FAS-029 - Council Community Fund Policy_2024
TABLE OF CONTENTS
1. POLICY STATEMENT.……………………………………………………………………………………………………………………………2
1.1 PURPOSE OF FUND….………………………………………………………………………………………….………………..…2
2. SCOPE…………………………………………………………………………………………………………………………………………………2
2.1 ELIGIBILITY CRITERIA FOR FUND APPLICATIONS……………………….…………………….……………………….2
2.2 MANDATORY REQUIREMENTS FOR FUND APPLICATIONS………………………….….….…………………….3
2.3 ELIGIBLE EXPENDITURES FOR FUND APPLICATION……………………….…………………….......................3
2.4 INELIGIBLE EXPENDITURES FOR FUND APPLICATION……………………….…………………......................4
3. APPLICATION PROCEDURES..……………………………………………………………………………………………………………...4
3.1.1 PART A COUNCIL MEMBER APPLICATIONS THAT ENDORSE CBO’S….…………………………………….4
3.1.2 PART B COUNCIL MEMBER APPLICATIONS FOR CITY ASSET IMPROVEMENTS……………………….4
3.2 APPLICATIONS RECEIVED BY THE CITY CLERK………………………………………………………………………..…5
4. ROLES AND RESPONSIBILITIES …………………………………………………………………………………………………………….5
4.1 COMMON COUNCIL……................................................................................................................5
4.2 COUNCIL MEMBERS AS APPICANTS..……………………………………………………………………………………….5
4.3 CHIEF FINANCIAL OFFICER..……….………………………………………………………….………....…………………….5
4.4 CITY CLERK…………………………………………………………………………………………….………………………….…….6
4.5 COMMISSIONERS…………………………………………………………………………………….………………………………6
5. GLOSSARY...………………………………………………………………………………………………………………………………………..6
6. APPENDICIES……………………………………………………………………………………………………………………………………….7
6.1 APPLICATION FORM A
6.2 APPLICATION FORM B
6.3 OUTCOME REPORT
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1.Policy Statement
Through the Council Community Fund Policy (“the Fund”), Council Members may apply tofund
projects or events that enhance the vibrancy and wellbeing of the residents of the City, or minor
capital expenditures to improve City infrastructure. The Fund supplements Council’s existing
Community Grants program, allowing a timely and flexible approach to requests for smaller
initiatives that align with Council priorities that would not otherwise coincide with the timing of the
Community Grants Program.
Each Member of Council will be allocated a maximum budget of $1500 annually to be used
towards eligible expenditures under this policy.
1.1 Purpose of the Fund
The purpose of the Fund is to provide a framework which enables Council Members to
provide financial support to Community-Based Organizations and to facilitate minor City
asset improvements. The policy ensures the application process is open, transparent, and
accountable to the public.
2.Scope
This Policy applies to all requests for the allocation of Council Community Funds. There are
two categories of Council Member applications subject to the Fund:
Form A - Council Member Applications for Community-Based Organizations (CBOs), for projects,
events and minor capital expenditures relating to the project or event, and
Form B - Council Member Applications for minor City asset improvements.
2.1 Eligibility Criteria for Fund applications:
The Council Member application limit is $1500.00 yearly.
There is a maximum of three (3) applications per year per Council Member
The funds must be used for projects or events, or minor capital expenditures for
suchprojects or events. The funds cannot be used to support the operations of an
existingentity or CBO.
The projects or events for which an application is submitted shall comply with
HumanRights legislation and provide equal access and opportunity for all persons.
A CBO for which a funding application is made under this policy shall:
o be in good standing with the City of Saint John;
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o not be involved in any dispute or litigation of any kind with the City,
o have no outstanding arrears with the City; and
o have no outstanding outcome reports from previous City grant awards.
A CBO who receives funding under this policy shall publicly acknowledge the support of
the City of Saint John for the event or project for which funding is granted.
A project or event for which funding is sought under this policy shall align with Council
priorities and the City’s 10-year strategic plan.
The CBO for which funding is sought under this policy shall identify a representative who
shall be accountable to the City with respect to the funding.
A CBO for which funding is sought under this policy shall demonstrate a financial need for
the funding.
The project, event or minor capital investment for which funding is sought must benefit,
and be accessible to, the residents of the City of Saint John.
2.2 Mandatory Requirements for Funding Applications
FORM A – Council Member Application for a CBO project or event or minor capital investments
Name of the supporting Council Member.
Name, address and contact information of the CBO.
Proof of status of CBO (registered non-registered charitable organization
number).
Description of the project / event / minor capital investment.
The dollar amount of funding requested.
Description of the Outcome and Alignment with Council Priorities/Strategic Plan
CBO recipients are only eligible to receive funding once per calendar year.
FORM B – Council Member Application for a minor City asset improvement
Name of the supporting Member of Council.
Description of the minor City asset improvement.
The dollar amount of funding requested.
Description of the Outcome and Alignment with Council Priorities/Strategic Plan
2.3 Application Criteria and Other Requirements
A Council Member may apply for funding to support a CBO for a project or event with a
community purpose and for a minor capital asset related to the project or event.
