Strategic Plan Grants

Strategic Plan Grants are awarded annually by Council through a competitive process and are for eligible organizations working on a project or program that supports the actions and outcomes of the City of Victoria's 2019-2022 Strategic Plan objectives and builds community resilience as well as advances Council’s stated Values on Equity.

The 2022 Strategic Plan Grant application intake is now closed. Thank you to all those who applied. 

Adjudication

The City's External Grant Review Committee will assess each eligible application and make recommendations to Council for consideration and approval in June, 2022

For more information on the Strategic Plan Grant, email grants@victoria.ca

About

Have a great idea for a project or program that supports the actions and outcomes of the City of Victoria’s Strategic Plan, builds community resilience and advances Council’s stated Values on Equity?

Each year, non-profit and community organizations are invited to submit applications for the City’s annual Strategic Plan Grant funding by January 31. 

In 2021, Council provided more than $470,000 in Strategic Plan Grants to 53 community organizations. Close to $500,000 in funding is available this year. 

Strategic Plan Grants are awarded for projects and programs that support one or more of Council’s eight objectives that guide the City’s work:

1. Good Governance and Civic Engagement
2. Reconciliation and Indigenous Relations
3. Affordable Housing
4. Prosperity and Economic Inclusion
5. Health, Well-Being and a Welcoming City
6. Climate Leadership and Environmental Stewardship
7. Sustainable Transportation
8. Strong, Liveable Neighbourhoods

Grant Payment

The payment of approved grants will occur in early July 2022.

Application Deadline

The annual application deadline is January 31.

NOTE: Only those organizations that have submitted a complete Final Report for evaluation will be considered for funding. For all future awarded grants, the Final Report for the prior year will be due no later than September 30 of the following year.

Before You Start Your Application

Please review the relevant program policy and processes to ensure an understanding of the eligibility criteria, assessment criteria including Council’s weighted strategic priorities, grant definitions, review process and the final reporting requirements.  

Strategic Plan Grant Application Package

The Application Package contains the Application Checklist, Strategic Plan Grant Application, and if applicable, the Strategic Plan Grant Final Report, below. 

Character limits are in place and any words beyond that limit will not be taken into consideration. No supplementary documentation (e.g., letters of recommendation, annual reports, etc.) will be reviewed unless specifically required to complete the application.

You will need to save your form, add relevant signatures, and send by email to grants@victoria.ca along with the required eligibility documentation. Only the listed eligibility documentation will be assessed. 

Need Help Completing Your Application?

To help you complete your grant application, please review the Grant Writing Handbook from the Greater Victoria Community Funders’ Network. This document is to provide information that may be useful in preparing the Strategic Plan Grant Application and is to be used for informational purposes only.

To add leverage to your application and learn more about Other Funding Sources, the link provides a number of diverse funding sources available, including funding from other municipalities for projects that extend beyond the City of Victoria and collaborations or partnering.

For more information, please refer to the guidelines below.

Strategic Plan Grant Guidelines

  1. Who Can Apply?

    To apply for a Strategic Plan Grant, organizations must meet all the following criteria:

    • Registered non-profit organization in good standing in the Province of B.C. or a registered charitable organization in good standing with the Canada Revenue Agency
    • Organization resides within the Capital Regional District and the services and activities benefit residents of the City of Victoria
    • Complement or extend the reach of City services
    • Evidence of clear mandate and competent administration
    • Evidence of ongoing, active volunteer involvement
    • Not in arrears with the City of Victoria
    • Not in bankruptcy or seeking creditor protection
    • Demonstrate financial stability and accountability
    • Evidence of diversity of funding sources and/or increasing financial self-sufficiency
    • Applicants must apply for funding on an annual basis
    • Projects or programs must be substantially completed within the grant time period
    • Monitoring and reporting requirements 
  2. What Kind Of Projects Or Programs Are Eligible?

