03 - August 18, 2023 RIPA Committee Agenda Packagew '„w�mAw7lffJJ1,,
r
W�'%^,F 1 Il$ 1WiiuAnlf
Rural Initiatives and Planning Advisory Committee
ORDERS OF THE DAY
Friday, August 18, 2023, 9:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
NOTE FOR MEMBERS OF THE PUBLIC:
Please click the link below to watch the Council Meeting:
https://www.facebook.com/ElginCountyAdmin/
Accessible formats available upon request.
1. CALL TO ORDER
2. APPROVAL OF THE AGENDA
3. ADOPTION OF MINUTES
4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
5. DELEGATIONS
6. REPORTS/BRIEFINGS
6.1 Manager of Administrative Services/Deputy Clerk - Community Grant
Program Review 2023
7. OTHER BUSINESS
8. CORRESPONDENCE
9. CLOSED MEETING
10. MOTION TO RISE AND REPORT
11. DATE OF NEXT MEETING
12. ADJOURNMENT
Pages
2
0
ru��yyii„
Rural Initiatives and Planning Advisory Committee
MINUTES
May 16, 2023, 2:00 p.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Ed Ketchabaw
Councillor Mark Widner
Deputy Warden Grant Jones
Donna Lunn, EFA Representative
Staff Present: Stephen Gibson, Acting Chief Administrative Officer
Jennifer Ford, Director of Financial Services/Treasurer
Jenna Fentie, Manager of Administrative Services/Deputy Clerk
Stefanie Heide, Legislative Services Coordinator
1. CALL TO ORDER
The meeting was called to order at 2:02 p.m. with Warden Ketchabaw in the
chair.
2. APPROVAL OF THE AGENDA
Moved by: Donna Lunn
Seconded by: Councillor Widner
RESOLVED THAT the agenda for the May 16, 2023 meeting be approved as
presented.
Motion Carried.
3. ADOPTION OF MINUTES
Moved by: Deputy Warden Jones
Seconded by: Donna Lunn
RESOLVED THAT the minutes of the meeting held on February 24, 2023 be
adopted.
Motion Carried.
4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
None.
5. DELEGATIONS
None.
6. REPORTS/BRIEFINGS
6.1 Manager of Administrative Services/Deputy Clerk - 2023 Community
Grant Program Allocations
The Manager of Administrative Services/Deputy Clerk provided a
presentation on the Community Grant Program.
1
Page 2 of 36
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT the Rural Initiatives and Planning Advisory Committee
endorse the Community Grant Program allocations as presented; and
THAT the Rural Initiatives and Planning Advisory Committee Chair be
directed to present the proposed grant allocations to County Council for
approval.
Motion Carried.
7. OTHER BUSINESS
None.
8. CORRESPONDENCE
None.
9. CLOSED MEETING
None.
10. MOTION TO RISE AND REPORT
None.
11. DATE OF NEXT MEETING
The next meeting will be held at the call of the Chair.
12. ADJOURNMENT
Moved by: Donna Lunn
Seconded by: Councillor Widner
RESOLVED THAT we do now adjourn at 2:29 p.m. to meet again on at the call of
the Chair.
Motion Carried.
Jenna Fentie, Warden Ed Ketchabaw,
Manager of Administrative Chair.
Services/Deputy Clerk.
2
Page 3 of 36
REPORT TO RURAL INITIATIVES
AND PLANNING ADVISORY
COMMITTEE (RIPA)
FROM: Jenna Fentie, Manager of Administrative
Services/Deputy Clerk
DATE: August 15, 2023
SUBJECT: Community Grant Program Review 2023
RECOMMENDATIONS:
THAT the report titled "Community Grant Program Review 2023" dated August 15, 2023
from the Manager of Administrative Services/Deputy Clerk be received and filed; and
THAT the Rural Initiatives and Planning Advisory Committee review the current
Community Grant Program and provide guidance regarding any necessary
amendments to the Program; and
THAT staff be directed to incorporate recommendations from the Rural Initiatives and
Planning Advisory Committee into the Community Grant Program for the 2024 intake.
INTRODUCTION:
The purpose of this report is to review the Community Grant Program in the context of
comments received from the Rural Initiatives and Planning Advisory Committee at their
May 16, 2023 meeting, and to seek any additional feedback from the Committee for any
amendments to the application package, scoring criteria, and/or final report template in
advance of the 2024 intake period (September 1, 2023 — November 10, 2023).
COMMUNITY GRANT PROGRAM — A HISTORY:
Prior to 2020, Community Grant Program requests from community services and
festival and event organizers were considered on an annual basis by County Council as
a whole during the budget process. There was not a formal application process in place,
however, groups wishing to be considered for funding were required to submit a letter of
request with budget and financial information before December 31 of each year.
As of 2020, the RIPA Committee has been responsible for considering grant requests
and making funding allocation recommendations to County Council. In 2020, the RIPA
Page 4of36
2
committee undertook a comprehensive review of the grant process which included the
development of new program and eligibility criteria, new application packages, new
annual program timelines and processes, and new scoring matrices. These changes
were approved by County Council and the new Community Grant Program (CGP) was
implemented for the first time in 2021.
Through this program, organizations and services can apply for supplementary funds to
strengthen their responsiveness, effectiveness, and resilience.
There are two funding streams, each with their own application package:
1) Community Services
2) Festivals and Events
The funding streams are further divided into two (2) types of grants:
1) Seed
2) Cultivate
Seed Grants — focus is on new community organizations and events.
Cultivate Grants — focus is on existing community organizations and events wishing to
enhance their existing offerings.
The intake for the CGP opens on September 1 and closed on November 10 annually.
To ensure the process of allocating grants in an as equitable and unbiased manner as
possible, the Committee:
• Assesses eligibility of all applications against County Council approved criteria;
• Scores applications independently utilizing a standard scoring matrix;
• Uses a needs -based criterion to allocate funds to each stream;
• Assesses combined committee scores and recommends allocations;
• After Committee scores are combined, a weighted formula* is used to calculate
proposed funding allocations. A weighted formula is used because funding
requests exceed the budgeted* amount for grant funding. The results of the
weighted approach are used as a starting point for Committee discussion.
*Weighted factor calculated = (total score * ask / (sum of scores *sum of asks) )
Recommended allocation calculated = (weighting factor / total weights
available funds)
**The budget allocation for grants in 2023 was $72,900 which is $3.68 per
household. The total eligible ask in 2023 was $81,380.
Page 5of36
3
UuMN111 1 tE COMMENTS/STAFF RECOMMENDATIONS
At its meeting held on May 16, 2023 the RIPA Committee reviewed the proposed
allocations, and directed the Chair to prepare a report to County Council recommending
approval of the allocations for 2023. At that meeting, there were suggestions for
changes/improvements from the Committee on the CGP application and process. The
chart below provides a summary of the comments and proposed staff recommendations
or options for the Committee's consideration.
