2013 Sports Travel Grant Guide and Application ... - City of Edmonton
2013 Sports Travel Grant Guide and Application ... - City of Edmonton
2013 Sports Travel Grant Guide and Application ... - City of Edmonton
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Community Investment <strong>Grant</strong> Program<br />
<strong>2013</strong> <strong>Travel</strong> <strong>Grant</strong><br />
For<br />
Amateur Sport Organizations or Individuals<br />
APPLICATION GUIDE & FORM<br />
PURPOSE<br />
To assist residents <strong>of</strong> <strong>Edmonton</strong> to pay travel costs<br />
from <strong>Edmonton</strong> to a destination for the purpose <strong>of</strong><br />
competing in a sport championship competition at<br />
the following levels in which a CHAMPION is<br />
declared:<br />
• Western Canadian,<br />
• National or,<br />
• International level.<br />
(<strong>City</strong> Bylaw 14157 <strong>and</strong> <strong>City</strong> Policy C211F)<br />
EVENT ELIGIBILITY<br />
• Sport championship competitions sanctioned by<br />
an amateur sport governing body that is<br />
recognized either by Sport Canada or by a<br />
recognized International sport governing body.<br />
• Sponsoring host <strong>of</strong> the event must be a not-forpr<strong>of</strong>it<br />
organization.<br />
• Event must have had a process to qualify<br />
where a participant earns the right to compete<br />
at the next level <strong>of</strong> competition.<br />
APPLICANT ELIGIBILITY<br />
• Must be a resident within the boundaries <strong>of</strong> the<br />
city <strong>of</strong> <strong>Edmonton</strong>.<br />
• Must be an individual or team with amateur<br />
status.<br />
• Must be sponsored by or affiliated with a<br />
registered not-for-pr<strong>of</strong>it sport organization.<br />
• Must be, where applicable, judged as "best in<br />
the <strong>City</strong>" through local competition<br />
• Is judged as provincial champion or hold a<br />
number one ranking in Alberta through<br />
competition sanctioned by an amateur<br />
provincial sport governing body that is<br />
recognized by the Alberta Sport, Recreation,<br />
Parks <strong>and</strong> Wildlife Foundation.<br />
• Provision may be made on a case-by-case<br />
basis for those athletes or teams selected by<br />
the provincial sport governing body to represent<br />
Alberta at the National Championships,<br />
provided there is no competition to recognize a<br />
provincial champion in a particular class or<br />
category.<br />
APPLICANT INELIGIBILITY<br />
• Athletes receiving Federal Carding assistance.<br />
• Athletes or teams receiving 100% travel<br />
subsidy through the National or Provincial Sport<br />
Governing body.<br />
• Athletes or teams representing Educational<br />
Institutions or Corporate Entities.<br />
• Notwithst<strong>and</strong>ing the above criteria,<br />
Applicants may be considered on a case-bycase<br />
basis where an invitation has been<br />
extended to try out for a national team or to an<br />
event that will lead to competition at the<br />
international level.<br />
• The extent to which the activities <strong>of</strong> the<br />
Applicant bring Provincial, National, or<br />
International recognition to the <strong>City</strong> <strong>of</strong><br />
<strong>Edmonton</strong> will be considered.<br />
APPLICATION SUBMISSION<br />
• Applicants may submit a completed <strong>City</strong> <strong>of</strong><br />
<strong>Edmonton</strong> Amateur Sport <strong>Travel</strong> <strong>Grant</strong><br />
<strong>Application</strong> form:<br />
- Upon qualifying to compete in a Western<br />
Canadian, National or International<br />
championship event; or<br />
- Up to 90 days after the event.<br />
GUIDELINES:<br />
a) The individual or team will not normally receive<br />
more than one travel grant from the <strong>City</strong> <strong>of</strong><br />
<strong>Edmonton</strong> in a calendar year.<br />
b) An Applicant with ten or fewer participants may<br />
include transportation costs <strong>of</strong> one nonparticipating<br />
guardian/<strong>of</strong>ficial. An Applicant with<br />
more than ten participants may include<br />
transportation costs <strong>of</strong> two non-participating<br />
guardians/<strong>of</strong>ficials.<br />
Cont….<br />
<strong>2013</strong> Community Investment <strong>Grant</strong> Program –Amateur Sport <strong>Travel</strong> <strong>Application</strong> Page 1 <strong>of</strong> 6
c) <strong>Travel</strong> grants for teams will be pro-rated<br />
according to the percentage <strong>of</strong> participants who<br />
reside within the city <strong>of</strong> <strong>Edmonton</strong> <strong>and</strong> to the<br />
