HALTON REGION COMMUNITY INVESTMENT FUND 2019 FUNDING GUIDELINES FOR CATEGORY TWO: MULTI-YEAR GRANTS Application Deadline: December 14, 2018 at 2 p.m. Late or incomplete submission will be deemed ineligible
Application for Funding The Application for Funding: Category Two: Multi-Year Grants is available at halton.ca or call 311 (in Halton) or 1-866-442-5866 (toll free). Information/Collaboration Sessions for Grant Applicants: Potential applicants are encouraged to attend an information session to learn more about the fund and the application process. Information sessions will address Category One, Category Two and Category Three funding. Please visit halton.ca for details. Information Sessions: Session 1: Tuesday, November 6, 2018, 10:00 a.m. 11:30 a.m. Milton Sports Centre (Optimist Room) - 605 Santa Maria Boulevard, Milton Session 2: Thursday, November 8, 2018, 6:00 p.m. 7:30 p.m. Queen Elizabeth Park Community Centre, Multipurpose Room 1 2302 Bridge Rd, Oakville The Halton Region Community Investment Fund (HRCIF) encourages partnership initiatives that improve coordination and collaboration between organizations or collectively achieve impact within priority areas. A collaboration session is available for potential applicants to explore collaborative and/or innovative project opportunities with other community partners. Collaboration Sessions: Wednesday, November 14, 2018 10:00 a.m. noon Milton Sports Centre (Optimist Room) - 605 Santa Maria Boulevard, Milton To attend a session, register online at halton.ca or by calling 905-825-6000, tollfree at 1-866-442-5866, or calling 311. Please register by no later than 12 p.m. on the day prior to the session(s) you wish to attend. Please note: Questions/answers and updates, including clarifications and changes may be posted on our website at halton.ca during the proposal call. It is the responsibility of the applicant to check the website on a regular basis. Page 2 of 11
Table of Contents 1.1 About the Halton Region Community Investment Fund (HRCIF) 4 1.2 Overview of Category Two 4 1.3 Category Two Funding Priorities.. 5 1.4 Funding Available 5 1.5 Submission Instructions. 5 1.6 Submission Contents. 6 1.7 Eligibility Criteria. 7 1.8 Application Review and Funding Allocations. 9 1.9 Important Dates.. 10 1.10 Questions and Contact Information. 11 1.11 Freedom of Information. 11 1.12 Accessibility Assistance. 11 Page 3 of 11
1.1 About the Halton Region Community Investment Fund (HRCIF) The HRCIF enhances the health, safety and well-being of Halton residents. It provides funding to non-profit social service and community health programs and initiatives. The HRCIF also serves as a tool in Halton Region s broader approach to respond to issues emerging from Community Safety and Well-Being planning. The HRCIF has three categories of funding. Category One One-Year Grants: Provides funding to social service and community health programs for short-term, small capital and/or innovative projects. Grants are for one year and up to $30,000. Non-profit, charitable and unincorporated community organizations may apply. Category Two Multi-Year Grants: Provides up to three years of funding to social service and community health programs and initiatives. Applicants must be a registered charity to apply. Category Three Food Security Grants: Provides up to three years of funding to programs that enhance food security. Non-profit and/or charitable organizations may apply. All requests for food security projects must proceed through Category Three. Applicants that meet eligibility criteria may submit one application to each category of funding. Funding Guidelines for each category are available at halton.ca Organizations that act as the lead on a collaborative request may submit a separate application for their organization. Please contact HRCIF staff to determine if this applies to your request. 1.2 Overview of Category Two Multi-Year Grants Category Two provides up to three years of funding to social service and community health programs aligned with funding priorities. Applicants must be an incorporated non-profit and a registered charity to apply. Category Two will support new or existing programs and initiatives. Funding requests can include operational costs required to implement the program/initiative. Applicants for Category Two funding must have at least one other source of revenue to support the program/initiative for which funds are requested (this may include fundraising dollars or direct funding but does not include in-kind resources/supports). Applicants that request funding for 100% of a program budget will be deemed ineligible. Please refer to section 1.7 for further details regarding eligibility criteria. Page 4 of 11
Current Grant Recipients: Organizations in receipt of current HRCIF grants are eligible to apply for new 2019 funding. This can include funding requests to expand a currently funded program. If approved, the applicant must be in compliance with the accountability requirements of current grants in order to receive new 2019 funding. 1.3 Category Two Funding Priorities Applications for funding must address one of the following priority areas to enhance the health, safety and well-being of Halton residents. Please note that requests for food security programs must proceed through Category Three. 1. Support residents with low incomes and/or other social, economic or health vulnerabilities 2. Provide supports to maintain housing and prevent homelessness 3. Provide supports that meet the needs of children and youth 4. Provide supports that meet the needs of older adults 5. Support positive mental health in the community 6. Support safety and well-being through programs that respond to situations of elevated risk to prevent harm and/or reduce the need for emergency or crisis services through a proactive approach. 1.4 Funding Available A total of approximately $1,000,000 is available for new grants in 2019. The HRCIF Committee will determine the amount of funding allocated to each of Categories One, Two and Three. 1.5 Submission Instructions Applications for funding must be completed using the Application for Funding: Category Two: Multi-Year Grants form. The form is available for download at halton.ca. The complete application submission (authorized application form and required attachments) must be received by Halton Region by no later than the application deadline of 2:00 p.m. Oakville Time on Friday, December 14, 2018. Original signatures are not required on the application form. Late or incomplete submissions will be deemed ineligible. Page 5 of 11
