Proof of eligibility
For single applicants, attach a complete copy of documents that confirm the eligibility of the organization. These include letters patent, notification of registration of charitable status or special act of incorporation.
For First Nations, we require a band council resolution authorizing the application. Métis and other Aboriginal communities should include proof of organizational status such as letters patent or registration of charitable status.
Unincorporated branches, chapters or member agencies of provincial or national organizations must submit proof of eligibility of the provincial or national organization.
For collaborative applications, submit proof of eligibility for the lead applicant only.
OTF Request Budget Form
A tip sheet for completing this form is available in the Tools and Tips section of our website or by calling us.
Workplan
Please complete the Workplan included on page 14 or available on the OTF website and submit it with your application. For multi-year applications, include a plan for each year of your application. A Tip Sheet for completing the Workplan is available in the Tools and Tips section of the OTF website.
A list of your elected board of directors
This list must include names, board positions, telephone numbers, and e-mail addresses. Also indicate board members’ occupations if relevant to their participation on the board.
• If the application is from an unincorporated branch, chapter or member agency of a provincial or national organization, attach the list of the board of directors for both the provincial or national organization as well as that of the branch, chapter or member agency.
• If the application is from a collaborative, provide a list of members of the lead applicant’s board of directors.
• If the application is from a municipality, local services board or First Nation, attach a list of the members of council or band council.
Financial statements
Attach financial statements for the two most recent completed fiscal years.
If gross annual revenues are in excess of $250,000 for the two most recent completed fiscal years, you must submit financial statements that have been audited by a licensed public accountant.
• If gross annual revenues are between $100,000 and $250,000 for the two most recent completed fiscal years, we prefer that you submit financial statements that have been audited or reviewed by a licensed public accountant. If these are not available, you may submit internally prepared financial statements that include both
a statement of revenues and expenses and a balance sheet.
• If gross annual revenues are less than $100,000 for the two most recent completed fiscal years, you may submit internally prepared financial statements. Your internal financial statements must include a statement of revenues and expenses and a balance sheet. If your organization does not prepare financial statements you may use the Financial Statement Form available under Templates and Examples in the Tools and Tips section of our website.
• If the application is from an unincorporated branch, chapter or member agency of a provincial or national organization, attach financial statements for both the provincial or national organization and the local branch, chapter or member.
• If the application is from a collaborative, attach financial statements for the lead applicant. If financial statements are produced for the collaborative, attach these as well.
Current operating budget
This is a forecast of revenues and expenses for the organization’s current complete fiscal year. Please indicate your fiscal year end. Your operating budget should not include the requested OTF grant in the revenues or any related expenses. Explain any major increases or decreases in operating revenues from the previous year.
If the application is from an unincorporated branch, chapter or member agency of a provincial or national organization, attach the current operating budgets for both the provincial or national organization and the local branch, chapter or member agency.
If the application is from a collaborative, attach the current operating budget for the lead applicant. If an operating budget is prepared for the collaborative, attach this as well.
List of three references
The three external references you choose should be knowledgeable about your organization, the work it does in the community and its capacity to implement the proposal. They should be experts in your field or members of other organizations you have worked with, and/or belong to other agencies from which your organization has received funding. Telephone numbers and, if available, e-mail addresses are required. Please ensure your references are familiar with your application. Letters of reference are not required.
The following attachment is required only for collaborative applications:
Collaborative agreement
If you are applying as a collaborative attach a copy of the collaborative agreement signed by each member of the collaborative. A Tip Sheet for writing a collaborative agreement is available in the Tools and Tips section of our website or by calling us.
The following attachment is required only for municipal applications:
Cover letter
All municipal requests must include a cover letter confirming that: the municipality has a population of 20,000 or less (most recent census); is not in default under Part III of the Municipal Affairs Act; and is not applying for costs that have been previously funded by the municipality. A sample letter is available under Templates and Examples in the Tools and Tips section of our website or by calling us.
The following attachment is required only for unincorporated branches, chapters or member agencies of provincial or national organizations:
Letter from provincial or national organization
A letter from the provincial or national organization authorizing the application and acknowledging its responsibility for the grant. A sample letter is available under Templates and Examples in the Tools and Tips section of our website or by calling us.
The following attachments are required only if the application involves capital funding for renovations and/or equipment purchases:
• A five-year lease agreement, proof of ownership, or land use agreement of the building that will be renovated or of the lands to be improved.
• Estimates from two different suppliers for each item of equipment in excess of $1,000 and from two contractors for the proposed renovations.
• Photographs of all areas of the building where renovations will take place.
For projects involving accessibility-related improvements:
• A complete description of the proposed improvements.
• Scaled and/or dimensional line drawings of sufficient detail to fully represent the proposed modifications (an example of line drawings is available under Templates and Examples in the Tools and Tips section of our website or by calling us).
• Photographs of the building’s entrance to confirm that it is accessible, if application is for interior work only.
The following attachment is required only for applications requesting operating or project grants of more than $250,000:
Evaluation plan
A Tip Sheet on evaluation planning is available in the Tools and Tips section of our
website or by calling us.
The following attachments must be submitted only if applicable:
• Explanation of any significant surplus or deficit
If your organization is reporting, in the financial statements for its most recent completed fiscal year, an accumulated surplus equal to more than 12 months’ operating expenses, explain the source of this surplus and any plans for its use.
If your organization is reporting, in the financial statements for its most recent completed fiscal year, an accumulated deficit, explain how the deficit was created
and your plan for eliminating it.
• Your most recent annual report
If your organization produces an annual report, include the most recent report with
your application.
• Summaries of studies or reports
If you mention studies or reports in your application, please provide executive summaries.
• Summary of duties, qualifications and salary ranges
If you are requesting OTF funding to pay the salary and benefits of staff, please include a summary of duties, qualifications and salary ranges for each position for which you are requesting OTF funding.