HomeMy WebLinkAboutCSD-014-14 If this information is required in an alternate accessible format, please contact the Municipal
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Cj1ff_MSq0R Report
Community Services
Meeting: General Purpose and Administration Committee
Date: September 22, 2014 Resolution: By-law: N/A
Report: CSD-014-14 File: N/A
Subject: Community Grant Program and Application Review
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
a) That Report CSD-014-14 be received; and
b) That the rev' ommunity Grant Program and Application Form be approved.
l�'
Submitted by: � . Reviewed by: ,C!
pctir h P. C aruana Franklin Wu,
or of Community Services Chief Administrative Officer
Municipality of Clarington
Report CSD-014-14 Page 2
Report Overview
The purpose of this report is to provide Council information in order to make decisions about
the recommended changes to the Community Grant Program.
To address some areas that require clarification, staff are recommending clearer eligibility
criteria and a revised application form to assist with completeness of information provided.
Background
1. The Community Grant Program is an opportunity for Council to acknowledge the
contributions made by local community and volunteer organizations to improve the quality
of life for Clarington residents.
2. The Community Grant Program is intended to provide financial assistance to Registered
(Federal or Provincial) Not-for-Profits, local Boards of the Municipality or local volunteer
community organizations that deliver programs, events or services that are not the
responsibility of another level of government (Municipal, Regional, Provincial or Federal) to
the residents of Clarington. Funds are awarded by Council through an application process
on an annual basis.
3. The 2014 Community Grant Program applications were presented and reviewed by Council
at the General Purpose and Administration Committee meeting on Monday, April 14, 2014.
Of the $60,000 available for this program in 2014, $56,000 was awarded among 29
organizations.
4. During the General Purpose and Administration Committee meeting on April 14, 2014, it
was indicated by staff at that time that a review of the program would be presented to
Council in the fall of 2014.
Comments
5. This report will walk through the proposed Community Grant Program and Application Form
(Attachment 1) in order to review and explain the proposed changes. The current
Community Grant Program and Application Form (Attachment 2) has also been included for
use in comparison.
Purpose
6. The intent and purpose of the Community Grant Program remains consistent so there are
no significant changes to this section. Minor modifications have been made to clarify the
number of applications an organization can submit.
Municipality of Clarington
Report CSD-014-14 Page 3
Current Proposed
N/A Addition: Eligible organizations can receive
funding for one (1) successful grant
application per year for a maximum of
$5,000.
Delete: Applicants are further encouraged to Replace: Applicants are further encouraged
pursue other opportunities for financial to pursue other opportunities for financial
support. support, however, must not receive any
other funding from the Municipality of
Clarington.
N/A Addition: Organizations must be and must
remain in good financial standing with the
Municipality of Clarington.
Eligibility Criteria
7. In order to assist Council in making informed decisions when allocating funds to community
organizations, the eligibility criteria have been revised to provide clearer language.
8. Staff is recommending including the opportunity for the organization to demonstrate their
due process and are proposing that the Community Grant application is approved at a
meeting of the executive.
Current Proposed
Delete: Not-for-profit or volunteer based Replace: Registered (Federal or
organizations within the Municipality of Provincial) Not-for-Profit, or a local Board
Clarington or the Region of Durham of the Municipality delivering programs,
delivering programs, events or services to events or services that are not the
the residents of Clarington. responsibility of another level of
government (Municipal, Regional,
Regionally based organizations must Provincial or Federal) to the residents of
provide details demonstrating how their Clarington.
service will directly benefit the residents of
Clarington. Local volunteer community organizations
with a duly elected executive that hold an
Organizations with a duly elected executive Annual General Meeting, maintain a
-and-a-demonstrated-process-to-ensure _constitution-and-by-laws,-delivering
regular and timely elections for executive programs, events or services that are not
the responsibility of another level of
Municipality of Clarington
Report CSD-014-14 Page 4
positions. government (Municipal, Regional,
Provincial or Federal) to the residents of
Organizations which are governed by their Clarington.
own approved constitution, mission
statement, or statement of purpose.
N/A Addition: Organizations must be non-
profit, non-political and non-religious
in nature.
N/A Addition: Organizations that make
donations or charitable contributions
are ineligible.
N/A Addition: Community Grant
applications must be approved by the
applying organization at a meeting of
the executive and those meeting
minutes must be included with the
application.
Intent of Community Grant
9. Staff is not recommending any changes to this section of the Community Grant application.
Funding Categories
Current Proposed
Delete: (Please note; grants to Boards of Replace: (Please note; grants to
Council and Hall Boards will be considered Boards of Council and Hall Boards will
for operational expenses only. Capital be considered for operational
requests must be referred to the expenses only. Capital requests must
appropriate municipal representative for be referred to the Operations
consideration during the annual municipal Department for consideration during
budget process) the annual municipal budget process)
Municipality of Clarington
Report CSD-014-14 Page 5
Community Grant Process
10.The intent of this section remains unchanged. Numbered points have been re-aligned to
allow for better flow.
Current Proposed
Delete: Replace:
1. All requests for funding must be 1. Applications are available from
accompanied by a fully completed the Municipality of Clarington
"Community Grant Application" and website, www.clarington.net ,
must be forwarded to the Community from the Municipal
Services Department. Administrative Centre or most
Community Services
Department recreation facilities
as of mid-January of each year.
