Community Grant

How to Apply

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

• Applicants must be registered not-for-profit organizations whose primary focus is within the Township (incorporation number must be provided).
• The Organization must show exploration of other financial and in-kind support (i.e. fundraising and volunteer support)
• All funding shall be for future projects. Retroactive funding will not be considered.
• Repeat funding will only be available to organizations that have complied with any previous grants' reporting requirements.
• 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.
• 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.
• 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

Funding

• Grant amounts awarded will be based on available funding, which may change from year to year.
• 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.
• 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. 

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

Recognition of Funding

Public acknowledgment of the Township's contribution is a prerequisite for receiving a grant. This condition remains applicable even when funds are administered through a third party. Organizations are expected to demonstrate recognition of Township support through the following means:

• Displaying the logo provided by the Township on all printed materials and electronic distributions.
• Incorporating the Township of Champlain logo on the organization's website.
• Sharing a dedicated social media post before and after the event to acknowledge the Township's contribution.
• Providing evidence (such as photos, screenshots, or letters) to the Community Development Officer demonstrating recognition of the Township's support.

The Champlain logos are available upon request and will be sent with the letter of agreement. It is imperative that only the logos provided by the Communication Specialist are utilized, and any alteration of colour, distortion, stretching, or tilting of the logo in any format is strictly prohibited.

Failure to adequately recognize the Township's funding may result in the Organization becoming ineligible for future funding opportunities

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.

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.