community grant program handbook - brampton · b. community grant program information workshops 2...

Community Grants Program 2018 Handbook

Contents

A. Contact Information 1

B. Community Grant Program Information Workshops 2

C. About the Community Grant Program 3

D. Getting Ready to Apply 3

1. Application Submission and Deadline Information 4

2. Funding Streams 6

3. Who Can Apply 8

4. Reference Materials 8

5. Required Mandatory Documents 9

E. CGP General Funding Provisions 10

F. Apply to the Community Grant Program 13

1. How to Apply 13

2. Returning Applicants 13

3. First Time Applicants 13

4. Complete the Application 13

5. Application Checklist 14

6. Submission Confirmation 14

G. Evaluation of Applications 14

H. Successful CGP Recipient Review Meetings 15

1. Recognition of City of Brampton Funding 16

2. Sponsorship and Donations 16

3. CGP Grant Payment Schedule 17

4. Community Grant Program Agreement 17

I. Final Report Requirements 18

1. Surveys and Data Collection 19

J. Insurance Requirements 20

K. Access to Information and Protection of Privacy 21

L. Glossary 22

Appendix A Community Event Equipment Request

Appendix B Sport Tourism Economic Assessment Model Workbook

Appendix C Photo Release Form

Appendix D City of Brampton Insurance Form

Appendix E 2018 Project Close Out Report (sample)

Appendix F Project Budget template

Version 2: January 4, 2018

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A. Contact Information

Applicants are encouraged to contact the Advisor, Community Grants (Advisor) prior to

submitting an application, for assistance with any questions regarding the Community

Grant Program or application.

Manager, Tourism & Special Events Advisor, Community Grants

Laura Lukasik Heather Frost

[email protected] [email protected]

T: 905.874.2454 T: 905.874.5957

C: 416.801.3623 C: 416.271.4726

Coordinator, Sports Tourism

Linda Olimer

[email protected]

T: 905.874.5938

C: 416.567.2523

If you experience any difficulties with the technology or require an alternate format of

the CGP Handbook, funding stream guidelines or application, please contact the

Advisor directly at 905.874.5957 or [email protected]

Please be advised that the Advisor or any other Community Grant Program

administrators cannot write or submit an application on behalf of an organization.

Purpose of this Handbook

The CGP handbook provides information about funding streams, available funds,

eligibility requirements as well as the application and review process. It also provides

information about submission timelines, how to use the CGP portal and grant recipient

notification and support.

mailto:[email protected]





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B. Community Grant Program Information Workshops

Important Note

To ensure a comprehensive review of changes to the 2018 CGP, all applicants are

strongly encouraged to attend a Community Grant Information Workshop as well as

consult both the CGP Handbook and the individual funding stream guidelines to ensure

all eligibility criteria are met.

Information workshops offer Community Grant Program (CGP) applicants the

opportunity to review the funding stream guidelines and application process with City of

Brampton staff.

CGP Information Workshops provide applicants with the opportunity to participate in a

one-on-one consultation with CGP administrators to learn more about the process

including the requirements for each funding stream, eligibility criteria and how to

complete the application.

CGP Information Workshops have been scheduled as follows:

Wednesday, November 15, 2017

Gore Meadows Community Centre

10:00 am - 8:30 pm

Thursday, November 16, 2017

Loafers Lake Community Centre

10:00 am - 5:00 pm

Monday, November 20, 2017

Cassie Campbell Community Centre

10:00 am - 8:30 pm

Thursday, November 23, 2017

Chinguacousy Park Ski Chalet

10:00 am - 8:30 pm

Friday, November 24, 2017

Mount Pleasant Community Centre

10:00 am - 8:30 pm

Saturday, November 25, 2017

Four Corners Library

10:00 am - 3:30 pm

Tuesday, November 28, 2017

10:00 am - 8:30 pm

City Hall Conservatory

http://www.brampton.ca/EN/residents/Community-Centres/Gore-Meadows/Pages/Welcome.aspx

http://www.brampton.ca/EN/residents/Community-Centres/Cassie-Campbell/Pages/Welcome.aspx

http://www.brampton.ca/EN/residents/Community-Centres/Mount-Pleasant/Pages/Welcome.aspx

http://www.brampton.ca/EN/City-Hall/grants/_layouts/brampton/internet/externalredir.aspx?http%3A//www.bramptonlibrary.ca/index.php/four-corners-branch


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C. About the Community Grant Program

The Community Grant Program (CGP) supports Council’s commitment to increase

transparency and accountability in all City operations. The goal of the CGP is develop a

robust, culturally-vibrant non-profit sector program that is designed to provide eligible

organizations with funding assistance for community-based activities that will have a

positive city-wide impact.

