CITY OF KINGSTON HERITAGE FUND
2014 FULL AND INVESTMENT OPERATING GRANT
GUIDELINES
City of Kingston Heritage Fund (CKHF), Operating Grant stream provides grants
to cultural heritage organizations, and community organizations offering heritage
or cultural program activities. For the 2014-2015 CKHF grant cycle, over
$252,000 is available for distribution, 65% of which has been allocated for
operating grants.
Two levels of operating grants will be made available in the 2014-15 grant cycle:
Full Operating Grants, and Investment Operating Grants:
 Full Operating Grants are designed for organizations which operate yearround. Full Operating Grants will not exceed $75,000 annually.
 Investment Operating Grants are designed for organizations which
operate on a seasonal or otherwise limited basis. Investment Operating
Grants will not exceed $5,000 annually.
CKHF is administered by the Kingston Association of Museums, Art Galleries,
and Historic Sites, Inc. (KAM), using a juried, peer-review process, subject to a
Council approved administrative plan.
Purpose
CKHF Operating Grant funds are intended to assist in providing a stable
base of funding for Kingston’s cultural heritage organizations and, by so
doing, to enhance their sustainability. Operating Grants will support core
operating expenses and programming costs, in line with CKHF objectives
outlined below:
Objectives: City of Kingston
 Enrich how Kingston’s residents experience their cultural heritage as a
means to improve civic pride, and quality of life;
 Leverage the richness of Kingston’s cultural heritage to assert its
distinctiveness;
 Embrace Kingston’s powerful historical narrative, built heritage, and
natural heritage features, as unique resources that can be used to tell
Kingston’s stories to each other and to the world;
 Stimulate economic development and tourism through cultural heritage;
 Support cultural heritage initiatives that further the City’s strategic priorities
as stated;
CITY OF KINGSTON HERITAGE FUND
2014 FULL AND INVESTMENT OPERATING GRANT GUIDELINES


Align Kingston’s museum and heritage funding with that of comparable
municipalities;
Utilize cultural heritage as a way to enhance the reputation of the City of
Kingston as a community where history and innovation thrive.
Objectives: Cultural Heritage Sector
 Leverage municipal investments in museums, heritage projects, cultural
groups and historical societies, to increase their profile, capacity, impact,
relevance, and sustainability;
 Seek professional development opportunities that benefit the arts and
heritage sectors, in partnership with other stakeholders, and with the
support of other sectors;
 Pursue programming and initiatives that align with the City of Kingston’s
strategic objectives, and that promote cultural vitality, especially as it
relates to cultural heritage;
 Develop the means of organizing, collecting, and interpreting Kingston’s
stories, both tangible and intangible, and engaging the community at all
levels of the process;
 Nurture the capacity and quality of heritage in Kingston, while fostering
excellence, and encouraging the development of collaborative
programming and initiatives;
 Emphasize partnership building with other orders of government, and the
business and community sectors.
Term of Operating Grants
CKHF Operating Grants will provide funding in single-year increments.
Organizations in receipt of a CKHF Operating Grant will be eligible to reapply in
the following year. No grant will be made retroactively, or to fund deficits or
shortfalls.
Eligibility
Organizations awarded an Operating Grant are not eligible to receive a Project
Grant in the same year*. Organizations may submit applications to both funding
streams, on the understanding that should their application to the Operating
Grant stream be successful, their Project Grant application will automatically be
removed from consideration. (If their application to the Operating Grant stream is
not successful, their Project Grant application will proceed for due consideration.)
To be eligible to apply for a CKHF Operating Grant, organizations must meet all
of the following criteria:
 be located in the City of Kingston;
2
CITY OF KINGSTON HERITAGE FUND
2014 FULL AND INVESTMENT OPERATING GRANT GUIDELINES











