community grant program handbook - brampton · b. community grant program information workshops 2...
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Community Grants Program 2018 Handbook
Contents
A. Contact Information 1
B. Community Grant Program Information Workshops 2
C. About the Community Grant Program 3
D. Getting Ready to Apply 3
1. Application Submission and Deadline Information 4
2. Funding Streams 6
3. Who Can Apply 8
4. Reference Materials 8
5. Required Mandatory Documents 9
E. CGP General Funding Provisions 10
F. Apply to the Community Grant Program 13
1. How to Apply 13
2. Returning Applicants 13
3. First Time Applicants 13
4. Complete the Application 13
5. Application Checklist 14
6. Submission Confirmation 14
G. Evaluation of Applications 14
H. Successful CGP Recipient Review Meetings 15
1. Recognition of City of Brampton Funding 16
2. Sponsorship and Donations 16
3. CGP Grant Payment Schedule 17
4. Community Grant Program Agreement 17
I. Final Report Requirements 18
1. Surveys and Data Collection 19
J. Insurance Requirements 20
K. Access to Information and Protection of Privacy 21
L. Glossary 22
Appendix A Community Event Equipment Request
Appendix B Sport Tourism Economic Assessment Model Workbook
Appendix C Photo Release Form
Appendix D City of Brampton Insurance Form
Appendix E 2018 Project Close Out Report (sample)
Appendix F Project Budget template
Version 2: January 4, 2018
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Community Grants Program 2018 Handbook
A. Contact Information
Applicants are encouraged to contact the Advisor, Community Grants (Advisor) prior to
submitting an application, for assistance with any questions regarding the Community
Grant Program or application.
Manager, Tourism & Special Events Advisor, Community Grants
Laura Lukasik Heather Frost
[email protected] [email protected]
T: 905.874.2454 T: 905.874.5957
C: 416.801.3623 C: 416.271.4726
Coordinator, Sports Tourism
Linda Olimer
T: 905.874.5938
C: 416.567.2523
If you experience any difficulties with the technology or require an alternate format of
the CGP Handbook, funding stream guidelines or application, please contact the
Advisor directly at 905.874.5957 or [email protected]
Please be advised that the Advisor or any other Community Grant Program
administrators cannot write or submit an application on behalf of an organization.
Purpose of this Handbook
The CGP handbook provides information about funding streams, available funds,
eligibility requirements as well as the application and review process. It also provides
information about submission timelines, how to use the CGP portal and grant recipient
notification and support.
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B. Community Grant Program Information Workshops
Important Note
To ensure a comprehensive review of changes to the 2018 CGP, all applicants are
strongly encouraged to attend a Community Grant Information Workshop as well as
consult both the CGP Handbook and the individual funding stream guidelines to ensure
all eligibility criteria are met.
Information workshops offer Community Grant Program (CGP) applicants the
opportunity to review the funding stream guidelines and application process with City of
Brampton staff.
CGP Information Workshops provide applicants with the opportunity to participate in a
one-on-one consultation with CGP administrators to learn more about the process
including the requirements for each funding stream, eligibility criteria and how to
complete the application.
CGP Information Workshops have been scheduled as follows:
Wednesday, November 15, 2017
Gore Meadows Community Centre
10:00 am - 8:30 pm
Thursday, November 16, 2017
Loafers Lake Community Centre
10:00 am - 5:00 pm
Monday, November 20, 2017
Cassie Campbell Community Centre
10:00 am - 8:30 pm
Thursday, November 23, 2017
Chinguacousy Park Ski Chalet
10:00 am - 8:30 pm
Friday, November 24, 2017
Mount Pleasant Community Centre
10:00 am - 8:30 pm
Saturday, November 25, 2017
Four Corners Library
10:00 am - 3:30 pm
Tuesday, November 28, 2017
10:00 am - 8:30 pm
City Hall Conservatory
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C. About the Community Grant Program
The Community Grant Program (CGP) supports Council’s commitment to increase
transparency and accountability in all City operations. The goal of the CGP is develop a
robust, culturally-vibrant non-profit sector program that is designed to provide eligible
organizations with funding assistance for community-based activities that will have a
positive city-wide impact.
The priority of the CGP is to support community activities that focus on celebrating
Brampton’s diverse communities while encouraging engagement and connections with
an end goal of heightening civic pride.
