Grants and Contributions to Support Urban Programming for Indigenous Peoples: Terms and Conditions

Table of contents

1. Introduction

Context

The Government of Canada seeks to contribute towards reconciliation with Indigenous peoples through improved coordination, supporting coalitions, and the broadening and strengthening of programming by identifying and addressing local needs of all urban Indigenous peoples.

The Urban Programming for Indigenous Peoples implemented by the Department of Indian Affairs and Northern Development will fund and support activities that will allow Indigenous organizations to serve clients, and to deliver effective culturally appropriate programs/services to urban Indigenous peoples as well as invest in local stakeholder coalitions across Canada. It will also provide opportunities for greater federal coordination of programming and support research and pilot projects to better understand the urban Indigenous context.

Scope

Indigenous and Northern Affairs Canada has four grants and contribution funding streams to support the objectives of the Urban Programming for Indigenous Peoples. The four streams are:

  1. Organizational Capacity provides core funding to Indigenous organizations including Friendship Centres that deliver programs/services to urban Indigenous peoples.
  2. Programs and Services provides project funding to organizations delivering a broad range of programs/servicesto urban Indigenous peoples.
  3. Coalitions provides funding to local Coalitions. These Coalitions will bring together all orders of government, local organizations and other stakeholders to identify key local priorities and needs, and ensure efficient and coordinated delivery of urban Indigenous programs. The primary goals are to promote collaboration at the local level; identify local needs; and, develop local plans on how to best address these identified priorities. Coalitions would need to demonstrate inclusiveness and encourage active participation from a wide range of stakeholders.
  4. Research and Innovation provides funding to better understand the urban Indigenous reality; gather information on best practices, methodologies and programming approaches; and, pilot innovative programs/services.

Funding investments made through the Urban Programming for Indigenous Peoples will contribute towards reconciliation with Indigenous peoples through collaborative community and regional stakeholder engagement and participation, and by identifying and addressing local needs of all urban Indigenous peoples.

2. Legal and Policy Authority

Authority is provided under the following authorities:

3. Purpose, Program Objectives and Expected Results

The overall objective of the Urban Programming for Indigenous Peoples implemented by the Department of Indian Affairs and Northern Development will fund and support activities that will allow Indigenous organizations to serve clients, and to deliver effective culturally appropriate programs/services to urban Indigenous peoples as well as invest in local stakeholder coalitions across Canada. It will also provide opportunities for greater federal coordination of programming and support research and pilot projects to better understand the urban Indigenous context.

The expected results of the program are as follows:

Expected Results Performance Indicators Target Date to Achieve Target
Better Understanding of urban Indigenous population Demonstrated outcomes or success stories created through funded research projects Incremental increase By March 31, 2022
Indigenous peoples have access to programs and services # of different services and/or programs being provided as a result of UPIP activities Incremental increase By March 31, 2022
# of organizations leveraging funds Investments from sources other than the Government of Canada greater than or equal to UPIP investment By March 31, 2022

Measures have been included in the Performance Information Profile and the Performance Results Framework of the Department to identify goals, monitor progress, and measure success.

General

In the Program Alignment Architecture, this authority is listed under The People / Urban Programming for Indigenous Peoples.

4. Eligibility

A. Contribution funding

Eligible Recipients

Eligible recipients for all streams must be located off reserve.

Organizational Capacity stream: eligible recipients are:

  • Not-for-Profit Indigenous organizations

Programs and Services stream: eligible recipients are:

  • Indigenous organizations
  • Municipal governments
  • Education authorities and institutions, such as school board, foundations and associations
  • Health authorities and institutions
  • Non-Indigenous organizations

Non-Indigenous organizations will be considered as long as they have demonstrated support from Indigenous organizations or Indigenous community groups such as letters of support for the project.

Coalitions stream eligible recipients are:

  • Indigenous organizations
  • Municipal governments

Non-Indigenous organizations will be considered as long as they have demonstrated support from Indigenous organizations or Indigenous community groups such as letters of support for the project.

