The Town of Georgina (the Town) has provided funding to several not-for-profit and community organizations (NFPs) for a number of years. These organizations provide a range of programs and services that benefit the health and well-being of our Town.  

Purpose

With the number of NFPs seeking funding assistance, the need to streamline the funding request process and in consideration of the impact the COVID-19 pandemic has had on the manner in which business operations are now conducted, it is prudent that the Town review the existing grant process. This would include a review of historical funding arrangements with any community organizations to ensure that the activities being funded are still relevant and are not being duplicated by other agencies or the Town. 

With limited funds available and a desire to reduce the reliance on Town funding, the Town will carefully consider the value and merit of all NFPs seeking funding and decide which ones can be funded, to what extent and for what benefit to the community.  

Finally, the Town wishes to ensure a high degree of openness, transparency, and fairness in the consideration of all not-for-profit and community organizations (NFPs). It is important to remember that while the Town is the administrator and manager of NFP funding, the funds invested in these organizations are provided by the local taxpayers. As such, the Town has an absolute responsibility to ensure that this investment benefits the community and that, in the end, the Town is able to demonstrate a return on investment.

The guidelines and application form will be reviewed and updated as necessary to further enhance and streamline the application process.

Partnership Agreement

Executives or other responsible persons from the NFP will be required to review, agree to, and sign a Partnership Agreement between the Town and the NFP BEFORE any funding is dispersed. These Partnership Agreements form a mutual funding and performance covenant between the Town and the NFP. The Partnership Agreement will inherently include the approved Application Form and all information therein. Changes to this agreement are possible under appropriate circumstances and with mutual agreement but must be in writing and signed by all parties before changes come into effect. 

The Partnership Agreement will also stipulate various aspects of the arrangement, including communications to the public, responsibility to ensure comments made within the public realm are respectful and acknowledging the Town as a funder. 

Any breach of the Partnership Agreement may cause the funding to be rescinded and disqualify the application from further funding. A 10 per cent holdback will be required for any funds granted in excess of $10,000 and released only once confirmation that the terms of the partnership agreement and code of conduct have been upheld and the final reporting has been received.

Financial reporting and accountability

As part of the aforementioned responsibility towards the taxpayers of Georgina and the desire to move towards project-based funding, funding allocated to administration of the proposed program or project should be limited to (20 per cent). The Town will require the NFP to provide an accounting of the funds provided to the NFP. From low levels of funding to high levels of funding, this may include but not be limited to: 

• Submission of receipts for verification by the Town. 
• Submission of unaudited financial statements with an itemized list as to what the funds were spent on. 
• Full audited statements prepared at the cost of the NFP are required for receipt of funds in excess of $25,000. 

Financial reporting and performance metrics will be required by the Town within 60 days from the date of project completion. If performance metrics are not being met or irregularities occur, the Town may request, at any time, such information from the NFP. A holdback of 10 per cent will be provided upon the Town's confirmation that the terms of the Partnership Agreement have been upheld and the financial reporting has been received and reviewed to the satisfaction of the Town's Treasurer. 

As part of the Partnership Agreement with the Town, the NFP must be cognizant of these requirements and agree to them without reservation.

'In-kind' contributions provided by the Town

Some NFPs are afforded the benefit of using Town facilities at a reduced or no cost. This is clearly an 'in kind' financial benefit and must be indicated in the application and considered in the overall level of benefit provided to the NFP. The NFP must disclose in-kind benefits, and the Town will calculate this and disclose these calculations and the net benefit recorded for the NFP. Apart from the 'equivalent space rental value,' these benefits may include utilities, maintenance and so on. 

Multi-year funding at the discretion of the Town

Depending upon the nature of the NFP and the applicants' specific project, the Town may elect to provide a multi-year funding arrangement. This form of arrangement will be subject to all other provisions and, at the sole discretion of the Town, include but not be limited to:

• Performance reviews at least annually or against key milestones.
• Financial reviews at least annually or as required by the Town.
• Disbursement of funding in allotments until certain performance metrics have been met and the provision to rescind future year's funding if performance indicators are missed.

Plans to reduce the dependency on Town support

The Town expects the NFP to reduce this dependency over time. In the development of this funding application, it is recognized that some NFPs will not be able to reduce reliance on Town funding for operational costs. However, for the majority of NFPs that have historically received Town funding, it is expected that there will be a gradual reduction of funding provided over time. 

To assist in completing the application, some sections have a short guide to help the applicant. The Town may request additional information as needed after the initial review, but the more complete the application at the outset, the quicker staff will be able to process the application. NFPs may also request to meet with staff in advance of their submission to ask questions or discuss their project or program.