applicant guide - community foundation for kingston & area...the cfka is accepting applications...

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Fall 2020 Community Grants Applicant Guide

Applicant Guide Community Foundation for Kingston & Area Fall 2020 Community Grants August 2020

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Overview

The Community Foundation for Kingston & Area’s (CFKA) Community Grants Program provides grants to support a wide variety of projects and charities each year. We take a broad view of community and are proud to be a “360-degree grant provider”, granting in all sectors of need to enhance the quality of life in our communities. https://cfka.org/community-grants-program/

Community Grants, CFKA’s broadest granting program, supports projects undertaken by charitable organizations within the greater Kingston area. Our inclusive 360-degree Fields of Interest include Arts and Culture, Children’s Mental Health, Community Development, Education and Literacy, Environment, Health and Social Services, Heritage Preservation, Recreation, and Youth. The funds are derived from the annual earnings on our pooled Community Fund, Smart & Caring Community Fund, and over 40 individual endowment funds established by CFKA’s diverse and generous donors.

Even if you have applied to CFKA’s Community Grants Program previously, applicants are strongly encouraged to review this Applicant Guide before completing the application. This Fall 2020 Community Grants round includes changes to both the application form and process.

For the Fall 2020 Community Grants round, CFKA has identified the following granting priorities:

1. Partnerships: Look to partner, collaborate, and coordinate with others in the application. Opportunities may exist to share resources, equipment, space costs, etc.

2. Diversity & Inclusion: Consider diversity, equity and inclusion in the project/program design and delivery.

3. Resilience: Develop initiatives that build on existing strengths and develop resiliency in people, organizations, and community.

4. Emergency Response & Recovery: Continued efforts to address the effects of COVID-19.

Recognizing the challenging environment that many charities are facing as a result of COVID-19 CFKA is providing an opportunity at this time for a range of activities to address the diverse needs of organizations and to support them where they are at in their recovery and rebuilding. They include:

• shorter and more concise application forms. • faster application processing with grants flowing one month earlier (November 2020). • no paper submissions required. • a one-time opportunity to apply for emergency operational support for program delivery during

COVID – 19. For any further questions, please contact:

Penny Scott Grants Coordinator [email protected] 613.546.9696 By appointment for phone or Zoom meetings Tuesday-Fridays.

https://cfka.org/community-grants-program/

mailto:[email protected]

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Table of Contents

Overview ...............................................................................................................................................................2

Table of Contents .................................................................................................................................................3

General Program Eligibility ...................................................................................................................................4

Eligible organizations ............................................................................................................................................4

Eligible Projects ....................................................................................................................................................4

Eligible Expenses ...................................................................................................................................................5

Ineligible Projects & Expenditures........................................................................................................................5

STOP! New This Round .........................................................................................................................................5

Emergency Operational One Time Support (Form O) ..........................................................................................6

Capital/Equipment Expenditure ONLY (Form E)...................................................................................................6

Assessing Financial Health ....................................................................................................................................7

Permission to Share your Application ..................................................................................................................7

Timeline ................................................................................................................................................................7

Recognition ...........................................................................................................................................................7

How to Apply ........................................................................................................................................................8

Completing Your Application ................................................................................................................................8

Form N ............................................................................................................................................................... 11

Form O ............................................................................................................................................................... 14

Form E ................................................................................................................................................................ 16

Checklist............................................................................................................................................................. 18

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General Program Eligibility

Eligible organizations Ensure your organization meets all the eligibility requirements. Details are available on the CFKA website at http://www.cfka.org/apply-for-a-grant:

A summary of the criteria is listed below:

1. An applicant organization must be a charity registered with Canada Revenue Agency, a municipality, or a qualified donee registered on the CRA’s list of qualified donees

OR

2. Be formally partnered with an organization that is either a charity registered with Canada Revenue Agency or a municipality. Please refer to the information on Partnership Agreements and the Confirmation of Partnership form.

