Proposals for Levy Funding are accepted throughout the year. Allow three months for applications to be processed. The Coordinator will be in touch with applicants in that time should more information about the application be required.
After receipt of applications, Council works through the following procedure:
- Project applications are screened by the Coordinator to ensure various criteria are met, and then the proposals are forwarded to all Council members.
- Proposals are read individually by the Council members. At this point it is helpful to make notes of both positive and negative aspects of the proposals. Council members ask themselves the questions – Does it fall within our guidelines? Will it help area farmers?
- Large projects are discussed as a full Council. If necessary contact the applicant to 1) attend a future meeting to discuss project, or 2) answer a list of questions on points which need to be clarified.
- If at this time Council feels comfortable in its understanding of a project it may either pass the project on for second reading (minimum 2 weeks from date of first reading) or reject it outright at this time. If it is rejected it is not eligible for funding and a letter outlining the reasons for its rejection is sent to the applicant ASAP.
- If Council is not ready to either reject or pass project on to second reading, then it may defer a decision until the necessary information to make a decision is received.
- Projects that have passed the first reading are then eligible for funding, it will be necessary for the Council to prioritize the projects.
- Note that up to this point the acceptance of any project has not been based on the funds Council has available for distribution but only on the merits of the project by itself.
- Short term projects are discussed as a full Council either at a meeting or via email exchange. All Short term projects approved via email are reviewed and confirmed at the next regular Council meeting.
- Project funding is based on the submitted project’s proposed budget. Where overhead and direct costs are not represented in the proposed budget but are required by the institution, these costs will be deducted from our approved project budget.
Project Assessment Scoring Guide
The following PROJECT ASSESSMENT SCORING GUIDE was developed and used first in 1995 and was thought to be a useful process to aid Council.
- Each member of Council will rate projects individually using the ranking system outlined below. This quickly shows the overall priorities of the full Council. If at this time a project is rejected by all Council members (receives no #1’s or #2’s) it is then removed from further consideration.
- The remaining projects are ranked and discussed in detail.
- Note – at this stage the issue of funds available, cut backs to projects, or other measures are discussed.
- Final funding approval vote. This will be done by secret ballot and the question is either YES or NO to fund the project under discussion.
- Projects receiving majority support will be funded.
Project Scoring Guide
#1 – High priority
#2 – agree with general thrust, however may wish minor changes or reduction in funding.
#3 – do not support at all – should not be funded.
All projects receiving at least one #1 or one #2 will be discussed. Only a project receiving #3 from all Council members will be rejected outright.