Heritage Organization Development Grant PROGRAM & APPLICATION GUIDELINES Ministry of Tourism, Culture and Sport

Transcription

1 Heritage Organization Development Grant PROGRAM & APPLICATION GUIDELINES 2012 Ministry of Tourism, Culture and Sport

2 INTRODUCTION Heritage Organization Development Grant Program & Application Guidelines 2012 This Guide is provided to assist you with filling in your application for a Heritage Organization Development Grant (HODG) through the Grants Ontario portal. It includes Section-by-section instructions for completing the online application form Definitions and examples Details on the required attachments Much of the information required by the application refers to criteria set out in Regulation 879 of the Ontario Heritage Act, Grants to Incorporated Historical Societies and Associations. If you have any questions that are not answered by this Guide or Regulation 879, please contact your Museum and Heritage Programs Advisor. DEADLINE FOR GRANT SUBMISSION Applicants are encouraged to submit their completed applications as soon as possible. Completed applications bearing original signatures and with all attachments must be submitted via the Grants Ontario web portal no later than 11:59 p.m. Eastern Standard Time on July 3, 2012 (the regulated June 30 th deadline has been extended because of the holiday). PREPARING YOUR APPLICATION Before You Apply Qualified HODG applicants applying for this year s grant funding have been notified that the application process involves a new online enrolment process. Applicants are highly encouraged to undertake the Grants Ontario enrolment process as soon as possible or at least two (2) weeks before the program s application deadline. Enrolling with Grants Ontario is an easy procedure, and doing so early will help to ensure a smooth transition into the HODG application process. All applicants should review these guidelines before completing a grant application form. It is recommended that you print a copy to guide you as you complete the online form. Required Documents All applications for the Heritage Organization Development Organization Grant will include the following attached documents, submitted by the grant application deadline, through the Grants Ontario web portal. Identify each attachment with the organization s name (e.g. Smooth Rocks Falls Historical Society Board Members ) o Board Members in 2011 (list of the organization's Board of Directors including number of years of service for each). Also indicate the number of times the board met in o A list of the organization s activities in 2011 or 2011 Annual Report (Genealogical research, archival research, publications, speakers series, preservation of historical site, educational event/program, operating an interpretive centre or museum). o A copy of the minutes of your annual general meeting. o A copy of your newsletter(s) (if any) for

3 Required Financial Attachments o Completed HODG 2011 Revenue and Expense Template (template provided with launch letter), and o Copy of HODG 2011 financial statement or treasurer s report for last fiscal year signed by the President or Treasurer. Application Instructions Once an organization is enrolled in the Grants Ontario system, they may proceed to the application process. The HODG full-length application form must be submitted, in either English or French, through Grants Ontario - a new online grant application system. This new system will require a computer with internet access. Applicants are strongly encouraged to submit applications using the Grants Ontario portal. Only if absolutely necessary, applicants may request to receive an application form ed to them by contacting the Museum & Heritage Advisor. It is highly advisable that applicants print a copy of these instructions or use a split computer screen to make sure they follow all specific application instructions for the HODG Program. Once a HODG application is started online, it may be saved at any point and returned to later. This application can be retrieved from any computer with internet access, but cannot be loaded onto a memory stick or ed. These instructions will provide specific guidance to applicants on how and when to complete questions (e.g. some questions may not require a response). The Grants Ontario application has general instructions beside each heading, and by positioning the mouse cursor over a key word, additional information will appear. As soon as a complete HODG application is uploaded and submitted electronically through Grants Ontario, an will be sent to the main application contact confirming receipt of the application. If an applicant does not receive this they should follow up with their Museum & Heritage Advisor. Online Application Sections The full-length HODG application is broken into the following sections, which follows a customized sequence: A. Organization Information B. Organization Address Information C. Organization Contact Information E. Grant Payment Information I. Performance Measures O. Terms and Conditions P. Declaration/Signing 3