2. Applications must be legible, completed 2. All requests for funding must be
in full, signed and include all required accompanied by a fully completed
documentation. "Community Grant Application" and
must be forwarded to the Community
Services Department. Applications
must be legible, completed in full,
signed and include all required
documentation.
3. Applications are available from the 3. Submission deadline for completed
Municipality of Clarington website, applications Friday February 27,
www.clarington.net or from the 2015!
Municipal Administrative Centre as of
mid-January of each year.
4. Submission deadline for completed 4. Successful applicants will be required
applications Friday February 28, 2014. to acknowledge the financial support
Late submissions will be accepted of the Municipality of Clarington in all
pending the availability of funds. advertising and promotion related to
the programs, events or services for
which the Community Grant was
approved.
5. Successful applicants will be required to
acknowledge the Municipality of
Clarington in all advertising and
promotion related to the programs,
events or services for which the
Community Grant was approved.
Municipality of Clarington
Report CSD-014-14 Page 6
Community Grant Application Form
11.The application form has been revised to a table format that should simplify the process
and ensure organizations are submitting full and complete information.
Financial Information Section
12.A significant challenge encountered during the Community Grant application process is the
completion and accuracy of the financial information forms:
• Statement of Expenditures & Revenues
• Balance Sheet
Statement of Expenditures & Revenues
13.Currently applicants must include the current year's budget (estimated) and two previous
year's budgets (actual) in the Statement of Expenditures & Revenues. We have found
some challenges with the submission of this financial information where figures reported
one year as actuals, no longer match the figures received the following year.
14.The reasons for this inaccuracy could be due to turnover of volunteers (inconsistency), use
of audited statements vs. unaudited, and / or confusion over what was previously submitted
(fiscal year used vs. calendar year).
15.In order to simplify the process for the applicants as well as assist in receiving correct and
accurate information, staff are recommending that two years of financial information are to
be included as part of the application process — current year's budget (estimated) and
previous year's budget (actual).
Balance Sheet
16.On March 5, 2012, Council approved Resolution #GPA-185-12, which required all future
Community Grant applicants to include a balance sheet, preferably prepared by an
accountant, with their application.
17.We have completed two cycles of the Community Grant Program since this inclusion and
have found that there are many challenges with this addition. Most balance sheets
received are not completed correctly or accurately.
18.The reasons for the inaccuracy are varied. Each organization may record and report their
inventory supplies and capital assets differently. Some organizations use a fiscal year
which differs from the calendar year and can cause some confusion.
19.Many of the organizations are operated by volunteers within Clarington and these
volunteers have limited or no knowledge of how to prepare financial statements such as the
balance sheet, nor are these organizations in a position to secure professionally prepared
financial statements. As well, the organizations do see turnover in their membership and
Municipality of Clarington
Report CSD-014-14 Page 7
executive. It is not always the same individual completing the financial forms year after
year.
20.Each year Community Services and Finance staff hold a workshop to explain the
application form and review the Balance Sheet. The workshop allows for an opportunity for
discussion, questions and answers. As well, attendees are offered a copy of the
presentation shown that evening.
21.Regardless of the effort to facilitate this process, the Balance Sheet remains a struggle to
both complete and interpret. In turn it does not provide the information or insight we
believe Council originally envisioned with its introduction.
22.In an effort to simplify the process for the applicants, yet still provide Council with the detail
to make sound decisions, staff is recommending that a Balance Sheet only be required for
those applicant's requesting $3,001 or more through the Community Grant Program.
Groups that apply for this level of funding typically have more resources available to
provide an accountant prepared Balance Sheet.
Declaration and Acceptance of Conditions
Current Proposed
N/A Addition:
9. The Grant Recipient shall indemnify
and hold harmless the Municipality of
Clarington against any claims, costs,
causes of action, fines or any other losses
or other penalties the Municipality of
Clarington suffers related to the giving
and usage of the grant to the grant
recipient.
N/A Addition:
Date of the Executive o Minutes of
Meeting at which this Executive
application was Meeting
approved attached
(D D/M M/YYYY):
Concurrence
23.This repo l! been reviewed-by Fred-Horvath, Director of-Operations, Andy Allison,
Solicitor and Nancy Taylor, Director of Finance, who concur with the recommendations.
Municipality of Clarington
Report CSD-014-14 Page 8
Conclusion
24.The proposed changes to the Community Grant Program are expected to simplify the
process for the volunteer community organizations and to provide staff and Council with
accurate and complete information to make informed decisions and to better understand
how funds will benefit the residents of Clarington.
Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Staff Contact: Sharon Meredith, Manager, Recreation Services, 905-623-3379 ext. 2504 or
smereditha),clarington.net
Attachments:
Attachment 1 — Proposed 2015 Community Grant Program and Application Form
Attachment 2 — Current Community Grant Program and Application Form
There are no interested parties to be notified of Council's decision.
Attachment 1 to
Ciarftwn Report CSD-014-14
NOTICE
2015 Clarington Community Grant Application
The Municipality of Clarington has in the past provided the opportunity for community
groups and organizations that provide direct services or programs to residents of the
municipality, to apply for financial assistance.