3. Project activities must have a well-defined purpose and take place within one year of receiving the grant.

The CFKA is unable to accept applications from:

● Individuals ● For profit organizations

If you are presently carrying out a project funded by CFKA, you may apply for a new Fall 2020 Community Grant. We anticipate that demand will be great for this Community Grants round.

Applicants may submit more than one application for a new initiative. Applicants may submit only one application for an emergency operational grant. Applicants may apply for both a new initiative grant AND for an emergency operational grant.

Eligible Projects • Applications must meet the general eligibility criteria that apply to all our granting programs. • Projects that align with our Fall 2020 priorities will be given special consideration when CFKA

allocates funds. • Charities must clearly explain and demonstrate financial need. • For the Fall 2020 Community Grants round only, charitable organizations may apply for one-time

Emergency Operational Support grant to help support one existing project, program, or initiative (up to 20% of the annual cost up to a maximum of $15,000).

http://www.cfka.org/apply-for-a-grant:

https://www.canada.ca/en/revenue-agency/services/charities-giving/charities/policies-guidance/qualified-donees.html

http://www.cfka.org/sites/cfka.org/files/Confirmation%20of%20Agreement-%20Final%20June%202015.doc


https://cfka.org/community-grants-program/

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Eligible Expenses All budget items must be project or mission related and be incurred between November 1, 2020 and October 31, 2021. Eligible expenditures will vary depending on the project. The list below are examples of possible expenditures:

● Wages and employment-related costs for staff ● Fees for professional service ● Materials and supplies ● Printing and communication ● Transportation costs ● Pro-rated portion of utilities, insurance etc. ● Rental of premises ● Translation ● Lease, purchase, and maintenance of equipment ● Professional development for staff and/or board

Ineligible Projects & Expenditures • Projects that are designed for fundraising purposes • Profit generating projects or activities

The following expenditures are ineligible:

• Purchase of real property (land or building) • Expenses incurred prior to November 1, 2020 • To cover deficits or retire debts • To provide endowment funds • For sectarian, religious, or political purposes and activities • To respond to annual fund drives or replace fundraising deficits

STOP! New This Round

Before beginning your application, please ensure you are completing the correct form.

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Charities may apply for a grant for a new initiative AND an emergency operational support for

program delivery during COVID-19 for existing projects, programs, or initiatives. Charities applying for a capital/equipment expenditure ONLY are encouraged to apply using the

shorter Form E. Each application submitted must include a budget prepared using the CFKA Excel template that can

be downloaded from the website.

Emergency Operational One Time Support (Form O) CFKA recognizes the challenging environment that many charities are facing. The sector has experienced disruptions to their operations and program and service delivery due to the impacts of COVID-19. Revenue generated through donations, fundraising efforts, and program fees have been greatly reduced at the same time as unexpected expenses have increased for charities.

This one-time grant opportunity is our way of investing in projects to aid charities in their medium to longer-term recovery efforts, help with their stabilization and build their capacity and resiliency in the aftermath of COVID-19. For this Fall 2020 Community Grants round only, charitable organizations may apply for a grant for emergency operational support for program delivery during COVID – 19. Eligible expenses for the annual program cost are listed above.

The grants are limited to a maximum of 20% of the annual program cost up to a maximum of $15,000 per organization. Only registered charities may apply for this grant. CFKA is unable to accept Partnership Agreements for this grant opportunity. Below are some examples of the range of the maximum grants available based on your annual program budget:

Annual Program Budget Percentage applied Grant amount

$10,000 20% $2,000

$50,000 20% $10,000

$75,000+ N/A $15,000

Capital/Equipment Expenditure ONLY (Form E) For applicants applying for capital improvements or equipment expenditures only, the process to apply is very straightforward. This grant it intended to be used for equipment or renovations to spaces required to

For: Please complete:

A new initiative Form N An emergency operational support due to COVID-19 Form O A capital/equipment expenditure ONLY Form E

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meet the changing needs of the organization - its programs and services, and adapting to new ways of working (e.g. equipment and/or renovations to meet changing technology health and safety, and service delivery requirements). Please remember that CFKA is unable to fund property purchases.

