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Application For Funding 

Contact Information

Send applications electronically to both;
Powell River Community Forest Ltd and the City of Powell River

attention; Greg Hemphill, President.
prcf.grants@gmail.com

attention; Susan Auchterlonie, Manager Partnerships, Intergovernmental and Public Affairs
grant.applications@powellriver.ca |  604-485-8653

Grant Application Review Process

Powell River Community Forest (PRCF) board reviews applications and recommends grants. City council approves the grants and City staff administer the distribution of grant funds.

• There is periodic, joint review with PRCF of monies in the fund, the status of previous grant projects and the current application list.
• New applications or adjustments to existing applications may be submitted at any time. PRCF advertises when the application review process deadline is. With substantial dividends, PRCF has opted for both a spring and fall grant application review and approval.
• City projects must be consistent with the intent of the bylaw and have council’s support. PRCF is less involved with review and follow up for city projects, however will point out concerns to council or may ask which of the city  projects is ready to proceed or considered a priority.
• The PRCF board goes through a shortlisting process based on our evaluation criteria. If PRCF needs more information or seeks adjustments to an application, board members often do follow-ups directly with applicants.
• PRCF reviews the shortlist with the city. The PRCF board passes a formal motion recommending which grants go to Council for approval. Those written recommendations (which are a public document) go to the next council meeting for approval. Community group grant recipients are invited to attend and say a few words about their projects.
• Applications not selected remain under consideration for the next application review period and may be adjusted at any time. An advantage of submitting an application early is an opportunity for feedback and adjustment before the formal review commences.

Grant Evaluation Criteria

The broader objective of the fund is to invest in projects which will provide sustainable benefits for the entire community.

• The allocation of grant funds for City projects must be consistent with the bylaw. The bylaw’s intent also applies to applications from the qRD and other government funded agencies.
• PRCF encourages partnerships between the City and their user groups. Most projects involving city facilities will be managed by City staff, however often there are efficiencies to having user groups take the lead on smaller projects.
• The grants are intended to support capital investment. Design/build will be considered but not feasibility studies, administration or ongoing program funding. Grant monies cannot be used to cover costs retroactively.
• The fund is not intended to be used to fund the many sponsorship or donations requests.
• Projects that use monies in the fund to match or leverage funds applied for from other sources are looked upon favourably.
• PRCF is open to being a grant funding partner with other community entities doing grants; Rotary, First CU, United Way, Community Foundation, 100 Women Who Care etc.
• Applications are accepted from community groups, non-profit organization, public sector agencies and local government.
• Applicant groups must have a solid track record in the community and be a stable entity going forward.
• Where club members will gain the most benefit, we look for their monetary contribution and/or a voluntary component in their application.
• We favor community projects which are ready to proceed. Grant funds should be used in a timely, efficient manner.
• We favor projects which create opportunities for local contractors, workers and suppliers and we encourage use of locally manufactured wood products.

After City Council approves the Grants

• The City’s Manager, Partnerships, Intergovernmental and Public Relations is the main contact for distribution of grant monies. Grant recipients can expect to receive a formal letter advising of the grant and two copies of the Funding Services Agreement shortly after City Council approval. 
• Recipients must sign both copies of the Agreement and return both to the City for signing. Once signed by the City, this “contract” is sent to the recipient along with an initial payment of 70% of the grant.
• Funding for projects requiring permits/licences from the City will be held until approval documentation has been provided by the City’s Planning Department. City staff will work to minimize delays.
• Once the project is complete the recipient must submit all receipts to verify the final project cost to the City. Upon review and approval of expenses, the final 30% of grant funds will be paid.
• Projects that come in under budget are paid the lessor amount. Remaining grant dollars become available in the fund for other organizations to access.
• Changes/additions to the project scope must have been discussed with and agreed to by the City prior to works being undertaken in order to receive payment for those works.
• Consideration may be given to a separate “top-up” grant where project cost increases were for reasons beyond the recipient’s control and a lack of funding may jeopardize project completion. A new application must be submitted, and costs will not be covered for works already completed.

Profits from Powell River Community Forest Ltd (PRCF) forestry operations are returned to the community in the form of grants to support community projects. The City of Powell River has established the Community Forest Reserve Fund (the fund) to receive PRCF’s annual dividend deposits. This follows the Community Forest Reserve Fund Bylaw – # 2212 (2008) as outlined below:

Community Forest Reserve Fund – City Bylaw # 2212 (2008)

“Money from the fund will be used for special community projects that will benefit the Community of the whole. The money in the fund is not intended to be used for city operations or capital expenditures of a regular nature. Before any money is used from the fund the city will seek input from the PRCF board.”