, is invited to participate in recognition events. OTF
staff are pleased to assist in coordinating arrangements with MPP offices. For
assistance to involve your MPP in your event, please contact your Communications
Officer at OTF.
Large or High-Recognition Grants
OTF staff and Grant Review Teams will identify opportunities for highly-targeted
recognition or unique marketing strategies for organizations receiving high-impact grants
with significant recognition potential in either grants program. Grants identified as having
significant potential for recognition will develop a recognition/media strategy tailored to
their grant in consultation with the OTF Communications and Public Affairs Department.
Multi.year Grants
The recognition policy applies for the life of the grant. Grantees, in consultation with
OTF staff. are expected to conduct on-going recognition efforts for the duration of the
grant.
Monitoring
Grantees are required to report on all recognition activities and media coverage as part
of their progress and final reports. Grant payments may be withheld until OTF staff are
satisfied with the grantee's recognition efforts.
Costs
In most cases. the costs of recognition signage will be funded by the Foundation.
However, grantees receiving larger grants. including those that are part of a
collaborative. may be asked to cover the cost of appropriate recognition themselves. In
such cases, this condition will be included in the Letter of Agreement.
orF Letter ofAgreemenr
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Reporting
Forms for
Capital Grants
THa ONTARIO
TIULLIUM
FOUNDATION
LA FONDATION
TRILLIUM
Da L'ONTARIO
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Important Reporting Information - Please Read
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Please check your Letter of Agreement for your reporting schedule.
Your Letter of Agreement outlines the results that the Ontario Trillium Foundation
(OTF) expects your grant to achieve and contains the approved budget for your
grant. Use these Reporting Forms to report on the Expected Results, the Approved
Budget and any Grant Conditions that may have been attached to your grant.
Please contact your Program Manager or Grants Associate before you reallocate
funds in your approved budget.
Please complete all three sections of these Reporting Forms. Use your computer
cursor or the Tab Key to move between boxes. To select a box, click on it with your
mouse.
Please print the completed forms and mail three (3) copies of the forms, and two
(2) copies of all attachments to:
[Your Program Manager or Grants Associate]
The Ontario Trillium Foundation
45 Charles Street East, 5th Floor
Toronto, Ontario M4Y 1 S2
Unfortunately we cannot accept e-mail copies of your forms at this time.
Save an electronic copy of the Reporting Forms for future reports you prepare for
OTF. You can also download these forms from our website,
www.trilliumfoundation.ora.
Need help preparing your report?
Find help on our websltel Go to the Grantee section of our website and
click on Reporting Material. You can scroll to the bottom of the page and
refer to the Sample Tables or click on the Frequently Asked Questions link. These
contain examples of completed tables and provide answers to questions we are often
asked.
Give U8 a calli Our staff will be happy to assist you. If you have questions concerning
your grant, please contact your Program Manager or Grants Associate. If you have
technical questions about preparing your report or completing the forms, call
1.800.263.2887 and ask to speak with a Policy and Research Analyst in the Policy,
Research, and Evaluation Department.
April 2006 THE ONTARIO TRILLIUM FOUNDATION CAPITAL GRANTS 1.800.263.2887 www.trilliumfoundation.org
Capital Grants Report Cover Sheet
Attach this completed Cover Sheet to all reports you submit to the Foundation.
Organization name:
E-mail address:
Mailing address:
Phone number:
Grant 10 #:
Reporting Period':
Grant amount:
Report type:
(mm/yr)
o Progress Report
to
(mm/yr)
o Final Report
You are required to submit the following items in your Reoort Packaae. Please check the
items you have included in your package. Send three (3) copies of the Reporting Forms
and two (2) copies of attachments.
Reporting Forms
o
o
Section A - Summary Form
Section B - Financial Table and Conditions
(Please ensure that you report only on this Reporting Period1)
Section C - Outcomes of Your Grant
o
Attachments
o List of your current board of directors
o Any completed resources or materials produced through your grant
For renovations grants:
o Photographs of renovated areas
o Copy of the certificate of completion
Person completing this report
Name:
Date:
Position:
Signature:
Board president I chair
Name:
Date:
Signature:
'Reporting Period - For your first reoort. this refers to the period starting from receipt of the first grant
cheque to the due date of the first Progress Report to OTF. For Your subeeauenl reoorts. this refers to the
period since your last report to the due date of this report.
