Budget & Finance

Community & User Group Budget Requests

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About budget requests

The Town’s budget process includes several elements, including consideration of requests from community members and user groups. These requests could be for new amenities, like playgrounds or sport courts, or for a new program or service in our community. 

Since the budget is generally considered in the fall, requests from community members and user groups must be received before September, in accordance with the Town’s Budget & Financial Controls policy. 

Budget requests for consideration in the 2027 Mayor’s Budget can be submitted between February 13, 2026 and March 16, 2026.  

Request process

Step 1: Community members and user groups must submit an application by March 16, 2026. 

Step 2: An interview with Town staff may be scheduled to obtain further information or clarification on the application. A tentative interview date for applications has been scheduled for April 8, 2026.  

Step 3: Applicants must present their request at the April 2026 General Committee meeting scheduled for April 29, 2026 beginning at 9:00 am. 

Step 4: General Committee will direct staff to provide a more in-depth analysis of the requests deemed to be potentially feasible in a staff report, expected to be presented in June 2026. 

Step 5: General Committee will determine which requests, if any, will be included for consideration in a future Town of Huntsville budget. 

Step 6: The request is only formally approved if it has been included in an adopted budget.  

Frequently asked questions

The application will consist of the following: 

  • Information about the applicant and user group
  • Whether the request is for a new amenity, like a playground or sport court, or for a new program or service that you’d like the Town to provide.
  • Location information for new amenities.
  • Cost estimates with supporting quotes from the last 6 months. Cost estimates for new amenities must be for commercial-grade materials and/or equipment and from a reputable company. 
  • Details of the community impacts including target groups
  • Motions and/or Resolutions from the user group’s Board of Directors, and/or letters of support from their members
  • Letters of support from other community groups
  • Presentation materials for the deputation to General Committee can also be provided in the application 

Deputations will be heard at the General Committee meeting on April 29, 2026.

You can see the schedule of upcoming Council and Committee meetings on our meetings calendar.

Although the Town does receive donations of goods from time to time, the cost of accepting donations occurs over time. In many cases, costs must be incurred annually for general maintenance and the associated staff time. In addition, if the donated item is expected to be replaced in the future, the Town will need to set money aside each year in order to save for the eventual replacement.

For example: If the Town accepts a donation of a new carousel for River Mill Park that is worth $100,000 and is expected to be replaced in 10 years, the Town would need to increase the capital budget by $10,000 to ensure that in 10 years, the funds are available for the replacement. This would also increase the annual operating budget for costs such as hydro, seasonal opening/closing costs, operators for the ride, insurance, and on-going maintenance and repairs.

No; the Town does not accept non-commercial grade equipment. The Town’s equipment must be suitable to withstand constant and long-term use.

The Town has an exterior furniture sponsorship and dedication program which includes opportunities for the public to dedicate or sponsor a new bench or chair. The Town will not accept donations or furniture to preserve the aesthetics and ensure consistency in locations throughout the Town.

There are many factors that are considered when reviewing submissions, which include, but are not limited to:

  • Staffing and timing impacts – Can this be done in the upcoming year given other previously approved projects? 
  • Risk of vandalism – Is this a service or item that is susceptible to easy targeting of graffiti, being stolen, or damaged? 
  • Replacement – How long will this initiative serve the Town before it needs to be replaced?  
  • Risk management – Are there third-party inspections or additional insurance required?
  • Maintenance – Is there adequate storage available and are there other annual costs that will increase operating budgets?

No; funds already set aside in capital reserves are to support the replacement of existing capital that the Town already owns and has in service.

No, this process is intended to provide community members and user groups with the opportunity to request amenities and/or new programs or services to be offered by the Town for consideration in a future budget. 

The Community Grants and Supports program is intended to provide other organizations with financial support to run new recreation and cultural experiences, host special events, and provide programs that provide benefit to the community. Please visit the  Community Grants and Supports page for more information.   

Not necessarily. If there is no additional information or clarification needed by Town staff, you may not be required to attend the interview tentatively scheduled for April 8, 2026.  

If additional information or clarification is needed, you will be required to attend an interview, tentatively scheduled for April 8, 2026.

Town staff will report back to General Committee with the revised costs and funding sources, providing an opportunity to reconsider the project before proceeding. It is ideal for the user group to help fund the increased project costs, if able.

The project will not move forward until the funds are received, unless Council passes a motion to proceed without the funding.

Staff will report back to General Committee on the revised project scope, costs and funding source, enabling General Committee to review and reconsider the project before proceeding. It is ideal for the user group to help fund any increase project costs, if able.

Not necessarily. Staff may recommend that a project be completed in a future year in consideration of workload and existing projects.

Yes. Unsuccessful applications are not automatically considered in a future intake through this process so a new application would need to be submitted in a future intake.