The priority of the CGP is to support community activities that focus on celebrating

Brampton’s diverse communities while encouraging engagement and connections with

an end goal of heightening civic pride.

Municipal funding, through the CGP is available to Brampton’s not-for-profit

organizations for initiatives that align with the priorities of the City's Strategic Plan and

will help to move Brampton forward as a future ready City that is thinking bigger about

opportunities to fuel its vibrancy. The following funding streams are available for the

2018 CGP:

Arts & Culture Capacity Building

Festivals & Sport Events

Neighbourhood Initiatives

Recreation Capacity Building

Information on the City of Brampton’s Strategic Plan can be found at:

http://www.brampton.ca/EN/City-Hall/strategicPlan2016-18/Pages/Welcome.aspx

D. Getting Ready to Apply

A fully completed application must be submitted no later than Monday, January 15,

2018 by 4:30 pm for the Arts & Culture Capacity Building, Festivals & Sport Events and

Recreation Capacity Building funding streams. Applications will be accepted for the

Neighbourhood Initiatives stream starting on Tuesday, January 2, 2018 with

applications reviewed monthly until the fiscal year budget is reached.

Incomplete or late applications will not be considered. Applications can not be submitted

by email, fax or paper-copy unless prior arrangements are made with an Advisor.




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1. Application Submission and Deadline Information

All applications must be submitted no later than 4:30 p.m. on the application deadline

date via the CGP portal page at:

http://www.brampton.ca/EN/City-all/grants/Pages/Welcome.aspx .

Applicants are permitted to submit two (2) applications to the CGP per calendar year

with only one (1) application per funding stream. Two (2) applicants can be submitted to

the Sport Events stream only. Applicants can not submit the same project to more than

one (1) funding stream.

Applicants are asked to ensure their application has been successfully submitted.

Applications received in any format other than through the CGP portal will not be

accepted unless arrangements have been made with an Advisor. The information

contained in your application is the only information that will be used for evaluation. Any

information received after the application deadline will not be considered.

Detailed information regarding application intake windows follows.

CGP Application Intake Window One (1)




Application Call Wednesday, November 15, 2017

Application Deadline Monday, January 15, 2018 at 4:30 pm

Evaluation Period January 16, 2018 to February 28, 2018

Funding Recommendations presented to Committee of Council and City Council

March 2018

Notice to Applicants March 2018

http://www.brampton.ca/EN/City-all/grants/Pages/Welcome.aspx


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CGP Application Intake Window Two (2)




Application Call Monday, March 5, 2018

Application Deadline Friday, March 30, 2018 at 4:30 pm

Evaluation Period April 2018

Funding Recommendations to Committee of Council and City Council

May 2018

Notice to Applicants May 2018

*CGP Application Intake Window Two (2) is dependent on available funds.

CGP Applications Ongoing Intake Window


Application Call The first business day of each month.

Application Deadline The last business day of each month.

Notice to Applicants The third week of the month following

application submission.

* Note the City cannot guarantee that approved funding will be awarded or processed

by the applicant’s deadline.


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2. Funding Streams

All applicants are required to consult the individual funding stream guidelines in order to

obtain a thorough understanding of the goals, objectives, eligibility criteria, eligible

expenses, etc. of each funding stream prior to completing the application.

The City of Brampton does not fund retroactively and is under no obligation to provide

funding if an organization chooses to start a project or otherwise commit funds before

knowing that a grant application has been approved

a. Arts & Culture Capacity Building Stream

The Arts & Culture Capacity Building (ACCB) Stream supports the development

of exemplary arts, culture and heritage-based capacity building projects and aims

to broaden the appreciation of arts, culture and heritage among Brampton

residents. Applicants may submit one (1) application per calendar year to the

ACCB Stream. A total budget of $100,000 has been allotted to the ACCB Stream

for the 2018 fiscal year. Applications are eligible for funding of 50% of eligible

expenses to a maximum of $12,500.

b. Festivals and Sport Events Stream

The Festivals and Sport Events Stream supports festivals of city-wide, regional,

provincial or national significance, as demonstrated by community and

economic/tourism impact, that are managed and delivered by eligible

organizations. Applicants may submit one (1) application per calendar year to the

FSE Festivals Stream and two (2) applications per calendar year to the Sport

Events Stream. A total budget of $650,000 has been allotted to the FSE Stream

for the 2018 fiscal year.

