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- 01 - Northwestern
- 02 - Algoma, Cochrane, Manitoulin, Sudbury
- 03 - Muskoka, Nipissing, Parry Sound, Timiskaming
- 04 - Champlain
- 05 - Quinte, Kingston, Rideau
- 06 - Grand River
- 07 - Waterloo, Wellington, Dufferin
- 08 - Hamilton
- 09 - Niagara
- 10 - Grey, Bruce, Huron, Perth
- 11 - Essex, Kent, Lambton
- 12 - Thames Valley
- 13 - Halton-Peel
- 14 - Simcoe-York
- 15 - Durham, Haliburton, Kawartha, Pine Ridge
- 16 - Toronto
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- Aging and the Not-for-Profit Sector
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- Ontario
- 01 - Northwestern
- 02 - Algoma, Cochrane, Manitoulin, Sudbury
- 03 - Muskoka, Nipissing, Parry Sound, Timiskaming
- 04 - Champlain
- 05 - Quinte, Kingston, Rideau
- 06 - Grand River
- 07 - Waterloo, Wellington, Dufferin
- 08 - Hamilton
- 09 - Niagara
- 10 - Grey, Bruce, Huron, Perth
- 11 - Essex, Kent, Lambton
- 12 - Thames Valley
- 13 - Halton-Peel
- 14 - Simcoe-York
- 15 - Durham, Haliburton, Kawartha, Pine Ridge
- 16 - Toronto
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- Resources and Links for Not-for-Profit/Charitable Groups
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Quick links
Frequently Asked Questions
To better assist you in getting the information you need, we've compiled a selection of Frequently Asked Questions (FAQ).
If you have a question that isn't answered here, please contact us.
A printable/searchable format of the Frequently Asked Questions is available upon request.
Pre-Application Consultations
Eligible Organizations and Activities
Financial Matters
Ontario Human Rights Code Requirement
Application Process
Collaborative Applications
Active and Past Grantees
Applying for a Grant
Applying for a Small Capital Grant
Capital Grants
After the Application is Approved
Reporting on your Grant
Municipal Facilities
Small Municipalities and Local Services Boards
Libraries
Arts and Culture Sector
Sports and Recreation Sector
Pre-Application Consultations
Can I discuss my proposal with somebody at OTF before submitting my application?
Applicants are encouraged to contact a Program Manager in their area to discuss their proposal at least one month before applying. This is especially important for first-time applicants, who usually benefit greatly from pre-application counselling. Discussions can take place either in person, by telephone or teleconference, or by email.
Can I submit a draft application for a Program Manager to review and give feedback on before submitting the final application?
Because of the volume of applications that we receive, and to be fair to all applicants, we will not review drafts. However, you can contact a local Program Manager with specific questions at any time.
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Eligible Organizations and Activities
Do you fund organizations incorporated with share capital?
No. We fund registered charities and not-for-profit organizations that are incorporated without share capital. Organizations incorporated with share capital, even those who consider themselves not-for-profit, are not eligible for OTF funding.
Do you fund religious organizations?
Religious organizations of all denominations that are registered charities or incorporated not-for-profits are eligible to apply for OTF funding provided the initiative is not religious in nature and benefits the broader community in which they are located. We don't fund religious activities. This refers to any religious service or form of worship in which the operation costs, activities and facilities are primarily used for the purpose of religious observance, including proselytizing.
Does OTF expect all applicants to comply with the Ontario Human Rights Code?
Adherence to the Ontario Human Rights Code is a condition of every grant, and as such, we require confirmation of your compliance. Initiatives will not be funded if the staffing requirements, program content or participant eligibility are restricted in ways contrary to the Ontario Human Rights Code. Non-compliance with the Ontario Human Rights Code is a condition to rescind any grant.
Do you fund public not-for-profit foundations?
Public not-for-profit foundations whose mission and initiatives fit with our funding priorities and grant criteria are eligible to apply for OTF funding. Priority is given to capacity-building grants and initiatives that support operations, capital renovations, direct services and public awareness. We do not fund direct fundraising activities.
Do you fund cemeteries?
We consider applications from not-for-profit cemeteries when the project has a clear benefit to the community such as the preservation of a significant heritage site, recognized by the Ontario Heritage Foundation. We don't provide grants to cemeteries for things like general maintenance, safety, gravestone restoration or lot preservation.
Our organization serves vulnerable populations. Is there anything that we should know before applying?