Committee Comments
Staff Recommendation/Notes
Organizations are required to
An online application form was implemented for the
meet at least two (2) of the
2023 intake period. The form only requires
following criteria, however
applicants to select one (1) eligibility criterion to
some organizations failed to
proceed.
select at least two (2) and only
selected one (1):
Recommendation — Direction Required
- The organization's office
- Amend the form to require the selection of
is located in Elgin
two (2) eligibility criteria before proceeding in
County;
order to remain consistent and fair to all
- The program or service
applicants. If applicants cannot demonstrate
benefits Elgin County;
that they meet at least two of the criteria,
- The majority of
then they will not be able to submit the form.
service/program
participants are from
- Letters are sent to past applicants when the
Elgin County.
new intake period opens, and staff will
Some applicants were awarded
emphasize that groups must meet two (2)
funding without selecting two
eligibility criteria in order to be considered.
(2) criteria.
Link to Online Application Form:
,ii ��� n /II ��i.R:�i`�/ �� iriiri1,:,1.RI Du i ii��[�.I�lis n i.101 V
Organizations have not been
The current final reporting template (attached) does
able to clearly demonstrate the
not require recipients of funding to indicate how
number of Elgin County
many residents of Elgin County are served.
residents they served either
through their program/service
Recommendation — Direction Required
or at their event.
- Amend the final report template to include a
section for recipients to disclose the
approximate amount of Elgin residents
served.
- Question 5 on the application form requires
applicants to answer the following question:
how many people do you think your festival
or event will reach?
Page 6of36
- Staff recommend amending question number
5 to also ask how many Elgin County
residents the organization hopes their
festival or event/program or service will
reach, and to indicate how their organization
will be able demonstrate this.
Events that are funded by Elgin
Options for Consideration — Direction Required
County tax payer funds should
be held in Elgin County, or
- Option 1: Amend the application form to
equally funded by the
indicate that only events that are held
municipality holding the event.
geographically within Elgin County
For example, the Seniors
Municipalities are eligible for funding.
Picnic in the Park is held in
Pinefore Park (located in the
- Option 2: Events located in the City of St.
City of St. Thomas) and was
Thomas will be considered for funding at the
not funded by the City of St.
discretion of the Rural Initiatives/Planning
Thomas, but was approved for
Advisory Committee. To be considered for
CGP Funding.
funding, these events must demonstrate that
a significant number of Elgin County
residents will benefit/attend the event.
Note: In the past, events located in the City
of St. Thomas have been approved for
funding. If the Committee chooses to go with
Option 1, staff recommend that
correspondence be sent to event organizers
in advance of the application period, notifying
them of the change.
Any other comments from
the Committee?
FINANCIAL IMPLICATIONS:
ALIGNMENT WITH STRATEGIC PRIORITIES:
Page 7of36
serving tigin
® Ensuring alignment of
Growing Elgin
❑ Planning for and
current programs and facilitating commercial,
services with community industrial, residential,
need. and agricultural growth.
® Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
® Fostering a healthy
environment.
® Enhancing quality of
place.
COMMUNICATION REQUIREMENTS:
Investing in Elgin
❑ Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
❑ Delivering mandated
programs and services
efficiently and
effectively.
Any amendments to the application packages and/or final reporting template will be
circulated to previous grant applicants, Elgin County Tourism Members, and shared
online via the County's website and social media in advance of the 2024 grant intake
period, which opens September 1, 2023.
CONCLUSION:
The 2024 intake of Community Grant Program applications opens on September 1,
2023. Staff are seeking direction and feedback from the Committee on the
recommended changes above, and are open to receiving additional feedback from the
Committee for improvements or changes to the application packages.
All of which is Respectfully Submitted
Jenna Fentie
Manager of Administrative Services/
Deputy Clerk
Approved for Submission
Don Shropshire
Chief Administrative Officer/Clerk
5
Page 8of36
Community Grant Program — Community Services Application
Before completing the Community Grant Program — Community Services application,
please carefully review the Program Information, Criteria, and Eligibility document to
ensure eligibility of your organization. If you have any questions about eligibility please
contact lin.iin.u.li�..ii.:t qlr 11 .. yell iil.n..::. .
Name:
Title:
Organization:
Mailing Address:
Email Address:
Phone Number:
Activity Type:
❑ Festival or Event
El Program or Service
Event Name:
Grant Type: The organization is applying for a:
❑Seed Grant
❑Cultivate Grant
Grant Request (in dollars*) $:
* Please note that this request should represent no more than 50$ of the total festival or
event budget and must not exceed $10,000)
Program Criteria checking these is mandatory
❑ Grant funds will only be used for the festival or event proposed in this application;
❑ The organization will obtain all required permits, clearances, insurance and any
required authorization and pay any associated fees in a timely manner;
❑ Should the organization be successful in receiving CGP funding, the organization will
acknowledge the support of the County of Elgin where appropriate, including print and
website marketing; and,
❑ The organization has not applied to receive additional funding from the County of
Elgin, with the exception of the Community Signage Program.
Page 9of36
Eligibility checking these is mandatory
❑ The organization is a Not -for -Profit organization that provide services directly
benefitting the County of Elgin.
❑ The organization meets at least two (2) of the following criteria:
• The Organization's office is located in Elgin County;
• The program or service benefits Elgin County; and,
• The majority of service/program participants are from Elgin County.
III econiuniundafion jNirueun d tNus secuoun to ired.,lii.,Jire the sebcuoun of two (�:..) out of thiree
(„3 ) d,.,dp t ad,..dn s, ira thd.., ir t ha a 1i „p iu s t d,..dnd.., 4, 1 ) u in d,..d irdd.., ir td,.,d IID ird,.,dd,., d..,d..,d , a t h the a pp II ad,.. �.i t ad,..d a 1i .
The following organizations do not qualify for the Community Services funding:
• For -profit organizations and ventures
• Fundraising or sponsorship activities, including sports teams (* events designed
to raise money for others are not eligible)
• Service Clubs
• Religious activities and religious organizations (* unless clear boundaries
between religious/fundraising content and public programming in both program
details and budget are confirmed)
• Individuals, businesses, publicly -funded institutions (i.e. Hospitals, School Boards
and other County -funded organizations, including Social Services)
• Governments or political parties
• Business Improvement Associations
• Organizations that are in arrears to the County of Elgin or one of its Local
Municipal Partners.
❑ The applying organization is NOT one of the types listed above.
(If the organization checks Seed Grant, the following questions open up)
Organization (score /5, includes application questions 1-2)
1. Tell us about your organization, including details of how your organization serves
Elgin County, information about your legal status ( not -for -profit, etc., mandate or
mission statement), and description of the implementation team.
2. How is your organization funded?
Design (score /30, includes application questions 3-5)
Page 10 of 36
3. Please provide a brief description of the program or service you are proposing,
including the steps you are taking to ensure a well -planned program or service.
4. Please provide details of key dates and scheduled activities for the program or
service.
