Capital Grant Application Questions

Non-profits, Indigenous communities, and small municipalities that are interested in applying for a Capital grant are encouraged to review the application questions listed on this page and prepare all required information and attachments.
 

On this page

• Organization Information
  • Financial Health and Stability
  • Board Members
• Project Information
  • Assessment Criteria #1: Community Need
  • Assessment Criteria #2: Organization Supports Diverse, Underrepresented, and/or Vulnerable Populations 
  • Assessment Criteria #3: Strategy
    • Capital Grant Outcomes
    • Photos
  • Assessment Criteria #4: Process
    • Lease or Proof of Ownership
    • Quotes or Estimates 
    • Financial Workbook 
• Acknowledgements

Organization Information

The following questions will be used to assess your grant application:

Checkbox: I confirm I have been given authority to submit this application.

Signatory Contact

Question: Enter your organization's Signatory Contact details:

• Name
• Position
• Email
• Phone

Your organization's Signatory Contact is the person who has signing authority to legally bind your organization and will be responsible for signing an OTF Grant Contract.

Organization Contact

Question: Enter your organization contact's details:

• Name
• Position
• Email
• Phone

Your Organization Contact is the designated person who has the authority to submit this application.

Checkbox: I have read and agree that this organization will comply with the Ontario Trillium Foundation's Anti-Discrimination Policy.

Checkbox: I understand and agree that data provided throughout the application may be shared with other funders and/or may become public. For more information, review our Open Data Policy.

Organization Type

Please review the funding program’s eligibility requirements to ensure your organization is eligible before applying.

Organizations applying for OTF funding must provide direct programs and services to Ontarians and must be an eligible applicant. For more eligibility requirements, review OTF’s Eligibility Policy.

Question: Select your organization type.

• A charitable organization or public foundation registered as a charity by the Canada Revenue Agency 
• An organization incorporated as a not-for-profit corporation without share capital in a Canadian jurisdiction 
• A First Nation, Métis or Inuit community 
• A municipality with a population 20,000 or less, or their cultural and recreational agencies, including public libraries and museums

Note

• Organizations that are both an incorporated not‐for‐profit and a registered charity are to apply as a charity.
• A Chartered Community Council, operating under the Métis Nation of Ontario is to apply through the Métis Nation of Ontario
• Inuit-led organizations are to apply as either a charitable organization or an incorporated not for profit organization, as applicable
• A municipality with a population of 20,000 or less is eligible to:
  • apply for funding in OTF’s Active People Action Area fostering more active lifestyles, or in OTF’s Inspired People Action Area supporting arts, culture and heritage projects; and
  • apply for its cultural or recreation agencies, including municipal libraries and museums.
• County Library Boards and Local Services Boards are to apply as a municipality with a population of 20,000 or less

Ineligible organizations include:

• Organizations that are receiving funding from other sources for the same component of a capital project
• A municipality with a population over 20,000 and their agencies
• A conservation authority or the conservation authority's foundation(s)
• An unincorporated branch or chapter of a registered charity or incorporated not-for-profit organization
• A for-profit organization or the for-profit organization’s foundation(s)
• A university/college, hospital, school and or an agency or a foundation of one of these organizations
• An agency of provincial or federal government
   

Question: Your organization's legal name.

Question: Your organization's charitable or incorporation number, and year of registration. 

Question: Your organization's Canada Revenue Agency (CRA) Business Number. Learn more about submitting your business number.

Question: Your organization's operating name.

Question: Your organization's address:

• Street Address/RR or PO Box #
• City, Province, Postal Code (format X1X 1X1)
• Phone
• Website (If none enter N/A)

Question: If your organization is active on social media, please provide the handles you operate under. For example, @ONTrillium is OTF's Twitter handle.

Question: Your organization's mission statement. 200 words max.

Question: Your organization's typical activities, services or programs. 200 words max.

Question: How many people does your organization serve annually? (numeric field)

Question: What sector does your organization operate in (select the option that best fits)?

• Arts/Culture
• Environment
• Human and Social Services
• Sports/Recreation

Question: Does your organization offer programs and/or services in both official languages? Yes or No

If organization selects yes:

• How is your organization mandated to offer bilingual programs and/or services? Choose one of the following:
  • Agency designated under the French Language Services Act  
  • Area designated under the French Language Services Act
  • Mandated by Board of Directors and/or Funder
  • Non-mandated but serving Francophone population

Question: Is a percentage of the selected population your organization serves Francophone?  Yes/No

If organization selects yes:

• What % of people served by your organization are offered programs and/or services in French? (100%, 90%, 80%, 70%, 60%, 50%, 40%, 30%, 20%, 10%)
• What % of your organization's programs and/or services are offered in French? (100%, 90%, 80%, 70%, 60%, 50%, 40%, 30%, 20%, 10%)

Question: On average, how many paid staff did your organization have over the last 12 months, regardless of full-time or part-time status?