Sport Events are eligible for up to 50% of eligible expenses to a maximum of

$65,000. Applicants are required to complete a Sport Tourism Economic

Assessment Model (STEAM) if the sport event is multi-day, attracts participants

from greater than 40 km one-way and includes more than 10 room-nights

(number of rooms x nights). The STEAM workbook is available on the

Community Grant portal page at

http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx

For more information, or to confirm if this is a requirement based on the profile of

your proposed sports event, contact the Coordinator, Sport Tourism at

905.874.5938.

New festivals, those not having received previous City of Brampton funding, are

eligible up to 50% of eligible expenses up to maximum of $12,500 whichever is



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less. Established festivals, those having received previous financial support from

the City of Brampton, are eligible for funding up to 50% of eligible expenses to a

maximum of $65,000.

Festival applicants, please note that Downtown Brampton will be under

construction in 2018 for a water main replacement project. As a result, Garden

Square will not be available for community events. Additionally, please refer to

Appendix A for a list of available equipment and prices for events taking place on

City property. Please also connect with the Advisor for guidance and up-to-date

information regarding venues. A list of alternative venues follows.

Alternate Festival Venues

Brampton Fairgrounds Brenda Bebbington [email protected] T: 905.843.0210

Metrolinx – GO Stations (Bramalea, Market Street and Mount Pleasant) Property Inquiries [email protected]

Powerade Centre

Manager, Event Sales Kathy Stafford [email protected] T: 905.595.9103 Sheridan College – Davis Campus

Manager, Conference Services Karen Chisholm [email protected] T: 905.845.9430 x8102

Wet ’n’ Wild Group Sales Manger Lisa Tait T: 905.913.8840 x106

c. Neighbourhood Initiatives Stream

The City of Brampton’s Neighbourhood Initiative Stream (NI) was developed to

inspire Brampton residents to actively champion small but powerful ideas,

projects, and activities in our community to improve, build and strengthen






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Brampton and enhance the quality of life for everyone. Applicants must have

other sources of project/initiative funding greater than or equivalent to the amount

of municipal funding support requested. A budget of $100,000 has been allotted

to the NI stream for the 2018 fiscal year. Applicants are eligible for up to a

maximum of $1,000 in matching funds.

d. Recreation Capacity Building Stream

The City of Brampton’s Recreation Capacity Building (RCB) Stream supports

Brampton-based recreation organizations in developing projects that promote a

more active lifestyle for the Brampton community. Applicants may submit one (1)

application per calendar year to the RCB Stream. A total budget of $100,000 has

been allotted to the RCB Stream for the 2018 fiscal year. Applicants are eligible

for up to 50% of eligible expenses to a maximum of $12,500, whichever is less.

3. Who Can Apply

All Community Grant Program funding streams will accept applications from the

following types of organizations:

Not-for-profit incorporated organizations or unincorporated organizations

governed by a volunteer Board of Directors with a Volunteer Board Constitution

Registered charities

Neighbourhood Initiatives, in addition to the organizations noted above, will also accept

applications from:

neighbourhood groups with a non-profit/not-for-profit organization sponsor

4. Reference Materials

The following reference materials provide additional information about the CGP:

Funding Stream Guidelines provide information about available funding, program

priorities and assessment criteria.

CGP portal page provides a list of frequently asked questions and answers about

the 2018 CGP process.

CGP application provides ‘user tips’ on how to properly fill out the online application, required documentation and references to the area of the funding stream that the questions relate to.


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5. Required Mandatory Documents

As part of the application process, applicants will be asked to upload mandatory

documents. Please ensure the requested documents are legible and up-to-date.

a. Governance Documentation

A non-profit organization* which is a not-for-profit corporation - Articles of Incorporation

- By-laws including year of incorporation

- Letters Patent with all amendments

A non-profit organization* which is unincorporated association governed by a

volunteer Board of Directors

- A letter signed by an officer of a Board of Directors, or an authorized

member of the organization that has the authority to bind an organization

confirming the two (2) or more of the organization’s named directors or

officers that will execute the grant application and the City’s grant

agreement personally and;

- A copy of the volunteer board of directors’ constitution

Registered charity

- charitable organization which is registered as a charity under the Income Tax Act of Canada and which provides acceptable evidence of a valid charitable registration number issued by Canada Revenue Agency.

*as defined by the Income Tax Act of Canada

b. Certificate of Insurance

As part of the application process, all eligible organizations are required to

submit, at minimum, a $2 million commercial general liability insurance

coverage that covers your organization's annual activities/operations.