5. How many people do you hope your program or service will reach?
III .econiuniundaion /dd the qii.,�estuon. II Now uiruauny II: II?liun �unty iresudeunts do yoa.,� Ihope
y o u it IL., itoira a ira o it s .. it J .... wflII ireach"?, II .. a s .. u un d u .. �.,) t .. how y o u it o irk a an a za t u o an IL., II a an s to
Needs/Impact (score /40, includes application questions 6-8)
6. Who is your targeted audience and how does it fill a need in the community?
7. Please describe how widely your services are accessible to the target population
and how you've aligned resources accordingly.
8. How will your program or service ensure accessibility and accommodate
increased participation (i.e. persons with disabilities)?
Efficiency, Transparency and Accountability ( score /25, includes application
questions 9-12)
9. Please attach a detailed budget of your program or service including all
revenues, expenses and in -kind contributions and information about other
sources of funding (e.g. estimated volunteer hours, government funding,
sponsorships).
10. Please attach your organization's financial information, including revenue and
expenses for previous year (i.e. financial statements) and explanation of line
items (e.g. annual membership fees or notes for significant variances), if
available.
11. Why is this funding critical to your operations? Please be as specific as possible.
12. Please describe the ways you will measure your success.
(If the organization checks Cultivate Grant, the following 12 questions open up)
Organization (score /5, includes application questions 1-2)
1. Tell us about your organization, including details of how your organization serves
Elgin County, information about your legal status ( not -for -profit, etc., mandate or
Page 11 of 36
mission statement), and description of the implementation team.
2. How is your organization funded?
Design (score /25, includes application questions 3-5)
3. Please provide a brief description of the program or service you are proposing,
including the steps you are taking to ensure a well -planned program or service.
4. Please provide details of key dates and scheduled activities for the program or
service.
5. How many people do you hope your program or service will reach?
III .econiuniundaion /dd the qii.,�estuon. II Now uiruauny II: II?liun �unty iresudeunts do yoa.,� Ihope
y o u it IL., itoira a ira o it s .. it J .... wflII ireach"?, II .. a s .. u un d u .. �.,) t .. how y o u it o irk a an a za t u o an IL., II a an s to
Needs/Impact (score /30, includes application questions 6-8
6. Who is your targeted audience and how does it fill a need in the community?
7. Please describe how widely the services are accessible to the target population
and how you've aligned resources accordingly.
8. How will your program or service ensure accessibility and accommodate
increased participation (i.e. persons with disabilities)?
Cultivation/Renewal (Score /20, includes application questions 9-10)
9. What has changed about your program or service? (e.g. how will you build on
your success, grow your reach, enhance the quality of your offerings to improve
your sustainability with new features, programs, services, outreach methods or
revenue sources?)
10. How will you measure your success?
Efficiency, Transparency and Accountability ( score /20, includes application
questions 11-13)
11. Please attach a detailed budget of your program or service including all
revenues, expenses and in -kind contributions and information about other
sources of funding (e.g. estimated volunteer hours, government funding,
sponsorships).
Page 12 of 36
12. Please attach your organization's financial information, including revenue and
expenses for previous year (i.e. financial statements) and explanation of line
items (e.g. annual membership fees or notes for significant variances), if
available.
13. Why is this funding critical to your operations? Please be as specific as possible.
Documentation
(this section is for everyone regardless of whether they click Seed or Cultivate Grant)
Please attach the following documentation:
• Program or Service Budget (upload) (Mandatory)
• Financial Statements (upload) (Mandatory)
• Additional Supporting Materials (brochures, pamphlets, posters, etc.) (Upload)
(Optional)
• Letter of support from the relevant municipal department if the initiative is linked
to municipally owned land or facility (Upload) (Optional)
(this check box is mandatory as are the electronic signatures)
❑ I acknowledge that the County's investment is not to exceed 50% of the total for the
program or service for the calendar year and understand that my application will be
posted to the County's website and shared with the RIPA Committee and Elgin County
Council. 1 have reviewed the Terms and Conditions and understand that if my
application is successful, 1 agree to abide by the Terms and Conditions. 1 understand
that all materials that are submitted as part of this application and the subsequent final
report will be shared publicly to ensure accountability and transparency. 1 am not a
County of Elgin employee, Councillor or lower -tier municipality in Elgin County. 1
understand 1 may be required to provide a presentation to the Rural Initiatives and
Planning Advisory Committee to discuss my application.
Authorized Signature(s) (two (2) needed if not incorporated):
Name:
Position:
Signature:
Name:
Position:
Signature:
Page 13 of 36
Community Grant Program — Festivals and Events Application
Before completing the Community Grant Program — Festivals and Events application,
please carefully review the Program Information, Criteria, and Eligibility document to
ensure eligibility of your organization. If you have any questions about eligibility please
contact communitygrants@elgin.ca.
Name:
Title:
Organization:
Mailing Address:
Email Address:
Phone Number:
Activity Type:
❑ Festival or Event
El Program or Service
Event Name:
Grant Type: The organization is applying for a:
❑Seed Grant
❑Cultivate Grant
Grant Request (in dollars*) $:
* Please note that this request should represent no more than 50$ of the total festival or
event budget and must not exceed $10,000)
Program Criteria checking these is mandatory
❑ Grant funds will only be used for the festival or event proposed in this application;
❑ The organization will obtain all required permits, clearances, insurance and any
required authorization and pay any associated fees in a timely manner;
❑ Should the organization be successful in receiving CGP funding, the organization will
acknowledge the support of the County of Elgin where appropriate, including print and
website marketing; and,
❑ The organization has not applied to receive additional funding from the County of
Elgin, with the exception of the Community Signage Program.
Page 14 of 36
Eligibility checking these is mandatory
❑ The organization is a Not -for -Profit organization that provide services directly
benefitting the County of Elgin.
❑ The organization meets at least two (2) of the following criteria:
• The Organization's office is located in Elgin County;
• The program or service benefits Elgin County; and,
• The majority of service/program participants are from Elgin County.
III econiuniusdafios jNirueun d iNus secuoun to ired.,lii.,Jire the sebcuoun of two out of thiree
(„3 ) d,.,dp t ad,..dn s, ira ihd.., ir t ha a 1i „p iu s t d,..dnd.., 4, 1 ) u in d,..d irdd.., ir id,.,d IID ird,.,dd,., d..,d..,d , a t h the a pp II ad,.. �.i t ad,..d a 1i .
The following organizations do not qualify for the Festival and Events funding:
• For -profit organizations and ventures
• Fundraising or sponsorship activities, including sports teams (* events designed
to raise money for others are not eligible)
• Service Clubs
• Religious activities and religious organizations (* unless clear boundaries
between religious/fundraising content and public programming in both program
details and budget are confirmed)
• Individuals, businesses, publicly -funded institutions (i.e. Hospitals, School Boards
and other County -funded organizations, including Social Services)
• Governments or political parties
• Business Improvement Associations
• Organizations that are in arrears to the County of Elgin or one of its Local
Municipal Partners.
❑ The applying organization is NOT one of the types listed above.