4 APPLICANT INFORMATION Since organizations must enroll with Grants Ontario to access the online application, most of the information requested in the first few sections of the application form (e.g., address, contact information, etc.) will have been pre-populated using data from the enrolment process. Sections A, B and C Organization Information, Address Information and Contact Information These sections are explained directly in the online Application Form, collecting much of the same information from applicants as the Grants Ontario enrolment process. Section A 10) Organization Mandate: Please use this space to indicate the Purpose/Mandate of your Organization Section E Grant Payment Information This section is explained directly in the online Application Form, collecting much of the same information from applicants as the Grants Ontario enrolment process. Section F Application Contact Information Section F is explained directly in the online Application Form, collecting much of the same information from applicants as the Grants Ontario enrolment process. Section I Performance Measures Please use this section to identify the specific Ministry Provided Performance Metrics for your organization: o o o o o Membership Please enter the number of Members from last year ( ), followed by the number of Members from this year ( ). Organization Operations for each of the following please enter the number of: - Executive Meetings (Board) held - General Meetings (open to the membership) held - Interpretive Centre(s) operated - Archives operated - Museum(s) operated - Libraries operated - Other Facilities operated - Newsletter(s) published - Website(s) maintained - total number of days and months your facility was open to the public. Visitors Please enter the total number of visitors and/or users in to your organization s facilities and to your Website(s) Volunteers Please enter the total number of volunteers and volunteer hours they contributed in Staff - Please enter the total number of full-time and part-time paid positions for your organization in

5 Section O Terms and Conditions All of the Terms and Conditions contained in the Application are important and should be read carefully. They refer to Regulation 879, and augment the grant criteria. The introduction also explains that information provided in any grant application is subject to the access provisions of the Freedom of Information and Protection of Privacy Act. Section P Declaration / Signing This section is explained directly in the online Application Form. By signing the Application Form and submitting it (through Grants Ontario) to the Ministry, the organization applying is formally verifying that it agrees to the following: a. the information given in support of this application for a grant is true, correct and complete in every respect; b. the applicant has read, understood and agrees to abide by the terms and conditions governing the grant outlined above and in subsequent correspondence from the Ministry; c. applicant is aware that the information contained herein can be used for the assessment of grant eligibility and for statistical reporting; d. the applicant is not in default of the terms and conditions of any grant, loan or transfer payment agreement with any Ministry or agency of the Government of Ontario; e. the applicant understands that the information contained in this application or submitted to the Ministry in connection with the grant is subject to disclosure under the provincial Freedom of Information and Protection of Privacy Act and, f. the applicant has read and understands the information contained in the Application. NOT-FOR-PROFIT CORPORATION INFORMATION To be eligible under Regulation 879, the not-for-profit organization that operates the historical society/heritage organization must have its head office in Ontario. Most of the organizations in HODG have incorporated provincially or through affiliation with the Ontario Historical Society. Provincial incorporation is done through the Ministry of Government Services (MGS) 1, by filing Form 2 Application for Incorporation of a Corporation Without Share Capital. The Ministry of Government Services has discontinued the use of Form 1 as an annual report for incorporation since Please send us your Profile Report listing the names and addresses of your Board of Directors which is filed with Canada Revenue Agency by your organization as part of your annual tax reporting. The following information is required as proof that the applicant s not-for-profit status is current. If your organization s incorporation is not of a type mentioned above, contact your Museum and Heritage Programs Advisor to discuss acceptable alternate documentation. 1 Formerly Ministry of Corporate and Business Services (MCBS) 5

