Step 3- Finalizing Proposal and Funding Sources
Finalize anticipated budget and plans; fundraise
Once a community group receives its plans, estimates, and quotes, it can consolidate its anticipated budget and associated plans for the complete project. The group can then review the budget and plans with the Leisure Services Community-led Projects Working Team.
Always plan for a minimum of 20 per cent contingency in your budget. Budgets will be reviewed annually if fundraising is not completed, to account for inflation.
The City will:
- Identify any gaps or items for further consideration
- Complete/assess community studies and consultation, where deemed necessary, most often in the case of a new asset
- Support with applying for appropriate permits
- Do a final review of plans before approving the project to move forward
- Provide written approval to move the project forward
- Review and provide final approval of the group’s budget (approval will be provided in the form of a letter or email)
Secure and confirm funding
Groups can secure funding through sponsorship, donations and community fundraising. Groups can consult with the Leisure Services Community-led Projects Working Team on their ideas for securing funding then prepare a sponsorship and recognition plan for review by the Partnership and Outreach coordinator.
Fundraising for large projects can take up to two years to complete, and no work will begin on a community project until all funds are received, to meet the budget requirements.
Groups can use the City’s funding template to support their planning and identify sources of funding (i.e., grants, sponsorships, donations, etc.)
More about funding
Value in Kind (VIK) Contributions
Letters of commitment/documentation (i.e., emails) for VIK contributions are required along with contacts of the individual or company donors.
Formal agreements with the City for VIK services, supplies, or equipment donations are established to outline exact specifications for the donation. City staff will support in completing the agreements with the donors once their letters of commitment have been received. Specifics pertaining to what they are providing are discussed between the donor and the City to ensure the full scope of the contribution is noted in the agreement and meets the needs of the project.
Cash Contributions
Cheques for cash contributions are to be made out to the City of Greater Sudbury, noting the project (i.e., Robinson Outdoor Rink) and are required before any work can begin.
Without funds in the City’s account, the project will not advance. Letters of commitment for cash donations are not enough to begin a project. Prior to the project beginning, the City requires donors of cash to confirm their desired recognition for the contribution, as there are differing rights and benefits in making a “donation” versus a “sponsorship.”
For more information about sponsorship, see our Sponsorship Policy.
Recognition for Sponsors
It is important to work with the Leisure Services Community-led Projects Working Team to identify the appropriate recognition for sponsors. Recognition benefits will be built into the sponsorship agreement accordingly and may include:
- Brand recognition on exterior signage (i.e., rink board)
- City of Greater Sudbury website recognition on Sponsorship page
- Mentions of sponsorship in City communications
- One-time recognition by Mayor and members of Council
- Participation in opening day event and signature events annually
- Opportunity to distribute gifting or sampling through engagements
Other Funding
Groups wishing to apply for Healthy Communities Initiative HCI funding can learn more about the process at HCI Fund.
Letters of Support
Groups wishing to apply for other forms of grants and corporate funding should discuss their options with the Leisure Services Community-led Projects Working Team as they may be able to provide a letter of support for applications for other grant opportunities.