Options 'l''or `onsidera ii:)n
E i uda tl un d u, �.:,) i, that d,. I ,v , i s that air. held i ru u : Iu u
�,. �inty Il i.,�unlid;°upaIllLi es afire 6lligilblle ll'::oir II'n.�indiliingl �':: R
�.. IL, i uo a �� i � d uc�., id � i hat evea �� i .� Ild.,dd.. �.,� id.. d s u i �� u i �� theu i ��r d..d� m � i . II n� d..d� i u ..� .� s u II II rd..
,. �� w .. ,:, ,:, . ., n n � r:, . " w ., ,:, r: : R ,. � ' r:, �„, w u n : � a ,. ,. ,. .
d.. �..� a �� .� ud �d.., ird..,d � II d..d it II �i.,� a ��d � u u �� �.,� i the d � u .�d.. �d.., i ud..d a �� d..d� i��d..�, II ��.�i.,� ir�:� II II a �� u i u�.,� i u,�� d.., .� �.,� a ��d � II II �.,� a �� a �� u u ��
d �\J sd..d iry 0 Ilyd.., d.. o an s ud �d.., ird..,d � II d..d it II u and � u un, these d..,v d..,un i s a ira iu s i
dd.., a ira d..d an s i ra id.., that a S u un a II ud.. �.,an i un iu a ira Ilyd.., it of IL II u un rd.., s a dd.., an i s sn II II
" d;"Ind;1Wat"ld;",If.11d the d:v'4;"In't.
(If the organization checks Seed Grant, the following questions open up)
Organization (score /5, includes application questions 1-2)
1. Tell us about your organization, including details of how your organization serves
Elgin County, information about your legal status ( not -for -profit, etc., mandate or
Page 15 of 36
mission statement), and description of the implementation team.
2. How is your organization funded?
Design (score /30, includes application questions 3-5)
3. Please provide a brief description of the festival or event you are proposing,
including the steps you are taking to ensure a well -planned festival or event.
4. Please provide details of key dates and scheduled activities for the festival or
event.
5. How many people do you hope your festival or event will reach?
III .econiuniundaion /dd the d.,iii.,�esiuon. II Now uiruauny II: II?liun �uniy iresudeuni s do yoa.,�
hope yoa,�ir ,v, ni r, a,��°� ...II�'���u��°���d�,yoa,�ir oir. anu.z�i�n 4DIIans t,
Needs/Impact (score /40, includes application questions 6-8)
6. Who is your targeted audience and how does your event make a positive
impact/enhance the community?
7. Please describe how widely the festival or event is accessible to the target
population and how you've aligned resources accordingly.
8. How will your festival or event ensure accessibility and accommodate increased
participation (i.e. persons with disabilities)?
Efficiency, Transparency and Accountability ( score /25, includes application
questions 9-12)
9. Please attach a detailed budget of your festival or event including all revenues,
expenses and in -kind contributions and information about other sources of
funding (e.g. estimated volunteer hours, government funding, sponsorships).
10. Please attach your organization's financial information, including revenue and
expenses for previous year (i.e. financial statements) and explanation of line
items (e.g. annual membership fees or notes for significant variances), if
available.
11. Why is this funding critical to your operations? Please be as specific as possible.
12. Please describe the ways you will measure your success.
(If the organization checks Cultivate Grant, the following 12 questions open up)
Organization (score /5, includes application questions 1-2)
Page 16 of 36
Tell us about your organization, including details of how your organization serves
Elgin County, information about your legal status ( not -for -profit, etc., mandate or
mission statement), and description of the implementation team.
2. How is your organization funded?
Design (score /25, includes application questions 3-5)
3. Please provide a brief description of the festival or event you are proposing,
including the steps you are taking to ensure a well -planned festival or event.
4. Please provide details of key dates and scheduled activities for the festival or
event.
5. How many people do you hope your festival or event will reach?
III .econiuniundaion /dd the d.,iii.,�esiuon. II Now uiruauny II: II?liun �uniy iresudeuni s do yoa.,�
Ihop,yo.it rv ' , i II reach"?, �..IIIr,s, n d u" , �.,) " , how y �.it or. ,a"z ,i u" oa 4E II,a s to
Needs/Impact (score /30, includes application questions 6-8)
6. Who is your targeted audience and how does your event make a positive
impact/enhance the community?
7. Please describe how widely the festival or event is accessible to the target
population and how you've aligned resources accordingly.
8. How will your festival or event ensure accessibility and accommodate increased
participation (i.e. persons with disabilities)?
Cultivation/Renewal (Score /20, includes application questions 9-10)
9. What has changed about your festival or event? (e.g. how will you build on your
success, grow your reach, enhance the quality of your offerings to improve your
sustainability with new features, programs, services, outreach methods or
revenue sources?)
10. How will you measure the success of the event or festival?
Efficiency, Transparency and Accountability ( score /20, includes application
questions 11-13)
11. Please attach a detailed budget of your festival or event including all revenues,
expenses and in -kind contributions and information about other sources of
funding (e.g. estimated volunteer hours, government funding, sponsorships).
Page 17 of 36
12. Please attach your organization's financial information, including revenue and
expenses for previous year (i.e. financial statements) and explanation of line
items (e.g. annual membership fees or notes for significant variances), if
available.
13. Why is this funding critical to your operations? Please be as specific as possible.
Documentation
(this section is for everyone regardless of whether they click Seed or Cultivate Grant)
Please attach the following documentation:
Festival and Event Budget (upload) (Mandatory)
• Financial Statements (upload) (Mandatory)
• Additional Supporting Materials (brochures, pamphlets, posters, etc.) (Upload)
(Optional)
• Letter of support from the relevant municipal department if the initiative is linked
to municipally owned land or facility (Upload) (Optional)
(this check box is mandatory as are the electronic signatures)
❑ I acknowledge that the County's investment is not to exceed 50% of the total for the
program or service for the calendar year and understand that my application will be
posted to the County's website and shared with the RIPA Committee and Elgin County
Council. 1 have reviewed the Terms and Conditions and understand that if my
application is successful, 1 agree to abide by the Terms and Conditions. 1 understand
that all materials that are submitted as part of this application and the subsequent final
report will be shared publicly to ensure accountability and transparency. 1 am not a
County of Elgin employee, Councillor or lower -tier municipality in Elgin County. 1
understand 1 may be required to provide a presentation to the Rural Initiatives and
Planning Advisory Committee to discuss my application.
Authorized Signature(s) (two (2) needed if not incorporated):
Name:
Position:
Signature:
Name:
Position:
Signature
Page 18 of 36
�, COMMUNITY GRANT
NN|TYGDANT PROGRAM
Are you a non-profit community group whose primary focus for your program or service is to respond to a community
need within the County ofElgin? You may 6eeligible +oapply for up+o50%ofyour program, service orevent up
vommaximum of$n0,000'
Using approved municipal funds, the Community Grant Program (CGP)invests inboth established and emerging
community programs that meet identified community need, build capacity and support Elgin County's Strategic Plan
2020-2022. Through this program, organizations and services can apply for supplementary funds to strengthen their
responsiveness, effectiveness and resilience.