April2006 THE ONTARIO TRILUUM FOUNDATION CAPITAL GRANTS 1.800.263.2887 www.trilliumfoundation.org 1
Section A: Summary Form
,
· Complete all three.sectfons of these Reportlng.fc:Nrm&
Use your. computer cursocOl the Tab Key to move between boxes. To select a box.
click on it with your mouse. .
· All questions may not be relevant to your work.
Simply indicate NJA (not applicable) for questions that do not apply or are not
relevant to your work.
· Report on the entire length of your grant.
People benefiting from your grant
A1. How many people directly benefited from your grant?
_ People
Include information such as the number of people using your building, facility, etc.
Avoid countina oeoole more than once. For example, if you offer a program in which
groups of people participate on a regular basis, only count the members of those groups
once.
Do nsn include people who indirectlv benefit from your grant. For example, people
benefiting from clean air and spaces; number of visitors to your website; people in your
community that were contacted through outreach but did not become directly involved in
your grant; people living in your area but who did not directly access your facilities,
services or programs.
A2. If your Initiative received any media coverage, please indicate the type of
coverage received and the number of reports or stories.
Newspaper article
Other, please specify:
Radio interview
TV
A3. a) In this Reporting Period, did your organization undertake any activities to
recognize your Ontario Trillium Foundation grant?
o Yes
ONO
b) If m, please indicate all the recognition activities you undertook. Check all that
apply.
o Acknowledged OlF support in publications and promotional materials
o Recognized OlF support on website
o Provided link to OlF website
o Used OlF logo in print and promotional materials/website link
o Displayed recognition plaque or other signage in a public location
o Gave verbal acknowledgement of OlF funding (e.g. during public presentations)
o Other, please specify:
April2006 THE ONTARIO TRILUUM FOUNDATION CAPITAL GRANTS 1.800.263.2887 www.trilliumfoundation.org 2
Section A: Summary Form '
Volunteer contributions
A4. How many volunteers directly contributed to the initiative funded by your
grant? Please do not give the total number of volunteers in your organization.
Volunteers
Hours contributed
Individual impact
AS. Old your grant result In any observed behaviour change among those
individuals that directly benefited from your grant? Please check all that apply.
D Stronger cultural awareness
D A greater sense of communitv belonaina
D Increased awareness of communitv resources
D Enhanced communications skills
D Participation in workforce
D Development of life skills
D Enhanced self-confidence/esteem
D Enhanced success for students and learners
D Enhanced ohvsical activitv
D Other, please specify:
Organizational Impact
A6. How did your organization benefit from your OTF grant? Please check all that
apply and provide details where required.
D Enhanced caoacitv to deliver services or oroarams
D Increased number of oartnershios / networks formed in the community; specify
the number of new partnerships:
D Increased membershio in your organization
o More active oarticioation of members in your organization
o Improved staff trainina and deve/ooment
D Enhanced technoloaical caoacitv
D Enhanced organizational and/or strategic olannina
D Enhanced organizational stabilitv
o Raised profile of your organization
D Increased funds raised: How much? $
D Other, please specify: _
April2006 THE ONTARIO TRILUUM FOUNDATION CAPITAL GRANTS 1.800.263.2887 www.trilliumfoundation.org 3
Section A: Summary Form
Community impact
A7. How did your grant benefit your community, clients or participants?
Please check all that apply.
D Created economic oooortunities in your community
D Enhanced services. oroarams or events
o Increased oarticioation in community life by removing barriers to participation
(Le., financial, social, cultural and linguistic barriers)
o Enhanced awareness or profile of issue
o Enhanced or strengthened the local environment
(land, water, air, energy conservation, etc.)
o Increased ohvsical access to buildings, facilities
o Enhanced volunteerism by recruiting, training or diversifying the volunteer base
o Enhanced oraanizational resDonsiveness to the community
o Made better use of communitv facilities or land by repairing, renovating or making
them available to community groups
o Other, please specify:
Economic Impact
AS. Value of goods/equipment (i.e., office supplies, computers, resources, etc.)
purchased with OTF funds: $ _
A9. Value of services (I.e., consulting, accounting, planning, etc.) purchased with
OTFfunds: $
Al0. Value of construction I renovation costs paid for with OTF funds: $_
April2006 THE ONTARIO TRILLIUM FOUNDATION CAPITAL GRANTS 1.800.263.2887 www.trilliumfoundation.org 4
Section A: Summary Form
Financial and In-kind support leveraged
A 11. Please estimate the value of any in-kind or non-financial support your
organization may have received as a result of your grant.