Should you require capital or equipment in relation to a new project or initiative, include these costs in your overall project budget and include on Form N. You do not need to complete Form E as well.

Assessing Financial Health The financial health of all applicants is assessed as part of the grant application process. All applicants are required to submit the most current financial information with their applications. This information may be audited or unaudited financial statements, bank statements, a balance sheet. or an income statement. The information should, however, reflect the current financial situation of the charity.

If you are carrying out this project with a partner charity, submit your financial statements, not those of the partnering charity.

Permission to Share your Application With applicants’ permission, CFKA seeks out opportunities to share information about our granting requests with other community funders and donors. This approach strengthens our ability to meet as many of the granting request as possible. The budget template includes a field for applicants to check off to give us the permission to share your application.

Timeline The CFKA is accepting applications beginning on August 12, 2020. Applications must be submitted by September 15, 2020 at 4:30 PM for activities occurring between November 1, 2020 and October 31, 2021.

Applicants will receive a confirmation email that the application has been received. All applicants will be notified about the outcome by email in early November 2020 and cheques will be issued to successful grantees by mid-November.

Recognition By recognizing the support of the Community Foundation for Kingston & Area and its donors, you are helping build the giving spirit in our community while promoting your project and organization. We require all grant recipients (from all granting programs) to acknowledge the support of the Foundation. There are a variety of options available to you. Details can be found in the Grant Recognition Document. On our website and will also be provided to successful applicants with their grant cheque.

https://www.cfka.org/wp-content/uploads/2019/05/Grant-Recognition-FINAL-2019.pdf

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How to Apply Copies of the application forms are included at the end of this Guide for your reference. When you are ready to apply, download the appropriate application form(s) (in Word) and budget template(s) (in Excel) from the CFKA website.

Be sure to answer all questions and leave no blanks. Insert “no” or “not applicable” or “zero” instead of leaving an empty space in both the application form and the budget template.

Please restrict your answers to the word limits indicated on the form. You may attach a maximum of two pages of supplementary material. This may include photos, stories, articles, letters of support, etc., and is purely optional.

Required attachments including Budget Form, School Board Letter, Partnership Confirmation Form, written quotes, and financial statements do not count towards your two pages of supplementary material.

Before submitting your application, please ensure that you are using the correct form, all parts of the form are complete and that you have submitted all the required documentation (a helpful checklist is included at the end of the Applicant Guide).

When possible, submit well in advance of the deadline. In doing so, our Grants Coordinator may have time to review your submission and flag if anything is missing, allowing you the chance to finalize and resubmit the completed application package before the deadline. Incomplete submissions will not be considered.

Completing Your Application Ensure you are using the correct application form (Form N/Form O/Form E) All versions include Section 1, 2 & 4. Section 3 is different depending on your application.

Section 1: Applicant Information

This section must be completed for all submissions.

Please complete all fields in this section. Ensure you have included your charitable number or if you are formally partnering with a charity, that your application includes a signed Partnership Agreements and the Confirmation of Partnership Agreement form.

All applications involving activities with primary and/or secondary students on school time must be accompanied by a Letter of Permission from the relevant School Board(s) signed by a Superintendent or higher.

If the address of the applicant is NOT based in the CFKA catchment area, please provide an explanation of how your organization has a strong presence in our geographic area (through a local board, local committee, or an active local office/branch/chapter) AND explain how the funds will be used in Kingston & Area.


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Section 2: Project Overview


Provide further details about your application. Keep your responses short and concise and respect the maximum word count.

Q.2.6: All projects must choose a single field of interest. This choice will not affect the success or funding of your project - CFKA uses it to track the nature of projects. Pick the single one that best fits your project.

Section 3- New Initiative

Please keep to the word counts indicated on the application form. Applicants may also attach up to a maximum of 2 pages of additional materials that would help us appreciate your project. (e.g. testimonials, photos, survey results.)