Municipal funding, through the CGP is available to Brampton’s not-for-profit
organizations for initiatives that align with the priorities of the City's Strategic Plan and
will help to move Brampton forward as a future ready City that is thinking bigger about
opportunities to fuel its vibrancy. The following funding streams are available for the
2018 CGP:
Arts & Culture Capacity Building
Festivals & Sport Events
Neighbourhood Initiatives
Recreation Capacity Building
Information on the City of Brampton’s Strategic Plan can be found at:
http://www.brampton.ca/EN/City-Hall/strategicPlan2016-18/Pages/Welcome.aspx
D. Getting Ready to Apply
A fully completed application must be submitted no later than Monday, January 15,
2018 by 4:30 pm for the Arts & Culture Capacity Building, Festivals & Sport Events and
Recreation Capacity Building funding streams. Applications will be accepted for the
Neighbourhood Initiatives stream starting on Tuesday, January 2, 2018 with
applications reviewed monthly until the fiscal year budget is reached.
Incomplete or late applications will not be considered. Applications can not be submitted
by email, fax or paper-copy unless prior arrangements are made with an Advisor.
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1. Application Submission and Deadline Information
All applications must be submitted no later than 4:30 p.m. on the application deadline
date via the CGP portal page at:
http://www.brampton.ca/EN/City-all/grants/Pages/Welcome.aspx .
Applicants are permitted to submit two (2) applications to the CGP per calendar year
with only one (1) application per funding stream. Two (2) applicants can be submitted to
the Sport Events stream only. Applicants can not submit the same project to more than
one (1) funding stream.
Applicants are asked to ensure their application has been successfully submitted.
Applications received in any format other than through the CGP portal will not be
accepted unless arrangements have been made with an Advisor. The information
contained in your application is the only information that will be used for evaluation. Any
information received after the application deadline will not be considered.
Detailed information regarding application intake windows follows.
CGP Application Intake Window One (1)
Arts & Culture Capacity Building
Festivals & Sport Events
Recreation Capacity Building
Application Call Wednesday, November 15, 2017
Application Deadline Monday, January 15, 2018 at 4:30 pm
Evaluation Period January 16, 2018 to February 28, 2018
Funding Recommendations presented to Committee of Council and City Council
March 2018
Notice to Applicants March 2018
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CGP Application Intake Window Two (2)
Arts & Culture Capacity Building
Festivals & Sport Events
Recreation Capacity Building
Application Call Monday, March 5, 2018
Application Deadline Friday, March 30, 2018 at 4:30 pm
Evaluation Period April 2018
Funding Recommendations to Committee of Council and City Council
May 2018
Notice to Applicants May 2018
*CGP Application Intake Window Two (2) is dependent on available funds.
CGP Applications Ongoing Intake Window
Neighbourhood Initiatives
Application Call The first business day of each month.
Application Deadline The last business day of each month.
Notice to Applicants The third week of the month following
application submission.
* Note the City cannot guarantee that approved funding will be awarded or processed
by the applicant’s deadline.
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2. Funding Streams
All applicants are required to consult the individual funding stream guidelines in order to
obtain a thorough understanding of the goals, objectives, eligibility criteria, eligible
expenses, etc. of each funding stream prior to completing the application.
The City of Brampton does not fund retroactively and is under no obligation to provide
funding if an organization chooses to start a project or otherwise commit funds before
knowing that a grant application has been approved
a. Arts & Culture Capacity Building Stream
The Arts & Culture Capacity Building (ACCB) Stream supports the development
of exemplary arts, culture and heritage-based capacity building projects and aims
to broaden the appreciation of arts, culture and heritage among Brampton
residents. Applicants may submit one (1) application per calendar year to the
ACCB Stream. A total budget of $100,000 has been allotted to the ACCB Stream
for the 2018 fiscal year. Applications are eligible for funding of 50% of eligible
expenses to a maximum of $12,500.
b. Festivals and Sport Events Stream
The Festivals and Sport Events Stream supports festivals of city-wide, regional,
provincial or national significance, as demonstrated by community and
economic/tourism impact, that are managed and delivered by eligible
organizations. Applicants may submit one (1) application per calendar year to the
FSE Festivals Stream and two (2) applications per calendar year to the Sport
Events Stream. A total budget of $650,000 has been allotted to the FSE Stream
for the 2018 fiscal year.
Sport Events are eligible for up to 50% of eligible expenses to a maximum of
$65,000. Applicants are required to complete a Sport Tourism Economic
Assessment Model (STEAM) if the sport event is multi-day, attracts participants
from greater than 40 km one-way and includes more than 10 room-nights
(number of rooms x nights). The STEAM workbook is available on the
Community Grant portal page at
http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx
For more information, or to confirm if this is a requirement based on the profile of
your proposed sports event, contact the Coordinator, Sport Tourism at
905.874.5938.
