Municipal Grants

Illustration of a city

The Township of Champlain acknowledges and appreciates the efforts of the local volunteer community and believes that many services, events, or projects are best provided through the volunteer efforts of local community organizations, whether at the social, cultural, recreation, sports or economic levels. Community grant funding demonstrates the Council's commitment to working with community organizations to provide direct services, events, or programs for the benefit of the residents of Champlain. 

Funding requests can be defined as events/projects/programs that support, sustain, promote, inform, educate, celebrate, preserve, and/or provide access to the arts, culture, environment, heritage, recreation and/or health activities. Request for financial assistance for events of municipal significance would be expected to bring economic and/or public relations benefit to the Township.

The different types of grants awarded under the Municipal Grants Policy are as identified:

  1. Community Grant
  2. Special Event Grant
  3. Facility Usage Grant

Also on this page

  1. Municipal Review of Application
  2. Community Improvement Plan

Municipal Review of Application

All requests for financial grants will be considered during the Township's upcoming budget.

The Township's Administrative Staff shall review each community grant application to ensure that all necessary information is provided before the Grant Application is submitted to Council for consideration. The Township will assess the value of the in-kind requests and include it in the Grant Application before bringing it to Council.

All grant requests will be assessed in terms of the need for the project, cost-effectiveness, financial viability, long-term viability, level of contribution to the community's quality of life and community involvement/response.

In reviewing grant applications and preparing recommendations, the following factors are considered:

  • Quality and credibility of the Organization and program (e.g., accreditation, licenses), including demonstrated organizational efficiency, effectiveness and stability.
  • Sufficient organizational capacity to deliver the proposed service.
  • Demonstrated community need for the proposed service.
  • Financial need to implement the proposal.
  • Number of Champlain residents to be served.
  • Benefits to individuals, families, organizations and the community at large.
  • Role and number of volunteers.
  • Uniqueness of service.
  • More than one external funding source sought.
  • Partnership roles, collaborative relationships and community interaction.
  • Value of other Township programs, services and financial assistance provided.
  • Evaluation results.
  • Completeness of application - all documents provided and all questions answered.
  • Quality of application - thorough, clear and convincing presentation of information and rationale.

Less favoured applications are those which:

  • Rely solely on Township for the success of the project.
  • Demonstrate insufficient partnering or collaboration.
  • Duplicate project already exist in the community.
  • Incomplete, unclear or unconvincing application.
  • Has not complied with the Township's requirements in the past.

Organizations that are engaged in illegal activities (e.g. non-registered raffle or lottery), even after being advised by the Township, will be disqualified from receiving funding.


Community Grant

The Community Grant provides funding for Champlain-based, not-for-profit organizations to deliver programs and services that keep Champlain residents active, healthy and engaged in their communities. Requests for 'in-kind' services must be indicated in the grant application.

How and When to Apply

2023 Application period is now open from September 1 to October 15, 2023.
A fully completed application must be submitted through the Township of Champlain's online form.

Notification of acceptance will occur after the Township of Champlain's budget is approved. The annual budget process timelines vary, and applicants need to consider that approvals may not be granted in time that suits their events or particular needs.

Incomplete or late applications will not be considered. Applications and additional documentation will not be considered if submitted by email, fax or paper copy.

 Eligibility

  1. Applicants must be registered not-for-profit organizations whose primary focus is within the Township (incorporation number must be provided).
  2. The Organization must show exploration of other financial and in-kind support (i.e. fundraising and volunteer support)
  3. All funding shall be for future projects. Retroactive funding will not be considered.
  4. Repeat funding will only be available to organizations that have complied with any previous grants' reporting requirements.
  5. Guaranteed funding is only for the fiscal year in which the Organization has applied. It is not to be regarded as a commitment by the Township to continue such assistance in future years.
  6. No financial grants will be considered unless specifically authorized by this Policy. In awarding grants, the Township may impose the conditions it deems fit at its sole and unique discretion.
  7. For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