Applications and attachments must be submitted online to be considered: When you have completed the application and are ready to submit it, save your documents as PDF s (Adobe Portable Document Format) or.pdf file. To obtain Adobe Acrobat please download here. Follow the instructions at halton.ca to upload and submit your application and attachments Your total submission must not exceed 20 megabytes If you are submitting more than one application, each submission should be uploaded separately PLEASE NOTE: Confirmation of Submission Once your information has been submitted successfully, you will receive a confirmation email. If a confirmation email is not received in two (2) business days, it is the responsibility of the applicant to contact an HRCIF representative as noted in Section 1.10 1.6 Submission Contents The Application submission must include the following documents: Completed Application for Funding Category Two: Multi-Year Grants. All application sections must be completed. Late or incomplete submissions will be deemed ineligible. Financial Statements for your organization s last two (2) fiscal years. Please refer to Section 1.7 to determine the type of financial information you must include. Please Note: If approved for funding, applicants are required to provide the following documents before funding will be issued. These documents are not required with the application submission but may be requested by the Region during the application review process. Insurance: The organization must possess a Commercial General Liability policy (minimum of two million dollars) and owned/non-owned Page 6 of 11
auto insurance (minimum of two million dollars) please refer to Section 1.7 for further details A copy of the organization s incorporation document A list of members on the board of directors A list of signing authorities 1.7 Eligibility Criteria Applicants must meet all of the following criteria: Incorporated as a non-profit organization Registered as a charity under the Income Tax Act Governed by a volunteer board of directors that is democratically elected, active, with a minimum of three members not related by blood or marriage Financial Statements must be provided for the last two fiscal years: - *Organizations with gross annual revenues of $250,000 and over in the two most recent fiscal years are required to submit financial statements that have been audited by a licensed public accountant - *Organizations with gross annual revenues between $100,000-$250,000 in the two most recent fiscal years are required to submit financial statements that have been subjected to a Review Engagement by a licensed public accountant - Organizations with revenues of less than $100,000 may submit internally prepared financial statements that include a statement of revenues and expenses and a balance sheet. The statements must be verified as accurate by two signing officers of the organization *If these are not available, alternative financial documents may be considered at the discretion of Halton Region The program for which funds are requested must have a clear community health or social services objective and must achieve impact within a priority area (see Section 1.3). Community health and social service programs typically support individuals, families or communities that experience or are at-risk of social, economic or health vulnerabilities/inequities; requests for funding can include proactive and preventative approaches Provide services to Halton residents. Applicants that are not located in Halton may apply only if the request is focussed on serving Halton residents. The applicant must demonstrate that funds would be used solely to provide services to Halton residents Insurance coverage must be provided as follows: - Possess Commercial General Liability Policy with coverage of a minimum of two million dollars per occurrence. If the Commercial General Liability Policy Page 7 of 11
coverage is subject to a two million dollar aggregate limit, the applicant must provide one of the following: o A Commercial General Liability Policy with coverage of a minimum of two million dollars per occurrence and four million dollars in the aggregate, or o Confirmation from its Commercial General Liability insurers that the aggregate limit of two million dollars as of the date of issuance of the Certificate of Insurance to the Region is fully intact and has not been reduced by any paid or reserved claims. - Possess owned/non-owned automobile insurance (minimum of two million dollars per occurrence) - Organizations that are approved for funding must add Halton Region as an additional insured under the organization s Commercial General Liability policy Operate in accordance with the Ontario Human Rights Code Compliant with all applicable rules, regulations and laws of the Government of Canada and the Province of Ontario, including those which apply to the regulation of non-profit corporations and registered charities Requests for funding will not be considered from: Individuals For-profit organizations (for-profit organizations may partner with non-profits if the non-profit is the demonstrated program lead) Governments, hospitals, libraries, school boards, police services, post-secondary institutions, municipalities, local economic development agencies affiliated with a municipality and recreational/senior centres directly supported by a municipality. Eligible non-profits may apply in partnership with these organizations if the nonprofit is the demonstrated program lead Organizations that exist primarily to raise funds or primarily as a funder of other organizations (applications may be accepted if the organization has a clear programmatic focus and track record of program/project delivery) Organizations that have a purpose related to political activity as defined by the Canada Revenue Agency Organizations that require participation in religious activities as condition of service Organizations that have practices or activities that could be deemed discriminatory as defined by the Ontario Human Rights Code The following types of requests will not be considered: Programs that are not supported by at least one other source of revenue (this may include fundraising dollars or direct funding but does not include in-kind Page 8 of 11