Attached is the 2015 Community Grant Program and Application Form which
outlines the objective, criteria, categories and the funding formula.
The Community Grant Application can also be completed on line and submitted
directly to grants ,clarington.net. We encourage you to take advantage of this
option. You require Adobe Acrobat(available at http://get.adobe.com/reader/)
1. Go to www.clarington.net
2. On the front page of the website, at the top of the page click on "A to Z
Services" from the "List of Services" navigation click the link for letter"C"
3. Select/Click on Community Grant Program &Application
If you have any problems/questions with the online form, please call the Community
Development Coordinator at 905-623-5728 ext 621. -
Community Grant applications can also be printed and submitted to:
Municipal Administrative Centre
ATTN: Community Services Department—
Community Grant Program
40 Temperance Street
Bowmanville, Ontario
L 1 C 3A6
Any questions regarding the Community Grant Program may be
directed to:
Erica Mittag,
Community Development Coordinator
emittag(a--)clarington.net or(905) 623-5728 Ext: 621
All applications must be completed fully and legibly to be considered for
funding.
Dea line or submissions—is—February 2�2�
Ciarington
Community Grant Program
COMMUNITY GRANT PROGRAM
1. PURPOSE:
The Municipality of Clarington acknowledges the efforts of our local volunteer
community and believes that many services, events or projects are best provided
through the volunteer efforts of local community organizations. Community Grant
funding demonstrates Council's commitment to working with community
organizations without eroding their strength and independence and encourages
organizations to work toward financial self-sufficiency. The Community Grant
Program provides financial assistance to not-for-profit, volunteer community
organizations to provide direct programs, events or services to the benefit of the
residents of Clarington.
This program establishes eligibility requirements and the application process.
Eligible organizations can receive funding for one (1) successful grant application per
year for a maximum of$5000.00. Applicants are further encouraged to pursue other
opportunities for financial support, however, must not receive any other funding from
the Municipality of Clarington. Organizations must be and must remain in good
financial standing with the Municipality of Clarington.
2. ELIGIBILTY CRITERIA:
The following are eligible to apply to the Community Grant Program:
• Registered (Federal or Provincial) Not-for-Profit, or a local Board of the
Municipality delivering programs, events or services that are not the
responsibility of another level of government (Municipal, Regional, Provincial or
Federal) to the residents of Clarington.
• Local volunteer community organizations with a duly elected executive that hold
an Annual General Meeting, maintain a constitution and by-laws, delivering
programs, events or services that are not the responsibility of another level of
government (Municipal, Regional, Provincial or Federal) to the residents of
Clarington.
• Organizations must be non-profit, non-political and non-religious in nature.
• Organizations that make donations or charitable contributions are
ineligible.
• Community Grant applications must be approved by the organization at a
meeting of the executive and those meeting minutes are to be included
with the application.
Clarington Community Grant Program
3. INTENT OF COMMUNITY GRANT:
Community Grants may be provided to eligible applicants as defined above
to fund:
• General operating and capital expenses (with the exception of Hall Boards
who may only apply for general operating) up to a $5,000 maximum;
• Programs, events or services generally which occur within municipal
boundaries which benefit the residents of Clarington;
• Programs, events or services which address a community need or
contribute to the positive image of the municipality;
• These funds are not to be used for debt repayment.
4. FUNDING CATEGORIES:
1) Recreation/Leisure
• is defined as those organizations offering athletic or leisure opportunities
not offered by the Municipality
2) Civic
• is defined as those organizations providing events or services promoting
the Municipality of Clarington which could be expected to bring economic
and/or public relations benefit to the Municipality
3) Social
• is defined as those organizations offering a specific service (other than
recreation/leisure) to residents of the Municipality, which is not
considered to be the responsibility of another level of government
4) Boards of Council and Hall Boards
• is defined as a group of individuals who may be appointed by Council or
who are a community group who manage and maintain a municipally
owned facility
(Please note; grants to Boards of Council and Hall Boards will be
considered for operational expenses only. Capital requests must be
referred to the Operations Department for consideration during the
annual municipal budget process)
Clarington
5. COMMUNITY GRANT PROCESS:
1. Applications are available from the Municipality of Clarington
website, www.clarinqton.net , from the Municipal Administrative
Centre or most Community Services Department recreation facilities
as of mid- January of each year.
2. All requests for funding must be accompanied by a fully completed
"Community Grant Application" and forwarded to the Community Services
Department. Applications must be legible, completed in full, signed and
include all required documentation.
3. Submission deadline for completed applications Friday February 27, 2015.
4. Successful applicants will be required to acknowledge the financial
support of the Municipality of Clarington in all advertising and promotion
related to the programs, events or services for which the Community
Grant was approved.
