FAS-029 - Council Community Fund Policy_2024Council Community Fund Policy
Subject: Council Community Fund Policy
Category: Policy
Policy No.: FAS-029
M&C Report No. 2024-075
Effective Date: 2024-03-04
Next Review Date:
Area(s) this policy applies to: Council Members
Office Responsible for review of this Policy:
City Clerk and Finance
Related Instruments:
Policy Sponsor: CAO
FAS-023 Grant Policy
Document Pages: This document consists of 17
pages.
Revision History:
Common Clerk's Annotation for Official Record
Date of Passage of Current Framework:
March 4, 2024
1 certify that this Policy (Statement) was adopted by Common Council as
indicated above.
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March 14, 2024
Common Clerk
Date
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 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 to fund
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
such projects or events. The funds cannot be used to support the operations of an
existing entity or CBO.
• The projects or events for which an application is submitted shall comply with
Human Rights 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-profit number, 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 8 — 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 benefit 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 the benefit of individuals, other levels of government and private clubs.
• Funding for organizations with political or religious affiliations.
• Any expenditure incurred prior to the date of approval of the application.
• Funding of day-to-day operations, deficits, or debts.
• Fundraising events, conferences, or professional development.
• Meals, entertainment, travel expenses, cash prizes or gifts.
• Projects or events for a profit -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 the Office of the
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 office of the Chief Financial
Officer.
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 shall be endorsed by the supporting Commissioner responsible for the
infrastructure.
• Council Members shall forward completed application forms to the Office of the City Clerk.
• 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.
3.2 Applications received by the City Clerk
• The Office of the City Clerk will 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 to the City Clerk's Office.
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 annually as 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 -Profit
organization or a Registered Charitable Organization holding principal activities within the
geographical boundaries of the City of Saint John.
• "Registered non-profit organization" means a non-profit organization registered as such
with the federal or provincial government. The following registered non-profit organizations
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.
M.
"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 — CBO requests
6.2 Application Form B — City Asset requests
6.3 Outcome Report
Council Community Fund Application Form A — EXTERNAL FORM
2024 Council Community Fund Application FORM A
The Information you provide on this form will be used to assess eligibility and consideration for
the award of funds at a Common Council meeting.
Program Description
Through the Council Community Fund Policy (the Fund) Council Members may apply for funding
for projects or events that enhance the vibrancy and wellbeing of the residents of the City or minor
capital expenditures to improve 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.
Successful projects will advance one of Council's five priority areas Grow, Green, Belong,
Move and Perform.
Application and Eligibility for Community -Based Organizations
Applications must comply with the City of Saint John Council Community Fund Policy.
Applications are always open for submissions during the calendar year.
Community -Based Organizations (CBOs) must be a registered non-profit or registered
charitable organization holding its principal activities within the City of Saint John.
Application must also demonstrate that your proposal:
• is based in the City of Saint John
• will spend the funding within the financial year in which it is awarded.
Council Members have an annual funding limit of $1500. Each Council Member may submit a
maximum of three (3) applications per year.
FORM A.
Name of the Council Member submitting this application:
Name of Community -Based Organization:
Council Community Fund Application Form A— EXTERNAL FORM
Non-profit status: (registered non-profit number, registered charitable organization number)
Name and Title of CBO individual responsible for the management of the Funds
Phone Number:
Email Address:
Address:
Tell us a bit about your group (what does your group do?)
Tell us about what you want to do (describe the project / event / and any small capital asset
request to support the project/event)
Where is the location of your project / event?
What do you think the benefits will be to people living in the city?
Council Community Fund Application Form A— EXTERNAL FORM
Describe the expected outcome from receiving the grant?
How does your project / event contribute to addressing the priorities of Common Council?
What is the estimated cost of your project or event?
Breakdown of costs Amount
TOTAL:
Please confirm the amount of funds you are requesting:
Estimated completion date:
Will you be able to complete the project / event
Yes / No
and obtain any small capital assets within the
financial year in which it is requested?
Estimated completion date:
To Be Acknowledged by the individual responsible for managing the Funds for the
Community -Based Organization named above.
Accountability:
I acknowledge that if funds are provided by the City of Saint John, I will accept
responsibility that the funds will be used for the stated purpose and within the timeline
stated above.
I acknowledge that I will be responsible for keeping all receipts and/or invoices relating to
the project or event above and completing an Outcome Report within 45 days of the
project or event completion date.
Council Community Fund Application Form A— EXTERNAL FORM
Liability Waiver for Community Based Organization Fund Recipients
By submitting this application, I hereby acknowledge and agree that neither the City, its council,
nor any of its members, agencies, officers, employees, or agents shall be held liable or
responsible for any injury, including death to any person or for any claims, damages, liabilities,
losses, costs, or expenses, including legal fees, arising out of or in connection with the use,
allocation, distribution, or expenditure of the Council Members Discretionary Community Fund.