Research and Innovation stream eligible recipients are:

  • Indigenous organizations
  • Municipal governments
  • Universities
  • Education authorities and institutions, such as school boards, foundations and associations
  • Research institutions and organizations
  • Health authorities and institutions
  • Individuals

Individuals must be associated with Education authorities or institutions, Universities and/or Indigenous organizations to be considered for funding. This can be demonstrated by providing letters of support. Non-Indigenous organizations will only be considered as long as they have demonstrated support from Education authorities or institutions, Universities and/or Indigenous organizations such as letters of support for the project.

Eligible Initiatives and Projects

Funding will be considered upon receipt of a proposal, which will be assessed as per the later section on Application Requirements and Assessment Criteria in these terms and conditions. All initiatives and projects must advance the objectives of the Urban Programming for Indigenous Peoples. As well, all streams must engage urban Indigenous peoples or communities in the development, design or delivery in some demonstrable manner. 

Organizational Capacity stream eligible for funding support include:

  • core funding for Indigenous organizations including Friendship Centres in order for organizations to maintain a stable base from which to deliver programs and services, or provide case management and referral services for clients, that support urban Indigenous peoples and communities.

The Organizational Capacity Stream is not intended to supplement a shortage of funding under another program or initiative of any order of government.

Programs and Services stream eligible for funding support include:

  • projects that support new and existing general programs and services that serve urban Indigenous peoples  that address locally-identified issues, provided that they are not already funded or eligible to be funded by other departments or governments.
  • Funding will be eligible in six key areas including: (1) Women; (2) Vulnerable Populations; (3) Youth; (4) Transition Services; (5) Outreach Programs; and, (6) Community Wellness.

The Programs and Services Stream provides funding support for projects. Funding provided to projects must be for specific activities and is not to be used to support an organization's ongoing operations, is not intended to supplement a shortage of funding under another program or initiative of any order of government, or support an already successful program or initiative, especially as a repetitive delivery offering. 

Coalitions stream eligible for funding support include:

  • local Coalitions that bring together all orders of government and stakeholders to identify key local priorities and needs, planning, and ensure efficient and coordinated delivery of urban Indigenous programs.

Research and Innovation stream eligible for funding support include:

  • initiatives that provide funding to academics/researchers and key Indigenous organizations to better understand the urban Indigenous reality; gather information on best practices, methodologies and programming approaches; and, pilot innovative programs/services.

B. Grant funding

All of the above criteria for contribution funding also apply for grants funding. The maximum amount of grant payable to each recipient will be limited by the vote appropriated for this purpose and the foregoing criteria and will not exceed, for all streams, the maximum amount payable as outlined in section 8.

The following factors will also be used to determine eligibility for grant funding:

  • The capacity of the organization to deliver on its existing mandate and undertake new initiatives
  • The financial health of the organization, number of sources of income and the stability of its funding partners
  • An overall low risk score per INAC's General Assessment process which provides a snapshot of each funded organization's performance relative to its funding agreement and highlights risks that may impact upon future performance.

5. Type and Nature of Eligible Expenditures

Organizational Capacity Stream

Eligible expenditures include:

  • recipient salaries and benefits for the following positions:
    • Chief Executive Officer or Executive Director
    • Executive Assistant or Receptionist
  • organizational overhead and/or infrastructure costs such as office supplies and utilities required to support the staff holding the positions being funded under this stream and/or administration of the agreement
  • costs for preparing financial and other reporting documentation required to be compliant with the agreement

Ineligible expenditures include:

  • purchase of capital assets with a market value in excess of $5,000
  • purchase of automobiles, land, or buildings cosmetic capital renovations
  • hospitality
  • international travel
  • provision of food as an act of food security for individuals and families
  • contingency/miscellaneous fees
  • deficit recovery

Programs and Services Stream

Eligible expenditures include:

  • salaries and employee benefits
  • professional fees
  • honoraria for Elders
  • local travel and transportation
  • meetings
  • hospitality
  • training and development
  • equipment
  • facilities
  • translation and communications
  • materials and supplies
  • volunteer participation expenses

Expenditures related to hospitality may not exceed Treasury Board guidelines on hospitality.

