MEMBERSHIP ASSISTANCE PROGRAM (MAP) GRANT FUNDING Application Guidelines MAP Application & Spending Plan deadline May 31 st Follow-Up Report deadline September 15 th Late applications will not be accepted. For a PDF version, please visit the GS website: www.golfsaskatchewan.org Candace Dunham Member Services Manager cdunham@golfsk.org Golf Saskatchewan 510 Cynthia Street Saskatoon SK S7L 7K7 Phone: (306) 975-0850 Fax: (306) 975-0840
INTRODUCTION The purpose of the Membership Assistance Program (MAP) Grant is to provide financial assistance to Golf Saskatchewan registered affiliated clubs so they may operate programs that will encourage and promote community and club level sport development in their local area. Development of these programs and services will increase membership in Golf Saskatchewan and the local Member organizations. MAP is funded by the Saskatchewan Lotteries Trust Fund for Sport, Culture & Recreation and is derived from the sale of lottery tickets in Saskatchewan. COMMUNICATION Golf Saskatchewan will inform its membership of the MAP Grant via the Golf SK website, electronic mail out of guidelines and application forms to clubs, and information in the Golf SK Newsletter. ELIGIBILITY FOR FUNDING Funds will be made available to clubs providing: Members are in good standing with Golf Saskatchewan Membership fees are paid in full and on time The club provides a list of all registered club members to Golf SK by August 15 th of the year in which application is being made Clubs must publicly acknowledge the financial support received from Saskatchewan Lotteries and Golf Saskatchewan Have no outstanding MAP grant follow-up reports from previous grants received. Contribute a minimum of 25% of self-help funding toward projects approved through MAP. ELIGIBLE EXPENSES Eligible expenses for which MAP funds can be used may include, but are not limited to, the following: Promoting the Benefits of Golf Saskatchewan/Golf Canada Junior and Women s development Training expenses (Handicap Seminar, Rules Level 2) Coaching Development (Community Coach Clinic) Competitions (Provincial Championships, Pro Lady, Pro Junior) Special Initiatives *See document Project Examples & Tips for more detailed examples of eligible expenses Expenses for MAP projects must be incurred within the same calendar year as the project was approved INELIGIBLE EXPENSES Capital Expenditures (such as construction, upgrading, maintenance or facility operating costs) Expenditures for which other grant funding has been provided Debt repayment Wage payments for staff Cash prizes Social events (barbecues, lunches, etc.) Alcoholic beverages Research projects or feasibility studies Out-of-Province travel Other expenses deemed as ineligible as identified by Golf Saskatchewan If you are not sure if your project meets the criteria, please contact our office. MAP Grant Application Guidelines 2018-12-02 - Approved 2018-12-02 P a g e 1
APPLICATION PROCESS MAP Application and Spending Plan forms can be accessed via the Golf SK website Completed applications must be received in the Golf SK office by midnight on May 31 st If a Club is applying on behalf of another Club, a signature from the President (or designate) of both Clubs must be included on the application Late or improperly completed applications will be returned to the applicant (clubs are expected to contact the Golf SK office to discuss any extenuating circumstances) Club membership numbers will be determined by the number of active memberships paid to Golf Saskatchewan in the previous year Each club requesting MAP funding should be able to demonstrate 25% self-help revenue toward the funding of the project. This percentage could be made up of fundraising, sponsorships, and in-kind donations. APPROVAL PROCESS Final review and any approval regarding the allocation of a MAP grant, and any MAP funding amount, rests with the Golf Saskatchewan office. Final MAP funding amounts will be based on a predetermined base amount that all applicants may apply for and a formula calculation based on: o The number of member clubs applying for MAP funding o The total number of individual members registered with Golf Saskatchewan in each club o Other priority areas that have been identified by Golf Saskatchewan All applicants will be notified of the results of the application review and the total MAP amounts that may be approved for their club PAYMENT PROCESS Existing Clubs a club will be paid the base funding amount, or 75% of the total approved MAP grant amount, whichever is less, upon submission of the MAP application to Golf Saskatchewan no later than May 31 st. A new club applying for affiliation later than May 31 st may be given consideration by Golf Saskatchewan for MAP funding The remaining balance of the approved