New festivals, those not having received previous City of Brampton funding, are
eligible up to 50% of eligible expenses up to maximum of $12,500 whichever is
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less. Established festivals, those having received previous financial support from
the City of Brampton, are eligible for funding up to 50% of eligible expenses to a
maximum of $65,000.
Festival applicants, please note that Downtown Brampton will be under
construction in 2018 for a water main replacement project. As a result, Garden
Square will not be available for community events. Additionally, please refer to
Appendix A for a list of available equipment and prices for events taking place on
City property. Please also connect with the Advisor for guidance and up-to-date
information regarding venues. A list of alternative venues follows.
Alternate Festival Venues
Brampton Fairgrounds Brenda Bebbington [email protected] T: 905.843.0210
Metrolinx – GO Stations (Bramalea, Market Street and Mount Pleasant) Property Inquiries [email protected]
Powerade Centre
Manager, Event Sales Kathy Stafford [email protected] T: 905.595.9103 Sheridan College – Davis Campus
Manager, Conference Services Karen Chisholm [email protected] T: 905.845.9430 x8102
Wet ’n’ Wild Group Sales Manger Lisa Tait T: 905.913.8840 x106
c. Neighbourhood Initiatives Stream
The City of Brampton’s Neighbourhood Initiative Stream (NI) was developed to
inspire Brampton residents to actively champion small but powerful ideas,
projects, and activities in our community to improve, build and strengthen
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Brampton and enhance the quality of life for everyone. Applicants must have
other sources of project/initiative funding greater than or equivalent to the amount
of municipal funding support requested. A budget of $100,000 has been allotted
to the NI stream for the 2018 fiscal year. Applicants are eligible for up to a
maximum of $1,000 in matching funds.
d. Recreation Capacity Building Stream
The City of Brampton’s Recreation Capacity Building (RCB) Stream supports
Brampton-based recreation organizations in developing projects that promote a
more active lifestyle for the Brampton community. Applicants may submit one (1)
application per calendar year to the RCB Stream. A total budget of $100,000 has
been allotted to the RCB Stream for the 2018 fiscal year. Applicants are eligible
for up to 50% of eligible expenses to a maximum of $12,500, whichever is less.
3. Who Can Apply
All Community Grant Program funding streams will accept applications from the
following types of organizations:
Not-for-profit incorporated organizations or unincorporated organizations
governed by a volunteer Board of Directors with a Volunteer Board Constitution
Registered charities
Neighbourhood Initiatives, in addition to the organizations noted above, will also accept
applications from:
neighbourhood groups with a non-profit/not-for-profit organization sponsor
4. Reference Materials
The following reference materials provide additional information about the CGP:
Funding Stream Guidelines provide information about available funding, program
priorities and assessment criteria.
CGP portal page provides a list of frequently asked questions and answers about
the 2018 CGP process.
CGP application provides ‘user tips’ on how to properly fill out the online application, required documentation and references to the area of the funding stream that the questions relate to.
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5. Required Mandatory Documents
As part of the application process, applicants will be asked to upload mandatory
documents. Please ensure the requested documents are legible and up-to-date.
a. Governance Documentation
A non-profit organization* which is a not-for-profit corporation - Articles of Incorporation
- By-laws including year of incorporation
- Letters Patent with all amendments
A non-profit organization* which is unincorporated association governed by a
volunteer Board of Directors
- A letter signed by an officer of a Board of Directors, or an authorized
member of the organization that has the authority to bind an organization
confirming the two (2) or more of the organization’s named directors or
officers that will execute the grant application and the City’s grant
agreement personally and;
- A copy of the volunteer board of directors’ constitution
Registered charity
- charitable organization which is registered as a charity under the Income Tax Act of Canada and which provides acceptable evidence of a valid charitable registration number issued by Canada Revenue Agency.
*as defined by the Income Tax Act of Canada
b. Certificate of Insurance
As part of the application process, all eligible organizations are required to
submit, at minimum, a $2 million commercial general liability insurance
coverage that covers your organization's annual activities/operations.
The applicant shall at its own expense, obtain and maintain in full force the
required insurance that is current and up-to-date at all times throughout the
application process.
If the application is successful, this insurance is to be maintained in full force
throughout the term or extended term(s) of the CPG agreement, at the
applicant’s own expense.