Expenditures related to travel may not exceed Treasury Board guidelines on travel.

Eligible administration costs include:

  • costs of an administrator or other staff  time required to support or oversee the project activities and/or administration of the agreement
  • organizational overhead and/or infrastructure costs applied to supporting the project activities and/or administration of the agreement, such as office supplies, telephone/fax, postage, rent, audit, insurance and utilities
  • costs for preparing financial and other reporting documentation required to be compliant with the agreement to provide funding

Ineligible expenditures include:

  • stipends for attendance in training, conferences/workshops
  • compensation for the recipient's Board member's time in the administration of, or participation in, an initiative
  • compensation for an individual's administration of, or participation in, an initiative where they are already receiving compensation (salary, honoraria or per diem) for the same period of time
  • international travel
  • contingency/miscellaneous fees
  • deficit recovery
  • purchase of capital assets with a market value in excess of $5,000
  • purchase of automobiles, land, or buildings 

Coalitions Stream

Eligible expenditures include:

  • salaries and employee benefits for one coordinator position
  • professional fees
  • travel and transportation
  • training for the coordinator position
  • costs related to organizing local meetings/gatherings
  • hospitality
  • translation and communications

Eligible administration costs include:

  • costs of an administrator or other staff time required to support or oversee the project activities and/or administration of the agreement
  • organizational overhead and/or infrastructure costs applied to supporting the project activities and/or administration of the agreement to provide funding, such as office supplies, telephone/fax, postage, rent, audit, insurance and utilities
  • costs for preparing financial and other reporting documentation required to be compliant with the agreement to provide funding

Expenditures related to hospitality may not exceed Treasury Board guidelines on hospitality.

Ineligible expenditures include:

  • stipends for attendance in training, conferences/workshops
  • international travel
  • compensation for the recipient's Board member's time in the administration of, or participation in, an initiative
  • compensation for an individual's administration of, or participation in, an initiative where they are already receiving compensation (salary, honoraria or per diem) for the same period of time
  • provision of food as an act of food security for individuals and families
  • contingency/miscellaneous fees
  • deficit recovery
  • scholarships
  • purchase of capital assets with a market value in excess of $5,000
  • purchase of automobiles, land, or buildings

Research and Innovation Stream

Eligible expenditures include:

  • salaries and employee benefits
  • professional fees
  • honoraria for Elders
  • travel and transportation including international
  • meetings
  • equipment
  • facilities
  • translation and communications
  • materials and supplies

Expenditures related to travel may not exceed Treasury Board guidelines on travel.

Eligible administration costs include:

  • costs of an administrator or other staff time required to support or oversee the project activities and/or administration of the agreement
  • organizational overhead and/or infrastructure costs applied to supporting the project activities and/or administration of the agreement to provide funding, such as office supplies, telephone/fax, postage, rent, audit, insurance and utilities
  • costs for preparing financial and other reporting documentation required to be compliant with the agreement to provide funding

Ineligible expenditures include:

  • compensation for the recipient's Board member's time in the administration of, or participation in, an initiative
  • compensation for an individual's administration of, or participation in, an initiative where they are already receiving compensation (salary, honoraria or per diem) for the same period of time
  • provision of food as an act of food security for individuals and families
  • contingency/miscellaneous fees
  • deficit recovery
  • scholarships
  • purchase of capital assets with a market value in excess of $5,000
  • purchase of automobiles, land, or buildings 

Administration Costs for Third Party Delivery Organizations

Third party delivery organizations are tasked to oversee the administration of funding and will provide these services on behalf of INAC. Third party delivery organizations cannot allocate funding to themselves.

Eligible Expenditures

Subject to Departmental approval, eligible expenditures must be directly related to the administration of the funding and may include the following:

  • costs of an administrator or other staff time required to support or oversee the project activities and/or administration of the agreement
  • organizational overhead and/or infrastructure costs applied to supporting the project activities and/or the administration of the agreement, such as: office supplies, telephone/fax, postage, rent, audit, insurance and utilities
  • costs for preparing financial and other reporting documentation required to be compliant with the agreement to provide funding
  • travel and transportation for monitoring purposes
  • training related to the administration of the funding
  • meetings

For All Streams

Please note that is not an exhaustive list. Indigenous and Northern Affairs Canada will assess eligibility of expenditures for all streams on a case by case basis through the National Review Committee, who is responsible for the application review process.

