Policy - Community Partnership Grant - 20250617
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Community Partnership Grant
Community Services
Contact: Manager, Recreation
Approval Authority: Aurora Town Council
Effective: April 25, 2023
Revised: June 17, 2025
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Purpose
The Community Partnership Grant (“the Grant”) provides temporary financial assistance
to community groups and individuals within the Town of Aurora (the “Town”), or those
who provide services within the Town, with respect to the delivery or implementation of
cultural and / or recreation based initiatives that serve and benefit the Aurora
community. The Town’s funding contribution is intended to assist groups or individuals
to build capacity and sustainability within their organization and further their mandate /
mission, while supporting the Town’s strategic plan. This policy ensures that the funds
provided by the Town are allocated in a fair, transparent and impactful manner.
Scope
This policy applies to not for profit organizations, charitable community groups, and
individuals applying for grant funding. All applicants must primarily service the Aurora
community to be eligible for the Grant.
Definitions
Criteria
A standard established by the Town that will be used to evaluate grant applications and
to make decisions on grant eligibility and approval based on how the Grant will be used
to benefit the Aurora community.
Grant Review Committee
A committee made up of Town staff who are required to use a rubric tool to objectively
score each grant application and make recommendations to the Director, Community
Services for a final decision on the approval of the issuance of a grant.
Rubric
An evaluation tool established by the Town to evaluate the criteria to ensure the
consistent, fair and transparent measurement of grant applications.
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Annual Report
An annual report submitted to Aurora Town Council, identifying all applicants, their
application status and the amount of any approved grant.
Policy
Funding Framework
The grant funding framework as set out below, describes criteria and the process for
the allocation of grant funding.
• Base grant funding is allocated by council through the Town’s annual operating
budget deliberation process
• Town staff will develop a grant application and a rubric to evaluate grants
objectively
• Town staff will establish a Grant Review Committee
• Grant applications may be made by the following categories of applicants who
provide services within the Town with respect to the delivery or implementation
of cultural and / or recreation based initiatives that serve and benefit the Aurora
community:
o Organized community groups
o Not for profit organizations
o Charitable community groups
o Individuals who provide cultural and / or recreation based services
primarily in the Aurora community
• Two grant application intake due dates will be defined annually
• For grant applications under five hundred dollars ($500), intake dates will be
continuous throughout the year, unless funds are no longer available
• The maximum amount of a grant to an eligible organization or individuals will be
no more than seven thousand dollars ($7,000) annually as determined by the
Grant Review Committee. Funding in this category is subject to the final approval
of the Director, Community Services.
• Grant applications will be evaluated by the Grant Review Committee using a
rubric based on the following criteria:
o Scale, inclusivity, direct and indirect benefits
o Strength of the concept including resources and other funds
o The importance of the Town’s contribution
o How the project will support the Town’s vision and strategic plan
o How the success of the project will be determined
• If the Town’s grant funding becomes exhausted in the calendar year prior to year
end, applications will no longer be accepted
• All grant recipients shall enter into an agreement with the Town that outlines
various provisions, including but not limited to the expectations for payment,
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reporting on expenditures of all grant funds provided by the Town and usage of
the Town’s name and logos
• Town staff will prepare an annual report
• The John West Memorial Grant will continue to be administered under the
umbrella of this new grant program and the process for that specific grant will
not change. Funds have been allocated within the Community Partnership Grant
for the John West Memorial Grant.
Responsibilities
Community Services Department
• Promote the Grant in coordination with the Town’s Communications Division
• Ensure sufficient funds are available to administer the grant from the Town’s
operating budget and are included in the operating budget submission for
consideration during the Town’s annual operating budget deliberations
• Approve or deny grant applications, based on the recommendations of the Grant
Review Committee
Grant Review Committee
• Develop a grant application and rubric
• Review grant applications and provide recommendations for approval to the
Director, Community Services based on the Community Partnership Grant
guidelines and the approved policy. All decisions made by the Director,
Community Services will be final.
• Prepare an annual report
Applicants
• Comply with the terms and conditions set out in the policy and Community
Partnership Grant guidelines
Monitoring and Maintenance
C.A.O. / directors / managers / supervisors and employees should work collaboratively
to resolve issues related to this policy. Any employee found to be disrespecting the
terms of this policy other than under exceptional circumstances, emergencies or
operational requirement is subject to an investigation and discipline deemed
appropriate by their immediate supervisor, Human Resources, the Town Clerk and / or
C.A.O.
This policy will be reviewed two years from its effective or revision date, in accordance
with the Town of Aurora’s policy maintenance schedule.
References
• Standard Operating Procedure – Community Partnership Grant Guidelines
• Town of Aurora Strategic Plan