Core Application

Intended for groups whose primary focus is delivering community support, educational or recreational activities (including casual sports groups).

1. Provides recreational, leisure, cultural or educational activities or volunteer services.
2. Has a minimum of 85% of the organization’s membership or registrants as Oakville residents. Requests for exceptions must be made in writing to the Recreation and Culture department on an annual basis. Consideration may be given to groups that serve the greater Halton Region, or to groups who require additional members to support the operation of the group. The director of Recreation and Culture will make the final decision on residency exception requests.
3. Can demonstrate to the satisfaction of the town that it is capable of carrying out its objectives and its financial obligations.
4. Has demonstrated through financial documents that no member(s) of the organization receive(s) personal financial gain.
5. Adheres to the Ontario Human Rights Code and makes membership available to all Oakville residents

Definitions

Non-profit organization (NPO)

The department accepts the definition for non-profit organization (NPO) as described in the Income Tax Act.

"A Club, Society or Association that is organized solely for:

• Social welfare
• Civic improvement
• Pleasure and recreation or any other purpose except profit"

No member(s) of a NPO may receive personal financial gain as a result of membership. Organizations charging fees (other than membership dues), for providing services such as teaching programs, running clinics, classes or camps, may be asked to verify their NPO status by providing financial information and operating guidelines.

For the purpose of this procedure youth organizations are groups that comprise a minimum 85% of participants under the age of 19.

The department accepts the definition for Recognized Provincial and Multi Sport Organizations as described on the government of Ontario’s website. "Provincial and Multi Sport Organizations are independent, non-profit organizations, responsible for delivering programming province-wide and influencing participation, excellence, capacity and interaction in sport at the provincial level. Every Provincial and Multi Sport Organization is affiliated to a National Sport Organization and it is the responsibility of these two organizations to ensure the safe development and operation of every aspect of their sport."

Is a Cultural group whose primary mandate is offering programs or activities in performing arts, visual arts, media arts, graphic arts, literary arts, music or cultural heritage.

In addition to the criteria listed under general membership, the group will provide 15 annual membership commitment hours to QEPCCC, as defined in the QEPCCC Operating Plan and operate under a volunteer board or executive committee, comprised of five or more members.

For sports groups that offer a competitive program stream and/or organizations that utilize significant sport facility time.

In addition to the criteria listed under general membership,

1. For minor sport organizations that offer various programming streams, has a minimum residency requirement of 95% for house league programs and 75% for Rep programs.
2. Must be a member not under suspension or probation or other ongoing disciplinary sanction with an Ontario Recognized Provincial and Multi Sport Organization where one exists.
3. Operates under the authority of a volunteer board or executive committee comprised of no less than five duly elected members, who must all be residents of Oakville. Requests for exceptions must be made in writing to the Recreation and Culture department on an annual basis. Consideration may be given to groups that serve the greater Halton Region, or to groups who require additional members to support the operation of the group. A detailed “Declared Non-Residents List” must be provided to the town. The director of Recreation and Culture or his/her designate, will make the final decision on residency exception requests.
4. Holds an annual general meeting at which the board of directors or executive committee is elected from the general membership through a democratic election process.
5. The group must have a written constitution and by-laws or operating guidelines establishing the framework within which the group will operate including the process for disposing of assets upon dissolution of the group.
6. The group must be able to provide (upon request) financial statements of the previous operating year’s expenditures and revenues (where applicable) and a budget for the next operating year, signed by two authorized signing officers or an independent certified accounting firm or, for groups with expenditures over $100,000, an audited financial statement.
7. Has been actively operating for at least one year.

Definitions

Non-profit organization (NPO)

The department accepts the definition for non-profit organization (NPO) as described in the Income Tax Act.

"A Club, Society or Association that is organized solely for:

• Social welfare
• Civic improvement
• Pleasure and recreation or any other purpose except profit"

No member(s) of a NPO may receive personal financial gain as a result of membership. Organizations charging fees (other than membership dues), for providing services such as teaching programs, running clinics, classes or camps, may be asked to verify their NPO status by providing financial information and operating guidelines.

For the purpose of this procedure youth organizations are groups that comprise a minimum 85% of participants under the age of 19.

The department accepts the definition for Recognized Provincial and Multi Sport Organizations as described on the government of Ontario’s website. "Provincial and Multi Sport Organizations are independent, non-profit organizations, responsible for delivering programming province-wide and influencing participation, excellence, capacity and interaction in sport at the provincial level. Every Provincial and Multi Sport Organization is affiliated to a National Sport Organization and it is the responsibility of these two organizations to ensure the safe development and operation of every aspect of their sport."