A Council Member may apply for minor City asset improvements to the community.
The project or event must occur within the boundaries of the City of Saint John and support
or advance the Council’s strategic priorities.
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During an election year, outgoing Council Members will be allocated $750 (January –May)
and incoming Council Members will be allocated $750 (June-December).
Community-Based Organization recipients shall submit a completed Outcome Report,
including all revenues and expenditures of the project or event within 45 days of the project
being completed or the event having taken place.
Recipients shall promptly return any unspent funds to the City.
2.4 Exclusions
The following are not eligible for funding under this policy:
Funding for individuals, other levels of government and private clubs.
Funding for organizations with political or religious
Any expenditure incurred prior to the date of approval of the application.
Funding of day-to-day operations, , or debts.
Fundraising events, conferences, or professional development.
Meals, entertainment, travel expenses, cash prizes or gifts.
Projects -making purpose.
Tickets, gifts, prizes.
Sponsorships and/or donations.
Project or event that previously received funding under this policy in a given year.
3. Application Procedures
3.1.1 Form A - Council Member Applications that endorse CBOs.
The Council Member shall complete the Application Form.
The Application shall be jointly executed by both the CBO and the Council Member.
The Council Member shall forward the completed application forms to
City Clerk.
The application must be submitted to the City Clerk 4 weeks prior to the date at which
Council is expected to consider the funding application. If the application is approved by
Common Council, the funding will be issued through the o
.
3.1.2 Part B Form – Council Member Applications for Minor City Asset Improvements
The Council Member shall complete and sign the Application Form.
The application shall provide evidence of pricing for the minor City asset improvement.
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The application shallbe endorsed by the supporting Commissioner responsible for the
infrastructure.
The application shall be submitted to the City Clerk 4 weeks prior to the date at which
Council is expected to consider the funding application.
If the application is approved by Common Council, the minor City asset will be purchased
by the City.
3.2Applications received by the City Clerk
receive and review all applications for eligibility and
completeness.
Ineligible or incomplete forms will be returned to the Council Member sponsoring the
application.
Application forms for City asset improvements shall be sent by the City Clerk to the
appropriate Commissioner for evaluation.
The Commissioner shall determine whether the capital expenditure is eligible or ineligible
under this policy and so advise the City Clerk in writing.
The City Clerk will communicate to the sponsoring Council Member the Commissioner’s
decision.
4. Roles and Responsibilities
4.1 Common Council shall:
Approve the Council Community Fund Policy, and any amendments to the Policy.
Approve each application for funding under this policy in Open Session of Common
Council.
4.2 Council Members as Applicants shall:
Submit no more than three (3) applications per calendar year to Common Council
Obtain the unanimous approval of Common Council for joint contributions sponsored by
more than one Council member.
Declare any actual, perceived, potential conflicts of interest on the application form.
Be responsible for communicating Council decisions to the CBOs.
Complete the Application FORM A or FORM B.
Submit the Outcome Report for FORM A t
4.3 The Chief Financial Officer shall:
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Include as part of the annual operating budget an amount of $1500 per Member of Council
for a total amount of $16,500 ($1500 x 11) to be allocated under this policy.
Ensure unused budget amounts are not carried forward to the next calendar year.
Process Fund payments.
Include transactions of the Fund annuallyas part of the City’s Annual Report.
4.4 The City Clerk shall:
Be responsible for receiving and managing the application process.
Review applications for compliance with the Policy.
Return non-compliant applications to the Council Member and advise why the application
is non-compliant.
Should an application for capital works be rejected by a Commissioner, so advise the
Council Member.
Track the use of the funds under this policy for each member of Council, ensure Council
Members do not exceed the maximum of $1,500 yearly within the policy and notify Council
Members of their balance upon request.
Submit applications to a Council Agenda for consideration in Open Session appearing
under item 5. Consent Agenda.
Manage the daily routine administration of the Fund, such as monitoring and advising the
individual Council Members of the balance in the Member’s allotment and collecting the
completed Outcome Reports.
Submit summary of the fund transactions by each Council Member annually to the Finance
Controller to be included in the Annual Report.
Retain for recordkeeping purposes the project/event/capital expenditure documentation
as required by the City’s records management policy.
4.5 Commissioners shall:
Review Applications for infrastructure works and determine whether the capital
expenditure is eligible under the Policy and advise the Clerk in writing.
5. Glossary
Community Based Organizations (CBOs) shall be either a Registered Non-
organization or a Registered Charitable Organization holding principal activities within the
geographical boundaries of the City of Saint John.
“Registered non--
with the federal or provincial government. The following registered non-
are ineligible: churches, political organizations, labour unions, and governmental agencies.
"Registered Charitable Organization" means a charity registered as such in accordance
with the provisions of the Income Tax Act of Canada, as amended from time to time.
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“Minor asset improvements” for both City asset improvements and CBO asset
improvements may include, but are not limited to, such items as commemorative plaques,
picnic tables, benches and tree planting, etc.
6. Appendices
6.1 Application Form A – CBOrequests
6.2 Application Form B – City Asset requests
6.3 Outcome Report
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