GUIDE FOR PROMOTERS COMMUNITY GREENHOUSE PROGRAM

GUIDE FOR PROMOTERS COMMUNITY GREENHOUSE PROGRAM 2018-2022

TABLE OF CONTENTS 1. BACKGROUND... 3 2. COMMUNITY GREENHOUSE PROGRAM... 3 2.1. Objectives... 3 2.2. Applicatin fr financial aid... 4 2.3. Eligibility criteria... 4 2.3.1. Cmplementarity with existing prgrams... 4 2.3.2. Applicants eligibility... 5 2.3.3. Prjects eligibility... 5 2.3.4. Eligibility f csts and expenditures... 7 2.4. Available funding and funding limit... 8 2.4.1. Maximum cntributin... 8 2.4.2. Cumulative gvernment assistance... 8 3. PROJECT SELECTION PROCESS... 8 3.1. Preliminary analysis... 8 3.2. Prject evaluatin criteria... 9 3.2.1. Infrastructure prjects criteria... 9 3.2.2. Feasibility study criteria... 11 4. PRESENTATION AND SUBMISSION OF PROJECTS... 11 4.1. Frm... 11 4.2. Questins... 12 4.3. Submissin f prjects... 12 5. TERMS AND CONDITIONS... 13

3 1. BACKGROUND The gal f The Plan Nrd Tward 2035, 2015-2020 Actin Plan is t prvide fr the develpment f the full range f ptential existing nrth f the 49 th parallel fr the benefit f the lcal ppulatin and the whle f Québec, thrugh an exemplary frm f sustainable develpment based n a cmprehensive, integrated, cnsistent and respnsible apprach. The 2015-2020 Actin Plan prvides a framewrk fr peratins under the Plan Nrd, setting ut 90 pririty actins t be implemented by 21 gvernment departments and bdies. It sets ut three key strategic plicy directins: Develp the diversified ecnmic ptential f nrthern Québec Supprt the develpment f all cmmunities in the area cvered by the Plan Nrd Prtect the envirnment and preserve bidiversity. The Sciété du Plan Nrd is the key authrity fr the deplyment f the varius cmpnents f The Plan Nrd Tward 2035, 2015-2020 Actin Plan. Its missin is t cntribute t the integrated and cherent develpment f the area cvered by the Plan Nrd, in cmpliance with the plicy directins cncerning the Plan Nrd and in keeping with the principles f sustainable develpment. Befre a need expressed by the cmmunities t put in place greenhuses but lacking the funds t prceed, the gvernment has annunced in its Plan écnmique du Québec 2017-2018 a new measure t supprt the develpment f cmmunity greenhuses fr the prductin f fresh fruits and vegetables. The gvernment allcates 3 M$ ver 5 years at the Sciété du Plan Nrd t put in place a new prgram. This actin will stimulate the cnstructin f nn-prfit greenhuses nrth f the 49 th parallel. Fr mre infrmatin n the Sciété du Plan Nrd and the dcument The Plan Nrd Tward 2035, 2015-2020 Actin Plan, visit ur website: www.plannrd.guv.qc.ca. 2. COMMUNITY GREENHOUSE PROGRAM 2.1. OBJECTIVES The Cmmunity Greenhuse Prgram, administered by the Sciété du Plan Nrd, supprts the nrthern cmmunities that demnstrate interest in the develpment f cmmunity greenhuse 1 prjects lcated n the Plan Nrd s territry and that are cnsistent with the Plan Nrd s apprach. 1 Fr the purpse f the Prgram, the term greenhuse can refer t grwth tunnels, standalne r gutter cnnected greenhuses, as well as cntrlled envirnment agriculture systems.

4 The bjective f the Prgram is t supprt the implementatin f cmmunity greenhuses that will fster the imprvement f the health and wellbeing f lcal ppulatins by prviding the fllwing benefits: Better availability f fresh lcal prduce Stimulatin f cmmunity life (i.e.: citizen participatin, pprtunities t create links with schls t use greenhuses as tls fr educatin, etc.). The prjects can take the frm f gardening plts made available t the cmmunity r they can aim at selling prduce t the lcal cmmunities, as lng as the peratin remains nn-fr-prfit r that the prfits generated are entirely redistributed in the cmmunity 2.2. APPLICATION FOR FINANCIAL AID Financial aid applicatins can be submitted at all time. Hwever, the decisins regarding the recipients f the financial aid are made at specific predetermined dates. In rder fr a financial aid applicatin t be subject t a decisin fr a given predetermined date, the request must be submitted at least ne mnth befre this date. Fr example, n the March 31 st awarding date, decisins fr prjects submitted n later than February 28 th will be made. Deadline fr the awarding perid Expected awarding date February 28 March 31 April 30 May 31 June 30 July 31 August 31 September 30 Octber 31 Nvember 30 The final date f decisin is subject t change, fr example in the case f prjects that necessitate an apprval frm the Bard f Directrs f the Sciété du Plan Nrd. If dcuments are missing, the Sciété du Plan Nrd will ntify the applicant. He r she will have t submit the required infrmatin, withut which the financial aid request will be declined. 2.3. ELIGIBILITY CRITERIA 2.3.1. COMPLEMENTARITY WITH EXISTING PROGRAMS The Prgram is intended t cmplement the cntributins frm cmmunities and ther gvernment prgrams. It is intended t supprt prjects that cannt attract sufficient financial assistance under existing prgrams. The applicant must shw that ther funding applicatins have been made.