As part of our application review we ensure that organizations serving vulnerable populations, such as children and seniors, are responsible for their clients' safety and the actions of their employees and volunteers. For information on volunteer screening, please visit the Links and Resources section of our website.
Our organization is affiliated with a separately incorporated sister organization. Does this affect our eligibility?
It depends on the level of integration between your organization and the sister organization. Please contact a Program Manager in your area for more information about your particular case.
Eligible Activities
Our organization recently renovated our building to make it fully accessible. Can we apply for an OTF grant to cover these costs?
No. We don't fund costs that have occurred prior to the approval of the grant.
Do you fund projects or organizations that involve advocacy activities such as government lobbying or political activity?
We don't fund projects with an established political purpose, so organizations whose main activity is advocacy are not eligible to apply. However, organizations who conduct some advocacy activities may be eligible. Please contact a Program Manager in your area for more information.
Do you fund religious activities?
No. We don't fund religious activities. This refers to any religious service or form of worship in which the operation costs, activities and facilities are primarily used for the purpose of religious observance, including proselytizing. However, religious organizations of all denominations that are registered charities or incorporated not-for-profits are eligible to apply for OTF funding provided the initiative is not religious in nature and benefits the broader community where they are located.
Do you fund renovations to buildings owned by religious organizations?
OTF will not fund capital renovations or repairs for facilities used for the purpose of religious observance. However, if a facility is used for both religious and community activities, OTF may fund a portion of the cost of capital renovations or repairs equivalent to the non-religious activity. A facility that is a significant, designated heritage site, and is used for the general benefit of the community (for example, as a museum or education centre) as well as for religious observance, will be eligible for funding to support capital renovations or repairs.
Do you fund annual fund drives, capital campaigns or special fundraising campaigns?
OTF will not make grants toward fundraising or capital campaigns. However, OTF supports capacity-building projects that increase the ability of organizations to raise funds.
Does OTF fund requests that duplicate or replace other funding?
OTF grants are made to complement other sources of funding. As such, OTF does not duplicate funds for activities or initiatives that are currently funded by other funders nor does OTF replace dollar-for-dollar government funding.
Do you fund overhead or administration costs for project grants?
Overhead and administration project costs may be considered up to a maximum of 10-15 per cent. These costs can include new or incremental costs such as additional office space or a new telephone line, and "pro rata" or apportioned costs of existing expenses such as renting the building or heating, supervisory costs, and lighting the work area.
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Financial Matters
Under what circumstances would you fund an organization with a deficit?
Generally, we won't fund an organization with an accumulated deficit greater than 10 per cent of its annual operating budget. There are some exceptional circumstances in this policy and applicants are encouraged to contact a Program Manager or in their area before applying. Organizations with an accumulated deficit that is less than 10 per cent of their annual operating budget may be recommended for funding if the following is in place:
- There is no planned operating deficit for the current year.
- There is a realistic plan for eliminating the accumulated deficit within a period of three to five years.
Under what circumstances would you fund an organization with a surplus?
Since our grants are made to organizations that demonstrate a significant need for funding, we generally won't fund an organization whose net assets (not including externally restricted assets) are equivalent to more than one year's operating expenses.
Financial Statements:
If gross annual revenues are in excess of $250,000 for both of the two most recent fiscal years, you must submit financial statements that have been audited by a licensed public accountant. If they are less than $250,000, and audited financial statements are not available, you may submit financials that have been reviewed by a licensed public accountant. We will also accept internally prepared financial statements that include both a statement of revenues and expenses and a balance sheet.
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Ontario Human Rights Code Requirement
Applicants are required to provide confirmation of their compliance with the Ontario Human Rights Code (OHRC) as part of their application.
What is the Ontario Human Rights Code (OHRC)?
The OHRC is a provincial law that protects people against discrimination in employment, accommodation, goods, services and facilities, and membership in vocational associations and trade unions.
The OHRC prohibits discrimination on the following grounds: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex (including pregnancy), sexual orientation, disability, age, marital status, family status, receipt of public assistance (in accommodation only) and record of offences (in employment only).
The OHRC prohibits discrimination on the following grounds: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex (including pregnancy), sexual orientation, disability, age, marital status, family status, receipt of public assistance (in accommodation only) and record of offences (in employment only).
How can I tell if my organization is in compliance?
You can read the OHRC in its entirety by clicking here. If you are still unsure if your organization is in compliance or not, we suggest you check with a lawyer.