 Exclusions

These organizations are not eligible to apply for the Community Grant:

  • Individuals
  • Businesses
  • Publicly-funded organizations (ex., hospitals and schools)
  • For-profit Organization
  • Organizations with political affiliations

Ineligible Expenditures

Without limiting the discretion of the Township, the following costs are Ineligible Expenditures and are therefore ineligible to be paid from a municipal grant:

  • Debt retirement
  • Retroactive funding
  • Operating deficits
  • Management Salaries
  • Projects which primarily fund or award other groups or individuals
  • Political activities
  • Projects that are restricted to or primarily serve the membership of the Organization unless membership is open to a wide sector of the community (e.g., women, seniors)
  • Expenses related to attendance at seminars, workshops, symposiums or conferences

Funding

  1. Grant amounts awarded will be based on available funding, which may change from year to year.
  2. Prior to the disbursement of any municipal funds, the Recipients must sign a "Letter of Agreement" on the approved form, which specifies the terms and conditions of the grant.
  3. Organizations awarded a grant will be held accountable for the expenditure of the funds in accordance with the stated objectives/plans.

Repeated grant requests by an organization will be reviewed based on past demonstrated fiscal responsibility of the applicants. Funds granted under this program must be used for the specific purposes outlined in the application. They are not transferable between projects or groups without prior Council approval, and only a maximum annual increase of 3% will be granted without justification. For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Since the Community Grant may involve an in-kind request and the use of municipal facilities, applicants may only receive one grant per year and may only receive a portion of the funds requested. 

Recognition of Funding

Recognition of funding received shall be done on any promotional materials or advertising related to the event. Organizations shall acknowledge the support of the Township through the use of Champlain's logo on any materials printed or distributed electronically. The Champlain logo formats are available upon request at info@champlain.ca. Only the three logos provided by the Communication Specialist can be used. Please do not alter the colour, distort, stretch or tilt the logo in any format.

Reporting Requirements

Successful applicants who receive funding from the program must report on how the funding is spent and the impact the funding achieved. A reporting form will be provided with the grant award.

The Final Report must be submitted to the Township before the end of the calendar year. If the Organization reapplies for funding for the following year, an interim report must be submitted with the application for the following year's funding.

All funding recipients must complete a report highlighting how the grant benefited residents of the Township.

Please Note: If a Final Report is not received, the Organization may no longer be eligible for funding.

Reporting Form

Municipal Liability Insurance Coverage 

All grantees must ensure adequate levels of property, general liability and/or alcohol-related event insurance naming the Township of Champlain as an additional insured. This provision may be waived for special events that are jointly managed and/or otherwise covered by the existing municipal Policy. The determination of insurance levels is at the sole and unique discretion of the Township, either through the CAO's office or by Council resolution.

Community Grant Application Form


Special Event Grant

The Special Event Grant provides funding to eligible not-for-profit and for-profit organizations in Champlain to support existing and new events in the community. Events must align with the Township's values for a healthy and vibrant community, enhancing the quality of life, tourism, culture, and recreation and providing economic benefits to the local economy. Funded events must be available to all residents. Requests for 'in-kind' services must be indicated in the grant application. All events applying for a Special Event Grant must comply with the terms and conditions of the Township's Special Events Policy CED-001.

How and When to Apply

2023 Application period is now open from September 1 to October 15, 2023.
A fully completed application must be submitted through the Township of Champlain's online form.

Notification of acceptance will occur after the Township of Champlain's budget is approved. The annual budget process timelines vary, and applicants need to consider that approvals may not be granted in time that suits their events or particular needs.

Incomplete or late applications will not be considered. Applications and additional documentation will not be considered if submitted by email, fax or paper copy.