5 2.3.1.1. Territry f applicatin The Cmmunity Greenhuse Develpment Prgram applies t prjects r initiatives implemented in the area cvered by the Plan Nrd, which is the whle f Québec lying nrth f the 49 th parallel, and nrth f the St. Lawrence River and Gulf. 2.3.2. APPLICANTS ELIGIBILITY 2.3.2.1. Eligible client grups Scial ecnmy rganizatin (nn-prfit rganizatins r cperatives)2 Band cuncils in Abriginal cmmunities Nrthern village crpratins Municipalities, reginal cunty municipalities and municipal rganizatins. 2.3.2.2. Ineligible client grups Prvincial r federal gvernment departments Prvincial r federal state-wned crpratins Fr prfit enterprises (business crpratins, sle prprietrships, general partnerships, etc.) 2.3.3. PROJECTS ELIGIBILITY 2.3.3.1. Eligible prjects T be eligible t a financial aid, the prjects must crrespnd t ne f the fllwing categry: Prjects t build r fit ut new greenhuses fr vegetable and fruit gardening Prjects t imprve existing greenhuses fr vegetable and fruit gardening Feasibility r ther studies fr the cnstructin f a new greenhuse fr vegetable and fruit gardening r the imprvement f existing nes. 2 In the prvince f Québec, scial ecnmy regrups cperatives, and mutual and nn-prfit rganizatins that are invlved in market activities. These enterprises are driven by scial bjectives, that is t say, that they prduce and sell different gds and services in rder t respnd t the needs f their members r the cmmunity.

6 Please nte that the Sciété du Plan Nrd will wn the prperty rights f the studies funded thrugh the Prgram in rder t use them t its wn benefit r t share them with ther applicants that wuld have similar infrmatin needs. This prvisin is put frward t limit the multiplicatin f studies ver the same subject, fr the sake f efficiency and healthy management f public funds. Mrever, in rder fr the prject t be eligible t the Prgram, the applicant must prve that the management and peratin f the greenhuse will be dne by an rganizatin that als cmplies with the applicant s eligibility requirements. In this regard, the prjects can be structured in ne f these three different ways: Public rganizatin: the management and the peratin f the greenhuse are dne directly by a public rganizatin (municipality, MRC, band cuncil r Nrthern village crpratin). In this case, the prject bjective wuld nt be cnsidered as a market activity that aims at selling gds and services. Fr instance, a prject where a band cuncil wuld prvide access t gardening plts t the cmmunity wuld fall in this categry. Nn-prfit: the management and peratin f the greenhuse is dne by a nn-prfit rganizatin. In that cntext, n prfit can be generated. As a result, any surplus must be reinvested in the enterprise. The Bard f Directrs will have t include predminantly members f the cmmunity where the prject will be implemented. Cperative: the management and peratin f the greenhuse is dne by a cperative. In this case, prfits can be generated as lng as they are redistributed t the members. At least ne class f members shuld be pen t all and must include predminantly members f the cmmunity where the prject will take place. 2.3.3.2. Ineligible prjects Prjects and their related activities that are subject t recurring financial supprt, individual prjects (where the prmter is nt registered as an rganizatin r enterprise) and prjects that have already begun r have been cmpleted befre the applicatin is filed with the Prgram are ineligible. The Sciété du Plan Nrd reserves the right t reject any applicatin that des nt meet the criteria and cnditins f the Prgram r that are incnsistent with the pririties f its 2015-2020 actin plan.