Do not Include support you had already been receiving or would have received
regardless of whether you received a grant from OTF. For instance, if you have always
received donated office space, do not include it.
If you did not receive any in-kind support, write N/A (not applicable) next to Total.
Type of support received
Estimated $
value
Donated space and utilities (Le., office space, meeting space,
recreation, use of phone or fax, etc.)
Donated services (i.e., accounting, transportation, website design,
etc.)
Donated equipment, materials or supplies (Le., office furniture or
equipment, etc.)
$
$
$
Total $
A 12. In this Reporting Period, what Is the estimated value of any revenue your
organization may have received as a direct result of receiving your OTF grant?
Do not include revenue you would have received regardless of whether or not you had
a grant from OTF. For instance, if your organization regularly receives an operating grant
from the United Way, do not include it. However, if your organization received United
Way funding as a result of a grant from OTF that it would not have received otherwise,
please include it.
If you did not receive any additional revenue, write N/A (not applicable) next to Total.
Government sources
Non-government sources
Business / corporate sector $
United Way $
Other foundations $
Individuals $
Total $
Federal
$
$
$
Provincial
Municipal
Total
$
April2006 THE ONTARIO TRIWUM FOUNDATION CAPITAL GRANTS 1.800.263.2887 WWW.lriJliumfoundation.org 5
Section B: Financial Table and Conditions
.
o
e
.
G'
.
.
91. Financial Tabl. Instructions
Please complete the AnancialTable on page 7.
Refer to Schedule A of your Letter of Agreement.
Report Approved2 and Actual3 Expenses for the line items and budget categories
in your Schedule A (and any reallocatlons4 approved by OTF in writing).
Please group your expel188ll under the categories from your Letter of Agreement.
These categories are: 1) Salaries and Benefits (e.g. permanent staff. contract staff.
benefits~ etc~), 2) Program Costs (e.g. program~relatecll expenses such as materials,
resources, and transportation; services such as accounting. legal fees, etc.), 3)
Administration (e.g. rent, insurance, office supplies, utilities, fax/phone~ Internet,
etc.). 4) Capital (e.g. computers, office furniture, equipment, renovations, etc.), 5)
Evaluation (e.g. costs associated with undertaking an evaluation of your project such
as consulting fees or refreshments served at a post~program focus group, etc.) and
6) Miscellaneous.
List all your expenses, .. itemized In your Lettw of Agreement, in each of these
categories on seDarate IineJ. ,If you do not have expenses under a particular
category, insert N/A(not applicable).
There are Sample Tables available t<< your reference In the Grantees section
of the OTF websit. - look under Reporting Material and scroll to the bottom of the
page
If you require additional rows, columns or Simply need more space than the following
table allows, please use the Additional Capital I One-Year Financial Tabl.
available on the Reporting Materials section of the OTF websit.. Please
remember to include any additional tables with your report.
2 Approved Expenses: All expenses listed in Schedule A of your Letter of Agreement for this Reporting
Period.
3 Actual Expert...: All expenses that you have incurred during this Reporting Penoct.
4Real10CIdI0ne: Any mIiDSII to how you are spending your grant money that totals to over $10.000. i~ In
excess of 10% of your budaet or is beina moved across budc;Jet cateoories must be aooroved bv OTF.
April 2006 THE ONTARIO TRILLIUM FOUNDA TION CAPITAL GRANTS 1.800.263.2887 www.trilliumfoundation.org 6
Section B: Financial Table and Conditions '
81. Financial Table
Follow instructions on page 6. For examples. see the Sample Tables found on the OTF website.
