Community Services Grants Program FAQs

The City of St. John’s Community Services Grants Program provides financial assistance to organizations and individuals whose applications align with the City’s Strategic Directions.

Before applying for a community grant, applicants must review the following FAQs. These FAQs should not be considered a substitute for the full Policy and Procedures documents. Please refer to the Policy and Procedures.

Frequently Asked Questions (FAQs)

What is the submission deadline?

Applications must be received by email to citygrants@stjohns.ca no later than 4:00 p.m. on the last Friday in November. Late or incomplete applications will be considered ineligible.

What are the grant categories under the Community Services Grant Program?

Community Grant categories and 2024 budgets are as follows:

Community Organizations: $730,000
Sporting Organizations: $170,900
Special Events and Festivals: $100,500
Arts Organizations: $186,00
Individual Artists: $77,000

The dollar figures above reflect the City’s 2024 approved budget allocations for each category, and are subject to change.

A complete list of City grant categories can be found on the City’s website.

Can I apply in more than one grant category?

Applicants may apply in only one Community Grant category. Eligible organizations may also apply for grants in other City grant categories, a full list of which can be found on the City’s website.

How much funding can we apply for?

There is no maximum request amount for organizations. However, organizations should keep in mind that the City’s grant contribution is not intended to fund an organization’s operations in its entirety. An organization should demonstrate in its application that it has explored and secured other funding sources, both public and otherwise. Organizations must demonstrate that the private/non-governmental sector comprises a minimum of 20% of its annual budget.

For Grants to Individual Artists, the maximum request is $3,000.

A list of grant amounts awarded in the previous year is available on the City’s website. Successful applicants may not be awarded the full amount requested in their application.

How do we know if we are eligible to apply?

Eligible organizations shall be not-for-profit corporations or registered charities registered to carry on business in Newfoundland and Labrador and in good standing in the Provincial Registry of Companies. Individual artists shall reside in the City of St. John’s.

Full eligibility requirements are detailed in the Community Services Grants Policy (section 3.2) and Procedures documents.

What types of activities and expenses are ineligible?

Some activities and expenses, such as travel and professional development, are not eligible. Full lists of ineligible activities and expenses can be found in the Community Services Grants Procedures (section 3).

Who assesses grant applications?

For grants to organizations, a Grant Evaluation Committee made up of City staff representing various City divisions. For Grants to Individual Artists, a Selection Jury made up of representatives from the Grant Evaluation Committee and representatives from the arts community, each representing one of the disciplines covered by the grant program.

If our organization and application are eligible, are we guaranteed a grant?

No. There are many factors that the Grant Evaluation Committee considers when assessing a grant application, including:

How the evaluation criteria are met. Full evaluation criteria are detailed in the Community Services Grants Procedures (section 3.7).
The total number of eligible applications received.
The City’s overall grants budget.
The organization’s demonstrated need for City funds.

How can we increase the amount of our grant?

There is no guarantee that a request for an increase in funding will be granted, however, the following will help the Grant Evaluation Committee assess the request:

Organizations seeking an increase in funding should clearly outline the reason(s) for the increase.
Organizations should demonstrate increased financial need, and how the increase will contribute to the enhancement of the organization and benefit to the community.

What should our budget include?

All organizations must submit their overall annual budget, showing all revenue and expenses. Organizational annual budgets must be balanced. All budgets should note all sources of revenue as either confirmed or pending. Please note:

Special Events and Festivals applicants must submit an event-specific budget in addition to their annual organizational budget.
Individual artists must submit their full project budget, showing all revenues and expenses.
Project budgets must be balanced.

What is meant by financial statements?

A professionally prepared audit, review engagement, or notice-to-reader. If not available, organizations must submit their most recent income statement, balance sheet, and statement of cash flows.

What does the committee look for regarding strong fiscal responsibility?

The Grant Evaluation Committee’s assessment of an organization’s overall financial health will include the following factors:

Viability: the organization is stable and the request for funds is reasonable given the size and scope of the organization.
Ability to manage funds responsibly.
Other funding sources: sources of revenue are adequate and suggest financial stability.

The Grant Evaluation Committee’s assessment of your organization’s financial health and need also considers if you have an accumulated surplus or deficit:

Accumulated surplus: If your organization has access to unrestricted or internally restricted net assets worth more than 12 months of operating expenses, your organization may not demonstrate significant need for City funding. Along with your financial statement, organizations with an accumulated surplus must submit an explanation that describes how the unrestricted or internally restricted net assets have been earmarked for an imminent project or purpose. You must clearly demonstrate why your current financial situation warrants a request for City funds.

Accumulated deficit: A substantial accumulated deficit can indicate risk of long-term financial viability. Along with your financial statements, organizations with an accumulated deficit must submit an explanation and plan. Provide a clear picture of your deficit situation and a plan to eliminate the deficit. The plan should have reasonable and achievable goals.

Do we need to submit a final report?

Organizations are not required to submit a final report as the grant applications include an overview of the previous year’s programming and progress. Individual artists are required to submit a final report in order to be considered eligible for future grants.

What if our plans change from what was outlined in our grant application?

If any component of a grant recipient’s programming/project is cancelled, postponed, altered, or otherwise incomplete, the grant recipient must advise the City and may be required to return all or some of the grant.

When will we hear about the outcome of our application?

The Grant Evaluation Committee reviews applications early in the calendar year, and funding recommendations are presented to City Council for approval. Typically, email notifications are sent by mid-March.

If successful, when will we receive our grant?

Once approved by Council, the payment requisition process typically takes up to 4 weeks.

Category-specific FAQs

The following questions are category-specific, and will not be applicable to all grant categories.

Community Organizations

What does “local program statistics” mean on the application form?

The Grant Evaluation Committee wants to understand the impact the organization has on the residents of the City of St. John’s. Depending on the scope and activities of the organization, this could mean the number of registrants, members, individuals served, etc. These numbers must be local.

Special Events and Festivals

Why does our organization need to submit an annual organizational budget and an event-specific budget?

The annual organizational budget and financial statements are used to assess an organization’s overall financial health. An event-specific budget provides valuable information about the planning and feasibility of the event.

Individual Artists

Who assesses applications in the Individual Artists category?

A Selection Jury made up of representatives from the Grant Evaluation Committee and representatives from the arts community, each representing one of the disciplines covered by the grant program:

Dance
Film & New Media
Literary Arts
Music
Theatre
Visual Art & Craft

Can a group or collective apply?

Group/collective projects may be eligible. However, please name one individual as the official applicant. You may include information about other group/collective members in your project description and support material.

Can I get feedback on my application?

The jury does not provide formal feedback to applicants.