ONTARIO SENIORS SECRETARIAT SENIORS COMMUNITY GRANTS APPLICATION GUIDE 2014-2015
INTRODUCTION APPLICATION GUIDE The purpose of this document is to support you in applying for funding under the new Seniors Community Grants program. Please read this guide and refer to it as you complete the application form. This document accompanies the Senior Community Grants Program Guidelines document, which provides detailed information about the grant program. Your job is to ensure that all of the details related to the project that you are proposing are included in your application. Your application will be evaluated based on the information that you provide. The details of your application should provide the evaluator with a complete picture of the project that you are proposing, including which specific group of seniors the project will benefit, how much the project will cost to undertake, what your project plan is and how long the project will take to implement. All those who are successful in receiving funding are required to enter into a transfer payment agreement with the Province. The agreement will include the requirements that the recipient is obligated to meet, and will include the project goals and details that you include in your application, and anticipated project costs. If you are successful in your application, you will need to provide the province with banking information so that funds can be transferred to your account. Finally, you will be required to report to the secretariat on both the success of your project and the actual expenditures. You will receive an acknowledgement of receipt of your application within two business days of submitting your application. The application form allows you to save the information you enter now, and complete it later. If you have questions related to the application process, please contact: Older Adult Centres Association of Ontario (OACAO) P.O. Box 65 Caledon East, Ontario L7C 3L8 Web : www.oacao.org Email: seniorsgrantprogram@oacao.ca Phone: 1-855-925-6956 Fax: 519-925-9175 2
1. APPLICANT INFORMATION Individuals representing a group Individuals who represent a group or organization may apply to undertake a project that will benefit seniors. The group or organization does not need to be incorporated. The individual applying on behalf of the group will be responsible for the application, undertaking the project, as well as the agreement and any reporting requirements. Organizations Not-for-profit incorporated organizations, Local Service Boards, municipalities, Aboriginal groups that are incorporated may apply for funding. Primary and Secondary Contact Information Please provide correct contact information for yourself and a back-up person (Secondary Contact) so that we are able to contact you. 2. PROJECT INFORMATION Project Name and Description Please provide the name of your project and a short description (50 words or less) of your project which should include what the benefits of the project are. If you are successful in receiving grant funding for your project, the ministry will use this information in any public announcements. (See also Acknowledgement of Funding, below). What are the Project Start and End Dates? Identify when this project will start and end. You can use the same date if this is a one-day event. If you are developing a project plan, identify when you will begin and when the plan will be completed. 3
3. PROJECT PLAN What is the goal of your project, and what will it accomplish? Project plans should be no more than two to three pages long (approximately 500-750 words). Project descriptions may be shorter, depending on the type of project that you are undertaking. Try to include as much detail as possible to explain what you are looking to achieve. The questions below will guide you to include the information required in your plan. You may use the application form or you can write the plan separately and attach it to your application form. The project plan can be attached electronically or it can be printed out and attached with the other supporting documents required. Tell us about yourself and about the organization that you represent. Include details about how you are involved with the organization and what your role is. Include the purpose of the organization and who the organization serves. What is your ability and experience to undertake this project? Tell us about any similar projects that you have managed before and project results. Provide details about any other people or organizations who will be involved in undertaking this project. Identify who will be involved and what role they will take. And, for incorporated organizations: Describe your organization s ability and capacity to successfully undertake this project and your experience undertaking similar projects in the past. Briefly outline the governance and management of your organization, its mission and mandate, and key activities and/or services. What procedures exist to ensure that your organization operates in a transparent and accountable way? For example, is there a committee that reviews the organizations finances? Is there a board of directors that has adopted official rules of conduct? What are the anticipated project outcomes? Who and how many people will this project benefit? Describe the results that you expect. Identify who this project will benefit, how many seniors will benefit, and how. For example, the information session and 4