be a non-profit** organization, whose fundamental focus is cultural
heritage;
have been incorporated for a minimum of two years by the end of the
calendar year in which the grant application is made;
be directed by recognized cultural/heritage professionals and/or
experienced volunteers;
exhibit high standards in programming and in cultural heritage resource
management;
fulfill a significant role in Kingston’s cultural heritage community;
provide or facilitate events, materials, communications and/or services
which interpret and convey the cultural heritage of Kingston to residents
and visitors;
demonstrate financial need;
be fiscally responsible (e.g., diversified revenue base, annual budgeting
process, proper financial records and reports, support from an accredited
bookkeeper/financial advisor);
have a sound governance model which provides for staff/volunteer/board
recruitment and development, planning, committees and partnerships;
have previously been in receipt of a CKHF Project Grant, and have
satisfactorily completed all reporting requirements required under the
CKHF Project Grant funding stream;
provide a current year- end financial statement; organizations applying for
CKHF Operating Grants in excess of $25,000, and/or with annual
operating budgets of $250,000 or above must submit an audited financial
report.
Successful applicants will be required to provide proof of $5 million liability
insurance coverage at the time their grant cheque is issued, naming KAM and
the City of Kingston as additional insured.
* For 2014, organizations applying for operating funding may also apply for a Sir
John A. Macdonald Project Grant, should they wish to do so.
** A policy statement regarding cultural heritage organizations which have nonprofit status as a division of a larger institution appears in the CKHF document:
Non Profit Eligibility Guidelines.
Exclusions from Eligibility
Normally, the following are deemed ineligible to apply for CKHF Operating
Grants:
 academic units of educational institutions;
 cultural heritage institutions which are wholly owned and operated by
senior levels of government.
3
CITY OF KINGSTON HERITAGE FUND
2014 FULL AND INVESTMENT OPERATING GRANT GUIDELINES
Organizations in receipt of operating or other funding from the City of Kingston
separate from CKHF, are deemed ineligible for funding through the CKHF
program for the duration of the their municipal support agreement.
A CKHF Operating Grant will not normally be awarded to an applicant that
budgets on a deficit basis and/or successively operates on a deficit basis.
Eligible Costs
The following costs are deemed eligible for funding under both CKHF Operating
Grant stream:
 exhibit and program development costs;
 current operating costs including: utilities, rent, payroll, office expenses,
minor capital (non-fixed, equipment).
Exclusions from Eligible Costs
CKHF Operating Grant funding may not be used for the following:
 start-up costs;
 seed money for projects or events;
 major capital expenses including, but not restricted to: land purchase,
facility renovations, fixed equipment;
 to benefit a for-profit venture;
 deficit reduction;
 built heritage preservation projects.
Grant Size
The CKHF Jury has discretion regarding amounts awarded under the Operating
Grant stream, but normally the maximum Operating Grant awarded will be
$75,000 in the case of a Full Operating Grant application, and $5,000 in the case
of an Investment Operating Grant. Jury allocations will be made on a case-bycase basis, based on balancing the following criteria:
 length of applicant’s operating season;
 distribution to as many eligible and worthy applicants as is reasonably
possible; and
 ensuring that grants are of sufficient monetary value to make a significant
contribution to the on-going operational stability of the funded
organization.
Grant Stability
Each year a minimum funding increase based on the rate of inflation (CPI Index),
will be allocated to organizations funded annually through the CKHF Operating
4
CITY OF KINGSTON HERITAGE FUND
2014 FULL AND INVESTMENT OPERATING GRANT GUIDELINES
Grant stream, providing that additional funding is allocated by the City of
Kingston for this purpose, as part of its annual support for CKHF.
If a CKHF Operational Grant funded organization has maintained its activities as
outlined in its grant application to the satisfaction of the Jury, ongoing funding
may be maintained at a minimum of 80% of the previous year’s level, upon
application, and upon submission of a satisfactory year-end report. Exceptions to
this funding standard may be made if one or more of the following conditions
apply:
 a shortfall in available funds;
 an increase in the number of qualified applicants;
 evidence of inadequate performance.
Should a reduction be deemed necessary, upon request, the Grants Review
Committee will provide the applicant with a written explanation of its decision.
Reporting Requirements
The following reporting requirements are mandatory for all organizations in
receipt of both levels of CKHF Operating Grant funding:
 Interim Report, to be submitted six months from receipt of grant;
 CKHF Operating Grant funded organizations planning to reapply, are to
submit their Final Report for the current grant cycle as part of their
application package for the next cycle of funding;
 Organizations in receipt of CKHF Operating Grant funding which choose
not to re-apply, are required to indicate their intention in writing, and to
submit their Final Report no later than the final application date for the
next round of Operational Funding.
Reporting guidelines for interim and final reports will be provided to successful
applicants, as part of their grant confirmation package. Late, incomplete or
missing reports will affect future grant eligibility.
Adjudication
The CKHF Jury will consider the degree to which the applicant organization
demonstrates:
 commitment to excellence in heritage resource management;
 compatibility of the organization’s objectives with those of CKHF;
 effectiveness of the organization’s strategies in achieving its objectives;
 fulfillment of its role in making a definable contribution to the Kingston
community, including engagement of the community in all aspects of its
operation: governance; fiscal support through donations and sponsorship;
and in its volunteer and audience base;
5
CITY OF KINGSTON HERITAGE FUND
2014 FULL AND INVESTMENT OPERATING GRANT GUIDELINES