There are two (2) funding streams, each with their own application package:
l.CommunnySorvi000
2. Festiva Is and Events
Organizations can submit one application per year.
�1 COMMUNITY SERVICES
The[GP-Community Services supports community well-being by providing funding for capacity building resources in
the non-profit social and community services sector in their response to unmet, complex, and/or emerging community
needs and pn*aaun*a. It is important that organizations 6eable +o demonstrate meoau,o6|e outcomes and financial
accountability and show evidence that they are collaborating +obuild community capacity and development.
There are two (2) types of Community Services Grants:
Seed Grant: (two (2)intakes/year iffunds are available) -see Seetif�������������
If you are a new community organization wanting to research the feasibility of a new community service or
program, wishing to test ideas o,launch something new.
Cultivate Grants: (one (l)intake only) -see Gr�r���������r
If you are an existing community organization wishing to build on your success, grow your reach, enhance the
revenue sources.
Page 19 of 36
IIN1,010 PROGRAM CRITERIA
® The Community Services initiative must strive to respond to community needs in a creative and sustainable way,
while attracting people to live, work and play in Elgin County.
• The program must be free or low-cost to participants and the targeted audience should be County of Elgin
residents/visitors;
® Grant funds can only be used for the program itself and are not considered to be a sponsorship;
® Applicants must obtain required permits, clearances, insurance and any required authorization and pay any
associated fees in a timely manner;
® Organizations receiving COP funding must acknowledge the support of the County of Elgin where appropriate,
including print and website marketing; and
® Applicants cannot receive additional funding from the County of Elgin, with the exception of the Community
Signage Program.
0» ,,AF, ELIGIBILITY
The following organizations are invited to apply for the Community Services funding:
o Not -for -Profit organizations that provide services directly benefitting the County of Elgin are invited to apply
for Community Grant Program funding
o Organizations must meet two (2) of the following criteria:
■ The Organization's office is located in Elgin County;
■ The program or service benefits Elgin County; and,
■ The majority of service/program participants are from Elgin County
The following organizations do not qualify (*) for the Community Services funding:
o For -profit organizations and ventures
o Fundraising or sponsorship activities, including sports teams (* programs/events designed to raise money for
others are not eligible)
o Service Clubs
o Religious activities and religious organizations (* unless clear boundaries between religious/fundraising
content and public programming in both program details and budget are confirmed)
o Individuals, businesses, publicly -funded institutions (i.e. Hospitals, School Boards and other County -funded
organizations, including Social Services)
o Governments or political parties
o Business Improvement Associations
o Organizations that are in arrears to the County of Elgin or one of its Local Municipal Partners
Page 20 of 36
»r'rrrir
The CGP supports innovative programs and services that have a direct, measurable impact on Elgin County residents.
Allowable expenses include:
o Those expenses that are related to the delivery of the Festival or Event.
The following expenses are not eligible for CGP funding:
o Capital projects;
o Deficit reduction; and,
o Retroactive activity, program or event.
Page 21 of 36
APPLICATION TIMELINES
Intake 1: Community Services
(Seed Grants and Cultivate Grants) I iiinelliines Your a III Ills umay vairy)
September 1
• Application submission period opens
• Community Grant Program information and application available online at
https://www.elgincounty.co/communitygrontprogrom/
• Print copies available upon request: email communitygronts@elgin.co or call 519-631-1460 x.156
September - October
. Virtual Public Information Session will be held
November 10
. Application deadline
December 16
. Elgin County Council approves/denies applications
February 1
• Funding notifications are mode following Council approval
• Applicants must submit funding agreement within 30 days of funding notification
• Unsuccessful applicants are notified
Final Report Due: 60 days after the program completion or by November 1
Intake 2: Community Services - Seed Girainlis oinlily (sullijecill 1110 availlallsIlle fuinds)
February 15
• Application submission period for Intake 2 opens for Seed Grant applicants only
• Community Grant Program information and application available online at
https://www.elgincounty.co/communitygrontprogrom/
• Print copies available upon request: email communitygronts@elgin.co or call 519-631-1460 x.156
March 1
* Application deadline
April 1
• Rural Initiatives and Planning Advisory Committee submits recommendations to Elgin County Council (note: this
dote is subject to change)
April 30
• Funding notifications are mode following Council approval and applicants must submit funding agreement within
30 days of funding notification
• Successful and unsuccessful applicants are notified
Final Report Due: 60 days after the program completion or by November 1
Page 22 of 36
Generally, the County receives more grant requests than it can fund. To ensure this funding has the most impact
across the County, grants will not exceed 50% of the eligible costs of the Community Services program (up to a
maximum of $10,000) and does not focus on providing funding for operating expenses of your organization.
A careful and consistent review of all qualifying applications is undertaken by the Rural Initiatives and Planning Advisory
(RIPA) Committee. Committee Members conduct an independent assessment of the applications, using a program -
specific scoring matrix, and then meet as a team to complete a team assessment prior to submitting recommendations
to Elgin County Council. County Council provides final approval for all grant allocations, as recommended by the RIPA
Committee. The assessment of eligible proposals will be based on total scores from a proposal evaluation. The scoring
matrix and criteria may include, but may not be limited to:
Oirgauvii�,,ali .vr° O veii°v iie%v: (score /5, includes application questions 1-2)
o How organization serves Elgin County (legal status and governance structure) and how the organization is
funded
M,",)esiigirus (score /30, includes application questions 3-5)
o Includes a detailed, clear description of program or service and:
■ evidence that resources are targeted and aligned to areas of the County facing greatest need or greatest
inequities ("reach"); and
■ details of key dates and scheduled activities
Needs/ iiuil,,, ;uch, (score /40, includes application questions 6-8)
o Community need is clearly described and substantiated
o Very evident how this program or service will enhance the community and has strong potential to achieve a
positive impact
o Shows evidence that program or service will increase participation and engage persons with disabilities
L.Nllciieumy, airwd A ca:uiuird&,,,,ufliity: (score /25, includes application questions 9-12)
o Details the importance of the funding to the continued capacity of the organization, contribution to the sector,
and the organization's ability to achieve funding priorities and outcomes
o Provides all required financials and/or budget information
o Details other sources of funding
o Details outcomes and reporting strategy (how they will measure success)
Excellent Application (final score of 80 or above): Applicant demonstrates strong program or service merit and
alignment to funding priorities. The RIPA Committee will prioritize these applicants for funding consideration.
Fair Application (final score between 60 and 79): Applicant demonstrates good program or service merit and
alignment to funding priorities. The RIPA Committee will recommend funding to these applicants, prioritizing higher
scoring applications until program area funds are exhausted.
Failed Application (final score below 60): Applicant fails to demonstrate program or service merit and/or alignment to
funding priorities. The RIPA will not recommend funding to these applicants.