The applicant shall at its own expense, obtain and maintain in full force the

required insurance that is current and up-to-date at all times throughout the

application process.

If the application is successful, this insurance is to be maintained in full force

throughout the term or extended term(s) of the CPG agreement, at the

applicant’s own expense.

A City of Brampton Certificate of Insurance is available at


and must be completed by an insurance representative, from an insurer

licensed to sell insurance in Ontario.

This is a mandatory attachment for the application to be considered complete.



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Additional details about the City of Brampton insurance requirements can be

found in the section titled Insurance Requirements.

c. Project Budget Template

The Project Budget template is available on the CGP portal page at


E. CGP General Funding Provisions

The following General Funding Provisions will apply to all 2018 CGP funding stream

guidelines and all CGP applications. All applicants are encouraged to consult the

individual funding stream guidelines and application tips in addition to this handbook.

Only complete applications will be processed by the CGP. An application is

considered complete when all supporting documentation has been received. Incomplete applications will not be accepted.

Applications will be reviewed and evaluated based on a consistent set of criteria. A

point scoring system will be used to document the evaluation based on a total maximum score of 100 points. Applicants are to refer to the funding stream guidelines for specific evaluation criteria.

Applications must receive a minimum score of 70% to be considered for funding. A

score of 70% does not guarantee funding. Funding will be awarded starting with the application with the highest score within a specific funding stream until available funds are distributed.

Applications for projects that provide similar services to those provided by the City of

Brampton and/or another Brampton organization will be assessed on the basis of whether or not there is duplication of services or a conflict or interest prior to the application being moved forward in the application process.

Applicants are strongly encouraged to obtain other sources of funding. This may

include other grants opportunities, sponsorships, donations, etc. Organizations are encouraged to work with community stakeholders and an Advisor to increase other sources of funding and decrease reliance on City of Brampton grant funding support.

Applicants must demonstrate that they have fully explored alternate and/or other funding sources such as federal and provincial grant programs. Applicants who have or will have funding from alternate sources must disclose other grants or funding sources for the proposed project under grant consideration from the City in their grant application. Applicants are also required to provide information on the reasons why other opportunities were not explored.



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Funding from any other City of Brampton sources, including elected officials, must be disclosed and will be deducted from any awarded grant funding.

CGP funding grants issued by the City are designed to be supplemental to the overall requirements necessary to carry out a project for which an applicant is seeking City assistance. CGP funding grants should not be considered a primary source of financial support for an event.

CGP grant funding may only be used for the event approved as outlined in the original

application. The City of Brampton will cancel funding in cases where the project/activity, venue or date changes without consultation with City staff.

Approved CGP funds can not be transferred to another person or organization. Approved CGP funding grants or other types of assistance from the City of Brampton

in any one year, or over several years, is not to be regarded as a commitment for future assistance and/or ongoing financial support.

The determinations of the "Evaluation Panel" are considered as a "final" decision.

Feedback on the application evaluation will be provided to applicants upon written request to the Advisor. Feedback will be provided by appointment only.

The City reserves the right, at its sole discretion, to assign a community organization applying for a grant with a ‘Concerned Status Designation’ requiring special reporting and audit requirements for any awarded grant. Concerned Status Designation may be applied to an organization that has significant financial viability issues; fails to meet CGP Guidelines or minimum requirements; demonstrates management practices that do not conform with industry accepted standards; fails to demonstrate the ability to engage in strategic planning; demonstrates declining quality and/or audiences for its programming or projects; and any other performance related issues identified by the City.

The City reserves the right to cancel awarded grant funding without notice if the applicant is in violation of any of the terms and conditions set forth in the guidelines or other legally binding agreements.

All fund recipients must sign a Community Grant Program agreement that includes

details regarding reporting, indemnity, accessibility, accountability, insurance and disclosure of conflict. Agreements must be signed in-person with the Advisor at the CGP Recipient Review meeting.

90% of approved funding will be provided initially with 10% of approved funding released upon receipt of the final report, budget statements and receipts to the satisfaction of the Advisor. Applicants should note that approved funds will not be paid


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out until all terms of the funding stream are met. Please refer to section CGP Review Meetings in handbook.

The City of Brampton reserves the right to request bank statements for the project

period and/or audited financial statements.

Successful applicants will receive funds by electronic transfer to the bank account of the recipient noted in the application form.

In the case of an event cancellation, repayment of the entire amount of funding issued by the City of Brampton through the CGP will be required.

Applicants are responsible for keeping expense receipts to account for all project costs.

