TES-001 - Community Grants Policy_2025
Title: Community Grants Policy
Subject: Community Grants Policy Category:
Policy No.:TES - 001 M&C Report No.: 2025-260
Effective Date: 17 November 2025 Next Review Date: (3 years)
Area(s) this policy applies to: Growth and Office Responsible for review of this Policy:
Community Services Growth and Community Services
Related Instruments: Policy Sponsor:
Commissioner of Growth and Community
Services
Document Pages: This document consists of 13
pages.
Policy approved by Common Council: Date
Revision History:
City Clerk's Annotation for Official Record
Date of Passage of Current document: November 17, 2025
I certify that this Policy was adopted by Common Council resolution as indicated
immediately above.
November 26, 2025
___________ __________
City Clerk Date
Date Created: 3-11-25 Common Council Approval Date: Contact:
Growth and Community Services
City of Saint John
Community Grant Program Policy
TABLE OF CONTENTS
1.0 POLICY STATEMENT .......................................................................................................................................... 3
2.0 PURPOSE AND CONTEXT ................................................................................................................................... 3
3.0 OBJECTIVE ........................................................................................................................................................ 3
4.0 GRANT APPLICATION ........................................................................................................................................ 3
5.0 ELIGIBILITY AND INELIGIBILITY CRITERIA ........................................................................................................... 4
5.1 Eligible .......................................................................................................................................................... 4
5.2 Ineligible ....................................................................................................................................................... 4
5.2.1 Ineligible For Operational Grant.............................................................................................................. 5
5.3 Eligible Expenses ........................................................................................................................................... 5
5.4 Ineligible Expenses ........................................................................................................................................ 5
6.0 GRANT CATEGORIES ......................................................................................................................................... 6
6.1 Operational Grant ......................................................................................................................................... 6
6.2 Project Grant ................................................................................................................................................ 6
6.3 Event Grant .................................................................................................................................................. 6
7.0 FUNDING TIERS................................................................................................................................................. 6
7.1 Tier 1 ............................................................................................................................................................ 6
7.2 Tier 2 ............................................................................................................................................................ 7
7.3 Tier 3 ............................................................................................................................................................ 7
8.0 GRANT SECTORS ............................................................................................................................................... 7
8.1 Inclusive Community Sector .......................................................................................................................... 7
8.1.1 Purpose:................................................................................................................................................. 7
8.1.2 Description:............................................................................................................................................ 7
8.1.3 Desired Outcomes: ................................................................................................................................. 7
8.1.4 Eligibility ................................................................................................................................................ 7
8.1.5 Available Grant Categories: .................................................................................................................... 8
8.2 Vibrant Community Sector ............................................................................................................................ 8
8.2.1 Purpose:................................................................................................................................................. 8
8.2.2 Description:............................................................................................................................................ 8
8.2.3 Desired Outcomes: ................................................................................................................................. 8
8.2.4 Eligibility ................................................................................................................................................ 8
8.2.5 Available Grant Categories: .................................................................................................................... 8
8.3 Green Community Sector .............................................................................................................................. 8
8.3.1 Purpose:................................................................................................................................................. 8
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Community Grant Program Policy
8.3.2 Description:............................................................................................................................................ 8
8.3.3 Eligibility ................................................................................................................................................ 8
8.3.4 Available Grant Categories: .................................................................................................................... 9
8.4 Engaged Community Sector .......................................................................................................................... 9
8.4.1 Purpose:................................................................................................................................................. 9
8.4.2 Description:............................................................................................................................................ 9
8.4.3 Eligibility ................................................................................................................................................ 9
8.4.4 Available Grant Categories: .................................................................................................................... 9
9.0 EVALUATION .................................................................................................................................................... 9
9.1 Evaluation Committee................................................................................................................................. 10
9.1.1 Appointed City Staff ............................................................................................................................. 10
9.1.2 Guiding Principles of Evaluation Committee ......................................................................................... 10
10.0 ADMINISTRATION ......................................................................................................................................... 10
10.1 Community Grant Cycle: ........................................................................................................................... 10
11.0 REPORTING ................................................................................................................................................... 11
12.0 ROLES AND RESPONSIBILITIES ....................................................................................................................... 11
13.0 DEFINITIONS ................................................................................................................................................. 12
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City of Saint John
Community Grant Program Policy
1.0 POLICY STATEMENT
The Community Grant Program will promote the community development model for parks, recreation
and community services by supporting local non-profit organizations whose services foster community
engagement, promote healthy, active and inclusive communities, support diversity and accessibility, and
deliver activities to meet the social, cultural and recreational needs of residents.