Page 23 of 36
Review Process & Evaluation Criteria
JI JJ��i/Community Services - Cultivate Grants
Generally, the County receives more grant requests than it can fund. To ensure this funding has the most impact
across the County, grants will not exceed 50% of the eligible costs of the Community Services program (up to a
maximum of $10,000) and does not focus on providing funding for operating expenses of your organization.
A careful and consistent review of all qualifying applications is undertaken by the Rural Initiatives and Planning Advisory
(RIPA) Committee. Committee Members conduct an independent assessment of the applications, using a program -
specific scoring matrix and then meets as a team to complete a team assessment prior to submitting recommendations to
Elgin County Council. County Council provides final approval for all grant allocations, as recommended by the RIPA
Committee. The assessment of eligible proposals will be based on total scores from a proposal evaluation. The scoring
matrix is as follows and criteria may include, but may not be limited to:
oi rri vi ewe: (score /5, includes application questions 1-2)
o How organization serves Elgin County (legal status and governance structure) and how the organization is funded
Organization Overview
' i�9 i' (score /25, includes application questions 3-5)
o Includes a detailed, clear description of program or service and:
■ evidence that resources are targeted and aligned to areas of the County facing greatest need or greatest
inequities ("reach"); and
details of key dates and scheduled activities
(score /30, includes application questions 6-8)
o Community need is clearly described and substantiated
o Very evident how this initiative will enhance the community and has strong potential to achieve a positive impact
Shows evidence that initiative will increase participation and engage persons with disabilities
eenY& (score/20,includes application questions9-10)
o Evidence of innovative service delivery and enhancements to program design
o Program or service has clear, specific set of goals and objectives
o Method of evaluation of the program or service's results is identified and clearly stated
, , ,� �, 1"' �r,�u, ,}�a���° i,�,� �ra� �r,,hl�,�<�< �»iri�r,��L�i Hyir (score /20, includes application questions 11-13)
o Details the importance of the funding to the continued capacity of the organization, contribution to the sector,
and the organization's ability to achieve funding priorities and outcomes
o Provides all required financials and/or budget information
Details other sources of funding
Details outcomes and reporting strategy (how they will measure success)
Excellent Application (final score of 80 or above): Applicant demonstrates strong program or service merit and alignment
to funding priorities. The RIPA Committee will prioritize these applicants for funding consideration.
Fair Application (final score between 60 and 79): Applicant demonstrates good program or service merit and alignment
to funding priorities. The RIPA Committee will recommend funding to these applicants, prioritizing higher scoring
applications until program area funds are exhausted.
Failed Application (final score below 60): Applicant fails to demonstrate program, or service merit and/or alignment to
funding priorities. The RIPA will not recommend funding to these applicants.
Page 24 of 36
milli JraTERMS AND CONDITIONS
If your application is successful and you receive a COP contribution for your Community Service program or service, the
following Terms and Conditions apply. When you sign off on the application form, you consent to having reviewed and
consent to abiding by the following Terms and Conditions:
L Once a contribution is approved, the amount of the contribution will not increase.
2. Because funding is limited, applications will be evaluated based on the eligibility and evaluation criteria.
3. Any programs or services conducted on municipal property will be carried out in partnership with the municipality
involved. All such applications must be reviewed by the municipality prior to submission and a letter of support
from the relevant department is required.
4.Applications/Applicants will be considered only if they are submitted before the program or service begins and any
eligible costs associated with the program or service are incurred. Programs or services will not be funded
retroactively.
5.Organizations that receive contributions through the COP must acknowledge the support of the County of Elgin in
all advertising, publicity, signage, etc. related to the program or service. Logo usage pertaining to the County of
Elgin must be approved by: [communitygrantseelgin.ca] prior to use or inclusion in any marketing or
communications materials.
6. COP contribution approval in a given year does not set a precedent or guarantee approval for future years. All
applicants are subject to a fresh review and must reapply each year.
7. COP recipients (and their sponsors, if applicable) are entirely responsible for planning, promoting, staffing and all
other resources required for their program or service. The County of Elgin will not be involved.
B. COP recipients will be responsible for conducting surveys and/or use metrics to measure impact.
9. Recipients agree to indemnify and hold harmless the County of Elgin from any and all claims arising out of the
providing/withdrawal of funds or any other use of contributions provided as a result of the COP process.
10.All applicants consent to the public release and County use of information contained in their applications and
reports submitted to the COP and agree that the content of the application may form a public record that can be
accessed by the public.
11.If information in the application proves to be inaccurate or if the project is not completed in accordance with the
application information, or if the applicant does not follow the COP Terms and Conditions, the County of Elgin
reserves the right, at its sole discretion, to withhold payment and not issue any further funds.
12. The County of Elgin shall have the right to review the applicant's financial information and records regarding the
COP.
13. By accepting the COP contribution, the applicant consents to the release to the County of Elgin of
financial/program information by any other organization providing funding or financial support to the applicant
regarding the some program or service.
milelr01, REPORTING
Recipients will be required to submit an annual outcome report in accordance with the terms and conditions set out in
the Contribution Agreement. This report will demonstrate that grant funds were spent on the program or service as
described in the application and will be publicly available on the County's website. This important step ensures the
County can keep rate payers informed of how their money was spent and report on the impact of the Community Grant
Program. This may include, but is not limited to:
• Financial Statement with actual program costs;
• Program or service summary;
• Outcome/Evaluation Report including available statistics and metrics; and
• Special conditions, as required by the County.
Page 25 of 36
11))NNIJ1011,11 COMMUNITY GRANT PROGRAM
Are you a non-profit community group whose primary focus for your program or service is to respond to a community
need within the County of Elgin? You may be eligible to apply for up to 50% of your program, service or event up
to a maximum of $10,000.
Using approved municipal funds, the Community Grant Program (CGP) invests in both established and emerging
community programs that meet identified community need, build capacity and support Elgin County's Strategic Plan
2020-2022. Through this program, organizations and services can apply for supplementary funds to strengthen their
responsiveness, effectiveness and resilience. There are two (2) funding streams, each with their own application
package:
Community Services and
Festivals and Events.
Organizations can submit one application per year.
FESTIVALS AND EVENTS
The CGP-Festivals and Events funding priority supports events or festivals that help make Elgin County the place where
people want to live, work and play. If you are planning a new event or festival (Seed Grant) or interested in enhancing
or building on the success of an established event or festival (Cultivate Grant) you may qualify for funding through the
Community Grant Program.
There are two (2) types of Festivals and Events Grants:
Seed Grants: (two (2) intakes/year if funds are available) - seii:!, seetlif 111;"1;1 till fit 1111%pplictill flon
If you are hoping to research the feasibility of a new festival or event, wishing to test ideas or launch something
new.
Cultivate Grants: (one (1) intake only) - see
If you have held a festival or event in the post and are wishing to build on your success, grow your reach, enhance
the quality of your offerings or improve your sustainability with new features or services.