All CGP recipients must acknowledge the support of the City of Brampton in all materials that promote activities funded by the CGP prior to and during the project. All promotional material must be approved by the Advisor prior to circulation.

The City of Brampton will promote approved projects at City locations with digital

capacity. Applicants must submit promotional materials in digital format only. CGP approved funding recipients are not permitted to leave paper-based promotional materials at City asset front customer service counters, City pamphlet display areas, and/or desks.

All successful CGP grant recipients must obtain and provide proof of commercial liability insurance providing coverage for their organizations and operations in addition to any other liability insurance requirements deemed necessary by the City before a CGP grant can be distributed. Failure to obtain commercial liability insurance that is deemed acceptable by the City could result in the cancellation of an awarded grant.

All applicants must be in compliance with all conditions and requirements contained

in the Ontario Human Rights Code and the Charter of Rights and Freedoms. Any applications or organizations, as determined by the City, that fall under the scope

or jurisdiction of another municipality, the Region of Peel, the Federal Government, the Provincial Government and/or demonstrates a better alignment with another grant funding organization participating in the Consortium of Peel will not be considered for the City’s CGP.

All applicants and successful applicants to the CGP shall comply with all the

provisions of the CGP Handbook and individual Funding Stream Guidelines. The City reserves the right to amend or impose additional terms and conditions as is

deemed necessary by the City.

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F. Apply to the Community Grant Program

The City of Brampton requires all grant applications to be submitted through its grant

portal page unless alternate arrangements have been made with an Advisor.

1. How to Apply

To access the Community Grant Program online portal please go to:


Select the “2018 Community Grant Program

Click to Apply” icon to begin the application process.

Applicants are only required to register once.

A ‘copy’ function is available to duplicate an application

that can then be modified, if a second application will be

similar.

2. Returning Applicants

Returning applicants can “log-in” using the same email and password created last year.

Returning applicants can reset their passwords and modify the content of their account.

If a returning applicant wishes to change the log-in email, a new account would have to

be created.

3. First Time Applicants

To create an account, simply complete the requested information and click “register”.

Once you have registered your account, you will be able to access your application and

complete it at your own pace. Be sure to save your work frequently.

4. Complete the Application

Now that you have reviewed all reference materials and registered, you are ready to

complete your application. Look for the ‘user tips’ on each page of the application as

they will guide you through the application process. Each of the tabs of the CGP 2018

online application, located at the top of the form, must be completed before you can

submit. Ensure you have answered all the questions and uploaded the required



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documents in each of the tabs. The tabs are as follows: Create an Application,

Organization Profile, Project Profile, Funding Request, Attachments and Declarations.

Important Note

Applicants are able to update their submitted applications, until the application

deadline of Monday, January 15, 2018 at 4:30 pm for all funding streams, with the

exception of the Neighbourhood Initiative Stream.

5. Application Checklist

Ensure you have answered all questions. Ensure the mandatory Project Budget (Budget) template is complete. No other

formats will be accepted.

Submit only the material requested. Extra material will not be forwarded to the

adjudication committee.

Applications submitted by email, fax or paper copy will not be accepted.

Late applications will not be accepted.

Applications outside of the application windows will not be accepted.

All information provided in the application and related attachments must be true,

correct and complete, as verified by an authorized official from your organization.

6. Submission Confirmation

A system generated message will inform the applicant that the application has been successfully submitted.

A successfully submitted application is not a guarantee of funding. All successfully

submitted applications will be evaluated and scored by an evaluation panel as

described in the Evaluation of Application section.

G. Evaluation of Applications

All CGP applications will be reviewed by City staff for completeness and eligibility. All

eligible applications are then provided to the Evaluation panels for evaluation.

All CGP funding streams will be assessed by an Evaluation Panel(s) comprised of City

of Brampton staff and/or community stakeholders possessing subject matter expertise.

Each application is assessed on its own merit in the context of meeting the funding

stream goals, objectives and eligibility criteria. Additionally, applications are reviewed


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and evaluated based on areas of measure as specified in each specific funding stream

guideline: Festival Merit, Organizational Capacity, Community Outcomes as well as

Measurable Economic and Tourism Impact.

Evaluation criteria will be considered when reviewing applications for funding.

Applicants are strongly encouraged to refer to the specific funding stream guidelines for

specific assessment criteria and weight factors.

Evaluation panel(s) review submissions based on a point scoring system with a total

maximum score of 100 points. A minimum score of 70 points is required to be

considered for funding. A score of 70 points is not a guarantee of funding. Funding is

dependent on the number of approved applications and the scores each application

received. Funds will be distributed to the highest scoring application first, then the

second highest, and so on, until available funds are distributed. Successful applications,

with the exception of the Neighbourhood Initiatives Stream, require Committee of

Council and City Council approvals before funding can be released.