Will this new requirement change OTF's granting in any way?
OTF has always required compliance with the OHRC as part of our Letter of Agreement. This new provision simply requires applicants to provide written confirmation of their compliance with the OHRC.
How do we provide this confirmation?
As part of the application, applicants make a declaration that their organization is in compliance with the OHRC.
As an organization serving a limited population, is there anything we need to know?
The OHRC does make some provisions for organizations serving limited populations.
Where can I learn more about the Ontario Human Rights Code?
For more information, please visit the Ontario Human Rights Commission website.
Why the change?
OTF values diversity and the personal, cultural, social and economic benefit that it brings. We want to ensure the Foundation continues to grant to a wide variety of groups who share those values and are in compliance with the OHRC.
Note: For the purpose of this section we use the term "Grant Review Team" to refer both to Grant Review Teams in the Community Grants Program, and the Province Wide Grant Committee of the Board.
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Application Process
When are your application deadlines?
The Ontario Trillium Foundation's grant application deadlines are March 1, July 1 and November 1. Applications must be submitted by 5:00 p.m. on the deadline date. If the deadline falls on a statutory holiday or weekend, your request must be received by 5:00 p.m. the next business day.
Do you accept late applications?
No. Late applications will be declined. It is the applicant's responsibility to ensure applications are submitted by 5:00 p.m. on the deadline date. We encourage you to apply well ahead of the deadline date.
How do you determine the merits of an application?
We review all applications against all assessment criteria. We may also make reference and research calls and, where necessary, conduct a site visit. For a detailed description of the application review process, please refer to our
Program Guidelines.
Program Guidelines.
Does every applicant receive a site visit?
We require a site visit with applicants when:
- The proposal assessment requires the review of the location/premises of the applicant; o
- The Grant Review Team has determined that a site visit is required.
Who takes part in the site visit?
Site visits are conducted by OTF staff and, wherever possible, a Grant Review Team member.
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Collaborative Applications
What is a collaborative?
A collaborative consists of two or more organizations - each with specific roles and responsibilities - that jointly submit an application to achieve a common goal where there is mutual benefit, shared decision-making and accountability to each other and to the community served.
Do all organizations within a collaborative have to meet your eligibility requirements?
No. A collaborative may include both eligible and ineligible organizations, but at least one member must be an eligible organization.
Who can be the lead organization of a collaborative?
The lead organization should be either a not-for-profit incorporated organization, a registered charity, or an organization eligible to apply for OTF funding.
What does the responsibility of being the lead organization entail?
The lead organization is designated by the collaborative to sign the Letter of Agreement, accept the funds and assume responsibility for fiscal accountability and all other required reporting.
What parts of the application is the lead applicant responsible for?
The lead applicant includes their financial statements and current operating budget in the collaborative application. If financial statements or a current operating budget are produced for the collaborative, this material is to be submitted as well.
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Capital Grants
What are the different kinds of capital projects that you fund?
We make capital grants for equipment, renovations, repairs and land upgrades. We will not fund, in whole or in part, the construction of a new building.
Does the Foundation fund outdoor installations such as field lighting, monuments, or swimming pools?
Under certain circumstances, OTF may fund outdoor construction and installations at the discretion of the Grant Review Team. These circumstances include initiatives that:
- Support enhanced access (for example, a safer, accessible dock);
- Respond to evolving pressures for capital funds in local communities;
- Have a strong rationale (for example, best practice in the sector may be permanent installations instead of portable installations); or
- Are an essential part of a larger OTF funded initiative (for example, a small footbridge as part of a trail).
- There must be clear, strong and appropriate support within the community.
- The initiative must support OTF granting priorities.
- The initiative must have a sustainable five-year maintenance plan.
What is the maximum capital grant that you make?
Not-for-profit groups can apply for capital grants of up to $150,000. Previously the limit was $75,000 in most parts of the province. The raise to the maximum capital grant applies to applications to the Community and Province-Wide programs. The capital funding limit of up to $15,000 under the Simplified Application Process for Small Capital Grants remains the same.
Having already completed a capital grant, can our organization apply for another capital grant?
Yes. OTF does not limit the number of capital grants made to an organization. Ordinarily, funding for equipment and renovations is limited to one grant per project of up to $150,000. There are some exceptions, so please call your Program Manager to discuss your situation. For example, in areas with limited funding allocations, organizations may be approved for several grants for the same capital project to a cumulative maximum of $150,000 over a 5 year period.