The purpose of this policy is to govern the appropriate dissemination of funds through the Community
Grant Program in support of local non-profit organizations.
2.0 PURPOSE AND CONTEXT
The Community Grants Program is established to empower local organizations to meet the needs of
residents in the delivery of programs, services, projects and events. Community grants provide initial seed
funding to support organizations with their operating expenses. The grants equally support events,
projects and initiatives to maximize community participation and impact.
The City of Saint John is committed to an enhanced quality of life for Saint John citizens through. Identified
in PlaySJ, the Parks and Recreation Master Plan, the City supports a community development model that
builds community capacity and supports collaborative partnerships. Leveraging the strengths, reach and
expertise of the local non-profit sector, maximizing community impact.
Each community grant serves as an investment by the City of Saint John to most effectively meet the
parks, recreation and community service needs of citizens.
3.0 OBJECTIVE
The objective of the Community Grants Program is to support local non-profit organizations who deliver
programs, activities, services and events to enhance citizens’ quality of life and social well-being. Their
efforts foster a welcoming community where residents’ feel a sense of belonging and pride through
enhancements to parks, recreation, wellness, arts, culture, heritage and community services. These
outcomes play a critical role in the attraction and retention of residents, contributing to the City of Saint
John’s growth and welcoming brand.
4.0 GRANT APPLICATION
Applicants may complete the online application form in English or French, located on the City of Saint
John website under the Awards, Grants, Incentives and Donations section found at www.saintjohn.ca.
Applications open following Common Council’s approval of the annual operating budget, which takes
place in December.
Applicants must apply using the online application available on the City of Saint John website. The
deadline to submit completed applications is January 31. Late or incomplete applications will not be
considered.
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Community Grant Program Policy
Applicants who are eligible for funding through a separate municipal grant program may be rendered
ineligible and redirected accordingly.
A comprehensive budget must accompany the online application or be submitted by email by the
deadline.
Annual funding is not guaranteed. The City reserves the right to end the program at any time. Applicants
may contact Community Services for more information at (506) 658-4455 or grants@saintjohn.ca.
5.0 ELIGIBILITY AND INELIGIBILITY CRITERIA
5.1 E LIGIBLE
To be considered for a Community Grant, applicants must meet the following criteria as described in the
City of Saint John Grant Policy. Additional eligibility criteria may be applied to specific sectors within the
Community Grants Program.
The Applicant is a registered non-profit, charitable organization or qualified donee. Proof of
current status may be requested.
The Applicant must have a defined governance structure that makes specific individuals
accountable for the use of the grant and for the intended outcomes.
The Applicant holds the majority of operations within the geographic boundary of the City of Saint
John.
The Applicant outcomes must benefit and be accessible to the citizens of Saint John.
The Applicant must respect the Canadian Charter of Human Rights and promote equal access and
opportunity for all persons.
The Applicant must be in good standing with the City and have no outstanding arrears with the
City or have outstanding outcome reports from previous grant awards.
The Applicant must demonstrate a financial need for the grant.
5.2 I NELIGIBLE
The following are ineligible for any operational, project or event grants:
For-Profit organizations, individuals, other levels of government and private clubs
Organizations with political affiliations
Other government agencies
Recipients of other municipal funding within the same calendar year
Public and private schools; post-secondary institutions
Debt management agencies, services
Counselling agencies, services
Programs delivered as part of school curriculum (K-12; post-secondary)
Activities intended to promote faith, engage in worship and/or advance religious doctrine
Any expenditure incurred prior to the application date.
Projects or events already taken place prior to application date.
Funding of deficits or debts.