Q.3.3 Please be as specific as possible. Your sources can include both quantitative and/or qualitative information.

Q.3.5 Ensure that you have identified what roles the partners will play in the project.

Q.3.7 Thinking about how you might sustain your project after the funding is finished should be part of your planning. Consider how the activity might be sustained moving forward.

Q.3.9 Include a brief, bullet-point sequential list of activities workplan that will be undertaken throughout the project, from start to finish.

Q.3.13 An important part of every project is knowing if/when you achieved your objective(s) that you included in this application i.e. How will you know you were successful?

You need to include evaluation as part of your workplan right from the start. Results may be measured, quantitatively or qualitatively, and can be done in many ways depending on the type of project or event you are proposing. Some of those ways include:

• developing resource materials as planned • tracking the audience through ticket sales numbers • tracking participants through number of registrants • follow up written questionnaires from participants • follow up telephone surveys • collecting stories or testimonials from participants or audience • feedback from partner organizations

Q.3.14 At least two written quotes from vendors/suppliers are required for all purchases over $500. When possible, we strongly encourage applicants to choose local suppliers for their projects.

Section 4: Authorization


Applications must be approved by two officers with the legal authority to bind the organization. In cases where your organization is partnering with a charitable organization you must submit a completed

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Confirmation of Partnership Agreement form and the authorization section needs to be signed by one officer of your organization who has the legal authority to bind AND one officer from the charitable organization you are partnering with who has the legal authority to bind that organization.

Electronic signatures are accepted.

When you are ready to submit: Applications are being accepted in electronic format only. Please email all documents to [email protected] Please include the subject line: FALL 2020 Community Grants Application. For any further questions, please contact: Penny Scott Grants Coordinator [email protected] 613.546.9696 By appointment for phone or Zoom meetings Tuesday-Fridays.



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Form N SECTION 1: Applicant Information

Organization Name Mailing Address City/Town Postal Code Website Primary Contact for this application Name Title/Role Phone Email

Q. 1.1

Please describe your organization’s mandate/mission. (100 words)

Q. 1.2

For applicants outside the CFKA geographic catchment area, please explain / describe your organization’s local presence (e.g. through a local board, local committee, or an active local office/branch/chapter) and how the funds will be spent in Kingston & Area. (200 words)

Q. 1.3 We are a qualified donee (such as a registered charity, Canadian amateur athletic association, municipality, First Nation or other municipal or public body performing a function of government in Ontario). If yes, please provide your charitable number below. OR

We have formally partnered with a registered charity or municipality to deliver this project. (Note: you must attach a signed Confirmation of Partnership)

Name of Charity/Municipality Registration Number of Charity Contact at Charity/Municipality Phone Email SECTION 2: Project Overview

Q.2.1 Project Title Q.2.2 Amount Requested Q.2.3 Start Date Q.2.4 End Date Q.2.5 Event Date (if applicable) Q.2.6 Geographic Area(s) served by this project (select all that apply):

☐City of Kingston ☐North Frontenac ☐South Frontenac ☐Loyalist Township ☐Central Frontenac ☐Frontenac Islands ☐Cataraqui River Watershed (eligible for environmental projects only) ☐Lennox & Addington (eligible for children’s mental health projects only)

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Q.2.7 Main Field of Interest Pick the one that best fits your project: CFKA uses this information for tracking purposes only - your choice will not affect the success or funding of your project. ☐Arts & Culture ☐Children’s Mental Health ☐Community Development ☐Education & Literacy ☐Environment ☐Health & Social Services ☐Heritage Preservation ☐Recreation ☐Youth

SECTION 3: New Initiative or Project Details

Q.3.1 Describe your project, including the main objective(s) (200 words) Q.3.2 What local need/interest does this project address? (200 words) Q.3.3 How did you assess this local need/interest? Briefly describe any local research or background

rationale. (200 words) Q.3.4 Will your project involve any partners? ☐Yes ☐ No Q.3.5 If, YES, please list with roles (i.e.: planning, delivery, evaluation, referrals) Q.3.6 Please tell us what excites you about this project. (200 words) Q.3.7 Do you expect that your project will become an

ongoing activity or program at the conclusion of the project?