workshop will benefit between 25 and 50 seniors in the local community, to raise their knowledge of using the internet and other forms of social media. Be sure to identify if the program or service is offered in English, French or both. The information you include in this section will be reflected in your agreement with the Province. This means that you have an opportunity to identify the goals and anticipated results of the project. You will be required to report on how you met these goals when you submit your final report. Where will it take place? Explain the geographic boundaries of the project. Identify where the event will take place. If this is a project plan, identify the community this plan will target and benefit. For example, the plan may benefit seniors in a specific community, a region, throughout the province, or a group within the province, such as Francophone seniors in Ontario. Identify any risks that you may encounter in managing the project, and how will you will mitigate those risks. If there is an opportunity to collaborate with other groups in the development of the project, or share project results, how will you do this? What key priorities of this program will this project meet? Please refer to the Program Guidelines, Projects and Priorities for a list of the five key program priorities. The grant program has five key priorities and four secondary priorities. Project proposals must meet at least one of the five key priorities. Applicants are encouraged to develop projects which address more than one priority. You must describe which priority your project will address, and how it will be addressed. How will you spend the funding? Explain what expenses you anticipate, and how you will spend the grant funding. For Stream 2 requests only: Explain how you will solicit 20% in cash and inkind contributions, from whom, and by when. Note that letters of support must be included to validate the commitment of contributions. 5
4. PROJECT COSTS AND GRANT REQUEST How much do you need for your project? Type of Application Stream 1 and Stream 2 Individuals representing unincorporated organizations can only apply through Stream 1 for grants between $500 and a $3,000. If you determine that your project will cost more than $3,000, you could consider applying through Stream 2 funding by partnering with an incorporated not-for-profit organization which would be responsible for the project, the agreement and reporting requirements. Grant funding through Stream 1 will support 100% of project costs to a maximum of $3000, which means that no cash or in-kind contribution is required. Incorporated not-for-profit organizations can apply through Stream 1 for grants between $500 and $3,000 and/or through Stream 2, to a maximum of $10,000. Stream 2 grants will support 80% of project costs to a maximum of $10,000, which means that your organization must contribute at least 20% of the maximum eligible grant amount through cash or in-kind contributions. In-kind contributions are donations of volunteer time, products or services that an organization does not have to pay for but are required to complete a project. For details about in-kind contributions, please refer to the Program Guidelines. Eligible Expenses All travel, meal and hospitality expenses must align with Ontario s directive, which can be found at: http://www.mgs.gov.on.ca/en/spotlight2/stdprod_080798.html Here is a summary of mileage and meal rate allowances. Mileage: Southern Ontario = $0.40 per km; Northern Ontario = $0.41 per km Meal Rates The following maximum reimbursement rates for meal expenses include taxes and gratuities. Meals Maximum Amount breakfast $8.75 lunch $11.25 dinner $20.00 6
BUDGET To help you calculate how much you need, you can use the templates below. When entering your expenses in the application form, the total will be automatically totalled for you. Organizations applying through Stream 2 are required to have in-kind or cash contributions of at least 20% toward the project. If you will be receiving in kind or cash contributions toward your project, these will also be automatically calculated into the Funding Requested amount. See below for sample budget templates, for your reference. Sample Budget for Stream 1 Project under $3,000 with no contribution required ITEM ANTICIPATED COSTS Staff hours 300 Lunch $11.25x 25 people 281 Bus rental 500 Group admission fees $18.00 x 25 people 450 TOTAL EXPENSES 1531 Cash contributions 0 In-kind contributions 0 Other income 0 TOTAL GRANT AMOUNT REQUESTED 1,531 7
Sample Budget for Stream 2 Project over $3,000 to a maximum of $10,000 with 20% contribution required ITEM ANTICIPATED COSTS Staff hours $300 Consultant to do Website updating $1,200 Project consultant work $9,200 Marketing flyers, local newspaper $600 Space rental $300 Refreshments for up to 50 people $250 Transportation $50 Equipment rental projector, screen $100 Administration copies, name tags, pens $500 TOTAL EXPENSES $12,500 Cash Contribution $1,000 In-kind contribution $1,500 Other income 0 TOTAL GRANT AMOUNT REQUESTED $10,000 8
5. SUPPORTING DOCUMENTATION a. Letter of Support: The group or organization that you represent must have been in operation for at least one year prior to applying for funding. Individuals who represent an unincorporated organization must provide a letter from someone in the community who can validate that the organization has been active for at least one year. Incorporated organizations do not need to provide a separate letter of support if this can be validated through additional documentation that is required (i.e. letters of incorporation, annual report). If you indicate in your proposal that you are working with a group, a partner or an organization, you must provide proof that they support you in undertaking the project. Please attach a Letter of Support that is signed by the person or people that you are working with, or for incorporated organizations, by those who are providing cash or in-kind contributions. The letter should state that they are aware of the project, and that they support the project, and what their role is