Applicants are encouraged to complete the Community Grant Application
online and submit directly to grants(&clarington.net
Applications may also be submitted to:
Municipal Administrative Centre
ATTN: Community Services Department -
Community Grant Program
40 Temperance Street
Bowmanville, Ontario
L 1 C 3A6
All inquiries may be directed to:
Erica Mittag
Community Development Coordinator
emittaq(D-clarington.net
(905) 623-5728 Ext: 621
January 2015
Community Grant Application Form ciffbooff
1. ORGANIZATION / ASSOCIATION
Organization Name Telephone #
Address
City / Town Province Postal Code
Contact Information
Name Email Address Telephone #
2. ORGANIZATION INFORMATION
Mission Statement:
Officers for Current Year:
Position Name Contact Information
President (home#):
(business#):
(email):
Secretary (home#):
(business#):
(email):
Treasurer (home#):
(business#):
(email):
January 2015
2. ORGANIZATION INFORMATION (cont'd) ciffbooll
Date of 2015 Annual Meeting: DD Month YYYY
Is your Organization incorporated as a Yes ❑ No ❑
non-profit?
If yes, is the incorporation Provincial
or Federal? Provincial ❑ Federal ❑
If Yes, please provide Not for Profit
Incorporation Number:
If Yes, please provide date of
incorporation:
DD Month YYYY
Is your Organization based within the
Municipality of Clarington?
Yes ❑ No ❑
Is your Organization based within the
Region of Durham?
Yes ❑ No ❑
What is the total program registration
or association membership in your
Organization?
What percentage of your registration
or membership are Clarington
residents?
What funding category does your ❑ Recreation & Leisure
Organization fall into?
❑ Civic
❑ Social
❑ Boards of Council / Hall Boards
List the primary programs /services provided by your Organization that
benefit Clarington residents:
Program/Service#1:
Program/Service#2:
Program/Service#3:
January 2015
3. FUNDING REQUEST INFORMATION: Ciffbooff
Funding Amount Requested
2015 Request (insert dollar figure) 2014 Received (insert dollar figure)
Briefly describe what the requested funds will be used for (50-100 words).
Indicate how the requested funds will be spent. Successful organizations may
be required to supply evidence that the funds were spent as described.
Include itemized cost estimates for each aspect of the project/ activity the
funds will support (program supplies, wages / honoraria, software, etc):
Item Cost ($)
January 2015
Clarington
INSTRUCTIONS FOR USING THE STATEMENT OF ESTIMATED REVENUES &
EXPENDITURES FORM
Part 1: Revenue
List all sources of revenue received:
(a) Grants
Provincial, Federal, United Way, Lottery, etc. (excluding grants from the Municipality of
Clarington) Sale of Goods or Services
(b) Membership/Registration Fees
(c) Donations
(d) Investment Income
(e) Other Revenue
(f) Previous Year's Surplus or(Deficit)
Part 2: Expenditures
Summarize and list operating expenditures by major object of expenditure classification for your
organization's fiscal year(12 month operation)as follows:
(a) Personnel Costs
Costs for regular full-time, part-time and overtime salaries as well as the cost for all benefits paid
(Unemployment Insurance, Canada Pension Plan, Employer Health Tax, etc.).
(b) Rent
Cost of office and/or program space(e.g. ice rental, sports field rental, gym rental etc.).
(c) Office Supplies
Cost for office supplies, printing and reproduction, books, subscriptions, postage.
(d) Building/Equipment Supplies
Cost for janitorial materials and supplies, paint, hardware and small tools, automobile parts and
accessories, gas, oil and propane.
(e) Program Supplies
Cost for supplies specifically related to delivery of the program which are not included in (b)or(c).
(f) Professional Services
Advertising, communications, insurance, meals,travel, educational charges, consultant's fees
and other services.
(g) Maintenance and Repair
Maintenance and repair of buildings, vehicles and equipment.
(h) Utilities
Heat, hydro, sewer and water.
(i) Capital
Cost for acquisition of all items of equipment, furniture, land, buildings and major improvements.
(j) Contributions and Financial Charges
Costs for contributions/donations made to others, interest and principal payments of debt,
provision for reserves for future purchases, bank, collection charges, etc.
(k) Other Expenses
Part 3: Enter your net(deficit)or surplus: (1) minus(2).
Part 4: Enter grants from the Municipality of Clarington.
Part 5: Enter your net(deficit)or surplus (including Municipal grant): (3) plus or minus(4).
January 2015
Cladiwn
Organization Name:
STATEMENT OF ESTIMATED REVENUES & EXPENDITURES FORM
Revenues 2014 2015
(if no -amount please
---enter 0
-- in required
--
z
(b) Sale of Goods or Services
(c) Membership/Registration Fees
(d) Donations
(e) Investment Income
(f) Other Revenue
}
(g) Previous Year's (Deficit)/ Surplus
Total Revenue
Expenses i 2014 2015 1
(if no amount please enter 0 in required fields) ACTUAL� BUDGET
(a) Personnel Costs '
(b) Rent -- -
v.__. ., , ., .
(c) Office Supplies
(d) Building /Equipment Supplies
(e) Program Supplies
(f) Professional Services
(g) Maintenance&Repairs
(h) Utilities
(i) Capital Purchases (furniture, computer) i
(j) Contributions& Financial Charges
(k) Other Expenses
Total Expenses
Net (Deficit)/Surplus BEFORE
municipal grant
MUNICIPAL GRANT AMOUNT
iTotal Net (Deficit)/Surplus WITH
munici al grant
— — =T ese two figures mustmatcl'i:
Prepared by: Position with Organization:
Date Completed (DD/MM/YYYY):
January 2015
Clarington
INSTRUCTIONS FOR THE USE OF THE BALANCE SHEET FORM
*Please note this portion of the application is only required for requests of$3,001.00 or
greater through the Community Grant Program. Should one be available, an accountant
prepared statement may instead be attached with your application.
NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year
End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015
- December 31, 2014 for financial dollars)
Part 1: ASSETS
a) Cash: Total of all bank account balances at December 31 st.
b) Investments: Total of all investment certificates-GIC, Bonds at December 31 st.
c) Accounts Receivables: Total of all monies owing to the Organization from others at
December 31st.
d) Accounts Receivables Federal HST: Total of all outstanding refunds from the Federal
Government for HST at December 31 st.
e) Inventory Supplies: Total of all supplies purchased in bulk or that have a high dollar
that are for resale or for the Organization to carry out its business at December 31 st.
f) Prepaid Expenses: Prepaid expense is a cost that expands over more than 1 fiscal
year and is the dollar value AFTER December 31st. (i.e. Insurance)
g) Capital Assets: Amortized value of anything owned with a lifespan of greater than a
year (i.e. desk, appliances, vehicle)
Total Assets:Add Part 1 lines a to f.
Part 2: LIABILITIES AND NET REVENUE
a) Accounts Payables: Total of all bills/invoices due for the year of the Balance Sheet
but not paid as at December 31 st.
b) Accounts Pavables Federal HST: Total of HST owing to the Federal Government for
the year of the Balance Sheet but not paid as at December 31 st.
c) Loans: Total dollar value of all loans due to the bank or others at Dec. 31 st.
d) Deferred revenue: Total dollar value of monies received before December 31 st that
relate to the Organization's next year's activities. i.e. Next year's memberships
e) Net Revenue (deficit) or surplus: The dollar value from the last "Line" in the
"Actual" column on the Statement of Estimated Revenues & Expenditures.
Total Liabilities and Net Revenue(deficit)or surplus:Add Part 2 lines a to e.
NOTE: Total Assets Value equals Total Liabilities and Net Revenue Value.
January 2015
Clarftwn
Organization Name:
BALANCE SHEET
as of December 31, 2014
*Please note this portion of the application is only required for requests of$3,001.00 or greater through the
Community Grant Program. Should one be available, an accountant prepared statement may instead be
attached with your application.
NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is
the previous year to the grant request year. (i.e. Grant request year is 2015- December 31, 2014 for financial
dollars)
(*Financial information — Fiscal Year priorto Grant Request)
Part 1: ASSETS
a) Cash Balance $
b) Investments $
c) Accounts Receivable $
d) Accounts Receivable — Fed. Gov't HST $
e) Inventory Supplies $
f) Prepaid Expenses $
g) Capital Assets $
TOTAL ASSETS $
Part 2: LIABILITIES
a) Accounts Payable $
b) Accounts Payable — Fed. Gov't HST $
c) Loans $
d) Deferred Revenue $
e) Net Revenue (deficit) or surplus $
TOTAL LIABILITIES & NET REVENUE-(DEFICIT) OR $
SURPLUS
Prepared by: Position with Organization:
Date Completed(DD/MM/YYYY): January 2015
Clarington
COMMUNITY GRANT APPLICATION
Declaration and Acceptance of Conditions
Organization Name:
Address:
1. In the event that the funds allocated are not used for the services, event or project as described in the
application, or if there are misrepresentations in the application, the amount of the financial assistance will be
payable forthwith to the Municipality.
2. If there are any changes in the funding of the services, event or project from that contemplated in the
application, the Municipality will be notified of such changes through the Community Services Department.
3. The applicant will make or continue to make attempts to secure funding from other sources, external to the
Municipality of Clarington.
4. The applicant will keep proper books of accounts of all receipts and expenditures, relating to the services,
event or project described in the application.
5. The applicant will retain and make available for inspection by the Municipality or its auditors all records and books
of accounts of the Organization upon request from the Municipality, (which may be made within two years of the
grant award).
6. If the services, event or program proposed in the applicant's application are not commenced, or are not
completed and there remain municipal funds on hand, or if the services, event or project are completed without
requiring the full use of the municipal funds, such funds will be returned to the Municipality.
7. The applicant agrees that the services, event or project shall not be represented as a Municipal service, event or
program, without prior approval and that the applicant does not have the authority to act as an agency of the
Municipality in any way, the only relationship being that the Municipality has approved and granted financial
assistance to the applicant.
8. The applicant agrees to provide the Municipality a year end summary confirming the financial assistance provided
by the Municipality was used for the services, event or project as described in their application. Failure to provide
such documentation will rule them ineligible for further financial assistance under this program.
9. The Grant Recipient shall indemnify and hold harmless the Municipality of Clarington against any claims, costs,
causes of action, fines or any other losses or other penalties the Municipality of Clarington suffers related to the
giving and usage of the grant to the grant recipient.