7 2.3.4. ELIGIBILITY OF COSTS AND EXPENDITURES 2.3.4.1. Eligible csts and expenditures Eligible expenditures are, in general, the csts r expenditures directly linked t the cmpletin f the prject, including: Necessary expenses fr the prject (cnstructin, imprvement), including wages and ther remuneratin, accmmdatin expenses during the cnstructin perid, and the purchase r leasing f apparatus and equipment Csts fr plans and studies. When the prject includes the payment f prfessinal fees, the prmter must present at least tw prfessinal service ffers (bids), unless justified by the applicant Prfessinal fees Travel and accmmdatin expenses that are calculated accrding t the Gvernment f Québec plicies Capital expenditures Recgnized training and skills upgrading csts at the beginning f the prject. 2.3.4.2. Ineligible csts and expenditure: Representatin csts, dnatins, spnsrship Expenditures n the purchase f a mtr vehicle that can be licensed Expenditures t meet legislative and regulatry requirements related t the rdinary curse f the applicant s activities Expenditures n a cmpleted prject Expenditures made befre the date n which the financial aid request was submitted Eligible expenditures that may be reimbursed in anther way Expenditures cnnected with a prject that is incnsistent with established gvernment plicies r the laws and regulatins in frce The payment f an rganizatin's r enterprise's debt r the repayment f an accumulated deficit Recurrent expenditures (i.e. peratin and maintenance csts) Wrking capital.

8 2.4. AVAILABLE FUNDING AND FUNDING LIMIT The Sciété du Plan Nrd has an envelpe f $600 000 per year fr fiscal years 2017-2018 t 2021-2022 t supprt cmmunity greenhuses prjects. Prjects may be presented at any time. The envelpe will be cmmitted as and when prjects are apprved in rder t maximise its utilisatin. 2.4.1. MAXIMUM CONTRIBUTION The maximum cntributin fr a prject is $275 000. The cumulative ttal f gvernment assistance cannt exceed 90% f eligible prject csts A cash cntributin f at least 10% f the eligible prject csts is required frm the applicant r cmmunity. 2.4.2. CUMULATIVE GOVERNMENT ASSISTANCE The maximum amunt f gvernment financial assistance is determined taking int accunt the ttal btained frm all surces f gvernment assistance (grants, tax credits, lans, lan guarantees, equity participatin etc.) fr the prject. The financial assistance may cme frm departments and bdies f the Gvernment f Québec r the Gvernment f Canada and frm partners having access t interventin funds mainly frm gvernment surces. 3. PROJECT SELECTION PROCESS 3.1. PRELIMINARY ANALYSIS All prjects received will be subject t a preliminary analysis f the eligibility criteria fr bth the applicant and the prject. The fllwing criteria must be met: The prject is lcated within the Plan Nrd s territry f applicatin All the required dcuments are duly cmpleted: applicatin frm fr financial assistance, signed all mandatry sectins are filled cpy f the applicant rganizatin's last financial statement perating budget frecast fr the first five years (in the case f a greenhuse cnstructin r imprvement prject) letter f supprt frm lcal authrities letters f supprt frm prject partners (if applicable) at least tw prfessinal service ffers (in the case f feasibility studies), unless justified by the applicant. any ther dcument cnsidered useful in assessing the prject.

9 Eligibility f the applicant Eligibility f the prject Observance f the limit n financial assistance authrized by the Cmmunity Greenhuse Develpment Prgram Observance f the rules n cumulative gvernment assistance authrized by the Cmmunity Greenhuse Develpment Prgram A financial cntributin f at least 10% f the eligible prject csts is prvided by the applicant r cmmunity The prmter has prvided fficial prf f the appraches made t ther funding prviders and the cmplementary nature f the funding requested under the Prgram, in the frm f E-mails, receipts, letters f refusal, etc. Prjects that d nt meet all these cmpulsry criteria will be cnsidered ineligible at the preliminary analysis stage. 3.2. PROJECT EVALUATION CRITERIA Eligible prjects will be assessed using an assessment grid. All the criteria and sub-criteria listed belw will be applied t all prjects. Beside relevance and quality, the ecnmic, scial and envirnmental aspects f the prjects will als be assessed. 3.2.1. INFRASTRUCTURE PROJECTS CRITERIA 3.2.1.1. Ecnmic criteria Lcal ecnmic impact Fsters lcal and reginal ecnmic diversificatin Supprts the creatin f lcal jbs Des nt jepardize ther ecnmics activities (n unfair cmpetitin). Market ptential Relies upn market hypthesis that are based n a strng market study Clientele is clearly identified Relies upn realistic levels f prductin Identifies a reasnable selling price given the market reality Prpses an infrastructure whse capacity matches the needs f the ptential users.