Important: Please contact your Program Manager or Grants Associate before you
reallocate funds in your approved budget.
't>> .. "'U4";Y .,' . '''r.~.';;.~'~''~:;W,"
~" ;'>"'~'1'1'~:f:~~~.~:;"~~::~f~' Approved OTF Actual OTF
'" '.... '1.' ,\ ,\ F~~rf;!;2<'!Ji:~i1~)I!Aitk. S1; ;t; . expenses (S) expenses (5)
~~~~; f$, -~!1~~ i~{t~?-""~~~:It::;t('~:,~~~)
Salaries and Benefits
.J.... ., ,
Program Costs
--.-...------.----------.....-....---------.--.,.. ""..m...m"...""...""."''''..''.'''.'''.-..-.----.----..t-. ....."..--",.-"",. ,...."...-.....-----......-.....--.------..---..
Administration
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Evaluation
I
I
I
Capital
Miscellaneous
(Please specify)
TOTALS
Apri12006 THE ONTARIO TRILUUM FOUNDATION CAPITAL GRANTS 1,800.263.2887 www.trilliumfoundation.org 7
Section B: Financial Table and Conditions
82. If there was a difference between your Approved and Actual Expenses of more
than $1,000 in this Reporting Period, please explain the reason(s) for the
difference.
83. For Proaress ReDorts onlv - If you anticipate any chanaes5 to your approved
budget for the next Reporting Period, please explain. Note the expense item, the
dollar amount and the reason(s) for the change.
84. Conditione
a} If you have conditions on your grant, please list them here (copy them from the
Conditions section of Schedule A of your LeIter of Agreement). and explain how
you met them.. Pi.... include two (2) copl.. of any required attachments related
to the conditions.
b) If you have not met any of these conditions, why not and how do you plan to
meet the8e condltlona?
5 Any ~ to how you are spending your grant money that totals to over S 10.000. is in excess of 10% of
Your budae. or is beina moved across budae. cateaories must be aoDroved bv OTF.
April 2006 THE ONTARIO TRIWUM FOUNDATION CAPITAl GRANTS 1.800.263.2887 www.trilliumfoundation.org 8
Section C: Outcomes of Your Grant
C1. Outcomes Table Instructions
Pi.... complete the table on the following page. Using point fonn. clearly
explain your use of your grant fund. and the prog..... made toward
achieving your grant'. expected results aa measured by the performance
Indicators outlined In Schedule A of your Letter of Agreement. (There will be
an opportunity to describe your project in more detail in question C2.)
O In Column " copy the Expected Results from Schedule A of your Letter of
... Agreement. This is what you are hoping to achieve through your grant.
O. In Column 2, copy the Performance Indlcatora from Schedule A of your Letter of
.............: Agreement. This is what you are measuring or tracking so that you will know that
you are. achieving your expected results. Note: For arants awarded before 2006.
orease skiD this column.
. In Column 3, report all of your Actual Achievements that relate to every
Perfonnance Indicator stated in Column 2. For arants awarded before 2006. these
are the numbers and descriptions you are using to show that you are achieving
your expected results.
o There are Sample Tables available tor your reference In the Grant_ section
. . ... of the OTF webslte - look under . Reporting Material and scroll to the bottom of the
page.
. If you reqUire additional rows, columns or simply need more space than the
. following table allows, please use the Additional Capital I One-Year Outcomea
Table available on the Reporting Materials section. of the OTF website. Please
remember to include any additional tables with your report.
April2006 THE ONTARIO TRILLIUM FOUNDATION CAPITAL GRANTS 1.800.263.2887 www.trilliumfoundation.org 9
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Section C: Outcomes of Your Grant
C2. Provide a brief summary (approximately 1/4 to 1/2 page) of what your grant
accomplished In this Reporting Period.
Include a brief description of how your community or the people you serve benefited
from your OTF grant (e.g., in what ways did your grant improve the quality of life in your
community or of the people you serve?), the key things you learned and what, if
anything, you would do differently next time.