Date of the Executive Meeting at which the making of this ❑ Minutes of Executive Meeting attached
application was approved (DD/MM/YYYY):
We certify that, to the best of our knowledge, the information provided herein is accurate and complete and is endorsed
by the Organization, which we represent.
Name: Name:
Title: Title:
Date(DD/MM/YYYY): Date(DD/MM/YYYY):
January 2015
Attachment 2 to
Report CSD-014-14
ciffiR4019
NOT/CF
2014 Clarington Community Grant Application
The Municipality of Clarington has in the past provided the opportunity for community groups
and organizations that provide direct services or programs to residents of the municipality, to
apply for financial assistance.
Attached is the 2014 Community Grant Policy and Application Form which outlines the
objective, criteria, categories and the funding formula.
The Community Grant Application can also be completed on line and submitted directly to
grants(cDclarington.net. I encourage you to take advantage of this option. You require Adobe
Acrobat (available at httr)://get.adobe.com/reader
1. Go to www.clarington.net
2. On the front page of the website, at the top of the page click on "Service Clarington"
from the "List of Services" navigation click the link for letter"C"
3. Select/Click on Community Grant Application
If you have any problems/questions with the online form, please call Communications &
Tourism at 906-623-3379 x2214.
Community Grant applications can also be printed and submitted to:
Municipal Administrative Centre
Community Services Department
40 Temperance Street
Bowmanville, Ontario
L 1 C 3A6
Any questions regarding the Community Grant Program may be directed to:
Erica Mittag, Community Development Coordinator
emittagC�clarington.net
(905) 623-5728 Ext: 621
All applications must be completed fully and legibly to be considered for funding.
Deadline for submissions is February 28, 2014
There can be no guarantee that incomplete applications or applications received after the
deadline will be considered for funding.
Claring- ton
COMMUNITY GRANT POLICY
1. PURPOSE:
The Municipality of Clarington acknowledges the efforts of our local volunteer
community and believes that many services, events or projects are best provided
through the volunteer efforts of local community organizations. Community Grant
funding demonstrates Council's commitment to working with community
organizations without eroding their strength and independence and encourages
organizations to work toward financial self sufficiency. The Community Grant
program provides financial assistance to not-for-profit, volunteer community
organizations to provide direct programs, events or services to the benefit of the
residents of Clarington.
This policy establishes eligibility requirements and the application process.
Applicants are further encouraged to pursue other opportunities for financial support.
2. ELIGIBILTY CRITERIA:
The following may be eligible to apply to the Community Grant Program:
• Not-for-profit or volunteer based organizations within the Municipality of
Clarington or the Region of Durham delivering programs, events or services to
the residents of Clarington. Regionally based organizations must provide details
demonstrating how their service will directly benefit the residents of Clarington.
• Organizations with a duly elected executive and a demonstrated process to
ensure regular and timely elections for executive positions.
• Organizations which are governed by their own approved constitution, mission
statement, or statement of purpose.
• Successful applicants may be required to submit a year end accounting of all
grant dollars received from the Municipality.
3. INTENT OF COMMUNITY GRANT:
Community Grants may be provided to eligible applicants as defined above
to fund:
• General operating and capital expenses (with the exception of Hall Boards
who may only apply for general operating) up to a $5,000 maximum
• Programs, events or services generally which occur within municipal
boundaries which benefit the residents of Clarington; or
1 January 2014
Claring- Community Grant Policy
• Programs, events or services which address a community need or
contribute to the positive image of the municipality
The Community Grant Program does not provide funding:
• In excess of$5,000
• To organizations with a political mandate, such as citizen ratepayers
associations
• To individuals
• To organizations that provide services or programs that are the
responsibility of another level of government
• To organizations not in good financial standing with the Municipality of
Clarington
• To organizations that make donations; or
• For debt repayment
4. FUNDING CATEGORIES:
1) Recreation/Leisure
• is defined as those organizations offering athletic or leisure opportunities
not offered by the Municipality
2) Civic
• is defined as those organizations providing events or services promoting
the Municipality of Clarington which could be expected to bring economic
and/or public relations benefit to the Municipality
3) Social
• is defined as those organizations offering a specific service (other than
recreation/leisure) to residents of the Municipality, which is not
considered to be the responsibility of another level of government
4) Boards of Council and Hall Boards
• is defined as a group of individuals appointed by Council who manage and
maintain a municipally owned facility
(Please note; grants to Boards of Council and Hall Boards will be
considered for operational expenses only. Capital requests must be
referred to the appropriate municipal representative for consideration
during the annual municipal budget process)
2 January 2014
Claringim Community Grant Policy
5. COMMUNITY GRANT PROCESS:
1. All requests for funding must be accompanied by a fully completed "Community
Grant Application" and must be forwarded to the Community Services
Department.
2. Applications must be legible, completed in full, signed and include all required
documentation.
3. Applications are available from the Municipality of Clarington website,
www.clarington.net or from the Municipal Administrative Centre as of mid-
January of each year.
4. Submission deadline for completed applications Friday February 28, 2014. Late
submissions will be accepted pending the availability of funds.
5. Successful applicants will be required to acknowledge the Municipality of
Clarington in all advertising and promotion related to the programs, events or
services for which the Community Grant was approved.
Applicants should complete the Community Grant Application online and submit
directly to grantsna.clarington.net.