number <strong>of</strong> athletes who do not receive Federal<br />
Carding assistance or other travel subsidy.<br />
d) Applicants are eligible for grant awards for up to<br />
25% <strong>of</strong> the total eligible costs (in accordance<br />
with the following formula):<br />
1. 25% <strong>of</strong> airfare, train, bus fare or bus charter<br />
up to the specified maximum.<br />
MAXIMUM AWARDS FOR TRAVEL<br />
Event Team Individual<br />
Western<br />
Canada<br />
$2,200 $220<br />
National $3,650 $365<br />
International $4,375 $450<br />
2. 25% <strong>of</strong> rental vehicle or bus fare or bus<br />
charter to transport participant(s) from<br />
airport to event location only if the event is<br />
located outside <strong>of</strong> the <strong>City</strong> <strong>and</strong> is included<br />
within the maximum award amount.<br />
3. 25% <strong>of</strong> oversize baggage can be claimed<br />
only if used to transport equipment required<br />
for participation in the event <strong>and</strong> is included<br />
within the maximum award amount.<br />
4. VEHICLE USE<br />
By Vehicle<br />
$.15/km<br />
Reimbursement for vehicle use will be<br />
established annually on a per kilometre<br />
basis (from city centre to city centre) for<br />
each vehicle (3 eligible participants per<br />
vehicle) <strong>and</strong> is included within the<br />
maximum award amount.<br />
e) <strong>Grant</strong> awards <strong>of</strong> under $100 will not normally<br />
be considered.<br />
f) The allocation <strong>of</strong> a grant is subject to the<br />
availability <strong>of</strong> funds.<br />
g) Applicants must submit a fully completed <strong>Travel</strong><br />
<strong>Grant</strong> <strong>Application</strong> form. <strong>Application</strong>s are<br />
accepted upon qualification or confirmation <strong>of</strong><br />
participation (up to 90 days after the event).<br />
APPLICATION PROCESS<br />
PRE EVENT APPLICATIONS<br />
Applicants MUST include the following:<br />
1. An <strong>of</strong>ficial letter from the appropriate<br />
sanctioning body, which verifies the date(s)<br />
<strong>and</strong> location <strong>of</strong> the event <strong>and</strong><br />
acknowledges the Applicant as the<br />
recognized competitor/participant;<br />
2. Pro<strong>of</strong> <strong>of</strong> travel cost as provided by a<br />
commercial airline or bus company or car<br />
rental agency or train company;<br />
3. Number <strong>of</strong> private vehicles being used as a<br />
means <strong>of</strong> transportation if driving to the<br />
event from <strong>Edmonton</strong>, provide gas receipts;<br />
4. A list <strong>of</strong> the names <strong>and</strong> addresses, postal<br />
codes <strong>of</strong> the competitors, <strong>and</strong> participating<br />
<strong>of</strong>ficials or guardians that will be travelling<br />
or have travelled from <strong>Edmonton</strong> to the<br />
event.<br />
NOTE: PRE EVENT APPLICANTIONS shall only<br />
receive grant funding upon meeting the grant<br />
programs eligibility criteria <strong>and</strong> meeting the final<br />
report requirements within 90 days after an event.<br />
POST EVENT APPLICATIONS<br />
Within 90 days <strong>of</strong> the event, applicants must<br />
verify travel to the event by providing (FINAL<br />
REPORTING REQUIREMENTS) as follows:<br />
1. Pro<strong>of</strong> <strong>of</strong> participation in the event <strong>and</strong><br />
outcome <strong>of</strong> the competition (i.e. media<br />
report, <strong>of</strong>ficial's record, letter from<br />
sanctioning organization);<br />
2. A list <strong>of</strong> the names, addresses, <strong>and</strong> postal<br />
codes <strong>of</strong> the competitors/participants<br />
participating <strong>of</strong>ficials, or guardians who<br />
actually travelled from <strong>Edmonton</strong> to the<br />
event.<br />
All Applicants will be provided in writing as to their<br />
grant decision within a reasonable time after the<br />
application submission.<br />
INELIGIBLE EXPENSES<br />
• Hotel accommodations<br />
• Meals<br />
• <strong>Travel</strong> expenses purchased on<br />
Airmiles<br />
If you have any questions, please email<br />
grants@edmonton.ca or call 780-496-4932 or<br />
780-496-4933 <strong>and</strong> ask to speak to a <strong>Grant</strong><br />
Coordinator.<br />
<strong>2013</strong> Community Investment <strong>Grant</strong> Program –Amateur Sport <strong>Travel</strong> <strong>Application</strong> Page 2 <strong>of</strong> 6
Community Investment <strong>Grant</strong> Program<br />
<strong>2013</strong> <strong>Travel</strong> <strong>Grant</strong><br />
For<br />
Amateur Sport Organizations or Individuals<br />
