GRANT MANAGEMENT POLICY

Preamble
The following principles will guide the Foundation’s grant making:

Community Catalyst: Working with and for the communities by supporting organizations that demonstrate a collaborative approach to build community capacity and supporting innovative projects that align with the guiding vision of the Foundation.

Quality of Life: Strengthening the quality of life in the area served by the Foundation. Building on the strengths of the community and addressing issues that detract from Community well-being by supporting organizations that share that goal with the Foundation.​

Stewardship: Building a community legacy while not encroaching on the capital pool of money. The capital invested by the Foundation is invested on behalf of donors whose expressed wish was to use it for the future of the Sooke Juan de Fuca Region. However, interest on capital not specifically designated endowment can be effectively deployed through alliances and partnerships.​

Proactive Attitude: Through strong community relationships, identifying and addressing issues with other community organizations and municipalities.​

Independence for Individuals: Building the capacity of individuals to be independent and self-sustaining throughout life. The Foundation will give strong consideration to projects that support this principle.​

Principles

The Foundation will implement and follow a responsive and imaginative grants program,

Grants are made only to qualified donees as defined from time to time in the Canada Income Tax Act,

Grants are made to support the principles and goals of the Foundation.

General Policies

The final decision on all grants rests with the Board on the advice of its Grants Committee, 

The Foundation will establish yearly priorities and strategies to guide grant decision making, through scanning of the local environment, and with the assistance of publications issued from time to time by the Association of Fundraising Professionals, the Association of Healthcare Philanthropy, the Canadian Institute for Health Information, the Victoria Foundation, academic institutions and other sources deemed appropriate.

Grants will be awarded to those projects which fit the established vision, priorities and goals of the Foundation,

Results of the grants will be evaluated annually.

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Grant Committee Terms of Reference

The Foundation will appoint a Grant Committee at the first Board meeting after the Annual General Meeting each year as provided in the terms of reference set out in the Grant Distribution Policy

The committee will have no fewer than three and up to a maximum of 7 (seven) members with a majority of those being Board members, one of whom the Board will appoint as Chair

The primary responsibilities of the Grant Committee shall be recruitment and selection of grant applications and recommendations of grants to the Board

On a bi-annual basis the Grant Committee shall review the Grant Policies and make recommendations to the Board regarding amendments to the policy

The committee will hold meetings following an approved agenda, record minutes of its meetings and make these minutes available to the committee members and to the Board of Directors. The Chair provides a report to each regular Board Meeting

Committee will be set up in accordance with the Board and will abide by the Foundation’s by-laws. A majority of the Committee members present at a meeting is a quorum. Each member of the Committee, including the Chair, has one vote at the committee meeting. In case of tie, the chair has the deciding vote.

Committee members will keep all matters relating to the decision confidential. Release of information concerning grants shall by directed by the Board of the Foundation. 

Committee Procedures

This committee will hold meetings following an approved agenda, record minutes of its meetings and make these minutes available to the committee members and to the Board of Directors. The Chair will provide report to each regular Board Meeting.

The Committee will be set up in accordance with the Board and will abide by the Foundation’s by-laws. A majority of the Committee members present at a meeting is a quorum. Each member of the Committee, including the Chair, has one vote at the committee meeting. In case of tie, the chair has the deciding vote.

Committee members will keep all matters relating to the decision confidential. Release of information concerning grants shall by directed by the Board of the Foundation.

The Committee does not have the authority to approve any expenses. Any out-of-pocket expenses should be submitted for approval to the Board.

Guidelines

Grants will be made only to organizations which demonstrate fiscal responsibility, capable management and a strong and committed board of directors. ​

Grants will be awarded for definitive purposes and for projects covering a specific period of time. Multiyear grants will only be awarded under special circumstances, to be approved by the Board. ​

Preference will be given to projects which address themselves to the Foundation’s granting principles set out in policy and more specifically: ​

Innovation that strengthens the community’s capacity to care for itself;

Collaboration and cooperation within and across sectors;

Prevention as a response to challenges;

Testing new ways of providing services;

Promotion of volunteer participation and citizen involvement;

Building community strength and capacity through diversity;

Building community through a focus on the strengths and assets of individuals and groups;

To support the development of facilities as needed in the community. ​

4. Grants will not be made toward operating or capital deficits. ​Grants will not be given to support annual fund-raising campaigns, form letter requests or telephone campaigns.