☐Yes ☐ No

Q.3.8 If Yes, how will it be sustained? Please explain- point form is acceptable: (100 words) Q.3.9 List the sequence of project activities in your Workplan in point form. (200 words) Q.3.10 Please describe the anticipated impact of a successful project. (200 words) Q.3.11 How does your project address the Fall 2020 Community Grants priorities? (200 words) Q.3.12

How many persons in total do you anticipate will directly benefit through active participation in this project?

Q.3.13 Of this number, how many are youth under 18? Q.3.14 How will you measure whether you were successful? Briefly describe how this program will be

evaluated, including the tools that will be used. (200 words) Q.3.15 What will CFKA funds be used for? Please be specific (i.e. to pay for project coordinator, supplies,

hall rental etc.) Include partial allocations (i.e.50% of supplies). Point form is acceptable. (200 words)

Q.3.16 Have you applied to any other funders to support this project?

☐Yes ☐ No

Q.3.17 If yes, please list and indicate if the funding has been approved or pending. (100 words) Q.3.18 Will you proceed with your project if only partial

funding is available? ☐Yes ☐ No

SECTION 4: Authorization

To be approved by two officers with signing authority from your organization indicating awareness of and support for this Application & Budget. (Note: if your organization is not a

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charitable organization you MUST also complete and attach a signed Confirmation of Partnership Agreement form AND a list of your local board or committee members.)

Name*: *I have the authority to bind the organization

Title: Signature Date Name*:

Title: Signature Date

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Form O SECTION 1: Applicant Information

Organization Name Mailing Address City/Town Postal Code Website Primary Contact for this application Name Title/Role Phone Email

Q. 1.1

Please describe your organization’s mandate/mission. (100 words)

Q. 1.2

For applicants outside the CFKA geographic catchment area, please explain / describe your organization’s local presence (e.g. through a local board, local committee, or an active local office/branch/chapter) and how the funds will be spent in Kingston & Area. (200 words)

Q. 1.3 We are a qualified donee (such as a registered charity, Canadian amateur athletic association, municipality, First Nation or other municipal or public body performing a function of government in Ontario). If yes, please provide your charitable number below.

SECTION 2: Project Overview

Q.2.1 Project Title Q.2.2 Amount Requested Q.2.3 Start Date Q.2.4 End Date Q.2.5 Event Date (if applicable) Q.2.6 Geographic Area(s) served by this project (select all that apply):


Q.2.7 Main Field of Interest Pick the one that best fits your project: CFKA uses this information for tracking purposes only - your choice will not affect the success or funding of your project. ☐Arts & Culture ☐Children’s Mental Health ☐Community Development ☐Education & Literacy ☐Environment

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☐Health & Social Services ☐Heritage Preservation ☐Recreation ☐Youth

SECTION 3: Operational

Q.3.1 Please describe the existing project, program, or initiative for which you are requesting a grant. (200 words)

Q.3.2 How did you assess this local need/interest? Briefly describe any local research or background rationale. (200 words)

Q.3.3 How has COVID-19 affected your ability to deliver this project, program, or initiative? Please be as specific as possible. (300 words)

Q.3.4 Does your project involve any partners? ☐Yes ☐ No Q.3.5 If, YES, please list partner(s) with roles (i.e.: planning, delivery, evaluation, referrals) Q.3.6 Please tell us what excites you about this project. (200 words) Q.3.7 Please describe the anticipated impact of a successful project. (200 words) Q.3.8 How many persons in total do you anticipate will

directly benefit through active participation in this project?

