Instructions for completing CIP - Community Operating Applications

General Instructions

• Please read the most current online CIP Program Guidelines to make sure you are applying for the appropriate grant stream. If you are unsure please call the appropriate contact person, which is outlined in the grant checklist or grant application form.
• For the community operating grant application you can contact Lori at 780-427-0387 or Winston at 780-422-2258.
• Before sending in your application, retain a complete copy for your records.
• For email submissions include your organization name in the subject line of the email.
• Please ensure any mail in attachments is clearly marked with the organization legal name to facilitate matching your backup documents with your application.
• Submit online, by mail or hand-deliver one original version of the completed community operating grant application, along with supporting documents to:
  Community Initiatives Program
  Community Operating Grant
  Culture and Community Spirit
  907 Standard Life Centre
  10405 Jasper Avenue
  Edmonton, Alberta T5J 4R7
  
• If you have submitted your application online, please mail in your grant agreement and financial statements with original signatures within 10 days.

Page 1 - Group Registered Under?

• To identify which eligible act your group is registered under please refer to page 2 of the CIP Program Guidelines and review the list of eligible acts.
• Also, if your organization has charity status, please check that you are a CRA Registered Charity and fill in the CRA Registration Number and date of registration.

Page 2 - Applicant Contact Information

• Please include two contacts on your application (i.e. a primary contact who has worked on the application and an alternate contact in the event that the primary contact is away.)
• Choose the best fit for Project Category, Project Scope and Group and if you are not sure fill in the Other section.

Page 3 -.Government of Alberta Funding Programs

• If you answered yes to the question about your agency currently having any other funding the next yes or no related question is asking whether you have outstanding reporting on this funding. If you answer yes to this question, as you scroll down, a drop down box will open allowing you to tell us when your reporting is due and to whom.
• If your organization has applied for or received any other Government of Alberta funding (including lottery funding) within the last three years for the same project, please identify which agency provided funding along with the amount and date when this funding was received.

Page 3 - Project Description

• Question a - Include in this section a description of your organization's mission/purpose, background and programs and services offered.
• Question b - List the main client group including age range, geographic location, program/service frequency and whether they face any significant challenges or barriers. Explain the benefit of programs and services provided and whether the services reach isolated or vulnerable individuals. Include number of clients served in each program and service area.
• Question c - When providing the names of community partners include all funding partners and any other supporting community organizations (i.e. agencies, municipal departments, schools, police, health unit, etc).
• Question d - Identify your organization's specific need that will be met by this grant funding. Will it provide funding for an ongoing program? NOTE: You must identify under this question the need for all items in the budget you are requesting funding toward.
• Question f - Identify the estimated number of clients, community members or geographic population who will be served by the program or organization. If available, include additional supporting demographic details about the population served by your program or organization.
• Page 4 - Question g - Identify the anticipated start and completion dates for the project.

Page 4 - Human Resources

• Identify the job title of the position being funded. Also identify why this position is critical to the organization and to the success of the program.

Page 4 - Need for financial assistance

• If there are existing operating surplus or other funding sources available explain why they are not being allocated to fund this project. If funds are restricted, indicate whether the restriction is controlled by the Board.
• Give a detailed breakdown of your current cash assets and where these funds are allocated if not all toward this project.

Page 4 - Eligibility Worksheet

• The eligibility worksheet must be filled in and submitted with your application. This form enables you to calculate the total amount you can apply for up to our maximum of $75,000.
• You can use column one or column two to calculate the total amount you can apply for up to our maximum of $75,000.
• The two columns for section A - Eligible Fundraising Revenue should be the gross amounts from the revenue section of your most recent completed fiscal year financial statements (column 1) and current financial period (column 2).

Eligible Matching Revenue Definitions for Worksheet

Non-Government/Non-Program Revenue earned in only the most recent fiscal year or current financial period. Donations and income prior to those financial periods are ineligible.

Donations in Kind - are non-government donations at market value (i.e. donation of a computer or printer).

Number of Volunteer Hours - List the total number of hours for the organization for the financial periods indicated. Do not list only the hours related to the project.

NOTE: Once you have calculated your eligible amount (up to our maximum of $75,000) fill out your detailed budget.

Page 4 - Project Budget

• Please include a detailed project budget showing your revenue and expenditures for this project. Fill out the budget template and submit it with your application.
• NOTE: By you filling out the program commencement date and program completion date you tell the reviewer the length of time you want to spent the funding (maximum is two years).
• The project timeline should be identified by date at the top of the page.
• In the first column of the budget, provide a specific itemized description of all projected expenses. Items you want to add that are not identified can be listed under Other.
• In the second column, show the total amount of each projected expense.
• In the third column, show the applicant's and any other contribution to each projected expense.
• In the last column, show the amount requested from the CIP Community Operating Grant.
• All figures should be rounded off to the nearest dollar.

Page 5 - Is the facility accessible to the general public?

• Note: for operating applications that do not involve a facility, the question should be interpreted to mean 'If this project is approved will there be a benefit to the general public?'

Page 5 - Other Supporting Documentation

• It is recommended that you provide letters of support from the local FCSS, MLA and partner agencies.

Page 6 & 7 - Grant Agreement

• If submitting your application by email, an original signed grant agreement, financial statements and attachments must be submitted and received in the CIP office within 10 business days from the online date of submission.