resources/supports). Category Two funding will not support 100% of a program budget Capital requests for construction, renovations and landscaping. Applicants can apply for small capital requests in Category One Programs or activities that do not directly benefit Halton residents Requests that will result in funds being flowed directly to individuals (e.g., direct cash transfers to individuals) Programs/funding requests not aligned with funding priorities (see Section 1.3) Programs/funding requests that do not clearly address a community health or social service objective Religious or political activities Medical research or equipment Purchases of property Financing charges, interest payments on loans, real estate fees, legal fees and costs related to easements (e.g. land surveys) Requests that will be used to establish/contribute to a fund within an organization for the purpose of funding individuals and/or other organizations/programs Fundraising events or drives Events where competition is the main focus Awards/prizes for tournaments Debt retirement, depreciation or deficit funding Provision of licenced child care services Mandated government services Projects/programs where the Federal and/or Provincial government have the primary responsibility for funding, including but not limited to: hospital based health programs, child protection services, medical research, heritage projects, formal education and training, settlement services and English as a second language training Projects/programs which are primarily or fully funded or delivered by the City of Burlington, Town of Halton Hills, Town of Milton or Town of Oakville including but not limited to parks and recreation, transportation and economic development 1.8 Application Review and Funding Allocations Applications for funding are reviewed by HRCIF staff to assess eligibility and alignment with funding priorities and objectives, including impact, demonstrated need, alignment with funding priorities and the overall business case (e.g. clear targets/objectives, efficient use of resources, etc.). Staff may also consider any other known factors or information outside of that provided within the funding application during the review of the funding application. Halton Region reserves the right to Page 9 of 11
follow-up with applicants for additional information to inform the assessment process. Applications for funding are then reviewed by Regional staff teams. Information from the staff team reviews is provided to the HRCIF Committee and used to develop funding recommendations which are approved by Regional Council. The HRCIF Committee is comprised as follows: Up to three members of Regional Council from the Health & Social Services Committee Commissioner of Social & Community Services Director appointed by the Commissioner and Medical Officer of Health Director appointed by the Commissioner of Social & Community Services Director appointed by the Commissioner of Finance Representative from Halton Regional Police Service appointed by the Chief of Police The HRCIF Committee makes funding recommendations to Halton Regional Council through the Regional Health and Social Services Committee. All grant applicants will be notified if their application was approved or declined for funding after recommendations are considered by Regional Council. The Region shall determine the amount of funding to be distributed to applicants that are approved for funding. The Region may award the entire amount of funding requested or only a portion of the amount requested. Funding is intended for the June 1 May 31 period for each year of the request. Submission of an application does not constitute a guarantee of funding. All decisions are final. Halton Region will issue a funding agreement to applicants approved for funding by Regional Council. The agreement outlines the funding relationship, including the conditions of funding, the approved use of funds, targets/outcomes and reporting requirements. Reporting requirements may include a mid-term review and a final evaluation report, as well as any other requirements as determined by the Region. Funding will only be issued once an agreement is fully executed. 1.9 Important Dates Application deadline for Category Two Grants: Friday, December 14, 2018 by 2:00 p.m. Oakville time Funding recommendations made to Regional Council in May, 2019 Agreements issued to applicants approved for funding: May/June, 2019 Note: Dates are subject to change at the discretion of Halton Region. Page 10 of 11
1.10 Questions and Contact Information Applicants that have questions are invited to contact: Robin Garell, Community Partnerships Advisor, Social and Community Services Department, at 905-825-6000 ext. 7851 (toll free: 1-866-442-5866), or by email at robin.garell@halton.ca Carolyn McDougall, Community Partnerships Analyst, Social and Community Services Department, at 905-825-6000 ext. 7149 (toll free: 1-866-442-5866), or by email at carolyn.mcdougall@halton.ca Please note that questions/answers and updates that have broad applicability to applicants may be posted on our website throughout the call for proposal process (halton.ca). It is the responsibility of the applicant to check the website on a regular basis. 1.11 Freedom of Information Information collected in response to this request for grant applications is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act. The information collected will be used solely for the purpose stated herein. 1.12 Accessibility Assistance If you require this information in an alternate format or through a communication support, or if you need assistance to complete the application, please contact an HRCIF representative as noted in Section 1.10. Page 11 of 11