5. Information for not-for-profit organizations

5.1 Eligibility and documentation requirements

To qualify as an eligible not-for-profit organization under Disaster Recovery Assistance for Ontarians, the organization must provide a service to the broader community and allow public access to its facilities. Organizations such as places of worship, charitable organizations, community service clubs, or volunteer agencies may be eligible.

The not-for-profit organization must also use all of the profits made (if any) to carry out its goals and objectives and not use these profits for personal financial gain. An eligible not-for-profit corporation must provide a copy of its incorporating document (e.g., articles of incorporation or letters patent) to assist in establishing its not-for-profit status.

Only those costs associated with items that are not insured, but that are essential to the operation of the not-for-profit organization, will be considered for eligibility.

Documents to be submitted with not-for-profit organization applications:

• Disaster Recovery Assistance for Ontarians application form with all sections relevant to not-for-profit organizations completed
• copy of incorporating document (e.g., articles of incorporation or letters patent)
• if applying for structural expenses, proof of property ownership or proof of legal responsibility for repair of damaged assets (e.g., lease agreement)
• a copy of a letter from the organization’s insurance company that details the type and cause of damage or loss, the amount that was covered under insurance, and the reason any portion of the damage or loss was not covered
• documentation to support each of the costs being applied for.
• Submit photos or other evidence that items being applied for were damaged in the disaster. You must also submit copies of receipts or invoices to support the costs you incurred.

See Section 5.2 for specific documentation requirements for different eligible items.

5.2 Eligible items

Eligible not-for-profit organizations may be eligible for assistance for the following costs. Please ensure that you list each item being applied for in your application form and that you have included supporting documentation such as photographs of damage and receipts for the items you are applying for. Costs must be reasonable given the type and value of the item being applied for and the nature and scale of the not-for-profit organization.

5.2.1 Emergency evacuation/ relocation expenses

• Evacuation of moveable property essential to the function of the not-for-profit organization. Attach receipts where available. If the evacuation is carried out using an owned vehicle, eligible costs will be based on a standard rate per kilometre (see program website for current rates).
• Storage of essential property, if necessary to avoid damage. Attach receipts.
• Rental of alternative office space and associated equipment, if the organization’s main premises must be evacuated. Eligibility is limited to the immediate emergency period only. Attach receipts.
• Purchase of drinking water if regular water source is unavailable or unsafe due to the disaster. Attach receipts.
• Purchase of consumable heat, light and power supplies, such as fuel, candles and batteries, if power is unavailable due to the disaster. Attach receipts.
• Rental of generator or heater, if power is unavailable due to the disaster. Attach receipts.

5.2.2 Emergency measures, cleanup, disinfection and disposal expenses

• Immediate emergency measures taken directly to prevent or limit damage to essential property of the organization. Eligible costs may include purchase of sandbags or rental of water pumps or generators. Costs associated with emergency measures to prevent or limit damage to non-essential property (e.g., landscaping) may not be applied for. Attach receipts.
• Reasonable compensation paid to employees, over and above normal wages (e.g., overtime wages), for debris cleanup, removal of hazardous material and waste disposal necessary to allow the organization to be operational. Attach timesheets, payroll information or other documentation.
• Amounts paid to a contractor for debris cleanup, removal of hazardous material and waste disposal necessary to allow the organization to be operational. Attach receipts
• Consumable cleaning and disinfection supplies. Attach receipts.
• Rental of cleanup equipment such as dehumidifiers and wet/ dry vacuums. Attach receipts.
• Cleanup and repair of landscaping essential to the function of the organization, as in the case of an outdoor recreational facility. Attach receipts.
• Fees for reconnection of gas or electricity services disconnected due to the disaster. Attach bill from service provider or invoice/ receipt.
• Landfill tipping fees for disposal of debris or damaged property arising from the disaster. Attach receipts.

5.2.3 Repair and replacement expenses

Assistance for repair and replacement expenses is based on the cost of returning essential property of the organizations to a basic functional level. Assistance is not based on full replacement cost.

5.2.3.1 Structural expenses

• Necessary repairs to a facility essential to the function of the organization, including repairs to the foundation, structure, roof, chimney and plumbing, heating and electrical systems. Eligible costs will be based on standard construction costs. Costs for upgraded finishes are ineligible. Repairs to damage that predates the disaster are not eligible. Attach receipts for work already completed. For work not yet completed, provide estimates from qualified contractors. You will be asked to submit receipts when the work is completed.
• Cleaning, flushing, repair or replacement of septic tanks, and repair or replacement of leaching beds, due to damage caused by the disaster. Eligible costs for replacement are calculated on a depreciated basis. Attach receipts and evidence of when the septic system was installed or rebuilt.
• Repairs to driveways or parking areas to the extent necessary for the organization to function and required for safety or access. Attach receipts.

5.2.3.2 Contents expenses

• Replacement or repair of damaged furnishings, equipment, tools and stock essential to the function of the organization. The nature of eligible items will vary according to the nature of the organization. Attach receipts (proof of purchase of lost and replacement items).

Note: eligible costs for replacement will be calculated on a depreciated basis.

5.3 Ineligible items

The following items are not eligible to be applied for under Disaster Recovery Assistance for Ontarians as a not-for-profit organization:

• evacuation of property not essential to the function of the not-for-profit organization
• costs associated with the disposal, repair, cleanup, or replacement of items not essential to the function of the not-for-profit organization
• loan costs
• loss of revenue
• costs associated with personal injuries
• normal operating costs
• insurance deductibles; however, in an exceptional circumstance where a not-for-profit organization purchased insurance coverage with an unusually high deductible, the ineligible amount of the deductible may be adjusted

5.4 Personal checklist

This checklist may assist you with tracking tasks related to your Disaster Recovery Assistance for Ontarians application. You may need to complete additional tasks not listed below, and not all tasks may be needed to complete your application, depending on your circumstances. The tasks below are not necessarily listed in the order in which they should be completed. You do not need to submit this checklist to apply for assistance.