For the Organizational Capacity stream, provisions in funding arrangements will ensure that the Government will not become liable for a loan, lease or other contractual obligation entered into by a recipient to acquire these assets. Additionally, provisions in funding arrangements will outline eligible program delivery costs for Third Party organizations and will be reimbursed up to 10% for eligible expenditures, and travel expenditures, if applicable, will not be reimbursed at an amount greater than Government of Canada's Treasury Board Travel Allowances at the time the funding agreement was signed.

For the Programs and Services, Coalitions, and Research and Innovation streams, provisions in funding arrangements will ensure that the Government will not become liable for a loan, lease or other contractual obligation entered into by a recipient to acquire these assets. Additionally, Third Party program delivery and ultimate recipient administrative costs will be reimbursed up to 10% for eligible expenditures, and travel expenditures, if applicable, will not be reimbursed at an amount greater than the Government of Canada's Treasury Board Travel Allowances at the time the funding agreement was signed.

6. Total Canadian Government Funding and Stacking Limits

For all streams, where possible and appropriate, the costs of an eligible activity will be shared with the recipient and/or with government and/or the private sector. However, where the sharing of costs with the recipient and private sector are not feasible, total government funding (federal, provincial/territorial and municipal funding for the same eligible expenditures) must not exceed 100% of eligible expenditures. Recipients are required to disclose all confirmed and potential sources of funding, inclusive of all federal, provincial, territorial or municipal governments (total government assistance) and other sources that are expected to be received. Annual financial reporting shall show all sources of funding received by the recipient. Provisions for repayment shall be included in the funding agreements.

7. Method for Determining the Amount of Funding

Grants and Contribution Funding

The amount of funding is determined by completing an assessment of the proposed project objective(s), activities, and budget against these terms and conditions, then negotiating with the recipient the exact required amount of funding in order to achieve the proposed project objective. The Department will also ensure that the funding amount is appropriate, in view of funding from other sources.

8. Maximum Amount Payable

A. Grant Funding

The maximum amount payable to any one single initiative and/or the maximum amount payable to any one single recipient is $50,000 a year. The maximum level of financial support approved per project or initiative will not exceed $250,000 over five years.

B. Contribution Funding

When the Department issues funding the maximum amount payable to any one single initiative is $2,000,000 a year and/or the maximum amount payable to any one single recipient is $32,000,000 a year. The maximum level of financial support approved per project or initiative will not exceed $10,000,000 over five years.

When a recipient further distributes funding the maximum amount payable to any one single initiative is $500,000 a year and/or the maximum amount payable to any one single ultimate recipient is $800,000 a year. The maximum level of financial support approved per project or initiative will not exceed $2,500,000 over five years.

9. Basis on Which Payments Will be Made

A. Grant Funding

A one-time payment of the total amount of the grant may be made upon approval of an application.

B. Contribution Funding

Payments will be made based on achievement of pre-determined performance objectives or milestones as identified in the funding agreement and/or reimbursement of eligible expenditures. When utilizing progress payments, as defined by Treasury Board's Directive on Transfer Payments, a claim for reimbursement must be submitted, identifying sources of project revenue and project actual expenditure, as per the funding agreement.

Where it is essential to the achievement of the proposed performance objectives, and is identified in the funding agreement, advance payments may be made in accordance with the Treasury Board's Policy on Transfer Payments. Advance payments will be based on need as identified in the forecast of cash flow in the funding agreement. In addition, a final accounting of eligible expenditures is always required.

10. Application Requirements and Assessment criteria

This section reflects the requirements and criteria by which Indigenous and Northern Affairs Canada will support program delivery.