in supporting the project. b. Proof of Identity For unincorporated organizations when an individual is applying, the person must provide proof of identity and that you have a permanent address in Ontario. Please attach a photocopy of one of the following documents. DO NOT SEND IN ORIGINAL! Ontario Photo Card Drivers licence Copy of bank statement, utilities bill (hydro, telephone, taxes) that is addressed to you. (You may block out the dollar amounts in statements and bills on the copy that you send in.) c. Proof of Incorporation, Not-for-profit Status and Financial Stability Organizations must provide proof of incorporation and not-for-profit status. Documents may include a copy of the Articles of Incorporation or letters patent. If applicable, provide copies of all signed partnership letters. For purchases over $5,000 the organization must provide proof to justify procurement costs, such as provision of two competitive quotes. 9
Organizations with operating budgets at or over $100,000 must submit a copy of the audited financial statement for most recently completed fiscal year. Organizations with an operating budget under $100,000 must submit an audited financial statement or financial review for the most recently completed fiscal year. 6. COLLECTION AND SHARING OF INFORMATION The Ontario Seniors Secretariat (OSS) is subject to the Freedom of Information and Protection of Privacy Act (FIPPA). Personal information related to the Seniors Community Grant Program is collected by the OSS for the proper administration of the program, and will only be used for those purposes including evaluation of the project application, administration of agreements, funding and project reporting. In accordance with subsection 38(2) of FIPPA, this collection of personal information is necessary to the proper administration of a lawfully authorized activity. Information about projects that are funded by this program (including the project name, project description and incorporated organization that is undertaking the project) may be made public by the Government of Ontario through public announcements. Applicants should be aware that any information provided to the OSS in connection with their application may be subject to disclosure in accordance with the requirements of FIPPA. Your signature on the application form means that you understand and agree to these conditions. Questions about the collection, use and disclosure of information may be directed to: Ontario Seniors' Secretariat, 777 Bay Street, Suite 601C, Toronto ON M7A 2J4 E-mail: infoseniors@ontario.ca Phone : 416-326-7050 Toll Free: 1-888-910-1999 TTY (for the hearing impaired): 1-800-387-5559 Fax: 416-326-7078 For general questions about the Seniors Community Grants, please contact: Older Adult Centres Association of Ontario (OACAO) P.O. Box 65 Caledon East, Ontario L7C 3L8 Web: www.oacao.org Email: seniorsgrantprogram@oacao.ca Phone: 1-855-925-6956 Fax: 519-925-9175 10
PROJECT EVALUATION SUPPLEMENTARY INFORMATION All applications will be assessed based on the degree to which they meet the following criteria. Review your project plan to ensure that your proposal addresses each point below. a) Relevance of the Project (50%) The quality of the proposed initiative and degree to which it is timely and likely to succeed. The extent to which the initiative addresses the priorities of the program. The extent to which the initiative supports new collaborations and/or opportunities. The degree of innovation represented by the project. b) Organizational Capacity (10%) Demonstration that there are other resources to support the project ( i.e. volunteers, administrative resources). Track record of the applicant to undertake the initiative. Any noted funding issues with the organization as it relates to governmental funding. An effective and realistic work plan in terms of proposed activities/key milestones, funding timelines. Extent of support from the community through letters of support from collaborators, their level of engagement, financial contribution or in-kind support. c) Financial Feasibility of the Project (20%) The proposed budget is realistic in terms of proposed activities and planned results, and demonstrates efficient use of resources. The project plan explains how the contributions will be raised, from whom and and by when. Leveraged financial and in-kind contributions from other sources. The project s value for investment is clearly demonstrated. d) Anticipated Results of Project (20%) Evidence of realistic goals and identification of performance measures, or ways that project outcomes can be clearly measured. Identification of immediate and longer term impacts of the project. Identification of project outcomes and the degree to which anticipated benefits will have a sustainable impact in the community or culture sector. 11
APPLICATION PROCESS AND TIMELINE Applications will be accepted between February 21, 2014 and June 30, 2014. Applications will be evaluated on a monthly basis. This means that all applications received by the last working day of the month will be considered at one time. Deadline dates are March 31, April 30, May 31, and June 30. It is anticipated that applications received each month will be evaluated within three months. All projects must be completed by March 31, 2015. Proposals can be submitted for projects well in advance of actual project dates. For example, you may submit an application in March 2014 for a project planned in January 2015. GRANT FUNDING PAYMENTS Successful grant recipients will enter into an agreement with the Province before funds are issued. The agreement will identify the commitments of your project (the deliverables) and the payment schedule, reporting requirements and other terms and conditions of the funding. 12