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Community Grant Program Policy
Past grant recipients who have not submitted outcome reports pursuant to the policy
Past grant recipients determined to have made public comments that reflect negatively on the
City (including its personnel and elected officials)
Funding of initiatives outside the city boundaries
Sponsorship requests
Competitive sport tournaments; other competitions
Conferences, symposiums, trade shows
Awards, bursaries, scholarships
5.2.1 Ineligible For Operational Grant
The following organizations are ineligible for operational grants, but may apply for project and/or
event grants:
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Organizations who have received operational funding for two (2) consecutive years
Organizations serving a distinct population or cause outside sectors or target populations of
Community Grants Program
Food banks; soup kitchens
Churches or religious institutions
Seniors’ residences/long-term care (non-profit)
1. As of January 2026, organizations who have received operational funding for two (2) consecutive years
will not be eligible for a third year of operational funding. (i.e. If operational funding was granted in 2026
and 2027, the organization is ineligible in 2028.)
5.3 E LIGIBLE E XPENSES
Community Grants can offset a variety of expenses to help organizations accomplish their goals. These
apply to operational, project and event grants.
Rent, lease, storage, parking
Building and property maintenance
Utilities
Insurance
Supplies
Equipment
Professional services
Marketing
Information Technology assets
Human Resources
5.4 I NELIGIBLE E XPENSES
Travel
Legal fees
Conferences, trade shows, banquets, meetings
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Community Grant Program Policy
Awards, bursaries, scholarships
Fundraising campaigns
Studies, surveys, directories
Program development (content, guides, curriculum)
Free or discounted tickets to an event
Training, professional development
Website or application development
Podcasts, radio or television production
6.0 GRANT CATEGORIES
Community grants are available in three categories, depending on Grant Sectors. Organizations may only
submit one application and select the desired category within the appropriate sector. Multiple
applications from one organization will not be considered.
6.1 O PERATIONAL G RANT
Supports administrative and maintenance costs of an eligible non-profit organization. Operational grants
support sustainability not dependence.
6.2 P ROJECT G RANT
Supports a short-term initiative with a clear start and completion date.
6.3 E VENT G RANT
Supports events that promote wellness, physical and leisure activity, culture, social engagement, and/or
community celebrations.
7.0 FUNDING TIERS
Funding tiers apply to all requests for Community Grants. Each tier offers a range of possible funding
based on the applicant’s budget. Applicants must meet the minimum budget requirement to request an
amount within the tier.
Annual funding is not guaranteed. Awarded amounts are based on available funding and evaluation
criteria. Maximum funding amounts are not guaranteed. The Community Grants Evaluation Committee
reserves the right to reclassify applicants into a different tier.
7.1 T IER 1 Grants range between $1,000 and $5,000 and are available for operational grants to applicants
whose annual operating budget is below $100,000. Tier 1 grants are available for project or event grants
to applicants whose total project OR event budget is less than $30,000.
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7.2 T IER 2 Grants range between $5,000 and $10,000 and are available for operational grants to
applicants whose annual operating budget exceeds $100,000. Tier 2 grants are available for project and
event grants to applicants whose total project OR event budget exceeds $30,000.
7.3 T IER 3 Grants range from $10,000 and $20,000 and are available operational grants to applicants
whose annual operating budget exceeds $500,000. Tier 3 grants are available for project and event grants
to applicants whose total project OR event budget exceeds $75,000.
To qualify for Tier 3 operational grants, applicants must demonstrate financial need. Financial statements
from the previous year are required with application.
8.0 GRANT SECTORS
Community Grants are divided into four (4) funding sectors, each with their own set of outcomes. These
sectors and outcomes support residents, user groups and service providers within parks, sport, recreation,
arts & culture and community. The Grant Sectors mirror the areas served by the City of Saint John
Community Services division.
The four grant sectors are:
8.1 I NCLUSIVE C OMMUNITY S ECTOR
8.1.1 Purpose: To enhance accessibility, diversity, equity and inclusion and strengthen residents’
sense of belonging.
8.1.2 Description: This sector supports programs, services, projects and/or events specifically
designed to improve the wellbeing of specific target populations who may experience
disadvantages or encounter barriers.
8.1.3 Desired Outcomes:
Create a welcoming community
Improve wellbeing of special populations
Enhance accessibility, diversity, equity and inclusion
Increase social engagement
8.1.4 Eligibility
Open to organizations who:
Promote awareness and advocate for equitable services
Promote access to community assets, programs and services
Provide programs, resources and support services for target populations
Provide newcomer settlement programs and services
Build or improve skills for work, learning or life
Provide multicultural awareness and learning opportunities
Provide opportunities to empower individuals, increase confidence and independence
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Community Grant Program Policy
8.1.5 Available Grant Categories:
Operational
Project
8.2 V IBRANT C OMMUNITY S ECTOR
8.2.1 Purpose: To promote, preserve and enhance local art, culture and heritage.
8.2.2 Description: This sector supports organizations who operate a venue for the promotion,
preservation and celebration of local art (visual, literary, performing and media), history and
heritage.
