2026 Welcoming Week Funding

Request for funding may be for the following:

• Venue, e.g. room or space rental, climate control, security deposit, insurance coverage
• Digital supports related to event management, e.g.an event app, live streaming software supports
• Lease of small capital equipment directly related to the event, e.g. a sound system
• Staffing costs directly related to Welcoming Week activities
• Food/Refreshments/catering
• Entertainment e.g., keynote speakers, stage/dance floor, video production, graphics, travel
• Marketing e.g. branding, physical signage, digital signage
• Transportation, e.g., charter bus for attendees/guests
• Décor, e.g. lighting, cleaning, balloons/centerpieces, etc.
• Promotional items, e.g., branded items
• Other event-related costs not listed above (subject to review)

• Ongoing organizational operating costs prior to or after the event, such as rent and lease costs, utility bills, insurance, loan repayments, and salaries not associated with approved operational enhancements
• Costs already incurred before or after the Welcoming Week date(s) specified in the Community Investment Fund Funding Agreement that will be executed by the successful Applicant with the Region  
• Gift cards (all types)
• Program expenses
• Lease large/major capital equipment or vehicle  
• Complex projects, such as those that include renovations or construction
• Capital requests for the purchase of real estate, capital campaigns or the development of buildings  

Applicants must meet the following general criteria to receive CIF funding:  

• Be either a non-profit organization or a registered charity for the purposes of the Income Tax Act (Canada).
• Be incorporated under the Ontario Not-for-Profit Corporations Act, 2010, S.O. 2010, c. 15, or the Canada Not-for-Profit Corporations Act (S.C. 2009, c. 23), or, for those applicants that are not incorporated, a Flow-Through partnering arrangement must be made with a not-for-profit incorporated organization.
• Have or will have established at time of contracting, a York Region location providing programs and services to York Region Residents.
• Is governed by an incorporated board of directors democratically elected, active, with no more than three members related by blood or marriage and can provide a current list of members.
• Have established and documented financial management systems in place and able to provide the latest annual audited financial statements or a review engagement report, upon request.
• Provide evidence of insurance coverage that is acceptable to York Region upon request.
• Comply with the Ontario Human Rights Code in hiring practices and in the provision of all services.
• Comply with relevant federal, provincial and municipal laws including Accessibility for Ontarians with Disabilities Act, 2005.
• Provide evidence of insurance coverage that is acceptable to York Region upon request.

Applicants that are unable to meet the above general criteria may apply for funding in partnership with an organization that is able to meet the criteria. This is known as a “Flow-through” relationship. Applicants seeking funding as part of a flow-through relationship must complete and submit a Collaborative Application Form with their application. Additional details are below.

For greater certainty, and notwithstanding any of the other terms in the Guidelines or in the Collaborative Application Form, for-profit organizations are wholly ineligible to receive funding even through a Flow-Through Partnership.  

Applicants must demonstrate that they are responsive to the community they serve by meeting the following criteria:

• Provide services to York Region that promote welcoming communities for all, including newcomers and immigrants
• Provide services that newcomers and/or York Region Residents may benefit from

3.1 Ineligible Applicants

• Individual persons
• For-profit organizations
• Organizations engaged in political activity supporting or opposing any political party, elected representative, or candidate for public office 
• Organizations where the Welcoming Week event is conditional upon participation in the religious activities of the organization and/or restricted only to members of the religion. A faith-based organization may apply if the Welcoming Week event is free and open for anyone to attend, and there is no requirement that attendees must participate in a religious activity
• Municipalities (excluding/exempting libraries that are located in York Region)
• Provincial and federal government agencies, except the following broader public sector organizations that are located in York Region and provide services to York Region residents: hospitals, universities, colleges, school boards, and children’s aid societies
• Organizations acting in the capacity of a funding body, fundraising drives/events

As conditions of the funding, successful agencies will be required to:

1. Maintain a record of all purchases by type
2. Report on the number of unique Residents that access goods or services funded by the Region.  
3. Provide all reporting, including record of purchases or receipts, upon request from York Region following the end of the funding term.
4. Agree to be included in region-wide promotional activity by York Region through a public calendar of events and other centralized marketing strategies

Each application will be received with the understanding that acceptance of the offer, in writing by York Region, to provide the services described within the application will support the development of a contract between the Applicant and York Region. The information submitted through the application will be used not only to assess eligibility and alignment with program objectives, but also to inform the development of the contract (if funding is awarded) including deliverables, timelines, and reporting requirements.

