Grow Grant

If your Organization Information was submitted with a previous application and your financial statements still meet OTF requirements, your information will remain valid for the upcoming application deadline.

What this means for your new application: 

• The Organization Information section will be locked and not available to update.
• Your organization’s eligibility remains valid, and you can proceed to the Project Information.

When updates are required

If your grant application was previously declined based on not meeting organizational requirements, or if your financial statements no longer meet OTF requirements for the upcoming application deadline:

• The Organization Information section will be available to update and resubmit with your grant application.
• OTF will reassess your organization’s eligibility during the assessment process.

Note: Successful applicants may be required to update their Organization Information before OTF Grant Contracts are issued or at any time while the grant is active.

This section of the grant application helps OTF understand who the applicant is, what they do, and the kind of work they focus on. The answers help OTF determine if the applicant meets eligibility requirements outlined in Step 1.

Applicants must provide the following information outlining their mission and activities: 

• Their mission or main purpose, typical programs or activities, and the sector in which they operate.
  • Applicants should not change their mission statement based on the grant application they are submitting. This is a common application mistake.
• The number of people served each year, the number of staff and volunteers on hand, and whether programs or services are offered in English, French, or both.
• The populations they serve, including language, gender, lived experience, and identity.

Organizations that apply for OTF funding must demonstrate a need for public funds, have a healthy financial position, and demonstrate a capacity to manage grant funds and deliver on the requested grant. 

OTF assesses this requirement using submitted financial statements.  

• Organizations must submit financial statements for their most recent fiscal year and comparative information for the prior fiscal year. These statements must be completed within six months of the most recent fiscal year-end. This is a common application mistake.
• A satisfactory explanation of the surplus is required for organizations with an accumulated surplus of greater than 12 months of their annual operating expenses.
• A satisfactory explanation of a deficit, as well as a deficit reduction plan are required for organizations with an accumulated deficit of greater than 10% of their annual operating expenses.

Review all financial statements requirements.

OTF asks organizations to submit their by-laws and a detailed list of board of directors and senior staff.

Board of Directors

Organizations are required to have a minimum of three active board members, with term end dates on or after the grant application deadline date. More than 50% of all board members are to maintain an arm’s length relationship to each other.

The following information is to be provided for each board member as part of the grant application:

• First and last name
• Term start date and end date
• Position
• Arm’s length (yes/no)

Senior staff 

Organizations with paid staff are to provide the following information about each senior staff member:

• First Name 
• Last Name 
• Position Title 
• Decision-Making (yes/no) 
• Arm’s Length (yes/no) 

By-laws

Applicants must upload their by-laws so OTF can review the organization’s governance structure, including how conflicts of interest and accountability are managed.

OTF invests in projects that help build healthy and vibrant communities. OTF’s funding priorities focus on areas that identify the types of change OTF invests in. Select the funding priority that best meets the goal of your project:   

• Foster physically active lifestyles
• Help people build stronger connections and a deeper sense of belonging in their community
• Enrich lives through arts, culture and heritage
• Support youth to develop stronger social, emotional and leadership skills
• Support participation in the conservation and restoration of the environment
• Enable economically vulnerable people to meet their basic needs and/or strengthen their financial stability

Explore these priorities as part of OTF’s Grant Investment Framework.

Grow grants support established programs and services that have a proven track record of success and effectively meet community need.

Funded projects help applicants achieve specific, measurable goals to: 

1. Expand an existing program or service  
2. Improve an existing program or service

3. Adapt an existing program or service

    

Applicants need to complete a Project Plan that outlines the steps they need to take to meet their project objective. 

The project plan includes the following required information:

The project budget is a critical part of the application. It shows how grant funds will be used and ensures funds are used effectively. 

Grow grants range from $100,000 to $600,000. Applicants can request between $50,000 and $200,000 per year, for 2 or 3 years.

• Applicants need to clearly explain how their budget items are connected to their project and Project Plan. This is a common application mistake.
• The costs must also be appropriate and reasonable for the activities outlined in the Project Plan.
• The Project Budget and Project Plan need to correspond to the requested term.
• All funds needed for the project need to be secured, or there must be a reasonable plan to secure the remaining funds.
• Only include the amounts that you are requesting from OTF.

Capital project costs

Up to 20% of the Budget can include capital-related costs that directly relate to the project objective. This can include the purchase of equipment (fixed and non-fixed) and/or the completion of renovations, repairs or retrofit. If you include capital components in your grant application, explain why and how the capital budget items are directly related to the delivery of your project. 

Eligible budget categories

Apply for funding to cover project costs across the following categories. You can have up to 5 budget items for each Direct Personnel Costs and Direct Non-Personnel Costs.