8.2.3 Desired Outcomes:
Increase awareness, access, appreciation and celebration of local art, culture and heritage
Increase opportunities for artists and performers to develop and thrive
Strengthen arts and culture sector in Saint John
8.2.4 Eligibility
Open to organizations who:
Exhibit and interpret articles with significant artistic, cultural or historic significance
Provide space for artists and performers to develop and showcase their talents (professional
and non-professional)
Provide educational opportunities to learn about local art, culture, history and heritage
8.2.5 Available Grant Categories:
Organizational
For art project and event grants, please see Community Arts Grant Program. For built heritage,
please see Heritage Grants.
8.3 G REEN C OMMUNITY S ECTOR
8.3.1 Purpose: To promote the use, preservation and sustainability of existing parks, trails and
green spaces and the beautification of public spaces.
8.3.2 Description: This sector supports programs, services, projects and/or events that provide
opportunities to discover, explore, beautify, and sustain our local green spaces.
8.3.3 Eligibility
Open to organizations who:
Provide opportunities to discover, explore, beautify, and sustain existing parks, trails and
green spaces.
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Community Grant Program Policy
Restore, preserve, protect and/or sustain green spaces
Beautify public spaces
Promote biodiversity
8.3.4 Available Grant Categories:
Organizational;
Project;
Event
8.4 E NGAGED C OMMUNITY S ECTOR
8.4.1 Purpose: To improve individual and community wellness through participation in sport,
recreation, cultural and community activities.
8.4.2 Description: This sector supports projects or events intended to attract participation,
improve access, and remove barriers to sport, recreation, wellness and community engagement
opportunities.
Desired outcomes:
Increase awareness, access and participation in recreational activities
Increase appreciation and celebration of culture and heritage
Promote Saint John as a welcoming community
Increase accessibility, diversity, equity and inclusion
8.4.3 Eligibility
Open to organizations who:
Deliver new and unique opportunities to access sport, recreation and/or cultural activities
Deliver events that celebrate community
Deliver leisure and skill-building group activities that encourage social engagement
8.4.4 Available Grant Categories:
Project;
Event
9.0 EVALUATION
The Community Grants Program is administered by Community Services staff who verify the eligibility of
each application. An Evaluation Committee is responsible for the evaluation of applications.
An evaluation matrix is applied to each application and generates a score based on the following key
considerations:
organizational history, strengths and structure
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City of Saint John
Community Grant Program Policy
financial need and sustainability
community impact
The Evaluation Committee discusses each application to determine a funding award amount based on the
available budget.
Should funds remain following the evaluation, the Evaluation Committee reserves the right to recommend
a second cycle of grant applications later in the calendar year.
9.1 E VALUATION C OMMITTEE
The Community Grants Evaluation Committee is composed of a minimum of six (6) members; including
two appointed council members and two community volunteer members appointed by the Nominating
Committee as well as two City staff members. Members appointed by the Nominating Committee may
serve up to two (2) terms of two (2) years each.
9.1.1 Appointed City Staff
City staff assigned to the Community Grants Evaluation Committee will be appointed by the
Commissioner of Growth and Community Services or their designate.
9.1.2 Guiding Principles of Evaluation Committee
Evaluation Committee members may not participate in the evaluation process if they have a
conflict of interest with any application being reviewed. If a Committee member or member of
their immediate family is or appears to be a candidate on any of the applications being assessed,
or if a Committee member would benefit financially if a grant were awarded, the Committee
member cannot sit on the committee and a substitute member shall be appointed.
If for any reason a Committee member or staff member feels that there could be an appearance
of conflict with an application, even without financial gain, the Committee member must declare
the possible conflict during the grant committee meeting. The Committee member may
participate in the discussion if other members agree but may not vote on the application.
Grant Committee meetings are confidential. Applicant files, discussions, ratings, and member
comments are not to be divulged. A summary of member feedback for each application will be
recorded by staff during the evaluation meeting. This summary may be discussed by phone with
the applicant upon request.
