Community and User Group Budget Requests

The Town’s annual budget process includes many elements. One element is the consideration of capital and/or operating requests from community members and user groups. These requests could be for a new program or service in our community.

Since the budget is generally considered in the fall of each year budget requests from community members and user groups must be received before September each year, in accordance with the Town’s Budget & Financial Controls Policy.

Budget requests were required to be submitted by June 14, 2024 in order to be considered for the upcoming 2025-2026 budget. We thank all of those who have provided their input.

Learn about community and user group budget requests

Community members and user groups can formally submit budget requests to the Town using the available application form. As part of the process, requestors will be asked to provide a ten (10) minute deputation to General Committee to explain the details of their proposal.

Once all information has been received from the community members and user groups through the application process, a summary of the requests for the upcoming budget will be presented. Council will then carefully review the proposals and decide which one(s), if any, will be included in the draft budget for consideration. Both short- and long-term costs and benefits to the Community will be considered as part of the review process.

The Town intends to prepare a multi-year budget moving forward so projects may be recommended over a period of time.

Submit an application

Before submitting your application, we encourage you to read through the FAQ's below.

Submit a Community or User Group Budget Request

Frequently asked questions

What information is needed to complete an application?

The form will include the following information:

Background information on the organization requesting support.
Funding source of the proposed program and/or capital asset. This will include any grants from other organizations, fundraising raised to date and targets, other sponsors, and specific amounts to be provided by the Town.
The proposed capital and annual operating budget, in detail.
Information on the initiative such as: services that are to be offered, target groups, are the services completing with other service groups or municipalities.
Timeframes

Letters of support from the requesting organization and any other partnering organizations.

At what meeting will each organization be expected to present their request?

If our organization wants to donate something to the Town, why would that be turned down?

Although the Town does receive donations of goods from time to time, the cost of accepting donations occurs over time. In many cases, costs must be incurred annually for general maintenance and the associated staff time. In addition, if the donated item is expected to be replaced in the future, the Town will need to set money aside each year in order to save for the eventual replacement.

For example: If the Town accepts a donation of a new carousel for River Mill Park that is worth $100,000 and is expected to be replaced in 10 years, the Town would need to increase the capital budget by $10,000 to ensure that in 10 years, the funds are available for the replacement. This would also increase the annual operating budget for costs such as hydro, seasonal opening/closing costs, operators for the ride, insurance, and on-going maintenance and repairs.

Is there a submission deadline for the upcoming 2025 budget?

Does the Town accept non-commercial grade equipment?

Can you donate benches or chairs to the Town for Facilities and/or Parks?

What factors will be considered when reviewing a user group request?

There are many factors that are considered when reviewing submissions, which include, but are not limited to:

Staffing and timing impacts – can this be done in the upcoming year given other previously approved projects?

Risk of vandalism – is this a service or item that is susceptible to easy targeting of graffiti, being stolen, or damaged?

Replacement – how long will this initiative serve the Town before it needs to be replaced?

Risk management – are there 3rd party inspections or additional insurance required?

Maintenance – is there adequate storage available and are there other annual costs that will increase operating budgets?

The Town has money set aside in capital reserves, could this be used for new initiatives?

Is this the same as the Community Financial Requests program?

No, this process is intended to provide community members and user groups the opportunity to request support for programs or services to be considered in the upcoming budget.

If approved by the Town, these requests would result in the Town having ownership of the assets and would be included in future budgets.

If you are looking for financial support for new recreation and cultural experiences, special events, and programs that provide benefit to the community, please visit the Community Financial Requests page.

Need help with your application?

If you have any questions, concerns or would like assistance with your application, please contact the Town's Finance Department.