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HomeMy WebLinkAbout23 110 Community Investment Grant Policy By-lawTHE CORPORATION OF THE MUNICIPALITY OF KINCARDINE BY-LAW NO. 2023 – 110 Being a By-law to Adopt a Community Investment Grant Policy for The Corporation of the Municipality of Kincardine Whereas pursuant to the said Municipal Act, Sections 8 and 9 provides that a municipality 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 the Council of the Corporation of the Municipality of Kincardine desires to adopt a new Community Investment Grant Policy; now therefore be it Resolved that the Council of The Corporation of the Municipality of Kincardine Enacts as follows: 1. That the Community Investment Grant Policy for The Municipality of Kincardine, attached hereto as Schedule ‘A’ and forming part of this By-law be adopted. 2. That this By-law shall come into full force and effect upon its final passing. 3. That all other Policies passed by By-law or Resolution inconsistent with this By- law, be repealed. 4. That By-law may be cited as the “Community Investment Grant Policy By-law”. Read a First and Second Time this 5th day of July, 2023. Read a Third Time and Finally Passed this 5th day of July, 2023. Mayor Clerk Page 2 of 4 Community Investment Grant Policy By-law By-law 2023 - 110 Schedule ‘A’ Policy No.: LS.01 Section: Your Government and People Policy Title: Community Investment Grant Policy Adopted Date: By-law No.: 2023 - 110 Revision Date: 1. Purpose The Community Investment Grants Policy provides the framework for administering the Community Investment Grant which is a program that provides financial assistance to local non-profit organizations which will have a positive impact on the quality of life in the community through the provision of beneficial programs and services to residents. The funds shall be distributed in an open, fair, and accountable process that is in the best benefit of the community. 2. Scope This policy applies to all organizations applying for a grant, municipal staff, and Members of Council. 3. Definitions Municipality means The Corporation of the Municipality of Kincardine. Project means any program, project, event, service, or activity for which a Community Investment Grant has been submitted. 4. Responsibility The policy shall be administered by Corporate Services. Minor clarifications to this policy’s intent and workings shall be subject to the interpretation of the Clerk of the Municipality of Kincardine. Legislative Services is authorized to make minor adjustments to the application attached hereto as Schedule ‘A’ and forming part of the policy. 5. Procedure/ Policy Council shall, annually, determine the amount of funds to be allocated to the Community Investment Grant Program through the budget process. It is intended that Community Investment Grants are for the benefit of the community and projects where funds are distributed outside the Municipality may not be eligible. The annual budget process timelines vary and applicants need to take into account that approvals may not be granted in the time that suits their events or particular needs. The program shall provide a modest level of assistance to non-profit organizations in a fair and equitable manner. It is not the intent of this program to provide sustainable funding or to create long-term financial dependency. Applicants are eligible to apply for up to $5,000. Grants are intended to be supplementary to main sources of funding for organizations. The organization must show exploration of other financial support and options (i.e. fundraising and volunteer support). The granting of financial assistance in any year is not to be regarded as a commitment by the Municipality to continue to provide such assistance in future years. In addition, the Municipality will not provide guaranteed funding beyond the current fiscal year. Page 3 of 4 Community Investment Grant Policy By-law By-law 2023 - 110 Only one application per year will be permitted per organization. The funding amount requested per group and the maximum amount granted must not exceed $5,000. Incomplete applicants will not be accepted. The incomplete application will be returned to the applicant, with an explanation of the deficiencies, who may re-submit. Grants must be used within one-year (365) days from issuance funding. If the project fails to proceed, the funds must be returned to the Municipality. If the project is delayed, the organization must provide a letter of explanation to the Municipality regarding the nature of the delay, the proposed new schedule and a copy of a bank statement which indicates that the funds are being retained by the organization. Further, if approved funds are not spent on the project as described, the funds must be repaid back to the Municipality. If the funds spent are less than the funds granted for the project, the remaining funds must be returned to the Municipality. Late applications will not be considered. Requests for support of new projects by new applicants only may be considered outside of the standard intake process. Applicants must submit an application for review to the Evaluation Team who will make recommendations to Council. No request for a Community Investment Grant or funding for any project that would fall under the Community Investment Grant shall be scheduled as a delegation to Council. The applications will be reviewed and assessed by the Community Investment Grants Evaluation Team comprised of the Manager of Legislative Services/ Clerk, the Director of Corporate Services/Treasurer and three members of Council. Applications will be assessed in terms of the need for the project, alignment with the Municipality’s Integrated Strategy, cost effectiveness, financial viability, contribution to the quality of life and sustainability in the community, community involvement/response, cooperative cost-sharing projects, past demonstrated fiscal responsibility of the applicant, in-kind support from the Municipality (municipal staff support, loan of equipment, etc.). The Evaluation Team shall make recommendations to Council concerning funding approval. The final decision regarding approval of funding applications remains with Council. Eligibility Criteria To be eligible for a grant, the applicant must: • Be a non-profit community group or organization – individuals, for-profit organizations, political parties, and government agencies are not eligible; • Be based in the Municipality of Kincardine or provide services to the residents of the Municipality; • Demonstrate