10.0 ADMINISTRATION
The Community Grant Program will be offered annually pending Saint John Common Council’s approval
of the Operating Budget in December. Applications will open with seven (7) business days following the
budget approval.
10.1 C OMMUNITY G RANT C YCLE:
December: Applications open mid-December
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Community Grant Program Policy
January: Deadline to submit applications is January 31.
February: Recommendations of grant awards submitted to the City of Saint John Growth
Committee and then to Saint John Common Council for approval of recommendations.
March: Grant awards dispersed.
11.0 REPORTING
Staff assigned to the Community Grant Program shall conduct a grant close-out review of all outcome
reports annually for the following purposes:
to determine compliance with this policy;
to determine program outcomes and community impact;
to determine if any funds should be returned to the city.
The Department of Growth and Community Services will report to the City of Saint John Growth
Committee on grant outcomes. Outcome reports shall be made available to the public on the City of Saint
John website.
12.0 ROLES AND RESPONSIBILITIES
The Evaluation Committee
o determines whether to award grants to an applicant and determines the funding amount
to award to an applicant based on the merits of the application and subject to fund
availability. The decisions of the Evaluation Committee cannot be appealed by an
applicant.
o All members of the Evaluation Committee have a vote
o Meetings are chaired by a member of City Staff.
o The Committee will submit their recommendations for grant awards in a report to Saint
John Common Council
City
o The City will coordinate the Community Grants Program; the City may end the program
at its sole discretion at any time.
o The staff selected to serve on the Evaluation Committee will screen all applications to
ensure that they meet the eligibility criteria and will reject any applications that do not
meet the eligibility criteria and inform the Evaluation Committee.
o the Chief Financial Officer will issue grants to applicants through resolution of Common
Council.
Grant Recipients
o Must abide by all requirements and timelines of the Community Grants program including
submitting an outcome report.
o funds must be spent by December 30 of the year of grant disbursement
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Community Grant Program Policy
13.0 DEFINITIONS
Grant: A sum of money earmarked to fund programs or projects intended to achieve specific outcomes
that align with the City’s priorities and grant objectives. Funding comes with guidelines, conditions and
reporting requirements.
Sponsorship: A sum of money to support short-term events or initiatives in exchange for promotional
purposes. Funds are disbursed without guidelines or reporting required. (Please contact the City Clerk’s
office for all sponsorship requests.)
Barrier: Anything that limits full access or participation in a program, service or event. (i.e. fees,
transportation, language)
Council Priorities: Areas of focus for the City of Saint John to grow, prosper and serve our community:
Grow, Green, Belong, Move, and Perform
Funding Tiers: Available levels of funding based on the size and scope of the applicant; determined by
total operating budget
Grant Categories: Three areas to which grant funds can be applied: operational, project and event
Grant Sectors: Four focused areas for grant funding, each with its own purpose and desired outcomes:
Inclusive Community Grant, Vibrant Community Grant, Green Community Grant, Engaged Community
Grant
Learn-to: Activity aimed to attract and teach new participants
Matrix: Tool used by Evaluation Committee to assist in determining grant awards to successful recipients.
Considers organizational structure, financial need, scope and impact.
MOU: (Memorandum of Understanding) An agreement that must be signed by successful grant recipients.
Recipient must agree to the terms and conditions before grant funding is released.
Outcome Report: Required report upon year end or project/event completion. Must account for how
grant money was spent and outcomes achieved.
Qualified donee: An organization authorized to issue official tax receipts. Will serve as a governing body
to assume financial responsibilities for an event or project that has no official association.
Service gap: A recognized absence or inequity in service provision. It can often relate to gender,
accessibility, language or any barrier that limits one’s ability to participate. In recreation, an example
would be the absence of a particular girls’ or women’s sport. An organization who serves as the sole
service provider within Saint John fulfills a service gap.
Target population: Citizens or groups prioritized by Community Services who may face additional barriers
to participation or access to services: Persons with disabilities, visible minorities, newcomers, indigenous
people, 2SLGBTQ+, seniors, low-income citizens.
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Community Grant Program Policy
Unique participant: Distinct individuals involved in a specific activity or group, counting each person only
once, regardless of how many times they may have participated in the activity. This identifies the total
number of different individuals involved, not the total number of participation instances.
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