• Direct Personnel Costs
  • OTF will support salaries, mandatory employment-related costs and employee benefits for staff positions funded specifically to carry out the project. A maximum of five budget items is allowed for this category.
• Direct Non-Personnel Costs – Purchased Service
• Direct Non-Personnel Costs – Workshops/Meetings
• Direct Non-Personnel Costs – Supplies and Materials
• Direct Non-Personnel Costs – Travel
• Overhead and Administration Costs
  • OTF will support Overhead and Administration Costs directly associated with the project up to 15% of the Budget before applicable Capital costs. These do not include the direct costs to run or deliver the project, including the staff or equipment associated with the project. It does include a portion of regular operational expenses that can be attributed specifically to this project.

For capital-related costs

• Construction and Renovation Costs
  • This includes materials and/or contractor costs.
• Developmental Costs
  • If you have Developmental Costs, they cannot exceed 20% of your total Construction and Renovation Costs. Costs can include the development of engineering plans, legal fees, or survey costs.
• Equipment Costs
  • This includes fixed and non-fixed equipment.

Ineligible activities and costs 

The following are not eligible for funding. If any of the following items are included in the grant application, the application will be declined:

• Direct personal or individual material benefits intended for use outside of the funded project;
• Activities that duplicate or replace core government funding, government mandated services, positions or activities;
• Delivering school or home-based curriculum, healthcare (including dental), and long-term housing;
• Political activities intended to influence or support a political party, elected representative, candidate for public office, or to bring about changes in law or government policy;
• Political activities (including research and development) for the purpose of bringing about a change in law or government policy;
• Taxes, such as GST and HST, for which the recipient is eligible for a tax rebate, and all other costs eligible for rebates;
• Overhead and Administration Costs directly related to the project that are more than 15% of the total project budget;
• Core operational funding, which covers ongoing day to day costs that are not directly tied to a specific, time‑limited project;
• Flow-through funding that will be reallocated to a third-party;
• Activities completed, or costs incurred, before the start date specified in an OTF Grant Contract;
• Activities that are religious or include a requirement to participate in any dimensions of faith;
• Gambling and gambling-related activities;
• The purchase or sale of alcohol or cannabis, financing of related licenses or permits; and
• The purchase of firearms or ammunition, and the financing of related licenses or permits.

Where feasible, OTF encourages the purchase of Ontario or Canadian goods and services and recognizes the role local procurement plays in strengthening Ontario communities.

Purchasing single goods and services over $5,000

• If you plan to purchase an individual good or service for your project that costs more than $5,000 (cumulative over the 2-3 years), submit at least one quote or estimate with your grant application. This is a common application mistake.

Purchasing multiple goods and services from a single supplier

All purchases from a single supplier – whether a store, contractor, or consultant – need to be combined and treated as one.

• If the combined amount exceeds $5,000 over the grant term, submit an itemized quote or estimate, showing the cost of each good or service as separate line items.
• Do not split the purchases across multiple subcontracts or receipts as they will still be treated as a single total exceeding $5,000. This is a common application mistake.

Acceptable documentation

• A PDF quote or estimate prepared by a third-party vendor or supplier.
• A screenshot of an online shopping cart from a third-party vendor or supplier site.

All documents need to be:

• Dated and obtained within 6 months prior to the application deadline.
• Completed with information about the vendor or supplier.

Explore examples to better understand when quotes or estimates are required.

Applicants can apply for a Grow grant as a collaborative to deliver their funded project. 

Applicants submitting a collaborative application need to:

1. Complete the Collaborative Members table, which includes providing the names of the organizations in the collaborative. The names should be the same as those listed in the Collaborative Agreement.
2. Submit a formal, signed collaborative agreement.

Explore how to create a collaborative agreement.

Up to 20% of the Budget can include capital project costs that directly relate to the project objective. If an application includes capital costs, the following documentation needs to be submitted with the application: This is a common application mistake.

Photos and diagrams

Applicants who are applying for capital upgrades need to upload a maximum of 5 photos and diagrams demonstrating their funding needs:

Proof of ownership or lease agreement

Applicants who are installing fixed equipment, adding outdoor installations, or renovating, repairing, or retrofitting facilities or spaces are required to provide one of the following documents: 

1. Proof of ownership, such as a current year tax bill with roll number, land transfer document, title or deed; or
2. A lease agreement with at least 5 years remaining at the time of the grant application deadline date. 
   1. If an existing lease does not have at least 5 years remaining at the time of application:
      1. Applicants are required to submit a letter from the Lessor documenting the commitment to renew the lease for a minimum of 5 years.
      2. This letter needs to be submitted with the existing lease and grant application.

Explore the sections of a lease agreement.

Meet all requirements and submit all documents

Use the assessment criteria and the requirements outlined for this grant to prepare your application and have everything ready before you submit your application. Applications often get declined because they are missing required documentation or they do not meet the criteria.

Avoid submitting on the last day

Give yourself plenty of time to review and finalize your responses before the grant application deadline.

Make the most of our application resources

All the tools and information you need to apply are available up front from OTF. For extra support, applicants can attend a webinar or book a coaching call with our team.

• Applications submitted after the deadline date and time will not be accepted.
• Once submitted, an application is final and cannot be changed.
• All OTF decisions are final and there is no appeal process.

Learn more about what happens after you submit your application.