Community Grants and Donations

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Community Grants

The Municipality of Port Hope provides financial support to non-profit organizations and registered charities through our annual community grant program. We only accept application requests of $1,000 or more. If you are requesting a smaller amount, we encourage you to apply for a donation posted below under the Donation section.

Apply for the grant

Please complete the Community Grant Application and the Community Grant Financials and submit them along with all required documents by emailing finance@porthope.ca or drop it off in the Municipal drop box on the front door of Town Hall located at 56 Queen Street.

Applications are available on or before the first week of September each year. You will need to submit your complete application by 4:30 p.m. on Friday, October 9, 2020.

 

Staff are only required to provide Budget Committee application forms completed in full, meeting all application requirements, and legible for the Committee’s consideration each year. As per approved July 5, 2016 Budget Committee minutes, Budget Committee directed staff to review all applications and any application that is incomplete or does not meet the criteria set out in the Community Grant policy is not to be considered for funding.

Please refer to our Application Guidelines and Submission Checklist and Community Grant Policy to make sure your application is complete. You will need to submit the following information:

  • Complete application form with answers provided for all 10 questions (as a PDF document)
  • A signed attestation (as part of the PDF application or as a hard copy)
  • Organization’s Income statement as an Excel document
  • Organization’s Balance sheet as an Excel document
  • Event’s Income Statement as an Excel document (if applicable)
  • Event’s Balance Sheet as an Excel document (if applicable)
  • Organization’s audited statements as a PDF document or hard copy (if applicable)

 View a sample of a complete application for more information on how your complete application should look when submitted.

We will time-stamp your application upon submission. Applications received at or before 4:30 p.m. on the due date, are considered on time. Any applications received after 4:30 p.m. on the due date will be considered late.

Please note

Complete applications that are late may be considered for the grant at the discretion of the Budget Committee. Late submissions that are incomplete will not be considered.

Eligibility

Community grants support non-profit volunteer community organizations and registered charities. To be considered, your organization must:

  • Initiate or deliver programs and services to the citizens of Port Hope
  • Provide events of Municipal, Provincial or National significance, which could be expected to bring economic, and/or public relations benefit to the Municipality
  • Provide programs and services to address any urgent and pressing events and natural disasters (i.e., fire, flood, earthquake)
  • Initiate programs or services for individuals, groups or teams who require assistance to participate in recognized regional, provincial, national or international championships

In order to receive the grant, your organization must request funds for:

  • General operating and capital expenses including administrative costs and program-related expenses
  • Activities/functions generally occurring within the Municipality of Port Hope boundaries
  • Programs/activities/functions addressing a community need, responding to an underserviced demand or contributing to the positive image of the Municipality

 

Each organization submitting an application is required to provide:

  • Information about the organization and its programs or services;
  • A statement of the organization’s goals and objectives;
  • A description of how the organization intends to measure the success of the program or service if the funding request is approved;
  • Demonstrated need for financial assistance as evidenced by a deficit on the income statement for the event or program being hosted;
  • Income statement and balance sheets of the organization;
  • If organizations are requesting grant funding for a specific event/project, they must provide an additional income statement and balance sheet;
  • Audited financial statements for the previous year, if available;
  • There is community support for the programs or services;
  • Adequate funding for the programs or services is not available from other sources;
  • It is presently exploring, or has fully explored, the potential funding from other sources, from other levels of government, the private sector, memberships, donations and fundraising activities;
  • Efforts have been made to decrease reliance on Municipal funding so other emerging needs or opportunities may be met; and
  • If a grant was received in the preceding year, the Municipalities financial support was acknowledged in all information pertaining to activities for which funds were granted per the policy.
 

The following restrictions apply:

  • Organizations can only submit one community grant application per year
  • If the programs or services proposed in the organization’s application are not completed or there are left over Municipal funds, such Municipality funds will be returned to the Municipality
  • If you receive a grant one year, that doesn’t mean you will receive a grant in future years
  • Funding is provided only for the sole purpose for which it was awarded within the current fiscal year

The Community Grant program isn’t intended to provide funding:

  • On a retroactive basis for events that have already occurred
  • To coalitions such as ratepayer or tenant/landlord associations, or to support programs or services geared specifically to these organizations
  • To organizations aligned with any political party, or to support programs or services which are political in nature
  • To support programs or services which are operated under the authority of another level of government, such as social services
  • As donations to charitable causes
  • As a replacement for other funding sources
  • For debt retirement
  • To an applicant that has an overdue amount owing to the Municipality of Port Hope

Review process

We will disqualify any applications with a surplus as shown on the income statement of the event or program being hosted. We will provide the remaining applications to Budget Committee for their review. Budget Committee will use the application requirements as conditions when screening each application to distinguish whether the application meets the requirements and should be considered for funding. Staff will work with the Chair and may not bring forward applications if it is determined that they do not meet the requirements stated in the policy.

We will notify you in advance of the scheduled meeting date that your application will be considered by the Budget Committee. The Budget Committee may request that you appear as a delegation to speak on behalf of your application.

We will notify you if you are awarded a community grant following final Council approval of the annual budget.

After receiving a grant

Your organization must acknowledge the support of the Municipality of Port Hope in all advertising, publicity, programs, and signage for all events and programs related to the grant. You may not represent the Municipality of Port Hope as a partner or hold the Municipality responsible for any obligations relating to the grant initiative.

For any questions or inquiries please contact the Finance Assistant at finance@porthope.ca or 905.885.4544. ext. 2254.

Donations

The Municipality of Port Hope offers donations to organizations and registred charities. You can request a donation for any amount below $1,000. If you would like to request more funding, we encourage you to apply for a Community Grant posted above under the Community Grant section.

As part of the annual Budget process the Municipality of Port Hope advises organizations and registered charities to provide their donation requests in advance so they could be considered to be included in the upcoming budget. The Budget Committee will still consider midyear requests for new initiatives, however any foreseeable requests are to be considered at the time of establishing the upcoming Budget.

2021 donation requests

If you are requesting financial support for 2021, Please complete the printable 2021 Donation Application or complete the online fillable 2021 Donation Application and submit it by emailing finance@porthope.ca or drop it off to the Municipal Office located at 56 Queen Street.

Please make sure to submit your application by Friday October 9, 2020

Emergency relief requests

As per approved July 5, 2016 Budget Committee minutes, Budget Committee directed staff to provide a listing of annual requests for consideration during the annual budget process, allowing Committee to approve which annual requests they will provide assistance to. Any request received passed the specified deadline is to be denied, except for those requests that did not occur in the prior year. (i.e. Emergency Relief).

If you are requesting a non-annual donation request for emergency relief or an unforeseen circumstance in 2020, please complete the printable 2020 Donation Application or complete the online fillable 2020 Donation Application and submit it by emailing finance@porthope.ca or drop it off in the Municipal drop box on the front door of Town Hall located at 56 Queen Street.

We will accept 2020 non-annual donation applications by mid November 2020. Please make sure to submit your application two months before the preferred date to receive the donation.

For any questions or inquiries please contact the Finance Assistant at finance@porthope.ca or 905.885.4544. ext. 2254.