York Region may terminate the contract for any reason including, but not limited to, the Applicant’s breach of these Guidelines or the Terms and Conditions. York Region may also terminate the contract, immediately and without liability, in the event that the Applicant fails to enter into the required Community Investment Fund Agreement with York Region as required under these Guidelines. Successful Applicants will be notified of the results of this application by email.

In the event that York Region is of the opinion that the funding amount requested in an application is excessive, then York Region may accept the quotation in part or reject the application.

All expenditures must be completed per the terms of the executed Community Investment Fund Funding Agreement.

For greater clarity, all references to the “Guidelines” in this call for applications include the “Additional Guidelines” set out below.

Please see Additional Guidelines and Terms and Conditions.

Evaluation and Selection

A Selection Committee will review each application on the basis of all information provided by the Applicant. The Selection Committee will review applications based on, but not limited to, the following criteria:  

• Clarity of the initiative, project goals, and key activities  
• Organizational capacity to deliver services and potential linkages to broader human services sector
• Potential for impact on the identified outcomes  

Each application will be individually reviewed and assessed. York Region reserves the right, in its sole and absolute discretion, to follow up with the Applicant to seek further information and/or clarification with respect to any information included in its application. There is limited funding available and there is no guarantee that any project that meets the overall criteria will be funded.

York Region will also consult with United Way Greater Toronto during the review process to ensure there is no overlap in funding.

 It is each Applicant’s responsibility to seek clarification on any matter that may seem unclear before submitting an application. The York Region cannot be held responsible for any misunderstanding of the application by any Applicant

Funding Agreement

Successful Applicants will be required to enter into a Community Investment Fund Funding Agreement (the “CIF Agreement”) with York Region as a “Funded Agency.” The CIF Agreement will identify the parties’ respective roles and responsibilities and will become legally binding once it is signed, digitally or electronically, by all parties. A failure by a party to perform their duties under the CIF Agreement will be considered a breach of the agreement.

Listed below are the indemnification and insurance requirements deemed necessary by York Region's Risk Manager. These provisions will be included in the funding agreement with York Region as well as additional requirements.

Indemnification

The Funded Agency shall indemnify, hold harmless and defend York Region, its Chair, its Council members, employees, contractors, successors and assigns, from and against all actions, claims, demands, losses, costs (including all legal costs), damages, suits or proceedings whatsoever which may be brought against or made upon York Region and against all losses, liabilities, judgments, claims, suits, demands or expenses which York Region may sustain, suffer or be put to that arise directly or indirectly out of or are attributable to the Funded Agency’s omissions, or failure to exercise reasonable care, skill or diligence in the performance or rendering of any work or service required to be performed by the Funded Agency, its agents and employees. This indemnification shall include any legal costs incurred by York Region on a complete indemnity basis, including those incurred to defend all prosecutions against York Region resulting from the actions or inactions of the Funded Agency.  

Insurance Requirements

Without restricting the generality of the requirement to indemnify York Region, the Funded Agency shall obtain, maintain, pay for and provide evidence of the insurance coverage, taken out with insurance companies licensed to transact business in the Province of Ontario and acceptable to York Region’s Risk Manager. Listed below are the insurance requirements deemed necessary for the CIF Agreement by York Region's Risk Manager. York Region may, in its sole discretion, revise the Insurance Requirements under the CIF Agreement as it considers necessary.

Commercial General Liability Insurance

Commercial General Liability (CGL) insurance must include York Region as an Additional Insured, with limits of not less than two million dollars ($2,000,000.00) inclusive per occurrence for bodily and personal injury, death and damage to property including loss of use. The CGL insurance will include Cross Liability and Severability of Interest Clauses, Products and Completed Operations coverage (twelve (12) months), and limits of not less than one million dollars ($1,000,000.00) Standard Non-Owned Automobile Liability. 

Automobile Liability Insurance

Automobile Liability Insurance in respect of licensed vehicles must have limits of not less than two million dollars ($2,000,000.00) inclusive per occurrence for bodily injury, death and damage to property. Coverage shall be in the form of a standard owner’s form automobile policy providing third party liability and accident benefits insurance and covering licensed vehicles owned and/or leased or operated by or on behalf of the Funded Agency. 

Directors’ & Officers’ Liability Insurance

Directors’ & Officers’ Liability Insurance for nonprofit agencies with a Board of Directors must have limits of not less than one million dollars ($1,000,000.00) per claim.

York Region will accept in place of the above-mentioned insurance coverage, a combination of primary liability limits and umbrella insurance or excess liability limits which meet the CGL and/or Automobile Liability coverage limits noted above.