11)Nj),)1f1�10FP PROGRAM CRITERIA
® Grant funds can only be used for the program itself and are not considered to be a sponsorship-,
® Applicants must obtain required permits, clearances, insurance and any required authorization and pay any
associated fees in a timely manner',
Page 26 of 36
® Organizations receiving COP funding must acknowledge the support of the County of Elgin where appropriate,
including print and website marketing; and
® Applicants cannot receive additional funding from the County of Elgin, with the exception of the Community
Signage Program.
The following organizations are invited to apply for the Festivals and Events funding:
o Not -for -Profit organizations that provide services directly benefitting the County of Elgin are invited to apply for
Community Grant Program funding.
o Organizations must meet two (2) of the following criteria:
■ The Organization's office is located in Elgin County;
■ The program or service benefits Elgin County; and,
■ The majority of service/program participants are from Elgin County.
The following organizations do not qualify (*) for the Festivals and Events funding:
o For -profit organizations and ventures
o Fundraising or sponsorship activities, including sports teams (* events designed to raise money for others are
not eligible)
o Service Clubs
o Religious activities and religious organizations (* unless clear boundaries between religious/fundraising content
and public programming in both program details and budget are confirmed)
o Individuals, businesses, publicly -funded institutions (i.e. Hospitals, School Boards and other County -funded
organizations, including Social Services)
o Governments or political parties
o Business Improvement Associations
o Organizations that are in arrears to the County of Elgin or one of its Local Municipal Partners.
Jrrr
The CGP supports innovative Festivals and Events that have a direct, measurable impact on Elgin County residents.
Allowable expenses include:
o Those expenses that are related to the delivery of the Festival or Event.
The following expenses are NOT eligible for CGP funding:
o Capital projects;
o Deficit reduction; and,
o Retroactive activity, program, festival or event.
Page 27 of 36 3
APPLICATION TIMELINES
Intake 1: Festivals and Events
(Seed Grants and Cultivate Grants) I himelliines Your allislisirovalls umay vairy)
September 1
* Application submission period opens
® Festivals and Events Grant information and application available online at
https://www.elgincounty.co/communitygrontprogrom/
* Print copies available upon request: email communitygronts@elgin.co or call 519-631-1460 x.156
September - October
- Virtual Public Information Session will be held
November 10
- Application deadline
December 16
- Elgin County Council approves/denies applications
February 1
* Funding notifications are mode following Council approval
® Applicants must submit funding agreement within 30 days of funding notification
* Unsuccessful applicants are notified
Final Report Due: 60 days after the festival or event completion or by November 1
Intake 2: Festivals and Events - Seed Girainlis oiii�illly (sullbjecill 1110 availlalls1le fuinds)
February 15
® Application submission period for Intake 2 opens for Seed Grant applicants only
® Festivals and Events Grant information and application available online
® Print copies available upon request: email communitygronts@elgin.co or call 519-631-1460 x.156
March 1
® Application deadline
April 1
Rural Initiatives and Planning Advisory Committee submit recommendations to Elgin County Council (note: this dote is
subject to change)
April 30
® Funding notifications are mode following Council approval and applicants must submit funding agreement within 30 days
of funding notification
® Successful and unsuccessful applicants are notified
Final Report Due: 60 days after the festival or event completion or by November 1
Page 28 of 36
Generally, the County receives more grant requests than it can fund. To ensure this funding has the most impact
across the County, grants will not exceed 50% of the eligible costs of the festival or event (up to a maximum of
$10,000) and does not focus on providing funding for operating expenses of your organization.
A careful and consistent review of all qualifying applications is undertaken by the Rural Initiatives and Planning Advisory
(RIPA) Committee. Committee Members conduct an independent assessment of the applications, using a program -
specific scoring matrix, and then meet as a team to complete a team assessment prior to submitting recommendations
to Elgin County Council. County Council provides final approval for all grant allocations, as recommended by the RIPA
Committee. The assessment of eligible proposals will be based on total scores from a proposal evaluation. The scoring
matrix and criteria may include, but may not be limited to:
fim a 1vuu°uu .vuh uv.uu°u O veiiry iie%v: (score /5, includes application questions 1-2)
o How organization serves Elgin County (legal status and governance structure) and how the organization is
funded:
M,",)esiigirus (score /30, includes application questions 3-5)
o Includes a detailed, clear description of festival or event and:
■ details of key dates and scheduled activities
hew v vi:,vIluuullov:uv.�s (score /40, includes application questions 6-8)
o Very evident how this program or service will enhance the community and has strong potential to achieve a
positive impact
o Shows evidence that program or service will increase participation and engage persons with disabilities. Event
plan should include consideration for participation/engagement/accessibility for persons with disabilities.
flfliiciieumy, airuvl has ca:uiuirdd,,,,ufliity: (score /25, includes application questions 9-12)
o Details the importance of the funding to the continued capacity of the organization, contribution to the
community, and the organization's ability to achieve funding priorities and outcomes
o Provides all required financials and/or budget information
o Details other sources of funding
o Details outcomes and reporting strategy (how they will measure success)
Excellent Application (final score of 80 or above): Applicant demonstrates strong festival or event merit and
alignment to funding priorities. The RIPA Committee will prioritize these applicants for funding consideration.
Fair Application (final score between 60 and 79): Applicant demonstrates good festival or event merit and alignment
to funding priorities. The RIPA Committee will recommend funding to these applicants, prioritizing higher scoring
applications until program area funds are exhausted.
Failed Application (final score below 60): Applicant fails to demonstrate festival or event merit and/or alignment to
funding priorities. The RIPA will not recommend funding to these applicants.
Page 29 of 36
Generally, the County receives more grant requests than it can fund. To ensure this funding has the most impact
across the County, grants will not exceed 50% of the eligible costs of the festival or event (up to a maximum of
$10,000) and does not focus on providing funding for operating expenses of your organization.
A careful and consistent review of all qualifying applications is undertaken by the Rural Initiatives and Planning Advisory
(RIPA) Committee. Committee Members conduct an independent assessment of the applications, using a program -
specific scoring matrix and then meets as a team to complete a team assessment prior to submitting recommendations
to Elgin County Council. County Council provides final approval for all grant allocations, as recommended by the RIPA
Committee. The assessment of eligible proposals will be based on total scores from a proposal evaluation. The scoring
matrix is as follows and criteria may include, but may not be limited to:
oi rri vi ewe: (score /5, includes application questions 1-2)
o How organization serves Elgin County (legal status and governance structure) and how the organization is
funded
o Organization Overview
' i�9 i' (score /25, includes application questions 3-5)
o Includes a detailed, clear description of festival or event and:
■ details of key dates and scheduled activities
(score /30, includes application questions 6-8)
o Very evident how this festival or event will enhance the community and has strong potential to achieve a
positive impact
o Shows evidence that the festival or event will increase participation and engage persons with disabilities. Event
plan should include consideration for participation/engagement/accessibility for persons with disabilities.
eenY& (score/20,includes application questions9-10)
o Evidence of innovation and enhancements to festival/event design
o Festival or event has clear, specific set of goals and objectives
o Method of evaluation of the results of the festival or event is identified and clearly stated.
