A new Community Partnership and Development Fund program has been implemented in Selwyn Township.
Earlier this month a draft policy for the program was presented to council for feedback.
Staff presented the program to council as last October council asked staff to divert funds from the Community Improvement Program (CIP) in the amount of $10,000 to create a program that would support and promote volunteer growth and viability within the municipality.
This new program will now provide financial support for Community Organizations for minor capital projects or to support an initiative/program to develop internal capacity and/or enhance service delivery.
The policy outlines that there would be $10,000 set aside each year for the program with it being topped up should some funding remain from the previous year.
During the presentation of the draft policy earlier this month, a few tweaks were made and a final policy was presented to council this week.
Updates to the policy included:
• Fixed date for applications March 31st, except for 2026 when the deadline will be May 31. This means that no applications will be accepted after the deadline for this program
• Clarifying details to be included in the report to Council and to provide a budget with financial requirements. The application will include a budget template that organizations can use to outline revenue sources and expenditures.
• Clarifying that Council is the decision maker related to the allocation of funds based on the information provided in the application.
• Clarifying that funds will be dispersed to the organization at project completion and with proof of payment. Council can also approve an advance payment (deposit) if requested by an organization.
• An administrative section has also been added to permit changes to the Program through a resolution if council.
This year the program would launch as soon as council approved the policy with a deadline for applications being May 31. Once a grant is awarded, the policy states that the funds must be spent within the calendar year. After this year, the deadline for applications to be considered will be March 31.
Coun. John Boyko asked staff if this timeline would give community groups enough time to spend their allocated funds. He explained that if the deadline was the end of March, council would not be seeing them until April and they may not receive their funding until late May or June, creeping into summertime.
Staff explained that those submitting applications for this grant typically will have a detailed plan ready, especially with the application process that will ensure the funds are properly allocated and spent accordingly. She also said that while council could change the deadline date and switch the a 12 month spending window, from a budget standpoint, it would be easier to know how much money is being rolled over into the next budget year which is why it is worded as a calendar year. Having is 12 months from the date of receipt would make it a bit more complicated to calculate.
Deputy Mayor Ron Black asked if there was a communication plan in place to let the community groups and organizations know about this new program.
Staff said yes, they had a plan for social media, email blasts, as well as personalized emails to the groups they had contacts for.
Black moved the motion to adopt and implement a Community Partnership and Development Fund Program. The motion was seconded by Boyko and was carried.
Staff explained that those submitting applications for this grant typically will have a detailed plan ready, especially with the application process that will ensure the funds are properly allocated and spent accordingly. Staff also said that while council could change the deadline date and switch the a 12 month spending window, from a budget standpoint, it would be easier to know how much money is being rolled over into the next budget year which is why it is worded as a calendar year. Having is 12 months from the date of receipt would make it a bit more complicated to calculate. Deputy Mayor Ron Black asked if there was a communication plan in place to let the community groups and organizations know about this new program. Staff said yes, they had a plan for social media, email blasts, as well as personalized emails to the groups they had contacts for. Black moved the motion to adopt and implement a Community Partnership and Development Fund Program. The motion was seconded by Boyko and was carried.