Applicants will be notified by email regarding the final status of their application.

Application Review Process

An applicant may submit a request for a review of their unsuccessful application. The

request is to be made in writing to the Advisor.

An application review will not be considered for:

Grant application and/or required documentation were not submitted by the

deadline

Organization does not meet eligibility criteria

Change of information in the application since the grant deadline date

H. Successful CGP Recipient Review Meetings

Successful CGP recipients are required to attend an in-person meeting with the Advisor

to review the project proposal in detail. Recipient obligations in receiving City of

Brampton grant funding will also be reviewed and the CGP grant agreement will be

signed. The meeting also provides time to review the CGP grant agreement in detail to

ensure it is understood.


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1. Recognition of City of Brampton Funding

All CGP recipients must acknowledge the City of Brampton in all promotional and

program materials. Final approval by the Advisor of all promotional materials is required

prior to release. The following is an example of the written and displayed

acknowledgement required on all promotional materials:

supports this event through the Community Grant Program

The City of Brampton will provide logos in PDF formats in Brampton colours (blue,

white, and yellow) or black and white.

Promotion of successful projects will be available in digital format at City facilities

(recreations centres, City Hall, Garden Square) equipped with digital display screens.

Specifications for advertising will be provided to all CGP recipients at the review

meeting.

Paper-based advertising will be available at those City facilities (Recreation centres,

City Hall) that have public bulletin boards. Additional opportunities, for paper-based

advertising are available at six (6) public libraries. An approval process is required.

CGP recipients will be responsible for the printing of all paper-based advertising that will

be distributed to City and Library locations. Please be advised that no other paper-

based advertising including bookmarks, postcards, roll-ups or other types of promotional

advertising will be permitted at City facilities.

2. Sponsorship and Donations

Successful applicants will be required to provide further details of the status of the other

sources of funding (other grant opportunities, sponsorships, donations, etc.). Failure to

provide updates on additional sources of funding will impact the release of the approved

grant funds.


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3. CGP Grant Payment Schedule

Festivals and Sport Events Stream

Stream & Funding Payment Schedule

New Festival

Maximum $12,500

Established Festival

Maximum $65,000

Sport Event

Maximum $65,000

90% of the total grant awarded will be paid out when all funding from other sources is confirmed and project proposal status approved. The remaining 10% of approved funding will be released upon receipt of the final report, budget statements and receipts to the satisfaction of the Advisor, Community Grants.

Arts and Culture & Recreation Capacity Building Streams

Funding Payment Schedule

Maximum $12,500

Ninety per-cent 90% of the total grant awarded will be paid out when all funding from other sources is confirmed and project proposal status approved. Ten per-cent (10%) 10% of approved funding released upon receipt of the final report, budget statements, and receipts to the satisfaction of the Advisor, Community Grants.


Funding Payment Schedule

Maximum $1,000 100% upon approval of matching funding and project proposal status approved.

4. Community Grant Program Agreement

The CGP Agreement (contract) is required from all applicants receiving any type of

funding from the City of Brampton. All funding streams require CGP agreements to be

signed by the authorized member/officer of the organization (i.e. board chair, president,

etc.) as listed on the original application, in-person, with the Advisor.


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I. Final Report Requirements

A mandatory requirement of all CGP funding streams is the submission of a "Project

Close-Out Report". This report provides the opportunity to evaluate the success of your

project and identify areas for improvement. This report also confirms how the CGP

funding was spent and is the final document that all successful CGP recipients are

required to submit.

The Project Close-Out report must include the following information:

Description of the event

Description of the results or outcomes of the event. Please refer to the section

“Outputs and Outcome Measures’ for examples.

Final completed Project Budget (template provided) including all costs/expenses

incurred during the project. All invoices that support CGP funding are to be

itemized (vendor, reason, date paid, etc.) supported by originals copies of the

invoices.

The report is required within sixty (60) days after the completion of the event or by the

end of the calendar year, whichever comes first. This report will be used in the

evaluation of future community grant requests.

The City of Brampton encourages all recipients of support from the Community Grant

Program to include photos, videos, anecdotes, project samples, etc. with their final

report. Please ensure individuals appearing in photos or videos sign a photo release

form so that images and clips may be shared on brampton.ca and social media. A

photo/video release form is available in the CGP Handbook or on the Community Grant

page on brampton.ca. A copy of a City Photo Release form is available in Appendix C.