10 Equipment and infrastructures Prpses equipment and infrastructures that are reliable Evaluates with precisin the energy needs Identifies the risks and apprpriate mitigatin strategies. Budget and financing Evaluates with precisin the peratin csts Is based upn revenue frecasts that are backed by verifiable evidences Prpses a five-year budget that demnstrates the viability f the prject Relies upn cmplementary financial cntributins frm lcal partners and ther prgrams Demnstrates the capacity f the applicant t invest in the prject Demnstrates a financial resilience n the part f the applicant t face the risks identified Justifies the magnitude f the initial investment. 3.2.1.2. Scial criteria Cmmunity supprt Imprves the living cnditins f nrthern cmmunities Helps lcal and native cmmunities in their strategies t plan and structure their ecnmic and scial develpment. Lcal participatin Encurages the full participatin f wmen and yuth Prmtes cllabratin with suppliers r prfessinals cming frm the lcal cmmunity Prmtes the transfer f knwledge when lcal expertise is nt available Identifies the training needs and prpses a training prgram, if need be Reinfrces the acquisitin f knwledge and skills by the lcal cmmunities. Cnsistency with lcal needs Meets a need that has been identified by the lcal cmmunity Is supprted by the cmmunity (letter f supprt required) Offers gds and/r services that are intended t the lcal cmmunity.

11 Prject management Prpses a well-defined gvernance structure Determines a marketing strategy t infrm the cmmunity abut the gds and services ffered by the greenhuse activities Demnstrates that the prject team has the required skills t plan and implement the prject Prpse a realistic and clear human resurce plan. 3.2.1.3. Envirnmental criteria Decreases the impacts f the cmmunity and its rganizatins n the envirnment Meets the gvernment s guidelines with regard t envirnmental prtectin and bidiversity cnservatin Implements envirnmental best practices Demnstrates a frmal apprach t sustainable develpment Uses renewable energy. 3.2.2. FEASIBILITY STUDY CRITERIA The criteria applicable t feasibility studies are the fllwing: Is evaluating a prject that has the ptential t be viable in the particular Nrthern Québec cntext Defines the cntent f the study and cntains the essential sectins f a feasibility study Demnstrates that the prject team has the required skills t plan and carry the feasibility study Demnstrates that the cst f the study is reasnable and just Prpses a methdlgy that is adapted t the Nrthern cntext (cnsultatin, clse cllabratin with lcal authrities, etc.). 4. PRESENTATION AND SUBMISSION OF PROJECTS 4.1. FORM Prmters must cmplete, sign and date the applicatin frm fr financial assistance. The frm is available n the Sciété du Plan Nrd s website under the "financial assistance" tab.

12 4.2. QUESTIONS Fr any questins cncerning the call fr prjects, please cntact the Sciété du Plan Nrd s staff member respnsible fr the Prgram: Mrs. Myriam Blais Phne: 418 643-1874, extensin 6436 Tll free: 1 855 214-9807 Email: myriam.blais@spn.guv.qc.ca 4.3. SUBMISSION OF PROJECTS When submitting a prject t the Sciété du Plan Nrd, the fllwing dcuments must be included: Applicatin frm fr financial assistance, cmpleted, signed and dated Cpy f the applicant rganizatin's last financial statement Letter f supprt frm lcal authrities Letters f supprt frm prject partners (if applicable) Operating budget frecast fr the first five years in the case f a greenhuse cnstructin r imprvement prject Tw prfessinal service ffers (bids) in the case f feasibility r ther studies required befre the cnstructin f a new greenhuse that require the payment f prfessinal fees. If less than tw ffers are submitted, the applicant has t demnstrate that the chice f cnsultant is justified with regards t its capacity t carry the study as well as the price asked. Any ther dcument cnsidered useful in assessing the prject (i.e. business plan). The applicatin may be submitted either: Email t: prgramme-serres@spn.guv.qc.ca Fax: 418 643-3660 Mail t: Sciété du Plan Nrd Cmmunity Greenhuse Prgram 900, bulevard René-Lévesque Est, bureau 720 Québec (Québec) G1R 2B5 The applicants can apply fr funding thrugh the Prgram at all time r until all funds have been allcated. In case the funds are n lnger available, the applicant will be infrmed that his r her prject submissin can be pstpned t the next fiscal year.

13 It is suggested t cntact the Prgram crdinatr befre sending the applicatin frm in rder t insure funds are still available. If the applicatin fr financial assistance is submitted by mail, the pstmark will cunt as the date f submissin. If the applicatin is submitted by email, the date indicated n the email in the Prgram mailbx will be cnsidered as the date f submissin. 5. TERMS AND CONDITIONS A financial assistance agreement between the Sciété du Plan Nrd and the prmter will be drawn up fr each prject selected. The agreement will specify the terms and cnditins f payment, the cnditins fr the granting f financial assistance, as well as the accuntability requirements. At the end f the prject, a final reprt n the prject and the use f the grant must be filed within the deadline set in the financial assistance agreement. The reprt must cntain, in particular, a detailed descriptin f the prject and the activities cmpleted using the grant the ttal cst f the prject and f each f its cmpnents the surces f financing and the amunts btained frm each surce the number f jbs created, if applicable an appendix cntaining the supprting dcuments fr prject expenditure if nt yet submitted, r a financial reprt setting ut the expenditures.