A City of Brampton Certificate of Insurance is available at
http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx
and must be completed by an insurance representative, from an insurer
licensed to sell insurance in Ontario.
This is a mandatory attachment for the application to be considered complete.
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Additional details about the City of Brampton insurance requirements can be
found in the section titled Insurance Requirements.
c. Project Budget Template
The Project Budget template is available on the CGP portal page at
http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx
E. CGP General Funding Provisions
The following General Funding Provisions will apply to all 2018 CGP funding stream
guidelines and all CGP applications. All applicants are encouraged to consult the
individual funding stream guidelines and application tips in addition to this handbook.
Only complete applications will be processed by the CGP. An application is
considered complete when all supporting documentation has been received. Incomplete applications will not be accepted.
Applications will be reviewed and evaluated based on a consistent set of criteria. A
point scoring system will be used to document the evaluation based on a total maximum score of 100 points. Applicants are to refer to the funding stream guidelines for specific evaluation criteria.
Applications must receive a minimum score of 70% to be considered for funding. A
score of 70% does not guarantee funding. Funding will be awarded starting with the application with the highest score within a specific funding stream until available funds are distributed.
Applications for projects that provide similar services to those provided by the City of
Brampton and/or another Brampton organization will be assessed on the basis of whether or not there is duplication of services or a conflict or interest prior to the application being moved forward in the application process.
Applicants are strongly encouraged to obtain other sources of funding. This may
include other grants opportunities, sponsorships, donations, etc. Organizations are encouraged to work with community stakeholders and an Advisor to increase other sources of funding and decrease reliance on City of Brampton grant funding support.
Applicants must demonstrate that they have fully explored alternate and/or other funding sources such as federal and provincial grant programs. Applicants who have or will have funding from alternate sources must disclose other grants or funding sources for the proposed project under grant consideration from the City in their grant application. Applicants are also required to provide information on the reasons why other opportunities were not explored.
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Funding from any other City of Brampton sources, including elected officials, must be disclosed and will be deducted from any awarded grant funding.
CGP funding grants issued by the City are designed to be supplemental to the overall requirements necessary to carry out a project for which an applicant is seeking City assistance. CGP funding grants should not be considered a primary source of financial support for an event.
CGP grant funding may only be used for the event approved as outlined in the original
application. The City of Brampton will cancel funding in cases where the project/activity, venue or date changes without consultation with City staff.
Approved CGP funds can not be transferred to another person or organization. Approved CGP funding grants or other types of assistance from the City of Brampton
in any one year, or over several years, is not to be regarded as a commitment for future assistance and/or ongoing financial support.
The determinations of the "Evaluation Panel" are considered as a "final" decision.
Feedback on the application evaluation will be provided to applicants upon written request to the Advisor. Feedback will be provided by appointment only.
The City reserves the right, at its sole discretion, to assign a community organization applying for a grant with a ‘Concerned Status Designation’ requiring special reporting and audit requirements for any awarded grant. Concerned Status Designation may be applied to an organization that has significant financial viability issues; fails to meet CGP Guidelines or minimum requirements; demonstrates management practices that do not conform with industry accepted standards; fails to demonstrate the ability to engage in strategic planning; demonstrates declining quality and/or audiences for its programming or projects; and any other performance related issues identified by the City.
The City reserves the right to cancel awarded grant funding without notice if the applicant is in violation of any of the terms and conditions set forth in the guidelines or other legally binding agreements.
All fund recipients must sign a Community Grant Program agreement that includes
details regarding reporting, indemnity, accessibility, accountability, insurance and disclosure of conflict. Agreements must be signed in-person with the Advisor at the CGP Recipient Review meeting.
90% of approved funding will be provided initially with 10% of approved funding released upon receipt of the final report, budget statements and receipts to the satisfaction of the Advisor. Applicants should note that approved funds will not be paid
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out until all terms of the funding stream are met. Please refer to section CGP Review Meetings in handbook.
The City of Brampton reserves the right to request bank statements for the project
period and/or audited financial statements.
Successful applicants will receive funds by electronic transfer to the bank account of the recipient noted in the application form.
In the case of an event cancellation, repayment of the entire amount of funding issued by the City of Brampton through the CGP will be required.
Applicants are responsible for keeping expense receipts to account for all project costs.
All CGP recipients must acknowledge the support of the City of Brampton in all materials that promote activities funded by the CGP prior to and during the project. All promotional material must be approved by the Advisor prior to circulation.
The City of Brampton will promote approved projects at City locations with digital
capacity. Applicants must submit promotional materials in digital format only. CGP approved funding recipients are not permitted to leave paper-based promotional materials at City asset front customer service counters, City pamphlet display areas, and/or desks.