In order to be considered for receipt of Grant and Contribution funding from Indigenous and Northern Affairs Canada, an eligible recipient must complete an application form and submit it to Indigenous and Northern Affairs Canada, along with a proposal that:

Additional documentation may be requested by the Department to assess new funding recipients for the purpose of determining eligibility and suitability in being able to deliver on the objectives of the project.

Funding applications may be assessed against the following criteria:

Additional criteria for grant funding

In addition to the criteria above, Grant funding will be assessed and determined on a case by case basis by the Department and may be assessed against the following criteria:

  • applicant's organization must have a funding history with the Department a minimum of 24 months;
  • applicant's organization must be in good standing with the Department and must not be in default of a funding agreement;
  • applicant's organization may not further distributes funding to an entity (an agency, i.e. an authority, board, committee, or other entity authorized to act on behalf of the applicant); and
  • applicant's organization must maintain eligibility as a recipient as per these terms and conditions for the duration of the agreement.

If an applicant's organization fails to demonstrate eligibility, grant funding will not be considered. If an applicant's organization is approved for grant funding, but fails to maintain eligibility as a recipient through the duration of the agreement, grant funding will be revoked and a partial or total reimbursement may be required by the recipient to Canada. The amount will be determined on a case by cases basis.

11. Due Diligence and Reporting Requirements

At a minimum, contribution recipients are required to submit annual financial reports or financial audits that account for the use of funding in accordance with the terms of the funding arrangement. A companion narrative report is also required to outline activities, results and outcomes achieved. The frequency of reporting may be increased based on recipient risk.

12. Official Languages

The Department will take into account the relevant official language obligations and comply with all applicable official language requirements stipulated in the Official Languages Act and the related Regulations, as well as federal government policies in this regard.

Transfer payments to recipients

Where it has been determined that:

  1. the target clientele eligible to participate in a project to be carried by the recipient is composed of members of both official language communities; and
  2. the anticipated demand for project assistance by the target clientele in both official languages justifies the use of both official languages, the department requires the recipients to:
    1. make any announcements to the public concerning the project in both official languages;
    2. actively offer project-related services to members of the public in both official languages;
    3. make available in both official languages any documents or other information for the general public relating to the project;
    4. encourage members of both official language communities to participate in the project; and
    5. provide its services, when appropriate, in such a manner as to accommodate the specific needs of both official language communities.

If the Department determines that the activities of a specific recipient may have an impact on official-language minority communities or be susceptible of promoting linguistic duality, the funding agreement will specify the recipient's linguistic commitments and ensure that additional expenses incurred as a result of these commitments are considered eligible. Commitments relating to the development of minority communities will be determined based on the needs of the community (determined after consultations with the community, if appropriate).

13. Intellectual Property

Where a grant or contribution is provided for the development of material in which copyright exists, intellectual property ownership will reside with the recipient. However, in the event the department wishes to use the intellectual property produced by a recipient, the following clause will included in the funding agreement:

14. Repayable Contributions

Provisions for repayable contributions do not apply.  

15. Redistributions of Contributions

As per the Directive on Transfer Payments, a recipient is defined as "…an entity that either has been authorized to receive a transfer payment or that has received that transfer payment." In this context, the Department may provide contribution funding to recipients who in turn further distribute payments to one or more ultimate recipient(s) to conduct approved activities.

The recipient shall remain liable to the department for the performance of its obligations under the funding agreement. Neither the objectives of the programs and services nor the expectations of transparent, fair and equitable services shall be compromised by any delegation or redistribution of contribution funding.

These transfer payment funds can be further distributed by recipients however; any entity receiving funds from a recipient must also qualify as an eligible recipient under these terms and conditions.

A formal agreement is required to specify accountability requirements between the recipient and any ultimate recipient(s), and will provide, in accordance with the Policy on Transfer Payments and its associated Directive, the necessary requirements related to further distribution of funding.

Recipients will have independence in the choice of those persons or entities to whom funds will be further distributed, and will not be acting as an agent of the government in making distributions.

16. Other Terms and Conditions

Terms and Conditions Effective Date

These terms and conditions come into effect on April 1, 2017.

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