C3. a) Old you achieve all, some or none of your expected results In this Reporting
Period?
o All results achieved
o Some results achieved 0 No results achieved
b) If you were not able to achieve all of your expected results In this Reporting
Period, Indicate why by checking all the reasons that apply.
o Delays in getting started
D Organizational/staffing changes (internal reorganization, board changes, etc.)
D Under-estimated time to complete the work
o Under-estimated resources needed for the work
D Loss of funding / revenue from other sources
o Lack of community support / partnerships needed for the work
o External factors beyond your control
o Other, please explain:
C4. If there were any unexDeCted results. positive or negative from your work,
please describe them. (Compare with the Expected Results In Schedule A of your
Letter of Agreement.)
C5. For Proaress ReDorts onlv - If you anticipate any changes to your planned
activities or expected results for the next Reporting Period, describe the changes
and note the reason(s) for the change.
April2006 THE ONTARIO TRIWUM FOUNDATION CAPITAl GRANTS 1.800.263.2887 www.trilliumfoundation.org 11
h~"\ CORlI/J/,. .
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THE ONTARIO ~ ~ LA FONDATION
TRILLIUM ~.~"' TRILLIUM
Fnl_"!\o!!!.A-T-lON \1 =>>= L-ONTARIO
LETTER OF AGREEMENT
BETWEEN
Ontario Trillium Foundation
("The Foundation")
AND
Municipality of Kincardine
("The Grantee")
Municipal Administration Centre
1475 Concession 5, A.R. # 5
Kincardine, ON N2Z 2X6
$35,400 over 6 months
$35,400 over six months to purchase and install appliances
and cupboards for the Kincardine Pavillion kitchen, thus
giving the community a viable heritage facility for leisure and
cultural activities with full catering capacity.
Request 10 No.: 9972316
Board Approval Date: March 7, 2007
\
Please read this Letter of Agreement carefully. It outlines the Foundation's expectations of the
Grantee and the Grantee obligations. It also ensures that the Grant benefits Ontarians and the
Grantee is accountable for public Grant funds. By signing it, the Grantee legally agrees to the
following terms and conditions.
1. Use of Grant Funds
· Grant funds may only be used for the exclusive purpose of the project as it is described in
Schedule A rThe Granr). Grant funds may only be spent for the items and activities
described in Schedule A.
· Grant funds are not to be used by or for any organization or individual other than those
specified in Schedule A.
· The Grantee has received, read, and agrees to comply with the "Reallocation of Grant Funds
Policy" stated in Schedule B ("Foundation Policies") as may be amended from time to time.
· Any unspent Grant funds must be returned to the Foundation, unless the Foundation has
given prior written approval for such funds to be spent on other items or activities that are
consistent with the Grant's purpose.
2. Maintaining Not-For..profit Status and/or Charitable Registration Number
· By signing this Letter of Agreement, the Grantee represents, warrants, acknowledges and
confirms the eligibility status set out in the Grantee's application is current and in good
standing. The Grantee also represents and warrants that the Grantee:
is not in breach of any laws in Canada, the Province of Ontario, any municipality in the
Province of Ontario, or any court order
has and will maintain its current status in the Grantee's application for the duration of
the Grant, and
has and will comply with the provisions of the Income Tax Act and its Regulations that
apply to the Grantee.
. The Grantee will immediately inform the Foundation of any change in or challenge to the
Grantee's eligibility status as set out in the Grantee's application.
3. Payment of Grant Funds
· The Foundation will pay Grant funds according to the terms stated in Schedule A. .
· The Foundation must receive a signed original copy of this Letter of Agreement before
sending the first Grant payment to the Grantee.
· The Foundation may temporarily withhold Grant payments or terminate this Letter of
Agreement if, in the Foundation's opinion, the Foundation:
is not satisfied with the Grantee's progress
determines that the Grantee is unable to complete the Grant in a satisfactory manner
determines that the Grantee is not complying with one or more of the Foundation's policies
or specific conditions that relate to the Grant, or
determines that continuing the Grant is not in the general public's interest.
OTF Leiter o/Agreement
4. Reports
· The Grantee will submit complete progress reports and a final report to the Foundation at the
times specified in Schedule A. In these reports the Grantee will clearly explain the Grantee's
use of the Grant funds and the progress the Grantee has made toward achieving the Grant's
expected outcomes and how the Grantee has complied with the terms and conditions of this
Letter of Agreement including Schedule A.