A: APPLICANT INFORMATION<br />
APPLICATION FORM<br />
INDIVIDUAL Applicant - Complete this Box 1<br />
Type <strong>of</strong> Sport:<br />
Name:<br />
Address:<br />
<strong>City</strong>:<br />
E-mail:<br />
Postal Code:<br />
Phone (Home): (Alt): E-mail:<br />
Name to be printed on the cheque if different than above & relationship to the applicant:<br />
Name:<br />
Proceed to Box 3<br />
TEAM Applicant - Complete this Box 2<br />
Relationship to Applicant:<br />
Team Name:<br />
Primary Contact Name:<br />
Type <strong>of</strong> Sport:<br />
Position:<br />
Address:<br />
<strong>City</strong>:<br />
Postal Code:<br />
Phone (Home): (Alt): E-mail:<br />
Name to be printed on the cheque if different than above <strong>and</strong> why:<br />
Name:<br />
Explanation:<br />
Proceed to Box #3<br />
<strong>2013</strong> Community Investment <strong>Grant</strong> Program –Amateur Sport <strong>Travel</strong> <strong>Application</strong> Page 3 <strong>of</strong> 6
Both INDIVIDUAL & TEAM Applicants – Complete this Box 3<br />
What is the name <strong>of</strong> the not-for-pr<strong>of</strong>it you belong to related to this application?<br />
Local:<br />
What is your amateur sport organization sanctioning body?<br />
Provincial:<br />
National:<br />
International:<br />
Declaration <strong>of</strong> Applicant<br />
The applications must be signed <strong>and</strong> dated by the applicant or primary contact.<br />
If the amateur athlete is under 18 years <strong>of</strong> age, parent is required to sign the application.<br />
I, hereby declare that the information provided in this application is true <strong>and</strong> correct to the best<br />
<strong>of</strong> my knowledge.<br />
Signature:<br />
Date:<br />
B: EVENT INFORMATION<br />
1. QUALIFYING EVENT INFORMATION<br />
Complete section only if the INDIVIDUAL or TEAM/GROUP won a city <strong>and</strong>/or provincial or national<br />
championship that qualified the INDIVIDUAL or TEAM/GROUP to advance to a Western Canadian, National or<br />
International Competition/Event.<br />
Name <strong>of</strong> Qualifying Event:<br />
Date <strong>of</strong> Event:<br />
Event Location:<br />
Name <strong>of</strong> Sanctioning Amateur Sport Organization:<br />
Placement in Qualifying Event:<br />
Category (if Applicable):<br />
Event <strong>and</strong> Results Website URL: http://<br />
2. EVENT ATTENDING INFORMATION<br />
List the event you are travelling to either as an individual or team.<br />
Name <strong>of</strong> event:<br />
Event Location:<br />
Level (check one) Western Canadian National International<br />
Division or Class:<br />
Date(s) <strong>of</strong> Event:<br />
Name <strong>of</strong> Hosting Organization:<br />
Host Contact Name:<br />
Address:<br />
Phone: ( ) Fax: ( )<br />
Organization/Event Website Address: http://<br />
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3. INVITATIONAL EVENT INFORMATION<br />
Complete only if the INDIVIDUAL or TEAM has been invited to “try-out” for a National team or to an event that<br />
will lead to competition at the International level<br />
Name <strong>of</strong> Invitational Event:<br />
Name <strong>of</strong> Sanctioning Amateur Sport Organization:<br />
Date <strong>of</strong> Event:<br />
Event Location:<br />
Organization/Event Website Address: http://<br />
Describe the basis on which the Applicant has been invited to attend this event:<br />
Describe the potential, anticipated, or expected benefit to the Applicant <strong>of</strong> attending this event:<br />
C: FINANCIAL INFORMATION<br />
<strong>Travel</strong> Expenses to Event (complete the appropriate line)<br />
<strong>Travel</strong> by Air*:<br />
Total Cost: $00.00X25%=<br />
<strong>Travel</strong> by Bus Fare or Bus Charter<br />
or Train *:<br />
Oversized Baggage (only if required for<br />
participation in event)<br />
<strong>Travel</strong> by Private Vehicle:<br />
(15¢/km/vehicle)<br />
Total Cost : $00.00X25%=<br />
Total Cost: $00.00X25%=<br />
# <strong>of</strong> vehicles: # <strong>of</strong> km’s*x .15=$00.00*:<br />
*<strong>Travel</strong> expenses must be supported by attachment <strong>of</strong> quotations, paid invoices or receipts.<br />
**Please verify the distance from <strong>Edmonton</strong> <strong>City</strong> Centre to your travel destination <strong>City</strong> Centre with the Alberta<br />
Motor Association or <strong>Travel</strong> Alberta. Maximum grant amounts for level <strong>of</strong> event also apply to mileage.<br />
Amount <strong>of</strong> <strong>Travel</strong> <strong>Grant</strong><br />
Requested:<br />
(See <strong>Guide</strong>lines for Maximum Amounts)<br />
Other Financial Support:<br />
$<br />
