Games Legacy Grant

The Applicant must:

• Be an individual, team or group with all members residing within the Regional Municipality of Wood Buffalo for at least one year.
• Be a registered non-profit organization or society and have resided or operated within the Regional Municipality of Wood Buffalo for at least one year.
• Apply for competitions, developmental programs or activities that have happened or are happening between January 1, 2023 and December 31, 2024.
• May apply for more than one activity, program or competition.
• Submit only one application form and shall only receive one Games Legacy Grant per Call for Applications.
• Be in compliance with past reporting requirements (if previously received Games Legacy Grant).   

Competitions must:

• Be a provincial, national or international level which are sanctioned by a recognized governing body, and for which the applicant has qualified for through a regional, provincial, Western Canada, national or international event; North American Indigenous Games and/or Arctic Winter Games, where the applicant has qualified to compete.
• In the event of an individual minor applicant, travel expenses directly incurred by one parent or guardian may be considered an eligible expense if the minor’s expenses do not exceed the grant maximum. 
• Applicants shall not apply until after qualifying for the provincial / national / international competition or North American Indigenous Games/Arctic Winter Games.
• Applicants must submit a reference letter confirming their qualification to represent at the provincial, national or international level. The reference letter is used to establish the applicant's eligibility for the Games Legacy Grant.

Reference Letters must:

• Be from the governing sport, culture or art organization.
• Verify how applicant qualified/was selected to compete.
• Include contact details.
• Be signed (or in lieu of signature, writer may email CIP@rmwb.ca directly).
• Be dated within 30 days of application.
• Received by application deadline.
• Not come from immediate family members.

Developmental Programs must:

• Be a program/activity at the amateur level.
• Be specific short-term developmental training/instruction.
• Be new or innovative activities or programs which will enhance the appreciation of sport, culture or the arts.
• Be courses or clinics that are not available within the Municipality for the purpose of acquiring or upgrading skills.
  • In the event of sending a coach or instructor for training/instruction that is not available locally with the intent to bring skills back to be taught in the community. A plan must be in place to disseminate the knowledge to others.
  • In the event of bringing an individual to the Municipality to coach/train athletes, performers, artists, coaches or instructors to upgrade skills beyond what is available locally.

If three or more individual applications are received from members of the same team, the total maximum amount awarded will not exceed the team/group amount ($3,000). The amount awarded will be divided among the applicants.

The Games Legacy Grant will not fund:

• For-profit organizations.
• Political organizations.
• Federal and provincial governments, and affiliated bodies.
• Applicants that have overdue or incomplete accounting or reporting requirements related to any grant previously awarded by Municipality.
• Applicants that do not meet the minimum eligibility requirements.
  

The following expenses are ineligible:

• Costs associated with regular year-round training or instruction or an activity that is common practice for the sport, cultural activity or art, including league play, registration fees, equipment or clothing/footwear (uniforms, costumes, regalia).
• Capital and general operating expenses.
• Expenses related to fundraising activities.
• Costs funded under other Municipal grant programs.
• Education and tuition (e.g., university, college, academy, etc.).
• Purchase of items for resale.
• Per diem expenses.

The amount of the grant is subject to the availability of funds based on interest from the Games Legacy Endowment Fund. Once the established amounts as determined, the Games Legacy Grant will be capped.

Games Legacy Grants will be recommended based on the following maximums:

• Maximum grant for individuals or coaches will not exceed $1,500.
• Maximum grant for teams or groups will not exceed $3,000.

1. Review these guidelines to ensure you or your organization, team or group are eligible for grant funding.
2. 2024 grant applications will be submitted through the CIP Grant Portal. Log in or register for your CIP Grant Portal account.
   
3. Submit the application, including required attachments. Proof regarding the legitimacy of the sanctioning organization must also be submitted with the application. The CIP Grant Portal will accept applications until 4:30p.m. on November 1, 2023. Late applications will not be eligible.
4. CIP will conduct a preliminary review of the application and supporting documents to ensure eligibility and completeness.
5. If clarification on the submitted application is required, you will receive an email notifying you that revisions have been requested. Please log in to the CIP Grant Portal to provide clarifications. The CIP Grant Portal will accept requested revisions until 4:30 p.m. on November 24, 2023.
6. All complete and eligible applications will be moved forward to Stage 2 – Application Scoring and Ranking.

Stage 2 - Application Scoring and Ranking

1. A review panel including subject matter experts from Municipal departments will complete application scoring based on established assessment criteria.
2. Eligible applications will be prioritized based on the highest ranking and greatest positive impact on the community.
3. CIP will finalize the grant recommendations to be presented to the Approval Committee for Stage 3 – Approval Committee Review and Final Decision.

Stage 3 – Approval Committee Review and Decisions

1. At the final stage of the application process, the Approval Committee will assess and approve the successful grant applications in accordance with the budget set by Council and Council’s Strategic Plan.
2. The amount of the grant is subject to the availability of the funds.
3. Applicants will be notified of the Approval Committee’s decision and their assessment score by January 15, 2024.
4. There is no appeal of the Approval Committee’s decision.

Formal concerns with the grant approval process may be addressed by submitting a complaint under the Whistleblower Policy LEG-150.

Grants funding will be disbursed only to recipients in accordance with the terms and conditions of the agreement.

The following must be satisfied and will be verified by the Municipality prior to awarding of grant funding:

• Property taxes must be current and paid.
• Utility bills must be current and paid.
• There must not be a related unresolved order to comply with the Land Use Bylaw, Building Code, Fire Code, Community Standards Bylaw or other regulation.
• Applicant must not be a party to a legal dispute with the Municipality.
• All necessary municipal permits and permissions must have been received for the project and are closed and without deficiencies.

A successful applicant will be required to:

• Use grant funds only in the manner originally agreed upon. Any funds not used for the programs, activities or competitions as described in the application may have to be returned.
• Provide an Accountability Report highlighting their development and growth through activities related to amateur sport, arts and/or culture within the priority framework.

For recipients of grants over $1,000 for programs, activities or competitions occurring after grant approval, the Municipality will allocate 50% of the approved grant upon approval. To receive the remaining 50%, the Accountability Report and copies of receipts (up to approved grant value) must be submitted within 60 days of attending or completing the program, activity or competition.

Recipients of grants that are for programs, activities or competitions that have already happened must complete the Accountability Report and provide copies of receipts (up to approved grant value) within 60 days of grant approval for reimbursement.

A condition of accepting funding is that the Municipality has the authority to examine recipients’ records at any time to ensure funds are being used in the manner originally agreed upon. Any funds not used as described in the agreement may have to be returned.