All successful CGP grant recipients must obtain and provide proof of commercial liability insurance providing coverage for their organizations and operations in addition to any other liability insurance requirements deemed necessary by the City before a CGP grant can be distributed. Failure to obtain commercial liability insurance that is deemed acceptable by the City could result in the cancellation of an awarded grant.
All applicants must be in compliance with all conditions and requirements contained
in the Ontario Human Rights Code and the Charter of Rights and Freedoms. Any applications or organizations, as determined by the City, that fall under the scope
or jurisdiction of another municipality, the Region of Peel, the Federal Government, the Provincial Government and/or demonstrates a better alignment with another grant funding organization participating in the Consortium of Peel will not be considered for the City’s CGP.
All applicants and successful applicants to the CGP shall comply with all the
provisions of the CGP Handbook and individual Funding Stream Guidelines. The City reserves the right to amend or impose additional terms and conditions as is
deemed necessary by the City.
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F. Apply to the Community Grant Program
The City of Brampton requires all grant applications to be submitted through its grant
portal page unless alternate arrangements have been made with an Advisor.
1. How to Apply
To access the Community Grant Program online portal please go to:
http://www.brampton.ca/EN/City-all/grants/Pages/Welcome.aspx
Select the “2018 Community Grant Program
Click to Apply” icon to begin the application process.
Applicants are only required to register once.
A ‘copy’ function is available to duplicate an application
that can then be modified, if a second application will be
similar.
2. Returning Applicants
Returning applicants can “log-in” using the same email and password created last year.
Returning applicants can reset their passwords and modify the content of their account.
If a returning applicant wishes to change the log-in email, a new account would have to
be created.
3. First Time Applicants
To create an account, simply complete the requested information and click “register”.
Once you have registered your account, you will be able to access your application and
complete it at your own pace. Be sure to save your work frequently.
4. Complete the Application
Now that you have reviewed all reference materials and registered, you are ready to
complete your application. Look for the ‘user tips’ on each page of the application as
they will guide you through the application process. Each of the tabs of the CGP 2018
online application, located at the top of the form, must be completed before you can
submit. Ensure you have answered all the questions and uploaded the required
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documents in each of the tabs. The tabs are as follows: Create an Application,
Organization Profile, Project Profile, Funding Request, Attachments and Declarations.
Important Note
Applicants are able to update their submitted applications, until the application
deadline of Monday, January 15, 2018 at 4:30 pm for all funding streams, with the
exception of the Neighbourhood Initiative Stream.
5. Application Checklist
Ensure you have answered all questions. Ensure the mandatory Project Budget (Budget) template is complete. No other
formats will be accepted.
Submit only the material requested. Extra material will not be forwarded to the
adjudication committee.
Applications submitted by email, fax or paper copy will not be accepted.
Late applications will not be accepted.
Applications outside of the application windows will not be accepted.
All information provided in the application and related attachments must be true,
correct and complete, as verified by an authorized official from your organization.
6. Submission Confirmation
A system generated message will inform the applicant that the application has been successfully submitted.
A successfully submitted application is not a guarantee of funding. All successfully
submitted applications will be evaluated and scored by an evaluation panel as
described in the Evaluation of Application section.
G. Evaluation of Applications
All CGP applications will be reviewed by City staff for completeness and eligibility. All
eligible applications are then provided to the Evaluation panels for evaluation.
All CGP funding streams will be assessed by an Evaluation Panel(s) comprised of City
of Brampton staff and/or community stakeholders possessing subject matter expertise.
Each application is assessed on its own merit in the context of meeting the funding
stream goals, objectives and eligibility criteria. Additionally, applications are reviewed
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and evaluated based on areas of measure as specified in each specific funding stream
guideline: Festival Merit, Organizational Capacity, Community Outcomes as well as
Measurable Economic and Tourism Impact.
Evaluation criteria will be considered when reviewing applications for funding.
Applicants are strongly encouraged to refer to the specific funding stream guidelines for
specific assessment criteria and weight factors.
Evaluation panel(s) review submissions based on a point scoring system with a total
maximum score of 100 points. A minimum score of 70 points is required to be
considered for funding. A score of 70 points is not a guarantee of funding. Funding is
dependent on the number of approved applications and the scores each application
received. Funds will be distributed to the highest scoring application first, then the
second highest, and so on, until available funds are distributed. Successful applications,
with the exception of the Neighbourhood Initiatives Stream, require Committee of
Council and City Council approvals before funding can be released.