Applications may also be submitted to:
Municipal Administrative Centre
Community Services Department
40 Temperance Street
Bowmanville, Ontario
L 1 C 3A6
All inquiries may be directed to:
Erica Mittag
Community Development Coordinator
emittaq a(D.clarington.net
(905) 623-5728 Ext: 621
3 January 201
Required ■
Not Required-4 ' For Office Use Only
DATE REC'D:
EMAIL: ❑
aa"o [ MAIL: ❑
IN PERSON: ❑
•
APPLICATION ACKNOWLEDGED:.
Submission Deadline: February 28, 2014
Organization/Association
Name Tele hone
Address
Cit /Town Province Postal code
ON
Contact Information
Name Email Address Telephone
Organization Information
Once you finish this application in your email program please attach your constitution/mission
statement and current executive list.
What year was your organization formed?
Date of 2014 Annual Meeting: _ (mm/dd/yy)
Is your organization based within the Municipality of Clarington?
The Region of Durham?
If your organization is regionally based please indicate how your service will directly
benefit the residents of Clarington?
What is the total program registration or association membership in your organization?
What percent are Clarington residents?
Is your Organization incorporated as non-profit? Yes F] NoF]
If Yes, please provide date of incorporation: (mm/dd/yy)
1 January 2014
Required -■.
Not Required- ;
Category
(Check one from the list below)
Recreation & Leisure 's Civic Social Boards of Council + Hall Boards
List the programslservic-es provided by your Organization that benefit.;Clarington residents.
{
Financial Assistance Requested
2014 Request (insert dollar fi ure) 2013 Received insert dollar figure)
Please describe how the requested funds will-be spent. Successful organizations
may be required to supply evidence that the funds were spenf=as described.
4
1
2 January 2014
Clarmhgton
INSTRUCTIONS FOR USING THE STATEMENT OF ESTIMATED REVENUES &
EXPENDITURES FORM
Part 1: Revenue
List all sources of revenue received:
(a) Grants
Provincial, Federal, United Way, Lottery, etc. (excluding grants from the Municipality of
Clarington)
(b) Sale of Goods or Services
(c) Membership/Registration Fees
(d) Donations
(e) Investment Income
(f) Other Revenue
(g) Previous Year's Surplus or(Deficit)
Part 2: Expenditures
Summarize and list operating expenditures by major object of expenditure classification for your
organization's fiscal year(12 month operation)as follows:
(a) Personnel Costs
Costs for regular full-time, part-time and overtime salaries as well as the cost for all benefits paid
(Unemployment Insurance, Canada Pension Plan, Employer Health Tax, etc.).
(b) Rent
Cost of office and/or program space (e.g. ice rental, sports field rental, gym rental etc.).
(c) Office Supplies
Cost for office supplies, printing and reproduction, books, subscriptions, postage.
(d) Building/Equipment Supplies
Cost for janitorial materials and supplies, paint, hardware and small tools, automobile parts and
accessories, gas, oil and propane.
(e) Program Supplies
Cost for supplies specifically related to delivery of the program which are not included in (b) or(c).
(f) Professional Services
Advertising, communications, insurance, meals, travel, educational charges, consultant's fees
and other services.
(g) Maintenance and Repair
Maintenance and repair of buildings, vehicles and equipment.
(h) Utilities
Heat, hydro, sewer and water.
(i) Capital
Cost for acquisition of all items of equipment, furniture, land, buildings and major improvements.
Q) Contributions and Financial Charges
Costs for contributions/donations made to others, interest and principal payments of debt,
provision for reserves for future purchases, bank, collection charges, etc.
(k) Other Expenses
Para 3
Enter your net (deficit) or surplus: (1) minus (2).
Part 4
Enter grants from the Municipality of Clarington.
Part 5
Enter your net(deficit) or surplus(including Municipal grant): (3) plus or minus (4).
3 January 2014
Required -■
Not Required- '?
Organization Name:
Statement of Estimated Revenues&Expenditures(to nearest dollar)
2013 2014
Revenue
UDGET
"mt _
(if no amount please enter 0 in required fields)
(a)Grants(not including Municipal Grant)
Please Specify
Pleasespecify
(b)Sale of Goods or Services
(c) Membership/Registration Fees
(d) Donations
(e) Investment Income
(f)Other Revenue
I Plese specify
Please specify � �;� -®
Please specify
Please s ecify
(g) Previous Year's(Deficit)/Surplus $ 0 $0.00
Total Revenue $0� $01
2013 2014
ACrUAL
(if no amount please enter 0 in required fields) -AL
(a) Personnel Costs 0.00 0.00 0.00
(b) Rent 0.00 0-001F7 0.00
(c)Office Supplies
0.001 0.00 0.00
- - - -._--
(d) Building/Equipment Supplies 0.00 0.00 0.00
(e) Program Supplies 0.00 0.661 0.00
(f) nal Professio Services 0.00 0.00 0.00
_ .
Professional -
(g) Maintenance&Repairs 0.00 0.00 1 0.00.