Important Note

Failure to provide a final report may have an impact on future funding. The Report

template will be available on the Community Grant portal page at

http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx No other formats will

be accepted.

If you will not be applying in subsequent years, you are still required to complete a

Project Close-Out Report to keep your organization in good standing with the City and

close your file for audit purposes.



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1. Surveys and Data Collection

An important component of the Final Report is the data collected about the

festival/project. A standard survey will be provided for use at all festivals/projects. All

applicants are asked to provide both qualitative (numbers) and quantitative (feedback)

data.

The following is an example of about how your project goals, activities and outcomes

are all connected. This is a requirement for your final Project Close-Out Report.

Please look at the descriptions and examples below to help you describe your project.

Possible output and outcome measures could include but, are not limited to the

examples below in the chart. CGP funding recipients may use the examples provided

in the chart or provide other activity performance measures relevant to your project’s

goals and objectives.

Possible outcome measures could include but, are not limited to the examples

below. Outcome measures must be related to the project’s objectives.

Examples of

Outcome Measures

• Percentage of participants who agree that the project helped them participate more actively in their community on an ongoing basis.

• Percentage of organizations who agree that a multi-stakeholder initiative led to better coordination and partnership and will continue to work together.

• Percentage of participants who agree that community engagement was improved by the project for the long term.

Examples of

Output Measures

Total number of individuals participating in project. Number of new partnerships developed with other

organizations and directly involved in the project. Social media and web related metrics, such as number

of web page views or increase in number of new Facebook or Twitter followers.


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J. Insurance Requirements

If awarded a City of Brampton CGP grant, the Recipient shall at its sole cost and

expense, obtain and maintain in full force and effect at all times throughout the term or

extended term(s) of the CGP Agreement, insurance satisfactory to the City of Brampton

with financially sound and reputable insurance companies licensed to underwrite

insurance in the Province of Ontario.

The Recipient shall be responsible for payment of all amounts within the deductible or

self-insured retention under each policy of insurance. All insurance policies required

pursuant to this clause shall be primary and shall not call into contribution any insurance

available to the City. The insurance shall include but not be limited to:

Commercial general liability insurance in respect of the obligations and operations of the

Recipient against claims for bodily injury, including personal injury and death, and

property damage or loss, indemnifying and protecting the Recipient, their respective

employees, servants, volunteers, agents, contractors, invitees or licensees, to the

inclusive limit of two million ($2,000,000.00) per occurrence.

Such insurance shall specifically state by its wording or by endorsement that the

City of Brampton is included as an additional insured under the policy with

respect to the operations and obligations of the Recipient as outlined in their

application and/or the CGP Agreement.

Contractual liability, no-owned automobile liability, owner’s and contractor’s

protective liability. Products and completed operations coverage, contingent

employer’s liability, and employees as additional insured’s.

The Recipient shall deliver to the City, a City of Brampton Certificate of Insurance

Form verifying the required insurance, completed and signed by an authorized

representative of the insurer.

The City of Brampton Certificate of Insurance form can be obtained at the CGP

portal page at http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx

Failure to provide a Certificate of Insurance shall result in an approved grant

award being rescinded or grant funding being cancelled.



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K. Access to Information and Protection of Privacy

The City of Brampton collects information required for the evaluation of grant

applications, administration of grant agreements, and reporting. All information collected

is retained in City records as required by the City’s Record Retention By-Law.

Records are maintained according to City policies and in compliance with Provincial and

Federal legislation, including the Municipal Freedom of Information and Protection of

Privacy Act (MFIPPA).

Information about activities funded by the Community Grant Program, including the

activity name, activity description, and the name of the organization undertaking the

activity will be made public by the City of Brampton. Additional information may be

disclosed to individual members of the public in response to access to information

requests made under the Act.

The City limits the collection of personal information to that information necessary for

the efficient administration of the program. As a part of the grant application process,

the City of Brampton collects contact information consisting of the name, address, email

address and telephone number of the primary point of contact for the application. Where

this information constitutes personal information, it is collected under the authority of the

Municipal Act S.O. 2001, c.25. This information is used only to contact applicants for

purposes related to evaluating, administrating and reporting on grant applications.

Questions about the collection of personal information should be directed to the Advisor

at 905.874.5957.


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L. Glossary

Accessibility: A term used to describe the degree to which goods, services and

facilities can be accessed by as many people as possible

Audit: Examination of a recipient’s accounts, records or other evidence deemed

necessary in the circumstances

Barrier-free: Anything that stops a customer from having equal opportunity to obtain,

use or benefit from municipal goods and services

Board of Directors: A board of directors is a body of elected or appointed volunteer

members who jointly oversee the activities of a company or organization.