 Eligibility

  1. A for-profit organization can receive municipal funding for the Organization of a special event if 100% of the event's profits are donated to a non-profit organization.
  2. Applicants must be an organization whose primary focus is within the Township of Champlain.
  3. An Organization may apply for a Special Event Grant that includes multiple events throughout the year, as only one grant may be awarded to an Organization per year.
  4. Applicant can refer to the Special Event Policy for more information.
  5. The Organization must show exploration of other financial and in-kind support (i.e. fundraising and volunteer support)
  6. All funding shall be for future projects. Retroactive funding will not be considered.
  7. Repeat funding will only be available to organizations that have complied with any previous grants' reporting requirements.
  8. Guaranteed funding is only for the fiscal year in which the Organization has applied. It is not to be regarded as a commitment by the Township to continue such assistance in future years.
  9. No financial grants will be considered unless specifically authorized by this Policy. In awarding grants, the Township may impose the conditions it deems fit at its sole and unique discretion.

 Exclusions

  • Schools, athletic teams or private group trips (i.e. tournaments or regular season activities)
  • Team uniforms and apparel
  • Political, religious or faith organizations
  • Organizations with political affiliations
  • Appointed boards and committees
  • Events based in other municipalities
  • Events open only for a special interest audience or to recruit new members
  • An event that is part of the Organization's regular programming
  • Events that have inappropriate elements, including discriminatory, violent or offensive elements, or that are not permitted by law;
  • Events that are potentially harmful to public safety or that may result in damage to public facilities or locations

Ineligible Expenditures

Without limiting the discretion of the Township, the following costs are Ineligible Expenditures and are therefore ineligible to be paid from a municipal grant:

  • Event management fees
  • Ongoing operating expenses for the Organization
  • Music/performance rights
  • Management salaries
  • Travel
  • Organizational operating costs or deficit management

 Funding

  1. Grant amounts awarded will be based on available funding, which may change from year to year.
  2. Prior to the disbursement of any municipal funds, the Recipients must sign a "Letter of Agreement" on the approved form, which specifies the terms and conditions of the grant.
  3. Organizations awarded a grant will be held accountable for the expenditure of the funds in accordance with the stated objectives/plans.
  4. For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Repeated grant requests by an organization will be reviewed based on past demonstrated fiscal responsibility of the applicants. Funds granted under this program must be used for the specific purposes outlined in the application. They are not transferable between projects or groups without prior Council approval, and only a maximum annual increase of 3% will be granted without justification. For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Since the Special Event Grant may involve an in-kind request and the use of municipal facilities, applicants may only receive one grant per year and may only receive a portion of the funds requested. 

Recognition of Funding

Recognition of funding received shall be done on any promotional materials or advertising related to the event. Organizations shall acknowledge the support of the Township through the use of Champlain's logo on any materials printed or distributed electronically. The Champlain logo formats are available upon request at info@champlain.ca. Only the three logos provided by the Communication Specialist can be used. Please do not alter the colour, distort, stretch or tilt the logo in any format.

Application and Reporting

The Organization must fill out a special event form 90 days before the event.

Applications received after the application deadline will not be eligible for financial funding but may, based on availability and the Special Event Review Team, receive human resource or material support from the Township. Such request must be made to the Community Event Coordinator of the Township. Refer to the Special Event Policy for more information. Organizations that receive funding must apply for in-kind support in the Grant Application. Support in human and material resources could be denied if the request is consistently forgotten and made the weeks before the event.

Successful applicants who receive funding from the program must report on how the funding is spent and the impact the funding achieved. A reporting form will be provided with the grant award. The Final Report must be submitted to the Township within 60 days of the event's completion.

The Township retains the right to ask for additional information required. If a Final Report is not received, the Organization may no longer be eligible for funding.

Reporting Form

Municipal Liability Insurance Coverage

All grantees must ensure adequate levels of property, general liability and/or alcohol-related event insurance naming the Township of Champlain as an additional insured. This provision may be waived for special events that are jointly managed and/or otherwise covered by the existing municipal Policy. The determination of insurance levels is at the sole and unique discretion of the Township, either through the CAO's office or by Council resolution.