Do you cover developmental costs such as legal fees and survey costs?
Applicants can allocate up to 15-20 per cent of their capital grant application toward developmental costs as long as these costs are not retroactive.
Can our organization apply for a combination of capital, operating and project expenses?
Can our capital request be over one year?
Yes. Organizations can apply for any combination of operating, project and capital expenses.
Yes, an organization can apply for up to a maximum of $150,000 which can be part of a single or multi-year grant.
Are there any additional application requirements for capital requests that involve installing equipment or renovating a property?
We require two different kinds of documentation for such requests:
- One of: Proof of ownership documentation, five-year leasing agreement or land use agreement (in the case of municipalities); and
- At least two estimates from suppliers/contractors for all renovations or improvements to land or property. We may ask for fewer or additional estimates depending on the particular circumstances of the request.
What do you consider acceptable proof of ownership documentation?
For proof of ownership we require either a copy of the land deed or notice of assessment. For First Nations applicants, a certificate of possession is acceptable.
What should a leasing agreement include?
Leasing agreements must contain the following information:
- The name of the parties involved - the lessor and the lessee;
- The address or description of the property;
- The term of the agreement set at a minimum of five years;
- The payment for rent;
- The intended use of the premises; and
- Signatures of members of the lessee organization and the lessor who have been designated as having signing authority.
Do you fund capital requests for renovations and equipment to support programming in municipal facilities?
We consider capital requests in municipal facilities provided the applicant is an eligible organization and can provide a five-year lease or proof of ownership of the facility. Priority is given to those requests that increase access or demonstrate community need.
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Active and Past Grantees
Our organization currently has an active OTF grant. Are we eligible to apply for another grant?
Normally, organizations are limited to one active grant at a time. However, on First Nations and in small communities and rural areas, groups should contact their local Program Manager to find out about local priorities. Generally, an organization can apply for another grant only when all reporting requirements from their previous grant have been met.
However, to ensure equitable access for communities throughout the province, under certain circumstances, OTF does allow organizations to hold more than one grant at a time, subject to the approval of the local Grant Review Team. These include First Nations, Local Services Boards, Small municipalities, and eligible organizations serving rural/and or Northern areas. Exceptions are also made so permit organizations to access special, one-time funding programs. Please
However, to ensure equitable access for communities throughout the province, under certain circumstances, OTF does allow organizations to hold more than one grant at a time, subject to the approval of the local Grant Review Team. These include First Nations, Local Services Boards, Small municipalities, and eligible organizations serving rural/and or Northern areas. Exceptions are also made so permit organizations to access special, one-time funding programs. Please
Our organization currently has an active OTF grant. Are we eligible to apply for another grant as part of a collaborative?
Yes. An organization may have an active grant and also participate in a collaborative grant at the same time provided the grants are for different activities.
Our organization has received OTF funding in the past. Are we eligible to apply for further funding?
Yes. Past grantees are eligible to apply to OTF for other projects. There are certain instances, however, when an organization may not receive further funding. These include:
- The organization has received a previous grant from OTF that included sustainability as an outcome and that outcome has not been achieved.
- Further funding could create financial dependency on OTF.
- The organization has significant fundraising capacity and there is a strong likelihood that the funds could be obtained from another source.
- The Grant Review Team has placed a priority on funding new applicants and there is significant demand from new applicants.
- The organization has not met the conditions or reporting requirements from a previous grant
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Applying for a grant
How long does the application take to complete?
This can depend on a variety of factors such as the size and type of the project, the amount of the request and whether the organization is a first-time applicant. We have improved our application process and reduced the number of questions and required attachments. Applicants can now apply online.
What is the maximum grant my organization can apply for?
It is often more useful to think in terms of applying for what your organization needs rather than applying for the maximum. Because competition for OTF grants is high, it is extremely rare to be granted the maximum amount. Please contact your local Program Manager to discuss what size of request would be reasonable in your area.
How competitive is the application process?
It is becoming increasingly competitive. Over the past four years, demand for OTF funding has increased every year. We receive about 3,000 applications annually; fewer than 1,500 receive a grant. For every dollar we have available to grant, we received about $3.50 in requests.
With this increased competition for granting dollars, what are the chances of my application being funded?
We are able to fund about half of the applications submitted Given the competition for OTF funding, please contact your local Program Manager to discuss your initiative before you apply. Applicants tell us that the advice they receive from OTF staff is extremely helpful.