6 Date of incorporation Incorporation number Profile Report Specify the date on which the not-for-profit corporation was incorporated. The Date of Incorporation appears on ICCC Form 3 Annual Summary. The Incorporation number appears on ICCC Form 3 Annual Summary. As filed with Canada Revenue Agency by your organization annually. REVENUES This page reports revenues generated for the operation of the society/heritage organization, as defined by Regulation 879. Your organization may have other operations (for example, a museum or archives) for which it generates revenue; do not report revenues applied to those other operations. If revenues for such shared operations are reported in a lump sum in the organization s audit, provide a supplementary breakdown identifying the percentage of revenue applied to the historical museum. These are the figures that should be reported in this section. In any of the following sections, report only cash generated; do not include contributions of goods or service in lieu of cash. Do not report revenue generated for capital expenditures or reserve funds. 1. Government Grants Only list grants funded by the provincial and federal governments and their agencies. Grant Name Source Description Granting Agency s Portion Organization s portion Total Amount Subtotal 1 2. Municipal Government Contribution(s): Subtotal 2 3. Revenue from Outreach Activities Specify the proper names of the programs under which grants were received from the provincial and federal governments and their agencies For each grant, identify the granting agency (that is, the ministry, agency or department from which the grant came.) Give a brief description of the purpose of the grant. Enter the dollar amount received from the granting agency. Enter the dollar amount of the organization s matching portion, if applicable. Enter the total of the granting agency s portion and the organization's portion. This is the total of actual revenue from government grants. Enter the total cash amount of contributions and/or grants for the organization's operation from municipal and/or regional government(s). Outreach activities are those based on the organization's traditional mandate of exhibition and education, and its role as a community steward and resource. These activities are central to the organization s reason for being, and expenses in 6

7 these areas are considered eligible for the purposes of this grant under Regulation 879 (see pages 8, 9 & 10 for more information on eligible and ineligible expenses.) Membership fees Special events Enter total revenues from annual membership fees. Enter total revenues generated from special events that were primarily produced as part of the organization s public programming, and only secondarily for revenue generation. Special events should be one-time or annual rather than ongoing, and could include such events as annual festivals, special seasonal celebrations, or exhibit openings. Costs related to the production of special events for organization's programming purposes are eligible for this grant. Do not include fees paid to a consultant or performer that were waived or donated back to the organization. If the primary purpose of the special event was to raise funds, enter revenues below under Revenue from Other Revenue- Generating Activities. Education programs Enter total revenues generated from programming of a primarily educational nature that is not a special event. This includes such programming as school programs and guided tours, day camps, continuing education workshops and classes, and lecture series. Do not include fees paid to a teacher, lecturer, consultant or performer that were waived or donated back to the organization. Subtotal 3 This is the total of actual revenue from Outreach activities. 4. Other Revenues All expenses, including staff costs, incurred in activities that are primarily for the purpose of generating revenue to support the core operations of the organization, are deemed ineligible expenses for the purpose of this grant. For this reason, you are required to report both revenue and expenditures in this section, to ensure that those costs have been deducted from the eligible expenditures. Do not report revenues and expenditures if these activities were directed wholly to other areas, such as capital or reserve funds, or other parts of a joint operation. Do not report internal transfers from capital or reserve funds, except for endowments for operating expenses. Do report revenues and expenditures if the revenues from these activities were shared between operating and other funds, and indicate on the chart the approximate percentage or amount that was applied to operating. Sale of publications and other items Enter dollar amounts for revenue, expenditure and net (or loss) for any retail operation that generated revenue for the organization's operations. This can include a gift shop 7

8 operated directly by the organization or at arms length by a volunteer or a Friends association. Also include revenue from the sale of gift shop products through catalogue or consignment sales. Rentals Fundraising Events/ Activities Donations (Public/Corporate) Endowment Other Subtotal 4: Enter dollar amounts for revenue, expenditure and net (or loss) for any rental operations that generated revenue for organization operations. This can include the rental of sites grounds and facilities for meetings, functions, weddings and commercial filming. The site may generate revenue as a landlord, through the rental of housing or land on its site; this should also be reported here. Enter dollar amounts for revenue, expenditure and net (or loss) for any fundraising activities that generated revenue for the organization's operations. This can include direct solicitation of funding from individuals, corporations and foundations, as well as funds generated through special fundraising events such as dinners and themed events. Also include funds raised through charitable gaming (bingo, casino nights). Do not include the value of goods or services solicited or donated in lieu of cash. Enter the dollar amount of unsolicited cash donations, from any non-government source, that were applied to the organization's operations. This may include bequests, annual donations from charitable organizations, or funds given voluntarily through a donation box. Report donations given for admission to the organization under Admissions. Enter the total amount of investment revenue or interest earned on endowments that was applied to organization's operations (please do not include the endowment principal amount). Enter dollar amounts for revenue, expenditure and net (or loss) for any other non-core fundraising activities that generated revenue for organization's operations. Specify the activity; if more space is needed, photocopy the chart and attach to this page. This is the total of actual revenue from other revenuegenerating activities. Also enter the totals of Expenses and Net Total Revenue Enter the total of Subtotal 1: Granting Agency s Portion Subtotal 2: Municipal Government Contribution(s) Subtotal 3: Revenue from Core Activities Subtotal 4: Revenue (not Net ) from Other Activities 8