Do you or any <strong>of</strong> your Team/Group receive any support through the Sport Canada’s Federal Carding<br />
System? Yes (if yes please indicate names) No<br />
Do you or any <strong>of</strong> your Team/Group receive 100% travel subsidy through the National or Provincial<br />
Sport Governing body? Yes No<br />
<strong>2013</strong> Community Investment <strong>Grant</strong> Program –Amateur Sport <strong>Travel</strong> <strong>Application</strong> Page 5 <strong>of</strong> 6
D: REQUIRED ATTACHEMENTS<br />
Pre-Event <strong>Application</strong>s must submit the following information.<br />
(Please check indicating the required attachments have been included.)<br />
An <strong>of</strong>ficial letter from the appropriate sanctioning body, which verifies the date(s) <strong>and</strong> location <strong>of</strong><br />
1. the event <strong>and</strong> acknowledges the Applicant as the recognized competitor. This letter should also<br />
contain the sanctioning body's address, phone number, fax number, <strong>and</strong> name <strong>of</strong> contact person.<br />
Total travel cost (quotations) as provided by a commercial airline, or train or bus company,<br />
2. or number <strong>of</strong> private vehicles being used as a means <strong>of</strong> transportation to the event <strong>and</strong><br />
mileage from city centre to city centre.<br />
List <strong>of</strong> the names, addresses, postal codes <strong>and</strong> if applicable Federal Carding status <strong>of</strong> the<br />
3.<br />
competitors <strong>and</strong> non-participating <strong>of</strong>ficials that will be travelling from <strong>Edmonton</strong> to the event.<br />
Post-Event <strong>Application</strong>s (Within 90 days <strong>of</strong> the event) must submit the following information<br />
as called the - FINAL REPORT REQUIREMENTS<br />
(Please check indicating the required attachments have been included.)<br />
An <strong>of</strong>ficial letter from the appropriate sanctioning body acknowledging the Applicant as the<br />
1. recognized competitor. This letter should also contain the sanctioning body's address, phone<br />
number, fax number, <strong>and</strong> name <strong>of</strong> contact person.<br />
Pro<strong>of</strong> <strong>of</strong> participation in the event <strong>and</strong> outcome <strong>of</strong> the competition (i.e. media report, <strong>of</strong>ficial's<br />
2.<br />
record, a letter from sanctioning organization).<br />
Pro<strong>of</strong> <strong>of</strong> travel cost (paid receipts indicating the name <strong>of</strong> competitors/participants <strong>and</strong> name <strong>of</strong><br />
3. payee) as provided by a commercial airline or bus company or train company or gas receipts<br />
for vehicle.<br />
A list <strong>of</strong> the names, addresses, postal codes <strong>and</strong> if applicable, Federal Carding status <strong>of</strong> the<br />
4.<br />
competitors <strong>and</strong> non-participating <strong>of</strong>ficials who travelled from <strong>Edmonton</strong> to the event.<br />
Mail to: Or Deliver to:<br />
<strong>City</strong> <strong>of</strong> <strong>Edmonton</strong> - Community Services<br />
<strong>Grant</strong>s Office<br />
7 th Floor, CN Tower<br />
10004 – 104 Avenue NW<br />
P.O. Box 2359<br />
<strong>Edmonton</strong> AB T5J 2R7<br />
CN Tower, 10004-104 Avenue, <strong>Edmonton</strong>.<br />
Place <strong>Application</strong> Form in the <strong>Grant</strong>s “Drop Box”<br />
on the 7 th Floor located in the elevator corridor.<br />
Freedom <strong>of</strong> Information <strong>and</strong> Protection <strong>of</strong> Privacy (FOIP) Statement<br />
The personal information on this Community Investment <strong>Grant</strong> <strong>Application</strong> is being collected under authority <strong>of</strong> Section 33(c)<br />
<strong>of</strong> the Freedom <strong>of</strong> Information <strong>and</strong> Protection <strong>of</strong> Privacy (FOIP) Act <strong>and</strong> will be used to administer CI <strong>Grant</strong> Funding. The<br />
aggregate data will be used by Community Services for program planning <strong>and</strong> evaluation. All personal information will<br />
be protected in accordance with the privacy provisions <strong>of</strong> the FOIP Act. If you have any questions about Community<br />
Investment <strong>Grant</strong>s or questions about the collection, use or disclosure <strong>of</strong> your personal information, please contact the<br />
Community <strong>Grant</strong> Coordinators at the following: 780-496-4933/4932.<br />
<strong>2013</strong> Community Investment <strong>Grant</strong> Program –Amateur Sport <strong>Travel</strong> <strong>Application</strong> Page 6 <strong>of</strong> 6