Why are some applications declined?
The competition for OTF grants is very high. The decision to fund all or part of a grant request is directly related to:
- Demand for funds in each granting round
- Funds available per catchment area and sub-catchment area
- Local community needs, provincial priorities and granting strategies
- How well the request fits with OTF funding priorities and assessment criteria
Being declined is therefore not necessarily a negative reflection of the organization or the application, but rather an indication that other applications were stronger and a closer fit with OTF priorities.
- Demand for funds in each granting round
- Funds available per catchment area and sub-catchment area
- Local community needs, provincial priorities and granting strategies
- How well the request fits with OTF funding priorities and assessment criteria
Being declined is therefore not necessarily a negative reflection of the organization or the application, but rather an indication that other applications were stronger and a closer fit with OTF priorities.
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Applying for a small capital grant
What is the Simplified Application Process for Small Capital Grants?
The Simplified Application Process for Small Capital Grants is available for not-for-profit and charitable organizations when applying to the Foundation for capital funding up to a maximum of $15,000. The process uses a shorter application, with fewer required attachments. We created this process as a result of feedback from Ontarians.
We heard that organizations would prefer a simpler process when applying for smaller requests. As a result, we responded by introducing the Simplified Application Process for Small Capital Grants.
We heard that organizations would prefer a simpler process when applying for smaller requests. As a result, we responded by introducing the Simplified Application Process for Small Capital Grants.
Why was this process created?
The Ontario Trillium Foundation is one of Canada's leading grantmaking foundations. We are committed to providing excellent services and to making continuous improvements to our grantmaking.
In 2005, we undertook a series of Community Conversations to hear directly from the people of Ontario. At those meetings and through our on-line survey, we heard communities say that they value the Foundation's investment in capital projects. We also heard that applicants preferred a more streamlined application process for smaller grants.
In 2005, we undertook a series of Community Conversations to hear directly from the people of Ontario. At those meetings and through our on-line survey, we heard communities say that they value the Foundation's investment in capital projects. We also heard that applicants preferred a more streamlined application process for smaller grants.
Why is this simplified process limited to capital grants?
We heard that organizations would prefer a simpler process when applying for smaller requests. Requests for small capital funding are better suited to a simplified process because they require fewer supporting documents and attachments.
As a result, we responded by introducing the Simplified Application Process for Small Capital Grants for organizations to try.
As a result, we responded by introducing the Simplified Application Process for Small Capital Grants for organizations to try.
What is capital funding and can you give some examples of projects that use capital funding?
Capital funding is used for repairs, renovations or improvements to land or buildings and to purchase equipment to support program activities.
Capital funding supports accessibility renovations, the purchase of office equipment and musical instruments and the installation of fuel-efficient furnaces and community-centre roofs. These items contribute to the health and vibrancy of Ontario's communities in a fundamental way.
Capital funding supports accessibility renovations, the purchase of office equipment and musical instruments and the installation of fuel-efficient furnaces and community-centre roofs. These items contribute to the health and vibrancy of Ontario's communities in a fundamental way.
Can an organization apply for more than one grant at time?
Generally no. All OTF eligibility criteria and guidelines apply to the Simplified Application Process for Small Capital Grants. Organizations can ordinarily hold only one OTF grant at a time, which includes holding one small capital grant per year.
The exception is in small communities and rural areas, where groups should contact their local OTF Program Manager to find out about local priorities.
The exception is in small communities and rural areas, where groups should contact their local OTF Program Manager to find out about local priorities.
Can an organization apply for a small capital grant in consecutive years?
Yes. All OTF policies and criteria apply to the Simplified Application Process for Small Capital Grants and that includes eligibility to apply for an OTF grant in consecutive years.
Organizations can hold only one OTF grant at a time, which includes holding one small capital grant.
Organizations can hold only one OTF grant at a time, which includes holding one small capital grant.
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After the Application is Approved
Why are grantees required to submit reports?
Reports serve as a monitoring tool for our staff, ensuring that OTF funding is being used for the purposes for which the grant was approved. Grantee reports also help us measure our success in contributing to healthy and vibrant communities. If a progress report is not submitted or is incomplete, OTF reserves the right to withhold future payments.
Are grantees permitted to reallocate funds?