Applicants will be notified by email regarding the final status of their application.
Application Review Process
An applicant may submit a request for a review of their unsuccessful application. The
request is to be made in writing to the Advisor.
An application review will not be considered for:
Grant application and/or required documentation were not submitted by the
deadline
Organization does not meet eligibility criteria
Change of information in the application since the grant deadline date
H. Successful CGP Recipient Review Meetings
Successful CGP recipients are required to attend an in-person meeting with the Advisor
to review the project proposal in detail. Recipient obligations in receiving City of
Brampton grant funding will also be reviewed and the CGP grant agreement will be
signed. The meeting also provides time to review the CGP grant agreement in detail to
ensure it is understood.
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1. Recognition of City of Brampton Funding
All CGP recipients must acknowledge the City of Brampton in all promotional and
program materials. Final approval by the Advisor of all promotional materials is required
prior to release. The following is an example of the written and displayed
acknowledgement required on all promotional materials:
supports this event through the Community Grant Program
The City of Brampton will provide logos in PDF formats in Brampton colours (blue,
white, and yellow) or black and white.
Promotion of successful projects will be available in digital format at City facilities
(recreations centres, City Hall, Garden Square) equipped with digital display screens.
Specifications for advertising will be provided to all CGP recipients at the review
meeting.
Paper-based advertising will be available at those City facilities (Recreation centres,
City Hall) that have public bulletin boards. Additional opportunities, for paper-based
advertising are available at six (6) public libraries. An approval process is required.
CGP recipients will be responsible for the printing of all paper-based advertising that will
be distributed to City and Library locations. Please be advised that no other paper-
based advertising including bookmarks, postcards, roll-ups or other types of promotional
advertising will be permitted at City facilities.
2. Sponsorship and Donations
Successful applicants will be required to provide further details of the status of the other
sources of funding (other grant opportunities, sponsorships, donations, etc.). Failure to
provide updates on additional sources of funding will impact the release of the approved
grant funds.
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3. CGP Grant Payment Schedule
Festivals and Sport Events Stream
Stream & Funding Payment Schedule
New Festival
Maximum $12,500
Established Festival
Maximum $65,000
Sport Event
Maximum $65,000
90% of the total grant awarded will be paid out when all funding from other sources is confirmed and project proposal status approved. The remaining 10% of approved funding will be released upon receipt of the final report, budget statements and receipts to the satisfaction of the Advisor, Community Grants.
Arts and Culture & Recreation Capacity Building Streams
Funding Payment Schedule
Maximum $12,500
Ninety per-cent 90% of the total grant awarded will be paid out when all funding from other sources is confirmed and project proposal status approved. Ten per-cent (10%) 10% of approved funding released upon receipt of the final report, budget statements, and receipts to the satisfaction of the Advisor, Community Grants.
Neighbourhood Initiatives
Funding Payment Schedule
Maximum $1,000 100% upon approval of matching funding and project proposal status approved.
4. Community Grant Program Agreement
The CGP Agreement (contract) is required from all applicants receiving any type of
funding from the City of Brampton. All funding streams require CGP agreements to be
signed by the authorized member/officer of the organization (i.e. board chair, president,
etc.) as listed on the original application, in-person, with the Advisor.
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I. Final Report Requirements
A mandatory requirement of all CGP funding streams is the submission of a "Project
Close-Out Report". This report provides the opportunity to evaluate the success of your
project and identify areas for improvement. This report also confirms how the CGP
funding was spent and is the final document that all successful CGP recipients are
required to submit.
The Project Close-Out report must include the following information:
Description of the event
Description of the results or outcomes of the event. Please refer to the section
“Outputs and Outcome Measures’ for examples.
Final completed Project Budget (template provided) including all costs/expenses
incurred during the project. All invoices that support CGP funding are to be
itemized (vendor, reason, date paid, etc.) supported by originals copies of the
invoices.
The report is required within sixty (60) days after the completion of the event or by the
end of the calendar year, whichever comes first. This report will be used in the
evaluation of future community grant requests.
The City of Brampton encourages all recipients of support from the Community Grant
Program to include photos, videos, anecdotes, project samples, etc. with their final
report. Please ensure individuals appearing in photos or videos sign a photo release
form so that images and clips may be shared on brampton.ca and social media. A
photo/video release form is available in the CGP Handbook or on the Community Grant
page on brampton.ca. A copy of a City Photo Release form is available in Appendix C.