    Applications for the Strategic Plan Grant must be aligned with one objective of the City of Victoria’s 2019-2022 Strategic Plan:

    • Good Governance and Civic Engagement
    • Affordable Housing
    • Prosperity and Economic Inclusion
    • Climate Leadership and Environmental Stewardship
    • Reconciliation and Indigenous Relations
    • Strong, Liveable Neighbourhoods
    • Health, Well-Being and a Welcoming City
    • Sustainable Transportation

    Council has weighted the strategic plan objectives as follows:

    • Affordable Housing                                                                     2.75
    • Reconciliation and Indigenous Relations                                   3.50
    • Strong, Liveable Neighbourhoods                                              3.50
    • Climate Leadership and Environmental Stewardship                4.00
    • Sustainable Transportation                                                        4.50
    • Health, Well-Being and a Welcoming City                                 4.75
    • Prosperity and Economic Inclusion                                            5.00

                     

    Additionally, the following criteria must be met:

    • Projects or programs must be based in the City of Victoria, or a portion of the activity takes place in the City of Victoria
    • Projects or programs must be substantially completed within July 1 to June 30 each year
    • The final report will be a prerequisite for ranking subsequent requests
    • Administrative costs are capped at a maximum of 18% of total budget
    • Organizations can be funded up to 75% of project or program costs
    • Operating funding up to 50% 
  3. What Kind Of Projects or Program Costs Are Ineligible?

    The following costs are not eligible for funding:

    • Commercial activities and related costs
    • Religious activities and related costs
    • Land purchase and land improvements
    • Activities and costs that are the responsibility of other governments
    • Costs not directly associated with approved project, program or service
    • Fundraising costs for the operations of the organization
    • Travel costs
    • Conference, workshop, training or professional development costs
    • Deficit or debt repayment
    • Re-investment of unused grant revenue by funded organization
    • Festivals
    • Impact to public space
    • Capital requests 
  4. How will the External Grant Review Committee Evaluate the Strategic Plan Grant Applications?

    The External Grant Review Committee takes into consideration the following key elements in evaluating the applications:

         1.   Council’s Weighted Strategic Plan Objectives:

      • Affordable Housing                                                               2.75

      • Reconciliation and Indigenous Relations                             3.50
      • Strong, Liveable Neighbourhoods                                        3.50
      • Climate Leadership and Environmental Stewardship          4.00
      • Sustainable Transportation                                                  4.50
      • Health, Well-Being and a Welcoming City                           4.75
      • Prosperity and Economic Inclusion                                      5.00

     

          2.   Assessment Criteria:

      • Capacity of an organization to deliver the project (20%): Project aligns and advances organization mission and mandate; organization has experience and capacity to undertake project successfully; the people who will lead and implement the project have relevant experience; and strong leadership is evident.
      • Evidence of need (20%): Demonstrated strong evidence of need for the project, project addresses a Vital Signs indicator or priority issue (in this case, the City’s Strategic Plan objectives).
      • Project builds community resilience (30%): The definition of resiliency is the capacity of a system, enterprise, community or a person to maintain its core purpose or integrity in the face of dramatically changed circumstances.
      • Project Feasibility (30%): Work plan is detailed and feasible with stated timelines; budget expenses are appropriate and well-considered amounts are identified for proposed activities; budget revenues include adequate funding sources to meet project expenses; other sources of funding are identified as potential or confirmed, including in-kind sources.

          3.   Overall Evaluation:

      • Scores from the above criteria (Council’s Weighted Strategic Plan Objectives and Assessment Criteria) will result in a total “Merit Score” for each grant application. Depending on the demand relative to available funds, applications may not receive full funding despite their merit score.
      • Read the External Grant Review Committee's Terms of Reference
  5. What Are Other Types Of Funding Sources?

    Leveraging of grant funding is a key criteria for eligibility.  The grant must be leveraged to create additional financial value by securing one or more of the following:

    • Funding from other governments or other organizations
    • Corporate sponsorships
    • Matching funds
    • In-kind contributions
    • Waived fees and charges

    To help you complete the Strategic Plan Grant Application, please refer to the Victoria Foundation – Other Funding Sources. This site provides diverse funding sources available, including funding from other municipalities for projects that extend beyond the City of Victoria, as well as collaboration and partnering opportunities. 

  6. What Is the Application Process?

    The annual Strategic Plan Grant Application process is as follows:

    December Application intake period opens 
    January 31

    Application deadline

    February - April

    External Grant Review Committee reviews Final Reports for the previous year and 2022 Strategic Plan Grant applications 

    April 30 External Grant Review Committee submits recommendations to Council
    End of June Applicants informed they are Strategic Plan Grant recipients 
    July 1 - June 30 Project or program period
    August Recruit two new members for the External Grant Review Committee
    September 30 Final Reports due to the City of Victoria