Grantees may reallocate up to 10 per cent of the total OTF grant budget within budget categories, to a maximum amount of $10,000, without prior written approval of OTF. Reallocations in excess of 10 per cent or the maximum amount of $10,000, as well as reallocations between budget categories, require the prior written consent of OTF. Requests must be submitted to OTF in writing for approval. If approval is not given before reallocating funds in these circumstances, we may rescind the grant.
Are there any other circumstances when you may rescind a grant?
We may rescind a grant when a grantee either fails to observe or uses grant funds for purposes that are contrary to any of the following:
- OTF's policies;
- Program Guidelines;
- Letter of Agreement; or
- Non-compliance with the Ontario Human Rights Code.
After receiving a grant, are organizations required to recognize OTF?
In order to be transparent in our distribution of public funds, we require all grantees to recognize the Foundation's support. This includes recognition in all printed materials such as annual reports and news releases and at all events such as public announcements and award presentations.
The circumstances surrounding our grant have changed. What are our options going forward?
We understand that circumstances can change. Please contact your Program Manager to discuss your situation.
Should you have any further questions, please contact your local Program Manager
Should you have any further questions, please contact your local Program Manager
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Reporting on your grant
When is our first report due?
Your Letter of Agreement includes a reporting schedule, with due dates for each report. It is important that you submit your reports on time. Not submitting a progress report will delay the release of your grant payment. Not submitting your final report will affect your organization's ability to apply for other OTF grants.
If your project timelines have changed and you anticipate having difficulties meeting your reporting schedule, please contact your Program Manager to discuss options.
If your project timelines have changed and you anticipate having difficulties meeting your reporting schedule, please contact your Program Manager to discuss options.
What time period do we report on?
Each report is for a specific time period. If this is your first report please report on all activities, results and financial spending that took place since the beginning of your grant. For all subsequent reports, including final reports, please report only on activities, results and spending since your last report.
Can my organization use the information we collect for OTF?
Yes. You may find the information useful to promote your achievements and to include in any reports or publications you produce for your members, board or for the general public.
How do we measure the number of people who were reached or served through our grant?
Here are several ways to measure the number of people reached through your initiative. For example, you can count program participants, people attending an event or the number of publications distributed. Here are some ideas for tracking the reach of your initiative.
- Set up a sign-in sheet at the door and ask people to sign in each time they attend your program, event, booth, exhibit, etc.
- Have staff write down how many participants attend each program session.
- Provide a token gift - such as a sticker - for each attendee and count the number of stickers that were distributed.
- For each publication in which you advertise, ask the publisher how many copies were distributed. Many publications include a masthead section near the front, which includes circulation statistics.
- Include a visitor counter on your web site - your web host may be able to provide a visitor counter that reports "unique" or first-time visitors, as well as repeat visitors.
What do we do if we don't know the ages of people participating in our activities?
Simply tell us how many people you reached, regardless of age.
How can we estimate the value of in-kind support our organization receives?
Here are some ideas to help you determine how much your non-financial donations are worth.
- For new items, call stores or search on-line catalogues for similar merchandise. Or, if appropriate, ask the donor for a copy of their receipt.
- For used items, estimate the value of a new item and deduct an appropriate percentage based upon its age and condition. In general, most merchandise depreciates in value by 20% each year. Some stores specialize in used items and may be able to provide an approximate estimate over the phone. Or, if appropriate, ask the donor how much they paid for the item.
- For professional services, ask the donor for a rough estimate of their fee. You can also call a professional association or member service organization for average fees for specific services.
- For office, meeting, recreational, or retail space ask the owner the value of the space - usually given by the square foot or metre - per day, week, month or year. Or, check newspaper classified ads for approximate rental costs. For those living in larger towns and cities, call your local economic development department for an approximate estimate of the value of the space.
What is an FTE? How do we calculate FTEs?
An FTE (full time equivalent) is any combination of jobs that add up to one full-time position (based on the standard number of hours in your organization's full-time work week), carried out five days per week. FTEs are usually expressed as numbers, such as 2 FTE, 0.75 FTE, etc.
For example: Your OTF initiative employs one full-time employee who works 5 days per week and one part-time employee who works 3 days per week. Therefore, this grant funds 1.6 FTE. (5 days + 3 days = 8 days per week ; 8 days ÷ 5 days/week= 1.6 FTE)
For example: Your OTF initiative employs one full-time employee who works 5 days per week and one part-time employee who works 3 days per week. Therefore, this grant funds 1.6 FTE. (5 days + 3 days = 8 days per week ; 8 days ÷ 5 days/week= 1.6 FTE)
What do we do if we have unspent funds or need to reallocate funds?