Important Note
Failure to provide a final report may have an impact on future funding. The Report
template will be available on the Community Grant portal page at
http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx No other formats will
be accepted.
If you will not be applying in subsequent years, you are still required to complete a
Project Close-Out Report to keep your organization in good standing with the City and
close your file for audit purposes.
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1. Surveys and Data Collection
An important component of the Final Report is the data collected about the
festival/project. A standard survey will be provided for use at all festivals/projects. All
applicants are asked to provide both qualitative (numbers) and quantitative (feedback)
data.
The following is an example of about how your project goals, activities and outcomes
are all connected. This is a requirement for your final Project Close-Out Report.
Please look at the descriptions and examples below to help you describe your project.
Possible output and outcome measures could include but, are not limited to the
examples below in the chart. CGP funding recipients may use the examples provided
in the chart or provide other activity performance measures relevant to your project’s
goals and objectives.
Possible outcome measures could include but, are not limited to the examples
below. Outcome measures must be related to the project’s objectives.
Examples of
Outcome Measures
• Percentage of participants who agree that the project helped them participate more actively in their community on an ongoing basis.
• Percentage of organizations who agree that a multi-stakeholder initiative led to better coordination and partnership and will continue to work together.
• Percentage of participants who agree that community engagement was improved by the project for the long term.
Examples of
Output Measures
Total number of individuals participating in project. Number of new partnerships developed with other
organizations and directly involved in the project. Social media and web related metrics, such as number
of web page views or increase in number of new Facebook or Twitter followers.
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J. Insurance Requirements
If awarded a City of Brampton CGP grant, the Recipient shall at its sole cost and
expense, obtain and maintain in full force and effect at all times throughout the term or
extended term(s) of the CGP Agreement, insurance satisfactory to the City of Brampton
with financially sound and reputable insurance companies licensed to underwrite
insurance in the Province of Ontario.
The Recipient shall be responsible for payment of all amounts within the deductible or
self-insured retention under each policy of insurance. All insurance policies required
pursuant to this clause shall be primary and shall not call into contribution any insurance
available to the City. The insurance shall include but not be limited to:
Commercial general liability insurance in respect of the obligations and operations of the
Recipient against claims for bodily injury, including personal injury and death, and
property damage or loss, indemnifying and protecting the Recipient, their respective
employees, servants, volunteers, agents, contractors, invitees or licensees, to the
inclusive limit of two million ($2,000,000.00) per occurrence.
Such insurance shall specifically state by its wording or by endorsement that the
City of Brampton is included as an additional insured under the policy with
respect to the operations and obligations of the Recipient as outlined in their
application and/or the CGP Agreement.
Contractual liability, no-owned automobile liability, owner’s and contractor’s
protective liability. Products and completed operations coverage, contingent
employer’s liability, and employees as additional insured’s.
The Recipient shall deliver to the City, a City of Brampton Certificate of Insurance
Form verifying the required insurance, completed and signed by an authorized
representative of the insurer.
The City of Brampton Certificate of Insurance form can be obtained at the CGP
portal page at http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx
Failure to provide a Certificate of Insurance shall result in an approved grant
award being rescinded or grant funding being cancelled.
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K. Access to Information and Protection of Privacy
The City of Brampton collects information required for the evaluation of grant
applications, administration of grant agreements, and reporting. All information collected
is retained in City records as required by the City’s Record Retention By-Law.
Records are maintained according to City policies and in compliance with Provincial and
Federal legislation, including the Municipal Freedom of Information and Protection of
Privacy Act (MFIPPA).
Information about activities funded by the Community Grant Program, including the
activity name, activity description, and the name of the organization undertaking the
activity will be made public by the City of Brampton. Additional information may be
disclosed to individual members of the public in response to access to information
requests made under the Act.
The City limits the collection of personal information to that information necessary for
the efficient administration of the program. As a part of the grant application process,
the City of Brampton collects contact information consisting of the name, address, email
address and telephone number of the primary point of contact for the application. Where
this information constitutes personal information, it is collected under the authority of the
Municipal Act S.O. 2001, c.25. This information is used only to contact applicants for
purposes related to evaluating, administrating and reporting on grant applications.
Questions about the collection of personal information should be directed to the Advisor
at 905.874.5957.
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L. Glossary
Accessibility: A term used to describe the degree to which goods, services and
facilities can be accessed by as many people as possible
Audit: Examination of a recipient’s accounts, records or other evidence deemed
necessary in the circumstances
Barrier-free: Anything that stops a customer from having equal opportunity to obtain,
use or benefit from municipal goods and services
Board of Directors: A board of directors is a body of elected or appointed volunteer
members who jointly oversee the activities of a company or organization.