Capital Expenses: Any type or form of capital purchase or acquisition– i.e. computer

printers, sound systems, permanent signage, musical instruments,

CGP: Community Grant Program

Concerned Status Designation: Applied to an organization that has significant

financial viability issues; fails to meet CGP Guidelines or minimum requirements;

demonstrates management practices that do not conform with industry accepted

standards; fails to demonstrate the ability to engage in strategic planning; demonstrates

declining quality and/or audiences for its programming or projects; and any other

performance related issues identified by the City

City Service Fees: Donation to an activity by the City of Brampton, other business or

organization of goods, services or time that would otherwise have been paid for by the

recipient. It involves non-cash asset transactions such as equipment, use of facilities,

and labour.

City Services: Those municipal owned assets that include equipment, facilities and

property and additional or incremental City staff. City staff labour cost(s) are required

when municipality owned assets are used and to transport, set-up and tear-down a city

owned stage, broadcast equipment, picnic tables, refuse containers, clean-up after an

event; city staff operators to setup and remove barricades, manage traffic signals

associated with any road closures.


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Diversity: The mosaic of people who contribute a variety of characteristics,

backgrounds, styles, perspectives, beliefs and competencies to the communities in

which they live and the groups and organizations with whom they interact

Donations: Donations are philanthropic donated materials, supplies or professional

services from individuals, corporations, other not-for-profits, lawyers, entertainers, etc.

Donations may come in the form of cash or in-kind donations. They are not the result of

a competitive grant proposal, nor are they payment for advertising opportunities.

Financial Grant: A one-time cash contribution distributed to an applicant. Financial

grants are distributed to applicants with a 90% initial payment and the remaining 10%

provided after the final submission and approval of final Project Close-Out reports and

Project Budget.

Grant Funding: A transfer payment for a specified purpose for which obligations are

outlined in program guidelines, the agreement and program correspondence

In-Kind (external of City) - Materials or services that are donated to a project by either a

third or by the applicant. In-kind contributions are considered part of the total costs, but

are not eligible for program funding.

Inclusive: Taking deliberate steps (in policies and practices) to welcome, accept and

value all individuals, including persons with disabilities, persons from other cultures, and

limited English speakers

Neighbourhood: Geographically localized communities within a larger city, town or

rural area with a set of social networks.

Not-for-Profit Organization: Not-for-profit organization is a club, society, or association

that's organized and operated solely for social welfare, civic improvement, pleasure or

recreation or any other purpose except profit.

Outcomes: Changes that are the result of implementing the project. They are the

effects or consequences of the project that are considered significant in relation to its

initial commitments. Outcomes must be measurable and may occur within

organizations, communities and/or individuals. They may relate to behaviour, skills,

knowledge, attitudes, values, conditions or other attributes. While there is less degree of

control over outcomes, there should be a direct relationship between outputs and

outcomes.


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Partner Organizations: An organization that supports the Lead Organization (and

recipient) to undertake the project. A partner organization must provide written

confirmation in the form of a letter about their role in the proposed project and what

activities they will undertake. A partner can play a significant role in the project,

including taking part in the planning, development, implementation, and/or evaluation of

the project.

Performance Measures: Indicators that provide qualitative and/or quantitative

information needed to measure the extent to which a project is achieving its intended

outcomes. Qualitative data can be expressed in terms of change or comparison

between two states, while quantitative indicators can be in the form of a ratio,

percentage, comparison or figure.

Project: A one-time event, activity, program or other type of initiative that a recipient

proposes to undertake, that is carefully planned and designed to achieve a particular

purpose or goal. A project has a clear start and end date, occurs within a reasonable

period of time, and demonstrates measurable outputs and outcomes.

Room Nights: number of rooms times the number of days.

Sponsorship: Sponsorships may include a cash (form of money) or in-kind (goods and

services with a value) provision made by corporations (or other non-profits), advertising

usually in exchange for marketing/advertising consideration and/or other. Sponsorship

does not include donations and gifts where no business relationship or association is

contemplated or is required and where not reciprocal consideration is being sought.

Venue: The place where something happens, especially an organized event such as a

concert, conference, or sports competition.

Volunteer Services: For donated services, applicants must calculate the value of

donated labour using minimum wage rates, unless information from a reliable source

included in the application demonstrates that the donated labour has a higher value

than minimum wage (e.g. information from a professional association)