active fund-raising efforts and/or volunteer support for the project – municipal funding is not to be considered sustainable funding for the organization; • Comply with the reporting requirements from any previous municipal grants; • Be in good standing with all Municipal accounts. Ineligible Activities The following are not eligible for funding: • Flow through funding (where the intent is to directly re-distribute the same funds to others); • Deficit funding or retroactive funding (for past shortfalls); • Debt retirement or depreciation costs; • Duplication of funding received from another source where total funding would exceed costs. Page 4 of 4 Community Investment Grant Policy By-law By-law 2023 - 110 Application Requirements Applications must: • Be submitted on the prescribed form attached hereto as Schedule “A”; • Include a project budget (proposed expenses and other revenues); • Provide complete information concerning the project’s objectives, services provided, operating costs, financing details and an explanation of reasons for the funding need; • Be submitted by the organization to the Municipality by the due date established by Legislative Services. The application intake process will take place in November with staff to determine actual deadlines based on budgetary requirements. It will be no less than 30 days after notice of the application intake is posted on the Municipality’s website. Minor Sports Minor sports will receive funding based on a 60/40 formula, with 60% attributed to facility costs incurred by the minor sports group, and 40% attributed to enrollment numbers. No group shall receive more than 50% of the total funding allotment allocated to minor sports. Any excess funds will be redistributed among the other minor sport organizations. Accountability Applicants awarded a grant will be held accountable for the expenditure of the funds in accordance with the stated objectives/plans. Grants in future years will be reviewed based on past demonstrated fiscal responsibility of the applicants. Funds granted under this program are not transferable between projects or organizations without prior Council approval and must be used for the specific purposes outlined. An Accountability Statement must be completed and submitted within 60 days of the completion of the project/grant being used. The statement shall provide a description of the completed project; a financial statement for the event listing all expenditures and revenues pertaining to the event/project; the use of the grant funds and an explanation of how the Municipality’s contribution to the project has been recognized. The Statement shall be signed by an authorized representative of the organization. Additional financial reports from applicants may be requested at the Municipality’s discretion. Municipal Recognition Recipients of Community Investment Grants, including in-kind support, shall acknowledge municipal support in media coverage and in printed materials with logos supplied by the Municipality. 6. Related Documents/Legislation Community Investment Grant Application Form Community Investment Grant Accountability Statement Form Schedule "A"Community Investment Grant Application Form Please complete this form and send all required information a to: clerk@kincardine.ca Organization Mailing Address Contact Name Phone No. Email Address Names of Executive Members Contact Information Requested Amount (not to exceed to $5,000): Describe your proposed project and indicate how the municipal funding will be used if approved. How will your project benefit the Municipality of Kincardine? Provide a list of other funding sources for your organization. Describe your organizations methods of soliciting support from the community and what response was received. Describe the efforts of your organization to match the funds requested from the Municipality. Explain how your organization will sustain the project in the future. ENCLOSE THE FOLLOWING INFORMATION Budget for the Current Year Financial reports for last year Confirmation of Not for Profit Status *Sports/Recreation applicants must provide facility costs and enrollment numbers of their particular groups INFORMATION TO BE PROVIDED IF FUNDING IS APPROVED - Financial reports for the year the project is completed - Accountability Report describing the use of municipal funds and outcomes achieved ATTACH ANY ADDITIONAL INFORMATION WHICH YOU FEEL MAY ASSIST IN EVALUATING YOUR APPLICATION (PLEASE LIMIT THE VOLUME OF INFORMATION) We have read the eligibility criteria and confirm that the organization will comply with all requirements. Authorized Signature Date Authorized Signature Date Your application will be acknowledged by email within 3 business days of receipt. If you do not receive this acknoweldgement please contact the Clerk's Department at clerk@kincardine.ca. Please note that applications submitted without all the required information including supporting documents will be deemed to be incomplete. Your application will be returned to you with along with an explanation of the deficiencies and must resubmit a complete application. Applications received by the Municipality after the deadline will not be considered. Personal information collected on this form is collected under the authority of the Municipal Act, 2001, S.O. 2001 c. 25 and will be used for the purpose of creating a record to determine eligibility for a municipal Community Investment Grant. Questions about this collection should be addressed to the Clerk of the Municipality of Kincardine at 1475 Concession 5, RR #5, Kincardine, ON N2Z 2X6, 519-396-3468 Schedule B Personal information collected on this form is collected un the authority of the Municipal Act, 2001, S.O. 2001 c. 25 and will be used for the purpose of creating a records to determine eligibility for a municipal Community Investment Grant. Questions about this collection should be addressed to the Clerk of the Municipality of Kincardine at 1475 Concession 5, RR #5, Kincardine, ON N2Z 2X6 Community Investment Grants Accountability Statement Organization: Address: Contact Name: Phone Number: Email Address: Amount Received: Description of Completed Project: How were the grant funds used: How was the Municipality’s contribution to the project recognized? Please attach: o Financial statement for the event listing all expenditures and revenues ______________________________________ ____________________________ Authorize Signature Date Statement to be completed and submitted within 60 days of the completion of the project/grant being used.