· All reports will be submitted using the Foundation's "Reporting Forms" found in Schedule C.
· In addition to these regular reports, the Foundation may ask the Grantee to submit additional
interim reports, verbally or in writing, which the Grantee will provide.
· The Foundation will review the progress the Grantee makes toward achieving the Grant's
results. Monitoring progress may involve on-site visits by Foundation representatives.
· The Foundation may also ask to consult with the Grantee's personnel regarding the Grantee's
expenditures. records, progress, and achievements relating to the Grant.
· If the Foundation does not receive progress or final reports in a timely manner, it will withhold
payments until the late reports are received and considered by the Foundation to be
satisfactory. The Foundation may terminate this Letter of Agreement if any such report is not
received within sixty (60) days of the date on which it was due.
· The Grantee will immediately notify the Foundation of any changes to the Grantee that might
delay or stop the successful completion of the Grant.
5. Records
· The Grantee will maintain accounting records that clearly show the receipt of Grant funds and
how the money has been spent. All records and supporting documentation will be available for
inspection by the Foundation.
· The Grantee will keep records of Grant receipts and expenditures for at least six (6) years
after the Grant ends. The Grantee will also keep copies of all the reports (and supporting
documentation) the Grantee submits to the Foundation for at least six (6) years after the
completion of the Grant.
6. Advocacy
· The Grantee represents and warrants that it has received and read the Foundation's
"Advocacy Policy" in Schedule B as may be amended from time to time, and the Grantee
agrees to comply with this policy.
7. Recognition of the Foundation
· The Grantee has received and read the Foundation's "Recognition Policy" stated in Schedule
B as may be amended from time to time, and the Grantee agrees to comply with this policy.
· Under the "Recognition Policy" the Grantee will recognize the Foundation's support at public
events, in all communications and publications and seek other opportunities to publicly
recognize the Foundation.
OTF Lefler of Agreement
,,'
8~ Evaluation and Audit
· The Foundation may conduct or commission an evaluation or audit of this Grant. The Grantee
will participate in any such evaluations or audits and make the Grantee's records, books.
supporting documentation, and reports available to Foundation personnel or consultants.
9. Human Rights Code
· The Grantee will operate in accordance with the Ontario Human Rights Code.
10. Insurance
· The Grantee will purchase and maintain adequate insurance including property insurance,
casualty insurance, and general liability insurance. Adequate insurance coverage must be
maintained for the duration of the Grant.
11. Indemnity
· The Grantee agrees to indemnify and save the Foundation, its officers, directors, employees,
and agents harmless from and against any and all costs, claims, demands, expenses, actions,
causes of action, and for any and all liability for damages to property and injury to persons
(including death) howsoever caused, arising out of or in any way related to the Grant or to the
Grantee. The Foundation holds this indemnity in trust for parties who are not parties to this
Letter of Agreement.
12. Violation of Agreement; Change of Status
. If the Grantee violates any of the provisions of this Letter of Agreement, including the attached
Schedules. the Foundation has the right to terminate the Grant.
· The Grantee will immediately notify the Foundation if the Lead Applicant, as set out in the
Foundation's Program Guidelines, in a collaborative Grant changes. If the Foundation is not
satisfied that a suitable new Lead Applicant has been appointed, it may terminate this Grant.
13. Termination
· If this Letter of Agreement is terminated, the Foundation will withhold any further payments of
Grant funds.
· If this Letter of Agreement is terminated. the Grantee must repay any unspent portion of the
Grant funds to the Foundation. The Grantee will repay the Grant funds that the Grantee has
spent, if in the Foundation's sole opinion. such Grant funds have not been spent in
accordance with this Letter of Agreement.
· Any decision by the Foundation to terminate this Grant will be final and legally binding.
14. Distribution of Assets
· If within 5 years of receiving the Grant funds the Grantee dissolves or no longer needs assets
purchased with the Grant funds. the Grantee will disburse any assets with a value of $5000 or
more at no cost to a not-for-profit organization that meets the Foundation's "Eligibility
Requirements~ as set out in the Foundation's Program Guidelines.
