Local Host Organizations

The Local Host Organization is a social club, community agency, youth association or a structured group of volunteers (at least three volunteers), whose members are prepared to support the coordinator in his/her work with the students.
 Role

The role of the Local Host Organization varies widely from one community to the next, and depends on a number of factors - whether it is in an urban or rural area, whether the coordinator will work from home or require an office, etc. Local hosts work with the Local and Regional Coordinators to determine the role they will play in the community.

a) The services most often provided by Local Host Organizations include:

Always administer the activities budget.

Advise and support the local coordinator.

Occasionally provide office or meeting space, telephone, computer and printer,   photocopier, etc.

Finding sponsors for some activities that otherwise could not be held within budget limits.

b) Process

First, interested organizations apply to participate in the Program.

The Regional Coordinator will then select which organization will act as Local Hosts.

Once the coordinator finalizes the program of activities, and that program is approved by the Local Host Organization, the host then submits its funding application.

The Program will then pay the local host 90% of the amount of approved funding and the balance (up to a maximum of 10% of the amount of funding approved) will be paid upon submission of the final financial report.

During the summer, because coordinators generally have to pay for activities in advance, and because they themselves are students, we recommend that local hosts advance coordinators an amount equal to approximately 110% of the estimated expenses for the coming week. Every Monday (or once a week), the coordinator gives the local host a weekly financial report with receipts attached, and is then given funds for the following week.

Please note: the Local Host Organization is responsible for managing its funding appropriately.
 Terms and conditions

a) The Local Host Organization agrees to:

At all times

  • Support the coordinator to ensure that the program is a success in
         the community.
  • Be responsible for funding provided by the Program and submit a      financial report detailing funding use, within one week of the end
         of  the Program.
  • Pay weekly advances as needed by coordinators.
  • Not pay those advances unless the coordinator submits a weekly      financial report on the appropriate form, with receipts. The weekly      advance cannot exceed 25% of total funding.
         No report is required for the first advance.

    Where possible, based on need:

  • Provide the coordinator with the use of an office and
         related  services, including access to a computer with high-speed      Internet access.
  • Provide volunteers with vehicles for transporting students.
  • Find sponsors for certain activities that would otherwise not be
         possible.

    b) Program Management agree to:

    Pay the Local Host Organization funding in the amount of $400 per student for activities and related transportation costs.

    N.B. 10% of total funding, up to a maximum of $200, may be used by the LHO for administrative expenses.

    Pay the LHO 90% of the amount of approved funding before the program begins and the balance (up to a maximum of 10% of approved funding) upon submission of the final financial report, and based on the expenses incurred.

    		•