Saskatchewan Weightlifting Association

Saskatchewan Weightlifting Association (SWA)

Membership Assistance Program (MAP) Grant

Policies and Procedures

BACKGROUND

Through Membership Assistance Program (MAP) funding, the SWA provides financial assistance to respective Training Centers.

Funding for MAP is provided through the Saskatchewan Lotteries Trust Fund for Sport, Culture and Recreation, derived through the proceeds of ticket sales throughout Saskatchewan.

PURPOSE

The MAP is intended to support community and club-level sport development by providing access to facilities, training and competition.

ELIGIBILITY

The MAP is available only to registered Training Centers of the SWA.

MAP funds may be used for:

· Equipment purchase

· Introduction to Olympic Weightlifting Clinics

· Coaching clinics

· Officiating clinics

· Meet hosting costs

· In province travel (to SWA sanctioned competitions)

MAP funds may not be used for:

· Construction, upgrading, maintenance or operating costs of facilities

· Cash prizes

· Social events (barbecues, lunches, etc.)

· Alcoholic beverages

· Research projects or feasibility studies

· Out of province travel

- Expenditures for which other grant dollars have been used. Two different grant sources cannot be used

to pay the same dollar of expense, whether the grant comes from the Trust fund or any other granting

agency

· Other expenses deemed ineligible by the SWA

TRAINING CENTER (TC) NOTIFICATION

All known Training Centers in the province will be sent a letter informing them of MAP by Nov 15th. Included in this correspondence will be the following:

· MAP Application and Spending Plan

· MAP Follow up Report

· Copy of MAP policies; including criteria for determining the allocation of the funds to eligible TC’s

· Estimate of a club’s eligible MAP amount, based on previous year’s numbers as reported by the TC

APPLICATION PROCESS

TC’s applying for MAP must submit the MAP Application and MAP Spending Plan by December 31, however, you are encouraged to submit an application early in the competitive season. This date is nine (9) months prior to our fiscal year end and allows TC’s time to provide follow up documentation. Applications must be accompanied by the total number of SWA members in the club, as well as coaches and officials.

APPROVAL PROCESS

Final eligible MAP amounts for TC’ss will be determined by the SWA Board of Directors.

In all cases, eligible amounts will be based on the total amount of MAP funds received by the SWA through the Lotteries Trust Fund, the total number of applications received, and the previous year’s reported numbers and TC’s activities.

Final eligible amounts will be determined by the SWA and communicated to applying TC’s, after the application deadline date, no later than January, 31.

All funds must be used for the purpose(s) as outlined in the approved Spending Plan. Under extenuating circumstances, consideration may be given to approving changes to Spending Plans, if requested in writing, with a new Spending Plan included.

Eligible expenses for MAP funds must be dated within the SWA fiscal year (October 1 – July 30) for which they are approved.

PAYMENT PROCESS

For approved grants, 100% of MAP funds will be paid to the TC’s, only after a completed Follow up Report and appropriate receipts or documentation to verify expenses have been received and approved by the SWA.

MAP payments will be issued no later than May, 30, if proper follow up is received.

If MAP projects are not completed or MAP funds are under spent, additional MAP funds may be reallocated to TC’s which exceeded their approved MAP amount, pending submission of receipts verifying additional costs for approved projects.

The SWA Board of Directors will make the final determination on reallocations to TC’s.

FOLLOW UP PROCESS

DEADLINE FOR SUBMISSION OF FOLLOW UP REPORTS: JULY 30

TC’s that do not provide Follow up Reports and receipts by the deadline will be ineligible to receive MAP for that year.

All Follow up Reports must include:

· A detailed project report

· All TC activities for which MAP funds were used

· Actual project costs with accompanying receipts verifying expenses

Receipts to verifying expenses can take various forms, but should at the minimum:

· Indicate the name of the receipt (person or business) of the funds

· Describe goods or services provided for payment

· Disclose the amount of the payment

· Include the date the goods/services were purchased (must be within the MAP grant year)

· Include third-party verification (supplier logo on an invoice, signature of the recipient on an expense claim, etc.)

The President or Chairperson of the TC receiving the funding assistance must sign the Follow Up Report.

CRITERIA FOR DETERMINING ELIGIBLE AMOUNTS FOR TC’S

Determination of MAP-eligible amounts will be based on the previous year’s membership numbers as recorded by the SWA.

NEW TC: If a TC is newly affiliated with the SWA or if a TC did not affiliate in the year prior to applying for a MAP grant, eligible amounts will be calculated using BASE amount of $200 and are required to host a Learn to Lift program and will receive $200 added to MAP funds for the year.

Eligible MAP amounts are determined as follows for Previous TC members

A. BASE AMOUNT -

TC’s applying and approved for MAP funding will receive a minimum funding amount based of $400

Additionally, certified coaches and officials that belong to a TC will determine further MAP allocations as follows:

B. COACHING Allocation (per Coach)

Comp Dev Certified -$50

Comp Intro Certified -$25

Comp Into -$20

C. OFFICIATING AMOUNT (per official)

National Level (3/2/1) -$25

Official Level 4 -$10

First MAP payment to be sent out after MAP application is recieved at the SWA office.

D. Participation and Volunteer Hours

Clubs are strongly encouraged to get all their members to participate in SWA Competitions throughout the season and will be monitored by the SWA and required by all TC for funding.

BALANCE OF FUNDS

After the calculation of Base/Coaches/Officials amounts for applying TC’s is completed, the balance of MAP funds still available will be allocated to applicants using the following distribution criteria:

1. REGISTERED MEMBERS