BYLAW 9/2023 - GRANT PROCESS - FAQ
How do I apply?
All groups seeking a grant from the Town must apply through the Bylaw 9/2023 process. The application form can be found at the bottom of this page.
Where can I find the Grant Application Form?
It can be found at the bottom of this page. You can also reach out to the Town Office.
(IMPORTANT) What is the Grant Approval Process? When do I know I am approved and when will I get my grant money?
1. Council must pass a Financial Plan for the current year determining how much funds they will allocate for grants (this typically happens March of each year). No applications will be approved prior to the Financial Plan being passed.
2. Then, an approval must be granted by the Chief Administrative Officer. The CAO will evaluate all applications, determine the merit/eligibility of each, and allocate funds accordingly. (Note that proposals that take place in Swan River or directly benefit Swan River residents will be prioritized).
3. The grant money available is on a first come first serve basis. Once the account is drained it will not be renewed until the following year. Therefore, we recommend for events in a given year that you apply as soon as possible.
4. For Table's and Chair's, or Hall Rentals; the applicant must pay the full cost of the rental and then will be reimbursed according to how much of a grant they receive. Applicants must be aware that the grant may not cover 100% of your expenditures, or may not be granted at all.
What are some of the criteria that we must meet to get a Grant?
To be considered for funding, applications must meet the following key criteria:
- Complete and Timely Submission: The application must be fully completed and submitted before the stated deadline.
- Eligible Applicant: You must be a non-profit organization, association, or corporation.
- Community Impact: Your proposal must benefit the citizens of Swan River or address a demonstrated community need. Applications that clearly show this impact will receive priority consideration.
- Available Budget: Funding is subject to the availability of budgeted resources.
What’s the difference between an “In-Kind Grant”, a “Cash Grant”, and a “Operational Grant”?
“In-Kind Grant” is a grant where the Town renders some goods or service as opposed to actual funds to be used for the purposes specified in the application. Such in-kind services may include but are not limited to hall rental fees or the renting of tables and chairs.
“Cash Grant” is a grant of actual funds given by the Town of Swan River to a group to be used for the purposes specified in the application.
“Operating Grant” is a grant of actual funds given by the Town of Swan River to a group that usually assists with some type of operating expense and is generally required for more than one year.
Is there a deadline for Grant Applications to be in by?
In-kind or cash grant requests must be submitted at least 10 days before the funds are required. Please note that these funds are allocated on a first-come, first-served basis until the funding pool is depleted. For the best chance of approval, we recommend submitting your application before the annual Financial Plan is finalized, as funds may no longer be available afterward.
Operational grants must be included in our annual budgeting process. Applications for operational grants must be submitted by February 28 each year to be considered.
Can my Organization Apply for more than One Grant?
Your organization can only be given one grant per calendar year.
My event isn't taking place in Swan River. Can I still apply?
Yes. If your event provides a clear benefit to Swan River residents, you are eligible to apply.
Please note that funding is limited, and preference will be given to applications where the event, fundraiser, or service occurs within the Town of Swan River.
If your event is outside Town limits, we strongly recommend contacting your local municipality to inquire about potential grant opportunities they may offer.
What’s a Financial Statement vs. Audited Financial Statement?
You may be required to submit these documents to be eligible for a grant from us.
“Financial Statement” means the statement of the group’s financial affairs for its most recent fiscal year prior to the date of application.
An “Audited Financial Statement” (or certified) has been audited for accuracy by an independent accountant.
When am I required to submit an Audited Financial Statement?
You must submit this if we request it; it is required by agreement, or if you fall under the applicable clause of the Municipal Act which reads:
186(1) An auditor must examine the financial statements, financial information returns, records, books of account and other information relating to the financial affairs of the municipality for the fiscal year, including
(b) any board, committee or other body that is established or appointed by the council and that administers funds of the municipality.
Will my organization receive its grant if we don’t submit a Financial Statement?
For any grant above $1,500 a financial statement is required to be eligible.
A financial statement is not optional. Submitting this document assures us that your organization is running ethically and that the grant is being used for its intended purpose. This way we ensure accountability from your group and in turn we are accountable to our tax-payers.
Grants will be withheld until the receipt of the current Financial Statement (or, if applicable Audited Financial Statement).
What happens if we violate one or more rules from the Bylaw?
In the case an organization is non-compliant the Town reserves the right at their discretion to reduce or cease paying the grant during the annual budget planning process.
What if we receive a grant, but decide to use the money for something different than the proposal we submitted to the Town?
In instances like this contact the Evaluator or the CAO. In some cases, if it still aligns with the original proposal and remains eligible it may be approved at the discretion of the Evaluator. Dishonesty in the application process may affect your eligibility for future grants.