Question: On average, how many volunteers did your organization have over the last 12 months, regardless of the number of hours volunteered? 

Question: For each category below, select the population that your organization serves: 

Language of population served: 

• Bilingual (French/English) 
• Francophone (and offered services in French) 
• Other Language excluding English or French
• General Population 

Gender of population served:  

• Non-binary 
• Trans-Men/Trans-Women 
• Men/Boys 
• Women/Girls 
• General Population 

Lived-experience of population served:  

• In care/leaving care 
• Low income 
• Newcomers/refugees 
• People with disabilities 
• People living with mental health challenges/addiction 
• Underhoused/homeless 
• General Population 

Identity of population served: 

• Black 
• Indigenous or Aboriginal 
• 2SLGBTQIA+ 
• Other racialized groups  
• General Population 

Question: Does your organization’s leadership and/or decision-making entities (Board, executive team, senior leadership etc.) reflect the language, gender, lived-experience or cultural identities of the communities served by your organization? 

• Yes 
• Somewhat 
• No 
• Unsure 

Financial Health and Stability

File upload: Upload your organization's most recent completed financial statements and surplus or deficit information, if required. Ensure you are submitting the required financial statements based on your organization's fiscal year-end date and total revenues. 

Note: While all organizations must meet OTF’s Financial Statement requirements, Municipalities, First Nations, Métis or Inuit communities are not required to submit financial statements in their grant application.

Board Members

Question: Does your organization have a minimum of three active board members (active terms as of grant application deadline date), with at least 50% of board members at an arm's length relationship to each other? Yes/No

• Answer yes if: board members and organization executives are not married or related to each other, do not work as business partners or are otherwise in a relationship where interests may be compromised.
• Answer no if: board members and organization executives are married or related to each other, do work as business partners or are otherwise in a relationship where interests may be compromised.

Question: Enter your organization's Board of Directors information: 

• First name
• Last name
• Term start date
• Term end date
• Position
• Arm’s Length (yes/no)

Note: All organizations must meet OTF’s Board of Directors requirements. However, Municipalities, First Nations, Metis or Inuit communities are not required to submit Board of Director information.

Your organization must have a minimum of three active board members. Term end dates must be on or after the grant application deadline date.

To be eligible for funding, at least 50% must maintain an arm’s length relationship to each other.

Checkbox: I confirm that all the organization information provided is correct, up-to-date and complete.

Checkbox: I confirm that the right type and year of financial statements have been uploaded based on our organization's total revenues and fiscal year-end, and the Board of Directors table has been updated.

Project Information

Question: Only project activities that take place in Ontario are eligible for OTF funding. Will the project activities funded by OTF take place in Ontario? Yes/No

The following questions will only be used for data collection and will not be used to assess your grant application:

Question: Select the Action Area that best aligns with your project:

• Active People
• Connected People
• Green People
• Inspired People
• Promising Young People
• Prosperous People

Question: Is your project addressing a public health need? This can include ventilation, contact mitigation, cleaning etc. Yes/No 

Question: For each category below, select the population that this project will serve:  

Language of population served:  

• Bilingual (English and French)  
• Francophone (and offered services in French)  
• Other Language excluding English or French  
• General Population

Gender of population served:   

• Non-binary  
• Trans-Men/Trans-Women  
• Men/Boys  
• Women/Girls  
• General Population 

Lived- experience of population served:   

• In care/leaving care  
• Low income  
• Newcomers/refugees  
• People with disabilities  
• People living with mental health challenges/addiction  
• Underhoused/homeless  
• General Population  

Identity of population served:  

• Black  
• Indigenous or Aboriginal  
• 2SLGBTQIA+ 
• Other racialized groups  
• General Population

Question: Select the community size primarily served by your organization: 

• Rural or Small Communities (20,000 or less)
• Mid-size Communities (20,001 - 100,000)
• Urban Centres and Metropolitan Suburbs (over 100,000)

Question: Select the age group primarily served by your organization:

• Children up to 12 years
• Youth (13-24)
• Adults (25-64)
• Seniors (65 and over)
• General population (all age groups)

The following questions will be used to assess your grant application:

Capital grants help organizations address a community need. Funding can be used to enhance a facility or space, purchase equipment, build a new space, and complete renovations, retrofits or repairs.

Organizations can request funding for multiple capital improvements within one facility (e.g., touchless entry and widening of doorways at local community centre) or organizations can request funding for the same capital improvements at multiple facilities (e.g., HVAC retrofits at 3 municipal arenas).
  