Capital Expenses: Any type or form of capital purchase or acquisition– i.e. computer
printers, sound systems, permanent signage, musical instruments,
CGP: Community Grant Program
Concerned Status Designation: Applied to an organization that has significant
financial viability issues; fails to meet CGP Guidelines or minimum requirements;
demonstrates management practices that do not conform with industry accepted
standards; fails to demonstrate the ability to engage in strategic planning; demonstrates
declining quality and/or audiences for its programming or projects; and any other
performance related issues identified by the City
City Service Fees: Donation to an activity by the City of Brampton, other business or
organization of goods, services or time that would otherwise have been paid for by the
recipient. It involves non-cash asset transactions such as equipment, use of facilities,
and labour.
City Services: Those municipal owned assets that include equipment, facilities and
property and additional or incremental City staff. City staff labour cost(s) are required
when municipality owned assets are used and to transport, set-up and tear-down a city
owned stage, broadcast equipment, picnic tables, refuse containers, clean-up after an
event; city staff operators to setup and remove barricades, manage traffic signals
associated with any road closures.
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Diversity: The mosaic of people who contribute a variety of characteristics,
backgrounds, styles, perspectives, beliefs and competencies to the communities in
which they live and the groups and organizations with whom they interact
Donations: Donations are philanthropic donated materials, supplies or professional
services from individuals, corporations, other not-for-profits, lawyers, entertainers, etc.
Donations may come in the form of cash or in-kind donations. They are not the result of
a competitive grant proposal, nor are they payment for advertising opportunities.
Financial Grant: A one-time cash contribution distributed to an applicant. Financial
grants are distributed to applicants with a 90% initial payment and the remaining 10%
provided after the final submission and approval of final Project Close-Out reports and
Project Budget.
Grant Funding: A transfer payment for a specified purpose for which obligations are
outlined in program guidelines, the agreement and program correspondence
In-Kind (external of City) - Materials or services that are donated to a project by either a
third or by the applicant. In-kind contributions are considered part of the total costs, but
are not eligible for program funding.
Inclusive: Taking deliberate steps (in policies and practices) to welcome, accept and
value all individuals, including persons with disabilities, persons from other cultures, and
limited English speakers
Neighbourhood: Geographically localized communities within a larger city, town or
rural area with a set of social networks.
Not-for-Profit Organization: Not-for-profit organization is a club, society, or association
that's organized and operated solely for social welfare, civic improvement, pleasure or
recreation or any other purpose except profit.
Outcomes: Changes that are the result of implementing the project. They are the
effects or consequences of the project that are considered significant in relation to its
initial commitments. Outcomes must be measurable and may occur within
organizations, communities and/or individuals. They may relate to behaviour, skills,
knowledge, attitudes, values, conditions or other attributes. While there is less degree of
control over outcomes, there should be a direct relationship between outputs and
outcomes.
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Partner Organizations: An organization that supports the Lead Organization (and
recipient) to undertake the project. A partner organization must provide written
confirmation in the form of a letter about their role in the proposed project and what
activities they will undertake. A partner can play a significant role in the project,
including taking part in the planning, development, implementation, and/or evaluation of
the project.
Performance Measures: Indicators that provide qualitative and/or quantitative
information needed to measure the extent to which a project is achieving its intended
outcomes. Qualitative data can be expressed in terms of change or comparison
between two states, while quantitative indicators can be in the form of a ratio,
percentage, comparison or figure.
Project: A one-time event, activity, program or other type of initiative that a recipient
proposes to undertake, that is carefully planned and designed to achieve a particular
purpose or goal. A project has a clear start and end date, occurs within a reasonable
period of time, and demonstrates measurable outputs and outcomes.
Room Nights: number of rooms times the number of days.
Sponsorship: Sponsorships may include a cash (form of money) or in-kind (goods and
services with a value) provision made by corporations (or other non-profits), advertising
usually in exchange for marketing/advertising consideration and/or other. Sponsorship
does not include donations and gifts where no business relationship or association is
contemplated or is required and where not reciprocal consideration is being sought.
Venue: The place where something happens, especially an organized event such as a
concert, conference, or sports competition.
Volunteer Services: For donated services, applicants must calculate the value of
donated labour using minimum wage rates, unless information from a reliable source
included in the application demonstrates that the donated labour has a higher value
than minimum wage (e.g. information from a professional association)