9 Eligible Operating Expenses Please provide a breakdown of expenses in relevant categories incurred by an applicant in a calendar year. Only expenditures directly associated with the operating of the organization should be included. The total of these expenses is used as a basis for calculation of the organization's operating grant, following the criteria set out in Regulation 879. Eligible operating expenses are identified in Regulation 879 are: OUTREACH ACTIVITIES 1. In-house/traveling Displays and Audio-Visual Programs 2. Educational or Promotional Events and Programs Costs related to production and circulation, including fees for honoraria Display/program may be for in-house use or for circulation. Costs relating to production and staging including fees, or honoraria and travel expenses for speakers, but not including food. 3. Tours In the Community Costs of preparing and staging architectural walking or driving tours promoting the community's heritage but not including tours to other communities. 4. Archival/Library/Artifact Collections Costs of acquisition, conservation, storage and display of archival, library and artifact collections available for public programming. Heritage Resource Centre 5. Operating Expenses of Heritage Resource Centre Enter expenses related to the operation and maintenance of premises for which the sole or primary purpose is to house extension/outreach activities for the benefit of the general public. Costs may include property taxes, rent, repairs, cleaning, and utilities Administration 6. Office Expenses Enter expenses incurred of the maintaining office premises except when offices are housed in a heritage resource centre for which operating expenses are being claimed. 7. Staff Enter expenses incurred in Staff salaries and benefits and/or Honoraria 8. Membership Activities Enter expenses for marketing and public relations related to the core activities of the society/heritage organization. Include cost for newsletter and brochures that re distributed beyond the membership may be charged to Outreach activities under Section 2. "Educational and promotional events and programs" 9

10 Total Operating Expenses The sum of subtotals from Sections 1. to 8. is the maximum eligible operating expenses; the amount may be further adjusted as part of the grant review process. It is not necessary for this amount to equal the total revenue. The amount reported here should be equal to or less than the total operating expenses reported in the organization s financial statement. If it is greater, check to ensure that you have not included ineligible costs paid from other funds such as Capital or Reserve funds. These categories of eligible operating expenses are reflected by the numbered headings on the application form. Specific items that can be included are listed under each heading, based on expenses most commonly claimed by organization. If you have other expenses that you think should be eligible and are not excluded as ineligible (see below for Ineligible Expenses ) add the activity name and amount in the appropriate category, and the Ministry staff reviewing your application will determine whether the expense meets the criteria of Regulation 879. Ineligible Expenses The list above excludes certain expenses that may be identified in the organization's financial records. These should not be claimed in this section. Ineligible expenses include: Capital expenditures (beyond basic maintenance) including alterations, renovations or additions to existing facilities, the construction of new facilities, or the purchase of capital assets. The complete restoration of large artifacts such as trains, aircraft, vehicles or machinery is also considered a capital expense. Depreciation on capital assets. Expenses paid directly from funds other than Operating, such as Capital or Reserve Funds. Expenses incurred in activities that are primarily for the purpose of generating revenue to support the core operations of the society/heritage organization's, such as facility rental, food service, gift shops and fund-raising. Funds used to clear prior deficits or interest paid on loans. This includes expenses identified as bad debt, debt repayment, loan interest and similar headings. Non-cash expenses, such as the value of donated goods and service, tax receipts, fees paid that were waived or donated back to the organization, and volunteer time. Expenses that were covered by a government grant or any matching funding used by the society toward that purpose FINANCIAL STATEMENTS o Attach Financial Statement or Treasurer Report for