Question: What is your requested term? (up to 12 months) 

• 6
• 12

Question: What is your project start date? The project start date cannot be earlier than September 26, 2023 and no later than March 26, 2024.

Question: In which OTF catchment area will your project have the greatest impact? Select one. To find your catchment, use OTF’s catchment search tool.*

*Question: For the Toronto catchment, select the neighbourhood where the greatest impact will occur. Select one.

Note: The main impact of project activities needs to be in one of OTF’s catchment area.

Question: Select the census division.

Question: If your project is taking place at a specific location, provide the following information: 

• Complete civic address  (unit/civic number, street name and type, municipality, province)
• Postal code (for example, M5L 1E2)
• Commonly used name of the space 
   

Assessment Criteria #1: Community Need

The organization has clearly demonstrated how its capital project will address a need in the community. Community need can include health and safety requirements, as well as the social, physical and economic well-being of the community. The project should:

• respond to a need in the community  
• serve the public at-large and demonstrate a direct benefit to the community
• contribute to the social and economic well-being of the community

Scoring weight: 30%

Question: What community need will your project address? Who will benefit? Why is your project needed now? Max. 200 words

Question: Describe how your project will contribute to the social and economic well-being of your community? Max. 100 words

Assessment Criteria #2: Organization Supports Diverse, Underrepresented, and/or Vulnerable Populations 

The organization has clearly demonstrated that its facilities or spaces positively impact populations experiencing barriers such as socio-economic, geographic, cultural, gender, abilities and/or racial. 

Scoring weight: 10%

Question: OTF seeks to support diverse communities and underrepresented populations. Tell us how your facilities or spaces positively impact populations experiencing barriers such as socio-economic, geographic, cultural, gender, abilities and/or racial. Max. 75 words.

Assessment Criteria #3: Strategy

The strategy is well thought out and explains how the project will address a need in the community based on the Capital grant outcomes selected. 

• The project is clearly articulated and reasonable for addressing the community need
• The project and its impact are clearly aligned with the Capital grant outcome(s) selected
• Appropriate photos or diagrams are uploaded with the application

Scoring weight: 35%

Capital Grant Outcomes 

Question: Select the Capital grant outcomes your organization hopes to achieve with this project. The outcomes you select need to help you address the community need identified in your application.

Select only those outcomes that apply to this project:

• Increase use of facility or space by expanding functionality, square footage, participation rates and/or usable hours. E.g. outdoor lighting, wall partitions, new changing room, added play area, new or expanded kitchen facilities.
• Extend life of facility or space through repairs, retrofits or renovations. E.g. roof, HVAC, seating, windows, doors, electrical upgrades.
• Improve facility or space to make it accessible to all people. E.g. ramps, washrooms, automated door openers, elevators.
• Enhance program and service delivery through the purchase of fixed and non-fixed equipment. E.g. sports equipment, multi-sensory equipment, workstations, maintenance equipment, sound system, kitchen appliances.

Question: Based on the Capital grant outcome(s) selected, describe your project, how your project will achieve each outcome, and how it will help you address the community need identified in your application. Max.150 words per outcome.

To better understand the future impact of your Capital project, whether it’s renovations, repairs or equipment, answer the following questions. For all fields that are not applicable, enter “0”.

Question: How much space will be made available (created, maintained or improved) for community use as a result of your project?  

• Square feet 
• Square km 
• Linear km 

Question: On average, how many people will directly benefit from your project per year? Include new and existing participants.

Question: On average, how many programs and services will be impacted by your project per year? Include new and existing programs and services.

Question: On average, how many program/operating hours will be added as a result of your project per year? 

Question: How many years will be added to the lifespan of your facility or space as a result of your project? 

Photos

File upload: Upload photos or diagrams demonstrating your funding needs. Include a maximum of 5 photos and a short description for each uploaded file.   

• Mandatory for renovations, retrofits, repairs, and new spaces: Provide at least one ‘before’ picture of the current state for each area to be worked on.
• Mandatory for equipment purchases: Provide at least one picture of equipment to be purchased.

Assessment Criteria #4: Process

The process is well thought out and identifies the steps needed to complete your Capital project. 

• Planning to date supports project implementation 
• Project and key project activities are clear and will meet the standards set out in the Ontario Building Code, federal and provincial regulations and local by-laws
• It is feasible to carry out the key project activities within the selected grant term
• The financial workbook and total grant request are reasonable and aligned with key project activities
• At least one appropriate quote or estimate is uploaded for goods and/or services valued above $10,000 and align with requirements listed in the Financial Workbook Instructions. 

Scoring weight: 25%

Question: What planning have you completed to support project implementation upon OTF approval? Max. 75 words.

