Cenotaph/Monument Restoration
Program

Program Guidelines

Index


Program Objective

To assist communities across Canada to properly conserve their cenotaphs/monuments and to preserve these places of remembrance, reflection and thanks for those who have served Canada.

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Background

Veterans Affairs Canada (VAC) established the Cenotaph/Monument Restoration Program (CMRP) to assist communities across the country to properly conserve cenotaphs/monuments to Canada’s war dead and Veterans.

There are more than 6,000 local cenotaphs/monuments that are dedicated to Canada’s war dead and Veterans across the country. The vast majority of monuments in Canada have been erected as a result of efforts by community groups, provinces, private sponsors, regimental associations, and Veterans’ organizations. Over time many of these monuments have fallen into disrepair and the groups that built them have been unable to provide the care required to restore them, or the groups no longer exist.

Guidelines have been established to review requests and evaluate cenotaph/monument restoration projects in a fair and equitable manner. These guidelines will be used to assess the eligibility and merits of a proposal.

Cenotaph/Monument Definition

A statue or structure (excluding buildings and artifacts - air crafts, tanks, cannons, etc.) erected to commemorate Canadian war dead or Veterans or an event associated with a military operation in which Canada was actively engaged since 1867.

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Who Can Apply?

Municipal governments, non-profit organizations (including the voluntary sector), ex-service organizations, registered charitable organizations and associations, historical organizations, and educational institutions.

What Organizations are not Eligible?

Individuals and for-profit businesses are not eligible to apply for funding under the Cenotaph/Monument Restoration Program.

What Projects are Eligible?

Cenotaphs/monuments throughout Canada, in need of repair, which meet the definition of cenotaph/monument.

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What Projects are not Eligible?

The following is a list of non-eligible projects under the Cenotaph/Monument Restoration Program:

  1. The creation of new cenotaphs/monuments;
  2. Restoration of artifacts which serve as or form part of a cenotaph/monument (for example aircraft, tanks or components thereof);
  3. Cenotaphs/monuments outside of Canada;
  4. Cenotaphs/monuments that are dedicated solely to an individual;
  5. Projects which have received the maximum allowed funding ($25,000) from Veterans Affairs Canada within the last three years for the purpose of restoration.

What are the Funding Conditions?

The program can provide support of up to 50% of eligible expenses, not exceeding a maximum of $25,000. A minimum of 25% of the overall project cost must be cash while up to 25% can be contributions made by in-kind donations. These in-kind donations could include materials, consulting fees, labour, etc. A description of the expenses related to the in-kind contribution, as well as its cost break down, are required with all project proposals.

Recipient organizations must complete the activity for which they received funding. They must contact the Commemoration Division of Veterans Affairs Canada if they wish to make substantial changes to the activity. If an organization cancels or significantly scales down the activity for which it received funding from the Department, it must reimburse all or part of the amount received at the request of the Department.

Within three years from the date an application for funding has been received by the Cenotaph/Monument Restoration Program, projects that receive less than the $25,000 maximum may re-apply for additional funding for the same restoration project. The combined total of approved funding cannot exceed a maximum of $25,000 and all work must be completed by the original three year deadline.

All expenses related to projects that were incurred before the date of application will not be eligible for reimbursement.

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Assessment Process

After applications have been received, they will be filed and processed in a first come first serve order. Organizations are required to include all the information requested on the application checklist. Incomplete submissions will not be evaluated until all required materials have been received by Veterans Affairs Canada. Once all required materials have been submitted, they will be forwarded to a review committee which will include representation from national Veterans’ organizations as well as experts from organizations or institutions involved in reparations and conservation of this type.

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How are Applications Evaluated?

Each application will be assessed by the External Review Committee on the basis of all information and supporting documentation provided as per the following program requirements:

  1. The project proposal
    Is the proposal well prepared and well presented?
    Is all the information required included with the submission?
    Are all the questions answered?
    Does the application include quality pictures of the areas needing repairs on the cenotaph/monument?

  2. Creation of partnerships in the community
    Is the community supportive of the project?
    Are the other community groups or the private sector involved with the restoration?
    Are they contributing financially or by in-kind contributions to the project?
    Will community groups support on going maintenance once the cenotaph/monument has been repaired?

