Ecoprojects Community Fund

The Fund’s objectives are to:

• support and promote citizen involvement initiatives;
• support collective efforts that have cumulative effects;
• involve citizens and organizations in efforts to improve the environment;
• promote initiatives that showcase the environment and its protection in keeping with specific themes addressed in the City of Vaudreuil-Dorion’s Environmental Policy, namely protecting water resources, urban agriculture, residual materials, adapting to climate change as well as biodiversity and natural habitats;
• meet the aspirations of the City’s Strategic Plan;
• contribute to citizens’ awareness of environmental challenges and to creating a sense of belonging within the community.

As part of the Ecoproject Community Fund, the City of Vaudreuil-Dorion is offering a grant of up to $5,000 per project (including taxes), subject to the availability of funds. Applications to the Ecoproject Community Fund can be submitted by either a sole citizen, a group of citizens, a non-profit organization or an institution. Maximum of one application per year.

Process

Applications must be sent to the City’s Environment Section via email at environnement@ville.vaudreuil-dorion.qc.ca. Submitted projects will then be evaluated by the Environment Section to ensure they are complete and meet all eligibility requirements (refer to the Eligibility Conditions and Criteria document as well as the Application Form). A selection committee will then evaluate the project using the Evaluation Grid. Only projects that receive a score of at least 40/60, calculated based on the Evaluation Grid, and the minimum score required for Criteria 4 and 5 of the Grid will receive funding by resolution of the Municipal Council, subject to the availability of funds. The process will be carried out according to the timeframe outlined below.

Deadlines

2023
Project submission period	January 1st to February 28
Evaluation of projects	March 1st to 31st
Unveiling of selected projects and payment of 1st instalment for 50% of approved grant amount	Mid-April
Planning and completion of projects	Starting on the date grant is awarded and until November 15
Filing of Project Completion Form, including proof of expenses	Before December 1 of the reference year
Payment of remaining 50% and project follow-up	Between December 1 and 23

 

Eligibility conditions and criterias

Your project must:

• Be carried out on the territory of Vaudreuil-Dorion;
• Be carried out on property or in a building with the permission of the property owner(s);
• Be carried out by a sole citizen, a group of citizens, a non-profit organization or a public institution;
• Be carried out between the date of project approval and November 15 of the reference year—namely, the year in which the application was approved;
• Meet one of the objectives of the Ecoproject Community Fund;
• Fall under one of the five themes addressed in the City of Vaudreuil-Dorion’s Environmental Policy—namely, protecting water resources, urban agriculture, residual materials, adapting to climate change as well as biodiversity and natural habitats;
• Meet the aspirations of the City of Vaudreuil-Dorion’s Strategic Plan;
• Have a positive impact that will benefit the community at large;
• Be non-profit;
• Respect municipal by-laws (including obtaining a permit from the City if applicable);
• Include only indigenous/native species (if applicable);
• Obtain a score of 40/60, calculated based on the Evaluation Grid, as well as the minimum score required for Criteria 4 and 5 of the Grid.

The project must also meet the following conditions:

• Any project that includes vegetation must present a complete list of the latter along with a plan for the planting of this vegetation;
• Any project that includes construction work must present a site layout;
• Projects may be carried out with the help of different partners. However, the latter’s involvement must be outlined in detail in the project Application Form;
• Only expenses defined as eligible by the Ecoproject Community Fund and in the project approval resolution shall be reimbursed;
• Any changes made to the project must be approved by the Environment Section;
• The support provided by the City of Vaudreuil-Dorion must be mentioned on all information, promotion and advertising documents. The City must pre-approve any publications in which it is mentioned;
• The Project Completion Form and proof of expenses must be submitted BEFORE December 1 of the reference year—namely, the year in which the application was submitted.

Expenses

Only expenses defined as eligible by the Ecoproject Community Fund and that were incurred after the date on which the Municipal Council passed a resolution to award the grant can be reimbursed. More specifically, the following expenses are considered eligible:

•  Professional fees, travel costs and daily allowances for contractors such as consultants, technicians or other specialists required for the project;
• Costs for materials, rental of equipment or space, and transportation related to the implementation of the project;
• Promotional fees.

The following expenses are not eligible:

• Operating fees of organizations involved in the project (if applicable);
• Salaries and benefits of project initiators;
• Fees related to fundraising, financing and market development campaigns;
• Expenses that do not comply with a certain law or by-law;
• Portion of the Quebec Sales Tax (QST) and Goods and Services Tax (GST) for which the applicant can obtain a credit or refund;
• Expenses already underway or paid for;
• Expenses not directly related to the project or unjustified expenses.

Payments

Payments will be made by cheque sent to the applicant, who is considered the person in charge of the project, regardless of whether the applicant is a citizen, non-profit organization or institution. The first payment, equivalent to 50% of the total amount awarded, will be paid following approval of the project.

The final 50% will be paid once the Environment Section receives and validates the Project Completion Form and proof of expenses. The City of Vaudreuil-Dorion reserves the right to modify the anticipated amount of the second payment (remaining 50%) in the event that the project was not carried out or was only partially carried out, that the supporting documents for expenses include non-eligible expenses or represent an amount lower than the amount actually disbursed. Should the expenses exceed the budget, the second amount (final 50%) will remain the same as initially anticipated.

Application documents 

• Application form and proof of residence;
• Any document required for the execution of the project (list of plants, plans and specifications, research report, etc.);
• Proxy or written agreement from the owner of the property where the project will take place (if applicable).

Project completion documents

• Proof of expenses related to the project;
• Project Completion Form.

Evaluation grid

Once the grant request has been deemed eligible (complete and consistent with requirements) by the Environment Section, the selection committee will evaluate the project using the Evaluation Grid. Only projects that receive a score of at least 40/60 and the minimum score required for Criteria 4 and 5 of the Grid will be considered for the grant and presented to the Municipal Council to receive funding by resolution.

Examples of potential projects that could be considered eligible (without limitation)

• Creating gardens for pollinators, urban food forests or tree planting in connected plots of land;
• Environment-themed workshops (e.g.: residual materials, zero waste, etc.);
• Environment clean-up;
• Financing an educational environment-themed program (e.g.: Cycliste Averti, Scol’ERE Carbon Bursary);
• Organizing a conference or event of an environmental nature;
• Purchasing a community compost bin;
• Organizing workshops dedicated to repairing defective appliances with a view to promoting zero waste in the community;
• Purchasing zero-waste equipment for an institution or organization;
• Implementing a bike-sharing system;
• Landscaping that helps reduce environmental pollution (e.g.: rain gardens).

Information documents and forms

• Details of the Ecoproject Community Fund / eligibility criterias pdf

• Evaluation grid pdf

• Application form pdf

• Project completion form pdf