If you expect you will have unspent funds or if you need to reallocate funds, contact your Program Manager before your grant is completed. He or she will discuss options with you. Unspent funds under $1000 may be reallocated towards the originally intended outcomes of the grant without prior approval from OTF, but the reasons and use of the funds must be reported in your Final Report. If funds remain in excess of $1000 the total amount must be returned to OTF.
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Policy Questions and Answers
To help you in getting the information you need, and to help you decide if you should apply, we've put together some questions and answers relating to OTF policies. OTF policies provide both guidance and direction to our granting practices. They were implemented to create greater transparency and fairness, ultimately leading toward our mission of building healthy and vibrant communities across Ontario. If you have a question that isn't answered here, please contact a Program Manager in your area, or e-mail us at otf@otf.ca
Municipal Facilities
Do you make grants for ongoing costs to municipal facilities?
Ongoing costs, such as maintenance, are the responsibility of the municipality.
Do you fund capital requests for renovations and equipment to support programming in municipal facilities?
We consider capital requests in municipal facilities provided the applicant is an eligible organization and can provide a five-year lease or proof of ownership of the facility. Priority is given to those requests that increase access or demonstrate community need.
Some municipalities don't enter into lease agreements. Is there any flexibility in the policy that requires a five-year lease?
We are flexible in such cases. If a five-year lease can't be obtained, we require a letter from the municipality confirming that:
- the organization has a relationship with the municipality
- the municipality does not foresee any changes with respect to the relationship governing the use of the facility in question.
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Small Municipalities and Local Services Boards
What kinds of grants are available to small municipalities and Local Services Boards?
Small municipalities (populations of 20,000 or less) and Local Services Boards are eligible to apply to the Community Grants Program in the arts and culture and sports and recreation sectors.
Can small municipalities and Local Services Boards hold more than one grant at a time?
They may hold up to two grants at a time provided one of the grants is for a library. Eligible municipalities who are part of a County Library system may hold two grants so long as one is for an Arts and Culture initiative.
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Libraries
What libraries are eligible for OTF funding?
Libraries and County Library Boards serving municipalities with less than 20,000 people, as well as Local Services Boards are eligible.
How does a library submit an application?
This depends on the type of library:
- For municipal libraries serving small communities, applications must be submitted by the municipality.
- For county libraries serving small municipalities, applications must be submitted by the County Library Board.
- For First Nation libraries, applications must be submitted through the First Nation's Band Council.
- For Local Services Boards providing library services, applications must be submitted through the Local Services Board.
What kinds of grants are available to libraries?
We provide grants to libraries for capital and project requests. Grants are not provided to libraries for operating costs.
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Arts and Culture Sector
Do you fund artist fees?
We consider requests for professional artist fees from not-for-profit Arts and Culture organizations, provided there is a clear benefit to the community.
Do you fund personal equipment such as band instruments and costumes?
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Priority is given to equipment that can be shared from person to person with ultimate ownership resting with the applicant organization. We will consider equipment for personal use if the purpose of the proposal is to increase access to a group that has limited access.
Sports and Recreation Sector
Our sports club charges membership fees. Are we eligible to apply for OTF funding?
Priority is given to equipment that can be shared from person to person with ultimate ownership resting with the applicant organization. We will consider equipment for personal use if the purpose of the proposal is to increase access to a group that has limited access.
What levels of sport do you fund?
We consider a variety of sporting levels but priority is given to sporting activities at the recreational or amateur level. This includes activities that focus on skill development, fitness and participation for all.
Do you fund professional sports organizations?
No. We do not fund professional or semi-professional sports teams, clubs or organizations. This includes university and college football teams and Ontario Hockey League (OHL) teams.
Do you fund hockey organizations?
We consider applications from hockey teams and organizations at the house-league, select and competitive levels. Ontario Hockey Association (OHA) teams are assessed on a case-by-case basis with priority given to initiatives that provide unique sports-entertainment opportunities in isolated communities or increase access to participation by local athletes.
Do you fund personal sports equipment such as helmets, skates and uniforms?
Priority is given to equipment that can be shared from person to person with ultimate ownership resting with the applicant organization. We will consider equipment for personal use if the purpose of the proposal is to increase access to a group that has limited access.
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The Ontario Trillium Foundation is an agency of the Government of Ontario