1. Where can we obtain a final report template or information about the final report?

• on this website
• by calling (780) 644-8604 (toll-free by dialing 310-0000)

2. When is the 2008-09 final report due?

The final report for grants received during 2008-09 is due September 15, 2009.

3. What happens if the grant is not spent by September 15?

The organization needs to demonstrate it has spent or allocated the grant by September 15 and submit a final report. When an organization has not spent all of the grant dollars, but has plans to do so in the future and the monies are committed for a particular purpose, the final report can be submitted outlining the future commitment. See the example below.

Example: Organization has a winter carnival in January each year. The grant cheque was received in May, 2009 but the funds will not be spent until January, 2010. In the final report, the organization indicates that it is allocating the monies to the January, 2010 Winter Carnival and that all funds will be spent at that time.

4. When would an interim report be submitted?

If the organization needs to meet with their Board after the September 15 final report deadline to confirm the use of the grant funds, an interim report stating the potential use of the grant needs to be submitted by September 15. Note that the final report in this situation outlining how the funds have been spent or allocated is due by November 15, 2009.

5. Can funds be used in other areas that were not identified in the 'Statement of Intent'?

If the organization wishes to change the 'intent' from what was originally submitted in the application, the organization needs to provide a signed letter from an officer having legal signing authority prior to the final report deadline of September 15, 2009. Ensure this change is approved by your board and is consistent with your donors' wishes.

The Community Spirit Program director will review these changes and inform the organization whether or not they are approved.

When submitting the final report, make reference to the approved changes and provide an explanation as to why the changes were made. Contact the program office for clarification on eligible uses of grant funds by calling (780) 644-8604 (toll-free by dialing 310-0000).

6. If we have already spent money on operations, programs or capital projects before we received the grant, can we apply the grant monies to these areas?

Yes, as long as the use of the grant matches the originally submitted 'Statement of Intent'. Example: The organization's 12-month fiscal period is January – December. The organization paid an invoice for website development in February, 2009. The grant cheque was received in May, 2009. The organization may use the grant funds for these expenses.

7. What happens if the organization cannot spend or allocate the grant funds?

Any unused or unallocated funds must be returned to the Government of Alberta by December 31 of the year in which the grant was received.

9. Does a separate bank account need to be set up for this grant?

No. Your organization needs to keep financial records of funds received, but this can be done through your regular bank account.

10. Why does the final report require a statutory declaration?

For the 2008-09 grant year, a statutory declaration is required. During the first grant year, we did not have a formal grant agreement. As a result, we requested a signed statutory declaration to provide assurance that information provided in the application and the final report was complete and accurate and endorsed by the organization's governing body/board of directors/management. Please note that this has been changed for the 2009-10 grant year. Please refer to the 2009-10 program guidelines on the website.

NOTE: Statutory declarations must be prepared in Alberta and signed by a Commissioner for Oaths in Alberta.

11. Who can be a Commissioner for Oaths? How much does it cost to have the document commissioned?

Commissioners for Oaths include lawyers, judges, police officers, notaries public, officers in the Canadian Forces, elected officials (Members of the Legislative Assembly, a Member of Parliament from Alberta, a member of the Senate of Canada who at the time of appointment is a resident of Alberta, a member of a municipal council in Alberta, a member of a Métis settlement council or a member of a board of trustees of a school district or school division in Alberta).

Charging for this service is up to each commissioner. If a commissioner is a member of any of the three levels of government (municipal, provincial, federal) or works for an agency of the government, there is no charge for this service. Your organization is encouraged to contact people in your community using the above listing who are Commissioners for Oaths.

12. How can the grant be acknowledged?

For funding acknowledgements, please include a short written statement in your newsletter, brochure, website, etc. when acknowledging the grant or contact the program office for other options, including use of the Government of Alberta (GOA) logo.

Example: "We appreciate the Government of Alberta's Community Spirit Program donation grant of $xxxxx."