Grants to Organizations Policy

Subject: Annual Grants
Department: Administration

Overview: This policy outlines the process for reviewing and distributing grant requests submitted to the Village of St-Pierre-Jolys. The Village Council evaluates all requests individually and retains full discretion over approval. The Village is committed to fostering an inclusive and transparent grant process, ensuring fair access and clear communication for all eligible organizations.

Inclusivity & Transparency Statement: The Village of St-Pierre-Jolys values diversity and strives to make the grant process accessible to all eligible organizations. We are committed to clear communication, fair evaluation, and providing support throughout the application process. If you require assistance with your application or have questions about eligibility, please contact Village staff for guidance.

Download the Grant Application Form (PDF)

Eligibility Criteria

To be eligible for a grant from the Village of St-Pierre-Jolys, organizations must meet all of the following requirements:

1. Non-Profit Status
   1. Only non-profit community-based organizations are eligible. Groups directly funded by Village operations are excluded from this policy.
   2. The Village welcomes applications from organizations representing diverse backgrounds, interests, and communities.
2. Community Impact
   1. Organizations must demonstrate broad community involvement and/or participation, generating significant economic, social, or recreational benefits for all residents of the Village.
   2. The Village encourages proposals that promote equity, accessibility, and participation from underrepresented groups.
3. Bilingual Communication
   1. All advertisements and promotional materials must be provided in both French and English, in accordance with Village By-Law #2023-04. Translation assistance is available from Village staff to ensure language is not a barrier to participation.
4. Application Submission
   1. Grant applications must be submitted in writing and addressed to the Village of St-Pierre-Jolys by November 1 each year for consideration in the following year.
   2. Each organization may receive only one grant per calendar year.
   3. The Village is committed to a transparent review process. All applicants will receive confirmation of receipt and notification of the Council’s decision.
5. Financial Transparency
   1. Applications must provide relevant information, such as annual financial statements, to support their request.
   2. Successful applicants must submit a financial report detailing revenues and expenditures for the funded year, ensuring accountability and openness.
   3. If awarded $1000 or more, the Village of St-Pierre-Jolys must make a public acknowledgement.
6. Event-Specific Requirements (if applicable)
   1. For short-term community events (e.g. fairs, festivals), proposals must be submitted at least 90 days before the event date.
   2. The event must be held within the Village of St-Pierre-Jolys.
   3. A closing financial statement must be provided within 90 days after the event.
7. Exclusions
   1. Requests for personal sponsorships, such as individual or wedding social prize solicitations, are not eligible.

Application Process

1. All applications must be received in writing and addressed to the Village of St-Pierre-Jolys by November 1 each year.
2. Applications should include:
   1. Organizational vision or goals
   2. Annual financial statements
   3. Description of community impact
   4. Details of proposed activities or events (if applicable)
   5. Confirmation of bilingual advertising plan

Review and Approval

1. Grant requests are reviewed on a case-by-case basis at the sole discretion of the Village Council.
2. The Council will consider the eligibility criteria, community impact, and alignment with Village values of inclusivity and transparency.
3. Applicants will be notified of the Council’s decision and, if approved, will receive details regarding funding and reporting requirements.

Reporting Requirements

1. Within 60 days following the funded event or activity, successful applicants must provide:
   1. A financial report showing revenues and expenditures for the year funding was given
   2. Public recognition of the Village of St-Pierre-Jolys for the funding received

Support and Contact

Village staff are available to assist with translation, application preparation, and any questions regarding the grant process. Please contact the Village office for support.

Download the Grant Application Form (PDF)