  3. Importance of cenotaph/monument to its community
    Is this cenotaph/monument of importance to the community?
    Is it well utilized for remembrance activities?

  4. Level of investigation carried out and their reasonability and appropriateness, the proposed solutions, and scope of work
    Do the investigation findings appear to provide enough information to reasonably reach the conclusions made?
    Do the identified symptoms indicate a problem that should be treated?
    Do the identified symptoms match up with the identified causes?
    Are there other obvious problems that could be adversely affecting the cenotaph/monument that have not been identified?

  5. Proposed solutions and their reasonability and appropriateness to treat the identified problems and following the recommendations of the CMRP conservation guidelines
    Would maintenance better address the problems identified?
    Has the principle of minimum intervention been followed?
    Do the proposed treatments represent a sound approach?
    Are there any significant deviations from the guidelines, and if so are they appropriate for this particular situation and well tested?
    Do there appear to be appropriate precautions included in the scope of work to protect adjacent materials?
    Is there a possibility that the proposed treatment will result in a new problem?

  6. Construction documents such as drawings and specifications of the proposed scope of work
    Does the scope of work appear to be appropriately defined?
    Do the specifications and drawings appear to be reasonably clear and site specific?
    Do the requirements for mock-ups, testing, and submittals appear to be appropriate given the proposed scope of work?
    Do the documents appear to make the heritage conservation nature of the work clear to the contractors?

  7. The budget and its appropriateness for the scope of work
    Does the budget appear to include an appropriate contingency given the level of understanding about the problem?

  8. Schedule of work, time lines in relation to the scope of work
    Is appropriate justification given for less-than-ideal scheduling requirements (e.g. carrying out masonry work in the winter)?

Conservation Guidelines

Conservation Guidelines are available upon request from the program contact.

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Reporting

All organizations that receive funding under the Cenotaph/Monument Restoration Program must complete and submit a final report at the end of their project for which funding was approved. Copies of all invoices related to the project, as well as photos of the work done, should be included with the final report.

Acknowledgement of funding from Veterans Affairs Canada

Recipients of funding from VAC are required to acknowledge the support of the Department in all promotional documents related to the activities supported. The conditions for such acknowledgements are specified in the contribution agreements.

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Application Form and Deadline

Submitting a complete and accurate application, including a budget, will ensure your application is reviewed and a decision is made. Incomplete submissions cannot be evaluated until VAC receives all required materials.

The information you provide is collected under the authority of the Department of Veterans Affairs Act, Section 4, for the purpose of confirming eligibility for funding under the Cenotaph/Monument Restoration Program. It is protected from unauthorised disclosure by the Privacy Act and subject to Proactive Disclosure on the awarding of grants and contributions over $25,000. You may request a copy of the Access to Information Request (TB 35057), form by writing to the Access to Information and Privacy Coordinator's Office, Veterans Affairs Canada, PO Box 7700, Charlottetown, PE, C1A 8M9, and quoting Program Record Number VAC MVA 010.

The deadline for receipt of applications for this quarter is July 6, 2012, however, please note that the External Review Committee meets on a quarterly basis. Please check back for additional deadlines.

Please be advised that should your application be incomplete, Veterans Affairs Canada will contact your organization. Applications must be accompanied by all supporting documentation and bear an original signature in order to be considered complete. Only completed applications will be assessed by the External Review Committee.

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National Inventory of Canadian Military Memorials Registration Form

Applicants are encouraged to register their cenotaph/monument with the National Inventory of Canadian Military Memorials.

Check to see if your cenotaph/monument is registered at: National Inventory of Canadian Military Memorials

A form to register your cenotaph/monument can be accessed electronically at: National Inventory of Canadian Military Memorials (Registration Form) (Help)

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Program Contact

For more information about the Cenotaph/Monument Restoration Program, to discuss your application with one of our program officers, or to submit your application, please contact the Commemoration Division of Veterans Affairs Canada:

By Telephone:
1-866-522-2122

By Fax:
902-566-8501

By E-mail:
cmrp-prcm@vac-acc.gc.ca

By Mail:
Cenotaph/Monument Restoration Program
Commemoration Division
Veterans Affairs Canada
P.O. Box 7700
Charlottetown, PE C1A 8M9

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Date Modified:
2012-04-16