grant will be considered by Golf Saskatchewan upon submission of the required follow-up report, including appropriate receipts to verify expenditures Approved final payments will be made to eligible clubs by October 1 st Approved grants will be paid to clubs with the understanding that funds are to be used for the purposes outlined in the MAP application and Spending Plan FOLLOW-UP PROCESS Follow-up reports are required to be submitted to the Golf Saskatchewan office within 90 days of completion of the project, but in all cases, no later than September 15 th Once the grant funds are used, a follow-up report accompanied with receipts (originals or clear photocopies) and duly signed by the club authorized person, must be submitted to the Golf SK office September 15 th of each year. Acceptable receipts must include, at a minimum: o Name of recipient (person or business) of the funds o A description of the goods or services provided o Date the goods/services were purchased (must be within the current fiscal year) o Amount of payment. o Include third party verification (supplier logo on an invoice, signature of the recipient on an expense claim form, and if there is no other backup documentation, a copy of the cheque with the bank clearing stamp on the back.) MAP Grant Application Guidelines 2018-12-02 - Approved 2018-12-02 P a g e 2
RETURNING FUNDING Unused Funds o Any unused MAP funds by clubs will result in a requirement to return those funds to Golf Saskatchewan o An excess of MAP revenue over expenditures will be reallocated to other MAP approved clubs which have additional program expenditures (substantiated by receipts) o Should the funds not be spent, Golf Saskatchewan will return the funds to the Saskatchewan Lotteries Trust Fund Non-Compliant Clubs Clubs that have not met the following conditions by November 15 th, must return all MAP grant funds to Golf Saskatchewan: o All eligible receipts for expenses must be submitted with the Follow-Up Report o A complete membership list with all members full names, email addresses & mailing addresses must be provided to Golf Saskatchewan o A signed Membership Declaration Form for the current year must be submitted, and o Membership fees must be paid in full for the current year. BASE FUNDING AMOUNTS Each Member Club is eligible to apply for the base level of funding of $250, regardless of how many GOLD members they have at their Club Clubs with GOLD members will receive the base funding amount plus a per member rate that varies depending on the amount of funding available each year. o These clubs should apply for the amount of funding they need for their project(s) and the club may receive all or a portion of the funding requested. SPECIAL PROJECT (2018 Focus): Clubs submitting projects which focus on an effort to increase the number of GOLD members at their club, may receive additional funds up to $250 (substantiated by receipts). o These additional funds will be approved after all MAP applications are submitted but will not be released until the Club s follow-up report and receipts are submitted. o As an added benefit, if clubs have an increase in GOLD members through this promotion, they will be eligible for additional funding the following year. o Example #1: Club A has no GOLD members at their club but are going to promote the benefits of membership to their members by doing a mail-out, having a member s meeting and purchasing a pop-up banner that advertises the benefits. Total amount eligible for ($250+$250) = $500 o Example #2: Club B has 100 GOLD members at their club and are also going to promote the benefits of membership at their club. Total amount eligible for ($250+$250+(100 members x approx. $5/member) = $1000 o If Clubs do not apply for this special project, there will be additional funds at the end of the year which will be split up and distributed amongst the clubs with GOLD members which have additional program expenditures MAP Grant Application Guidelines 2018-12-02 - Approved 2018-12-02 P a g e 3
MAP TIMELINE: Timeline Description May 31 Completed MAP application, accompanied with Spending Plan, submitted to the Golf Saskatchewan Office May 31 June 15 Application review and approval June 15 Membership fees due June 15 June 30 Base funding is sent to approved clubs August 15 Affiliated clubs provide list of all registered members to Golf Saskatchewan & submit membership declaration form Within 90 days of Clubs submit follow-up report, accompanied with receipts, to the Golf Saskatchewan project completion Office September 15 Last day for clubs to submit follow-up reports to the Golf Saskatchewan Office Submission by email is preferred, but submission by fax or mail is also accepted. MAP Grant Application Guidelines 2018-12-02 - Approved 2018-12-02 P a g e 4