Q.3.9

Of this number, how many are youth under 18? Q.3.10 How will you measure the success of your initiative? Briefly describe how this program will be

evaluated, including the tools that will be used. (200 words) Q.3.11 What will CFKA funds be used for? Please be specific, (i.e., to pay for project coordinator,

supplies, hall rental, etc. Include partial allocations (i.e..50% of supplies). Point form is acceptable. (200 words)

Q.3.12 What is the total annual cost to your organization to deliver this project, program, or


To be approved by two officers with signing authority from your organization indicating awareness of and support for this Application & Budget. (Note: if your organization is not a charitable organization you MUST also complete and attach a signed Confirmation of Partnership Agreement form AND a list of your local board or committee members.)


Title: Signature: Date: Name*:

*I have the authority to bind the organization

Title: Signature: Date:

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Form E Section 1: Applicant Information Organization Name Mailing Address City/Town Postal Code Website Primary Contact for this application Name Title/Role Phone Email

Q. 1.1

For applicants outside the CFKA geographic catchment area, please explain / describe your organization’s local presence (e.g. through a local board, local committee, or an active local office/branch/chapter) and how the funds will be spent in the Kingston Area. (200 words)

Q. 1.2

We are a qualified donee (such as a registered charity, Canadian amateur athletic association, municipality, First Nation or other municipal or public body performing a function of government in Ontario). If yes, please provide your charitable number below. OR

Q. 1.3 We have formally partnered with a registered charity or municipality to deliver this project. (Note: you must attach a signed Confirmation of Partnership)

Name of Charity/Municipality

Registration Number Contact at

Charity/Municipality

Phone Email SECTION 2: Project Overview

Q.2.1 Project Title Q.2.2 Amount Requested Q.2.3 Geographic Area(s) served by this project (select all that apply):


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Q.2.4 Main Field of Interest Pick the one that best fits your project: CFKA uses this information for tracking purposes only - your choice will not affect the success or funding of your project. ☐Arts & Culture ☐Children’s Mental Health ☐Community Development ☐Education & Literacy ☐Environment ☐Health & Social Services ☐Heritage Preservation ☐Recreation ☐Youth

Section 3: Capital/equipment expenditure

Q.3.1 What will CFKA funds be used for? (200 words)

Q.3.2 What local need/interest does this project address? (200 words)

Q.3.3 Please describe the anticipated impact of a successful project. (200 words)

Q.3.4 How many persons in total do you anticipate will directly benefit through active participation in this project?

Q.3.5

Of this number, how many are youth under 18?


Authorization: To be approved by two officers with signing authority from your organization indicating awareness of and support for this Application & Budget. (Note: if your organization is not a charitable organization you MUST also complete and attach a signed Confirmation of Partnership Agreement form AND a list of your local board or committee members.)


Title: Signature: Date: Name*:

*I have the authority to bind the organization

Title: Signature: Date:

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Checklist

Please check off the following to confirm that you have:

☐ Read the Eligibility Criteria as listed on CFKA website

☐ Read and followed the Applicant Guide

☐ Answered all questions and did not leave any blanks (put “no” or “not applicable” or “zero” instead of leaving an empty space)

☐ Made sure you have submitted your application(s) (in Word) and budget(s) (in Excel). Financial statements and supporting documents may be in PDF format.

☐ Attached financial information of the applying organization are the most recent available.

☐ Understood that the project cannot start before November 1, 2020.

If applicable to your project, confirm you have also:

☐ Attached a maximum of two pages of additional materials ☐ Attached a letter from the school board for any project involving students during school time ☐ Attached at least two quotes from vendors/suppliers for individual purchases over $500

If using a partner charity or municipality, confirm you have:

☐ Completed and attached the Confirmation of Partnership Agreement form ☐ Attached a list of your local board or committee members

For any further questions, please contact:

Penny Scott

Grants Coordinator [email protected] 613.546.9696 By appointment for phone or Zoom meetings Tuesday-Fridays.


applicant guide - community foundation for kingston & area...the cfka is accepting applications...

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