(h) Utilities
0.001E 0.0011 0.00
_ - -
(i)Capital Purchases(furniture, computer) 0.00 0.00 0.00
- - _ -- - -
U)Contributions&Financial Charges
0-0011 0.00 0.00
;(k) Other Expenses
=Please cify � 00j 0.0Q
Please sp ecif�r i
Please specify -
Total p- - $0.00
$0.0011 $0.00:
Net(Deficit)/Suplus BEFORE municipal
grant $0.00 $0.00 $0.00
MUNICIPAL GRANT AMOUNT
Total Net(Deficit)/Surplus WITH
$0.00 $0.00 $0.00
,municipal grant Prepared by:
Position with Organization:
Date Prepared:
(mm/dd/yy)
4 January,2014
Clarftmn
INSTRUCTIONS FOR THE USE OF THE BALANCE SHEET FORM
NOTE: List all Financial Dollars as of December 31, 2013. The date is the previous year to
the grant request year. (i.e. Grant request year is 2014- December 31, 2013 for financial
dollars)
Part 1: ASSETS
a) Cash: Total of all bank account balances at December 31st.
b) Investments:Total of all investment certificates-GIC, Bonds at December 31st.
c) Accounts Receivables: Total of all monies owing to the Organization from others at
December 31 S`
d) Accounts Receivables Federal HST: Total of all outstanding refunds from the Federal
Government for HST at December 31 st.
e) Inventory Supplies: Total of all supplies purchased in bulk or that have a high dollar
that are for resale or for the Organization to carry out its business at December 31 S`
f) Prepaid Expenses: Prepaid expense is a cost that expands over more than 1 fiscal
year and is the dollar value AFTER December 31st. (i.e. Insurance)
g) Capital Assets: Amortized value of anything owned with a lifespan of greater than a
year( ie. desk, appliances, vehicle)
Total Assets: Add Part 1 lines a to f.
Part 2: LIABILITIES AND NET REVENUE
a) Accounts Pavables:Total of all bills/invoices due for the year of the Balance Sheet
but not paid as at December 31St
b) Accounts Pavables Federal HST: Total of HST owing to the Federal Government for
the year of the Balance Sheet but not paid as at December 31S`
c) Loans: Total dollar value of all loans due to the bank or others at Dec. 31 st.
d) Deferred revenue: Total dollar value of monies received before December 31St that relate
to the Organization's next year's activities. i.e. Next year's memberships
e) Net Revenue(deficit) or surplus: The dollar value from the last"Line" in the
"Actual" column on the Statement of Estimated Revenues& Expenditures.
Total Liabilities and Net Revenue(deficit) or surplus:Add Part 2 lines a to e.
NOTE: Total Assets Value equals Total Liabilities and Net Revenue Value.
5 January, 2014
Required -M
Not Required-' ;
Organization Name:
BALANCE SHEET
as of December 31, 2013
(*Financial information Year before Grant Request)
a) Cash balance
b) Investments
c) Accounts Receivables
d) Accounts Receivable-Fed.Gov't HST
e) Inventory Supplies
f) Prepaid expenses
g) capital assets
Total Assets $ 0.001
LIABILITIES AND NET REVENUE
a) Accounts Payable
b) Accounts Payable Fed.Gov't HST
c) Loans
d) Deferred Revenue
e) Net Revenue(deficit)or surplus $0.00
Total Liabilities &Net Revenue (deficit) or surplus $ 0.001
Prepared by:
Position with Organization:
Date Prepared: (Inn1/dd/.yy)
6 January, 2014
(tr,�g tb�uay
Required -■
Not Required
COMMUNITY GRANT APPLICATION — ORGANIZATION
Declaration and Acceptance of Conditions
Organization Name: -
Address: E7 =_
1. In the event that the funds allocated are not used for the services, event or project as described in the
application, or if there are misrepresentations in the application, the full amount of the financial
assistance may be payable forthwith to the Municipality.
2. If there are any changes in the funding of the services, event or project from that contemplated in the
application, the Municipality will be notified of such changes through the Community Services
Department.
3. The applicant will make or continue to make attempts to secure funding from other sources.
4. The applicant will keep proper books of accounts of all receipts and expenditures, relating to the
services, event or project described in the application.
5. The applicant will retain and make available for inspection by the Municipality or its auditors all records
and books of accounts of the Organization upon request from the Municipality, (which may be made
within two years of the grant award).
6. If the services, event or program proposed in the applicant's application are not commenced, or are not
completed and there remain municipal funds on hand, or if the services, event or project are completed
without requiring the full use of the municipal funds, such funds will be returned to the Municipality.
7. The applicant agrees that the services, event or project shall not be represented as a Municipal service,
event or program, and that the applicant does not have the authority to act as an agency of the
Municipality in any way, the only relationship being that the Municipality has approved and granted
financial assistance to the applicant.
8. The applicant agrees to provide the Municipality a year end summary confirming the financial
assistance provided by the Municipality was used for the services, event or project as described in their
application. Failure to provide such documentation will rule them ineligible for further financial
assistance under this program.
We certify that, to the best of our knowledge, the information provided herein is accurate and complete and is
endorsed by the Organization, which we represent.
Name: Name:
Title: Title:
Date: Date:
(mm/dd/yy) (mm/dd/yy)
7 January 2014