The Town of Shelburne recognizes the valued contributions being provided through the volunteer efforts of community organizations and agencies on behalf of the citizens. Community grant funding demonstrates Council's commitment to working with groups which provide these beneficial programs, services or projects to the community while at the same time recognize the financial constraints impacting the Town's ability to provide funding to these groups.
This policy establishes eligibility requirements; identifies the types of funding available; and outlines application and monitoring requirements.
Preferences will be given to organizations that demonstrate community support, efficient use of resources, sound business practices and develop volunteer knowledge, skills and self-reliance.
Program intent |
Every year the Municipality generally receives more grant requests than it can fund. The objective of this policy is to treat all organizations fairly and consistently. The aim of the ‘Municipal Funding Policy' is to share available resources throughout the municipality. Grants and Sponsorships are intended to provide modest levels of support and assistance to community non-profit organizations. Each year, as part of its annual budget process, Council will determine the amount of funding to be provided for all municipal grants in aid including: Corporate grants, In-Kind Contribution grants, Special Events grants, Community Event grants and Sponsorship grants. Council will, through its annual operating budget, determine the amount of funds to be allocated to the grant program. Council will retain the right to make the final decision on both the overall grant allocation and the individual grant. |
Types of grants |
The different types of grants awarded under the Municipal Grant Funding Program are as identified:
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Funding eligibility |
An applicant organization must meet the following general criteria in order to be considered for a Town of Shelburne grant:
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Application |
All grant applications shall be directed to the Treasurer or Deputy Treasurer on or before August 31st of each year to ensure they are incorporated in the annual budget. Only one grant request per organization per year will be considered. All applications shall be submitted on the Grant Application form together with the following information and documentation:
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Application review process |
Late or incomplete applications for any grants will not be forwarded for consideration. Completed applications for Corporate grants, and Community Event grants (as defined by this policy) which are received by the August 31st application deadline will be forwarded to the Council as a Whole and/or Budget Steering Committee during budget deliberation meetings for review and consideration. In considering grant applications, Council and/or the Budget Committee will evaluate applications in terms of the general and financial criteria and principles outlined in the Municipal Funding Policy and interview any group during the yearly budget deliberations with final recommendations based on the total grant allocation and approval of individual grants. Granting of assistance in any one year or over several years is not to be interpreted as a commitment to future year's funding. Recognizing that unique and beneficial “Special Events/Sponsorship” requests may also arise from time to time outside of the time lines noted in this policy, applications for “Special Events and Sponsorship” grants received after the grant deadline shall be forwarded directly to Council for its consideration. Applications for In-Kind non-financial assistance will be forwarded to the respective department for review with a report to Council for consideration and approval. Grant applications determined to be ineligible for funding shall be notified, in writing, of Council's decision. |
Mid-year review process |
Community groups that will be seeking funding for consecutive years will be required to provide a mid-year report which will include the following information:
This information must be submitted to the Treasury Department no later than August 1st. Financial sustainability is critical to the ongoing success for this program. Community groups should not rely on this program as their main source of funding each year. |
Payment |
The term of a grant shall be for one year only or unless Council has endorsed a multi-year commitment. Applicants are advised that grants will not be continued from year to year. Renewals are not automatic nor is any increase in funds. Grant recipients will be notified in writing of the grant amount approved following Council approval of the Town's annual budget. Grants may be awarded with certain terms and conditions. The letter of award will state, if any, particular restrictions apply to the grant. |
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