I, as an authorized signatory or representative who has legal authority to bind the Community -
Based Organization, agree to indemnify and hold harmless the aforementioned entities from all
claims, damages, liabilities and losses incurred in relation to or resulting from the use of the
allocated funds.
Printed name of authorized signatory:
Signature of authorized signatory:
Date
Your privacy.
We will use the information you provide on this form for the award of funds. The award of funds
is reported publicly. All information held by us is liable to disclosure under the Right to
Information and Protection of Privacy Act unless it is exempt.
City Clerk acknowledgement: (To be completed by City Clerk or their designate)
I acknowledge that the proposal described above meets the eligibility requirements of
the Council Community Fund Policy (CCFP) and may proceed to the next public meeting
of Common Council.
Signature of City Clerk:
Date:
Council Community Fund Application Form B— INTERNAL FORM
2024 Council Community Fund Application B - Minor City Assets
The Information you provide on this form will be used to assess eligibility and consideration for
the award of funds at a Common Council meeting.
Successful projects will advance one of Council's five priority areas Grow, Green, Belong,
Move and Perform.
Each Council Members has an annual funding limit of $1500. A Council Member may submit a
maximum of three (3) Applications per year.
Successful applications will be purchased and managed by the City of Saint John.
FORM I13 C OIL IP'4 C� II IL... II I�.�� II I `° ' - IEI PIF°k II....II A1]0II S FOR I II 11\t4 li? C Il..Fl( II III IC IS.iW I L.D C..FU FUR.
Name of Council Member(s) submitting the application:
Tell us about what you want to do (describe the capital asset)
Where is the proposed location of your capital asset??
What do you think the benefits will be to people living in the city?
How does your capital asset address the priorities of Common Council?
How much will your proposal cost? Please provide evidence of pricing.
Breakdown of costs Amount
TOTAL:
Council Community Fund Application Form B— INTERNAL FORM
Please confirm the amount of funds you are requesting:
Estimated Completion date:
Will you be able to complete the project / event Yes / No
within the financial year in which it is requested?
Estimated completion date:
Accountability:
I acknowledge that I will be responsible for keeping all receipts and/or invoices relating to the
capital asset described above.
11 I acknowledge that I have no pecuniary or other conflict -of -interest in this proposal.
Your privacy:
We will use the information you provide on this form for the award of funds. The award of funds is
reported publicly. All information held by us is liable to disclosure under the Right to Information and
Protection of Privacy Act unless it is exempt.
Commissioner (responsible for the infrastructure requested) review:
I acknowledge that this proposal for the capital asset described above does not impact any
existing City funding opportunity.
Commissioner Signature:
Date:
City Clerk review:
I acknowledge that this proposal for the capital asset described meets the eligibility
requirements of the Council Community Fund Policy and may proceed to the next meeting of
Common Council.
City Clerk Signature:
Date:
Council Community Fund Application Form B — INTERNAL FORM
Council Community Fund Outcome Report
Name Council Member:
Name of Community -Based
Organization:
Contact:
Address:
Telephone:
Email:
Identify which grant type you received by typing an X next to one of the three below.
Community Project I F-Community Event I I Small capital asset
Instructions:
Ne Please provide a financial summary of the expenditure with proof of expenditure.
Please attach a photo of the minor capital work, project, or event as evidence of the
project completion. Funding cannot be reimbursed without evidence of the project being
completed.
No Please provide evidence of how the support of the City of Saint John was acknowledged
for this project. Funding cannot be reimbursed with this acknowledgement.
54 Please provide a description of the completed outcomes to demonstrate success.
Complete the following revenues and expenses related to your project, event, or small
capital asset. A separate attachment may be submitted. Attach proof of expenditure /
receipts.
REVENUES
EXPENSES
Source
Amount
Source
Amount
City of Saint John Council
Community Fund
b
Total Revenues Total Expenses
Balance
Recipients will promptly return any unspent portion of the funds to the City.
Describe how the City of Saint John was acknowledged for the Council Community
Funds?
Council Priorities: GROW, GREEN, BELONG, MOVE, PERFORM.
Describe the key outcomes and results achieved from the funding. How do they support
council priorities?
Provide the approximate number of residents, participants who benefited from your
project, event, or small capital asset. Include any other relevant statistics.
I have reviewed these expenses and I believe they are true and accurate.
Signature of the CBO's authorized signing authority:
PRINT Name: Date:
Approved by Council Member signature:
PRINT Name:
Date:
b