Question: What key project activities will you complete to successfully implement the project and achieve each of the selected outcomes? Max. 75 words for each outcome.

Note: When defining key project activities, keep in mind the high-level activities that are needed to take place for you to complete your project. Focus on the key steps or milestone activities for your project rather than specific tasks.

Lease or Proof of Ownership

Proof of ownership or a five-year lease agreement is required for renovations, repairs or retrofits of buildings or facilities, the addition of outdoor installations and installation of fixed equipment. 

• If you are applying as a Municipality, please provide a signed letter from a senior administrator confirming ownership, instead of ownership documents.
• If you are applying as a First Nation, no documentation is required for proof of ownership or lease agreement. 

Review's OTF's Lease Agreement Requirements. 

File upload: Upload the proof of ownership or lease agreement for your facilities or spaces.

Checkbox: I understand that proof of ownership or a five-year lease agreement must be uploaded to this application for requests that include renovations, repairs, or retrofits of buildings or facilities, the addition of outdoor installations, and installation of fixed equipment. If an existing lease expires prior to the end of the five-year term required by OTF, a letter from the lessor documenting the commitment to renew the existing lease is required. For municipalities, a signed letter from a senior administrator confirming ownership, instead of ownership documents, is required. For First Nations, no documentation is required for proof of ownership or lease agreement.

Quotes or Estimates 

For each good and/or service valued above $10,000, OTF requires that a minimum of one quote or estimate be uploaded with the grant application. However, OTF prefers to receive two or more quotes or estimates to help your organization establish accurate budget amounts and demonstrate the best value for money.

• Multiple sub-contracts with a supplier on the same project will be considered as a cumulative total. This means if the total of these goods and/or services exceeds $10,000, a minimum of one itemized quote or estimate (preferably two or more from different suppliers) needs to be uploaded. An itemized quote or estimate breaks down the cost of each good and service into line items.
• All documentation needs to be prepared by a third-party professional and must be obtained within 6 months prior to the application deadline.

Checkbox: I understand that a minimum of one quote or estimate (preferably two or more from different suppliers) needs to be uploaded with this application for each good and/or service valued above $10,000. I also understand that multiple sub-contracts with a supplier on the same project will be considered as a cumulative total. This means if the total of these goods and/or services exceeds $10,000, a minimum of one itemized quote or estimate (preferably two or more from different suppliers) needs to be uploaded.

File upload: Upload your quotes.

Checkbox: Select the confirmation box that applies to your application (select one):

• I confirm that quotes or estimates are required for this application and have been uploaded
• I confirm that quotes or estimates are not required for this application. 

Financial Workbook

• Please read these Financial Workbook Instructions prior to completing the workbook.
• Organizations can apply for $10,000 to $150,000 for a maximum of one year. 

Question: How much funding are you requesting from OTF? This number auto-populates based on the information submitted in the Financial Workbook.

Where OTF funding represents a component of a larger project, applicants must demonstrate that the OTF funded activities can be completed independently or that other funding sources have been secured.

Question: What is the total project cost? Enter the total expected cost of the project, including any secured and unsecured funding that may exceed the requested funding from OTF. 

Question: How much funding have you secured from sources excluding OTF? You must enter a dollar amount. If there are none, enter $0.

Question: List the sources of secured funding and indicate how the funds will be used. Max. 100 words.

Question: What is the amount of unsecured funding you are expecting from sources excluding OTF? If there are none, enter $0.

Question: What is your plan to obtain the unsecured funds? Max. 100 words.

Project Description

This description will be used on the OTF website and grant contract if the grant application is approved.

Question: Please describe your project using up to 20 words:

Our (organization/Municipality/First Nation/Inuit community/Métis community) with a $XX Capital grant over XX months, will address a community need by <Describe your project using up to 20 words>.

Acknowledgements

Checkbox: I have read the Financial Workbook Instructions and confirm that the budget request complies with OTF policies and requirements.  

Checkbox: I understand the importance of avoiding any conflicts of interest (or the appearance thereof) when obtaining goods and/or services.

Checkbox: The information contained in this application and in the accompanying documents is true, accurate and complete.

Checkbox: I understand that should this application be approved, our organization will be required to enter into a formal, legally binding agreement with the Ontario Trillium Foundation that is based on the information in this application and includes the terms and conditions of the grant.

Checkbox: I have reviewed Grant Recognition Policy and agree, that if our project is approved for OTF funding, we will publicly recognize OTF’s investment in the project.

Checkbox: I understand that Ontario Trillium Foundation will not reimburse any expenses incurred prior to being notified of grant approval.

Checkbox: A representative with designated signing/decision-making authority for the organization has authorized this application.

Checkbox: I have reviewed Capital Grants Policy and confirm that our Capital project complies with your requirements.