OTF Letter o(Agreement
,
15. Modification
· This letter of Agreement and the attached schedules establishes all the terms and conditions
of the Grant. It replaces all previous understandings and agreements.
· Changes to this Agreement can only be made in writing. All changes require the signatures of
an authorized officer from the Grantee and from the Foundation.
16. Applicable Law
. This letter of Agreement will be interpreted in accordance with the laws of Canada, the
Province of Ontario, any municipality in the Province of Ontario, or any court order.
17. Capital Grants (For Grants with a Capital Component Only)
. The Grantee has all appropriate insurance to cover the project site and any equipment used
as part of the project.
. The Foundation is not responsible or liable for the quality of design, construction, and
maintenance of the project. The Foundation is not responsible or liable for any loss or
damages arising out of or connected with the project.
· The Grantee will ensure that all renovations. modifications, and additions meet or exceed all
applicable building codes and project specifications.
18. No Partnership or Joint Venture
· It is expressly acknowledged and agreed that nothing in this Letter of Agreement and its
Schedules or the advance of any Grant funds to the Grantee creates or causes to be created
any form of partnership or joint venture between the Foundation and the Grantee.
19. Non-Assignability
This letter of agreement shall not be assigned by the Grantee without the written consent of
the Foundation.
20. Reliance by Foundation
The Grantee represents, warrants. agrees, and acknowledges that the Foundation has relied
on the representations and warranties contained herein in providing the Grant, and that the
information contained in the application continues to be correct and contains no material
misrepresentations.
OTF Letter of Agreement
IN WITNESS WHEREOF, this Letter of Agreement has been signed on behalf of the parties as
of the dates indicated below. I have the legal authority to bind the organization in this
Agreement.
The Ontario Trillium Foundation
Municipality of Kincardine
Per:
Patricia Else
Per:
Name
Name (Please print.)
Director of Grant Operations
\'\ Title
~ ~. ~ (0/1 Q
_.. -
Signature
~ ~~ ~0l
Date
Title
Signature
Date
Witness:
Witness:
Natalie Bortkiewicz
Name
Name (Please print.)
Coordinator of Program Administration
Title
/Y) () .J } . ,
'II' ~'7~
Signature c1
1Y) CUt u" 2. 0 =r
Date
Title
Signature
Date
OTF Letter of Agreement
Request 10; 9972316 - Municipality of Kincardine
SCHEDULE A: BUDGET, CONDITIONS AND EXPECTED RESULTS, PAYMENT AND
REPORT SCHEDULES
Grantee: MuniclDalltv of Kincardine
Request 10#: 9972316
Approval Date: March 7. 2007
(;nmt Amount: $35.400
Program Manager: Theron 'Kramer
BUDGET:
Grant funds may only be spent for the items and activities described here.
35,400
...'10;........35 A.."" . .'
'>:'::-::".',.'~x
CONDITIONS: None
FIT WITH PRIORITIeS OF THE FOUNDATION:
The Foundation is providing funds for this initiative to support healthier and more physically
active Ontarians because it will promote cultural and artistic activities for people of all ages and
abilities.
OUTCOMES:
In progress and final reports the Grantee will clearly explain the use of the grant funds and the
progress made toward achieving the grant's expected results as measured by the performance
indicators outlined below.
The objective of the grant is to maintain or enhance community-based spaces and facilities and
achieve the following results:
2. More community space available for range
of leisure arts pursuits for everyone in the
community and built heritage restored.
;P8rfo",,'f .... :~PcIlcat0J8.?;j~
a. Kitchen equipment installed which will
complete the conversion of a heritage building
that was going to be demolished into usable
recreational, cultural, leisure arts space for
broad use by the community and as tourist
attraction.
OTHER REQUIREMENTS: None
OTF Letter of Agreement
Request 10: 9972316 - Municipality of Kincardine
REPORT SCHEDULE: (Please send us ~ copies of any report we are requesting and 1
copy of the Letter of Agreement.)
Requirements
PAYMENT SCHEDULE:
Amount
Notes
$35,400
OTF Letter of Agreement
Request 10: 9972316. Municipality of Kincardine