effective governance, administrative and financial procedures, including
appropriate resource allocation in the management of its collections and
staff;
initiative and success in generating revenue from diverse sources in
addition to CKHF;
the ability to effectively measure the success of its programs and activities
on an ongoing basis; commitment to make the results of these
measurements available to interested stakeholders;
a commitment to the development and delivery of innovative programming
activities and presentation.
Application Process
First time applicants are strongly encouraged to discuss their intention to
apply for CKHF funding with KAM’s Grant Review Officer, prior to
submitting an application.
 Application packages are available on the KAM website
www.kingstonmuseums.ca for download, or may be picked up at the KAM
Office, Kingston Public Library Information Desk – Central Branch,
Reception Desk at City Hall. (Please see relevant websites for opening
hours/location.)
 It is the responsibility of the applicant to ensure that the application is
complete, and that all required information is provided. A checklist is
included in the application package for your convenience. Incomplete
applications will not be accepted.
 Late applications will not be accepted.
 Handwritten, e-mailed, or faxed submissions will not be accepted.
Conditions of Funding





CKHF grants are to be spent prior to 31 December 2015;
CKHF grants may only be used for the purposes outlined in the
application. Changes in scale, activities and timeframe must be reported
promptly to KAM’s Grant Review Officer, and approved before proceeding;
KAM reserves the right to place conditions on the release of CKHF grants.
Any such conditions will be communicated to the applicant in their letter of
notification;
As a recipient of public funds, successful applicants are required to
maintain full and complete records regarding the receipt and disbursement
of funds received;
Organizations receiving CKHF grants are required to recognize the City of
Kingston and KAM’s contribution in promotional literature and material
developed for the funded project. Copies of corporate logos and
guidelines for their use will be provided to successful applicants, for this
purpose;
6
CITY OF KINGSTON HERITAGE FUND
2014 FULL AND INVESTMENT OPERATING GRANT GUIDELINES
Dispute Resolution
All complaints and concerns regarding the CKHF application, review,
adjudication, and awards process, are to be made in writing to: Chair, CKHF
Grants Review Committee, c/o the KAM Office. The City of Kingston will be
notified of all concerns and complaints received.
For full details on conflict of interest, Jury impartiality, and dispute resolution
process, please see Administrative Plan: City of Kingston Heritage Fund 2014
document, available as a download on the KAM website.
Deadlines and Important Dates







2014-15 CKHF Heritage Fund Public Information Meeting: Delahaye
Room, Kingston Frontenac Public Library – Central Branch; 24 June
2014, 6:30 pm;
Deadline: CKHF Application: 4 pm, Friday 29 August 2014;
Applicant notification: on or about 12 December 2014;
Distribution of grants: on or about 09 January 2015;
Interim reports due: on or before 17 July 2015;
Project completion date: on or before 31 December 2015;
Final reports due: on or before 18 March 2016.
Contact Information
Kingston Association of Museums, Art Galleries and Historic Sites, Inc.
82 Sydenham Street, 2nd Floor (Sydenham Street United Church Hall, laneway
entrance)
PO Box 1921, Station Main
Kingston, ON K7L 5J7
www.kingstonmuseums.ca
Ann Blake, CKHF Grant Review Officer
Managing.director@kingstonmuseums.ca
613 483-1924
Debbie Holdich, CKHF Assistant Grant Review Officer
info@kingstonmuseums.ca
613 583-4014
7