, , ,� �, 1"' �r,�u, ,}�a���° i,�,� �ra� �r,,hl�,�<�< �»iri�r,��L�i Hyir (score /20, includes application questions 11-13)
o Details the importance of the funding to the continued capacity of the organization, contribution to the sector,
and the organization's ability to achieve funding priorities and outcomes
o Provides all required financials and/or budget information
o Details other sources of funding
Excellent Application (final score of 80 or above): Applicant demonstrates strong festival or event merit and
alignment to funding priorities. The RIPA Committee will prioritize these applicants for funding consideration.
Fair Application (final score between 60 and 79): Applicant demonstrates good festival or event merit and alignment
to funding priorities. The RIPA Committee will recommend funding to these applicants, prioritizing higher scoring
applications until program area funds are exhausted.
Failed Application (final score below 60): Applicant fails to demonstrate festival or event merit and/or alignment to
funding priorities. The RIPA will not recommend funding to these applicants.
Page 30 of 36
#))&Mrrrr� TERMS AND CONDITIONS
If your application is successful and you receive a COP contribution for your festival or event, the following Terms and
Conditions apply. When you sign off on the application form, you consent to having reviewed and consent to abiding
by the following Terms and Conditions:
I. Once a contribution is approved, the amount of the contribution will not increase.
2. Because funding is limited, applications will be evaluated based on the eligibility and evaluation criteria.
3.Any festivals or events conducted on municipal property will be carried out in partnership with the municipality
involved. All such applications must be reviewed by the municipality prior to submission and a letter of support
from the relevant department is required.
4.Applications/Applicants will be considered only if they are submitted before the festival or event begins and any
eligible costs associated with the festival or event are incurred. Festivals and events will not be funded
retroactively.
5.Organizations that receive contributions through the COP must acknowledge the support of the County of Elgin in
all advertising, publicity, signage, etc. related to the festival or event. Logo usage pertaining to the County of Elgin
must be approved by: [communitygrantseelgin.ca] prior to use or inclusion in any marketing or communications
materials.
6.COP contribution approval in a given year does not set a precedent or guarantee approval for future years. All
applicants are subject to a fresh review and must reapply each year.
7.CGP recipients (and their sponsors, if applicable) are entirely responsible for planning, promoting, staffing and all
other resources required for their festival or event. The County of Elgin will not be involved.
B.COP recipients will be responsible for conducting surveys and/or use metrics to measure impact.
9. Recipients agree to indemnify and hold harmless the County of Elgin from any and all claims arising out of the
providing/withdrawal of funds or any other use of contributions provided as a result of the COP process.
10.All applicants consent to the public release and County use of information contained in their applications and
reports submitted to the COP and agree that the content of the application may form a public record that can be
accessed by the public.
11e If information in the application proves to be inaccurate or if the project is not completed in accordance with the
application information, or if the applicant does not follow the COP Terms and Conditions, the County of Elgin
reserves the right, at its sole discretion, to withhold payment and not issue any further funds.
12.The County of Elgin shall have the right to review the applicant's financial information and records regarding the
COP.
13. By accepting the COP contribution, the applicant consents to the release to the County of Elgin of
financial/program information by any other organization providing funding or financial support to the applicant
regarding the some festival or event.
JrrrrrREPORTING
Recipients will be required to submit an annual outcome report in accordance with the terms and conditions set out in
the Contribution Agreement. This report will demonstrate that grant funds were spent on the festival or event as
described in the application and will be publicly available on the County's website. This important step ensures the
County can keep rate payers informed of how their money was spent and report on the impact of the Community Grant
Program. This may include, but is not limited to:
• Financial Statement with actual program costs;
• Festival or event summary;
• Outcome/Evaluation Report including available statistics and metrics; and
• Special conditions, as required by the County.
Page 31 of 36
Community Grant Program (CGM
Final Report 2023
Background
Organization:
Primary Contact:
Email:__
Please tell uswhich grant you received (check on*>:
[]
CommundyServices
—SeedGnant
[]
CommunityServices
—Cu|tivate Grant
L]
Festiva|andEvents—
SeedGrant
[]
Festival and Events—
Cu|tivate Grant
How much funding did you receive from Elgin County in support of your program:
i] Please briefly describe the program/servindthatwasfundedthroughtheCommundy
Grant Program (CGF).
2] Please confirm how this funding was used (please select all that appk):
[] Supplies
[] Volunteer expenses
[] Professional fees
[] Direct Program Expenses
Comments:
Page 32 of 36
3] Please confirm that the CGP funding was NOT used for the following: operating expenses
(staffing/wages/benefits); capital projects; deficit reductions; or retroactive activity/program/event.
[] | confirm that CGPwas not used for the aforementioned items.
U I'm not sure.
0 Please indicate which expenses you are unsure of, and provide an explanation in the
comments section.
[] Operating Expenses
[] Capital Projects
[] Deficit reductions
[] Retroactive activity/program/event
[] | cannot confirm that CGPwas not used for the aforementioned items.
Comments:
4] Please briefly describe how successful your program/service/festival/event was.
5] Please describe how successful you were in reaching your target audience (provide details if
possible, ie.number ofparticipants).
Page 33 of 36
8] Please tell us whether your program/service/festival/event was successful targeting areas of the
County facing greatest need or greatest inequities.
7] Please describe hmwimpactfu|yomrpmgmm/service/fesvaVevendwas(ienumberofparticipamts'
user impact statements, etcj
8.) Did your program/service/festival/event increase participation and engage persons with disabilities?
Comments:
[] Yes. Please tell ushow inthe comments section.
[] No. Please tell us why you weren't able to accomplish this in the comments section.
0 Not sure. Please explain in the comments section.
Page 34 of 36
&> Please tell us whether your program/service/festival/event followed the schedule and key dates that
you identified inyour application. Please provide additional information/explanation ifyou made
changes tothe schedule and key dates.
10.) Please let us know how the CGP supported the following:
[] Continued capacity ofyour organization;
[] Contribution tothe sector; and
[] Your organizaUon'sability toachieve funding priorities and outcomes.
Comments:
11.) Please aftach a financial statement with actual program/service/festival/event costs.
12.) Please aftach or detail all available metrics or statistics that you used to measure the success of your
program.
13]CULT|VATE ONLY: How successful were the changes you made toyour
Page 35 of 36
14.) How likely is your organization to apply for CGP funding in 2021?
■
■
■
■
Very likely
Unlikely
Not sure
Other:
15.) Optional - Please attach any supplemental information (e.g. organizational year end reports) to this
application.
Declaration:
/ confirm that the information provided in this report is true, complete, and accurate. / understand that all
materials submitted as part of this final report will be shared publicly to ensure accountability and
transparency.
Authorized Signature(s) (two U needed if not incorporated
Name:
Position:
Signature:
Name:
Position:
Signature:
Page 36 of 36