Such coverage must in all respects be satisfactory to York Region’s Risk Manager and shall be maintained continuously by the Funded Agency from either the commencement of the services or the signing of the contract, whichever is earliest. The policies must be endorsed to provide York Region with not less than thirty (30) days’ written notice in advance of cancellation, or any change or amendment restricting coverage.   

Agencies shall provide evidence of this coverage on York Region’s Standard Certificate of Insurance form.

Workplace Safety and Insurance Board (WSIB)

The Funded Agency must be in compliance with the Workplace Safety and Insurance Act, 1997, throughout the term of the agreement and shall submit to York Region a valid and current Workplace Safety and Insurance Board (WSIB) Clearance Certificate prior to commencement of the agreement and at any other time during the agreement at York Region’s request.

Where the Funded Agency is not required to be registered with the WSIB and is not covered by WSIB Optional Insurance, the Funded Agency shall maintain Employers’ Liability Insurance in the amount of one million dollars ($1,000,000.00) per occurrence.   

Agencies shall provide evidence of this coverage on York Region’s Standard Certificate of Insurance form.

Accessibility for Ontarians with Disabilities Act, 2005 (AODA)

Also, the Funded Agency must comply with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Under the Act, York Region must also ensure that every contractor who interacts with the public on behalf of York Region completes training on the requirements about how to serve customers with disabilities, the accessibility standards referred to in the AODA’s Integrated Accessibility Standards Regulation and on the Human Rights Code as it pertains to people with disabilities. This includes all volunteers, students and employees of the Funded Agency who have a role in providing the service on behalf of York Region. Training materials are available from York Region at no cost to all Agencies to facilitate meeting this requirement.

Definitions

A Place to Thrive: York Region’s 2024-2027 Plan for Newcomer Inclusion: Sets the vision to support the success of newcomers settling in York Region through 13 collective actions under three strategic priorities: Economic Prosperity, Social Inclusion and Healthy Communities. The Plan for Newcomer Inclusion was approved by York Regional Council in March of 2024.

Applicant: An organization that has submitted an application to receive funding from York Region under the Community Investment Fund in accordance with the guidelines, requirements, and criteria set out in this document.

Audited Financial Statements: Financial reports prepared by a licensed accountant who is independent of the Applicant, who certifies that the accounting records and process of the Applicant have been audited and verified in accordance with Canadian generally accepted accounting principles.

Collaborative Application: Two or more organizations with a well-defined relationship applying for funding of a project in which the organizations will work together to achieve a common goal. Collaborative projects must be led by an eligible organization which accepts responsibility for the funding.

Community Investment Fund Funding Agreement: The binding agreement that a successful Applicant will enter with York Region for funding Community Investment Fund’s Welcome Week’s funding program as set out in this document.

Flow-through Partnership: An existing registered not-for-profit organization or registered charity that is incorporated under the Ontario Not-for-Profit Corporations Act, 2010, S.O. 2010, c. 15, or the Canada Not-for-profit Corporations Act (S.C. 2009, c. 23) which acts on behalf of an Applicant to access funding for a project. The flow-through agency acts as the lead and assumes all contractual obligations, including responsibility for all aspects of the funding and the administration of funds.

Funded Agency: A successful Applicant who has entered into a Community Investment Fund Agreement with York Region pursuant to the guidelines set out in this document.

Immigrant refers to a person who is, or who has ever been, a Landed Immigrant or Permanent Resident. Such a person has been granted the right to live in Canada permanently by immigration authorities. Immigrants who have obtained Canadian citizenship are included in this group.

Inclusion: Creating a welcoming and respectful environment where everyone feels valued, can participate fully in local communities, and have equal opportunities.

Newcomer: Refers to an immigrant or a Non-Permanent Resident who has been in Canada for less than five years

Resident: Anyone living in the Town of Georgina, Town of East Gwillimbury, Town of Newmarket, Town of Aurora, Township of King, Town of Whitchurch-Stouffville, City of Richmond Hill, City of Markham, or City of Vaughan, in permanent or temporary accommodation or with no fixed address.

Selection Committee: A group of employees from York Region and/or other community funders with human services sector experience or expertise tasked with evaluating applications received in a call for proposals and preparing funding recommendations.

Welcoming Week: An annual opportunity to recognize and celebrate the people, places, and values that help everyone, including immigrants, feel welcome and foster a sense of belonging in their community,

York Region: The Regional Municipality of York.