Special Event Grant Application Form


Facility Usage Grant

The Township facilities are operated with varying degrees of subsidy from the property tax base. As such, most rental fees do not cover the total cost associated with facility usage when viewed over an entire fiscal year. The Township also tracks revenues and expenses associated with each facility independently, so the level of subsidy is clearly applied. As such, facility rental rates cannot be waived and/or reduced for facility users.

Not-for-profit organizations seeking a grant equivalent to the rental fee for a Township Facility must meet the eligibility criteria and submit an application as set out in this Policy. Organizations should keep in mind that Township facility rates are already subsidized by property taxation. Event organizers are encouraged to seek other funding sources, such as event sponsors to ensure all event costs can be covered, including Township facility usage fees.

 

 

 

How and When to Apply

2023 Application period is now open from September 1 to October 15, 2023.
A fully completed application must be submitted through the Township of Champlain's online form.

Notification of acceptance will occur after the Township of Champlain's budget is approved. The annual budget process timelines vary, and applicants need to consider that approvals may not be granted in time that suits their events or particular needs.

Incomplete or late applications will not be considered. Applications and additional documentation will not be considered if submitted by email, fax or paper copy.

 Eligibility

  1. Applicants must be non-profit community groups and organizations primarily focused on the Township of Champlain.
  2. The Organization must show exploration of other financial and in-kind support (i.e. fundraising and volunteer support)
  3. All funding shall be for future projects. Retroactive funding will not be considered.
  4. Repeat funding will only be available to organizations that have complied with any previous grants' reporting requirements.
  5. Guaranteed funding is only for the fiscal year in which the Organization has applied. It is not to be regarded as a commitment by the Township to continue such assistance in future years.
  6. No financial grants will be considered unless specifically authorized by this Policy. In awarding grants, the Township may impose the conditions it deems fit at its sole and unique discretion.

 Exclusions

These organizations are not eligible to apply for the Facility Usage Grant:

  • Individuals
  • Businesses
  • Publicly-funded organizations (ex., hospitals and schools)
  • For-profit Organization
  • Organizations with political affiliations

Funding

  1. Grant amounts awarded will be based on available funding, which may change from year to year.
  2. Prior to the disbursement of any municipal funds, the Recipients must sign a "Letter of Agreement" on the approved form, which specifies the terms and conditions of the grant.
  3. Organizations awarded a grant will be held accountable for the expenditure of the funds in accordance with the stated objectives/plans.

Repeated grant requests by an organization will be reviewed based on past demonstrated fiscal responsibility of the applicants. Funds granted under this program must be used for the specific purposes outlined in the application. They are not transferable between projects or groups without prior Council approval.

Since the Community and Special Event Grants may involve an in-kind request and the use of municipal facilities, applicants may only receive one grant per year and may only receive a portion of the funds requested. 

Reporting Requirements

Successful applicants who receive funding from the program must report on the impact the funding achieved. A reporting form will be provided with the grant award.

The Final Report must be submitted to the Township before the end of the calendar year. If the Organization reapplies for funding for the following year, an interim report must be submitted with the application for the following year's funding.

All funding recipients must complete a report highlighting how the grant benefited residents of the Township.

Please Note: If a Final Report is not received, the Organization may no longer be eligible for funding.

Reporting Form

Recognition of Funding

Recognition of funding received shall be done on any promotional materials or advertising related to the event. Organizations shall acknowledge the support of the Township through the use of Champlain's logo on any materials printed or distributed electronically. The Champlain logo formats are available upon request at info@champlain.ca. Only the three logos provided by the Communication Specialist can be used. Please do not alter the colour, distort, stretch or tilt the logo in any format.

Municipal Liability Insurance Coverage 

All grantees must ensure adequate levels of property, general liability and/or alcohol-related event insurance naming the Township of Champlain as an additional insured. This provision may be waived for special events that are jointly managed and/or otherwise covered by the existing municipal Policy. The determination of insurance levels is at the sole and unique discretion of the Township, either through the CAO's office or by Council resolution.

Facility Usage Grant Application Form

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