Toronto Urban Health Fund Funding Guide

Transcription

1 Toronto Urban Health Fund Funding Guide Application Deadline: February 4, 2015, 1:00 pm 1 copy must be submitted by by the deadline. 3 hard copies must be postmarked on or before the due date. Incomplete or late applications will not be accepted.

2 Table of Contents General Application Submission Information... 3 Application Submission Checklist... 3 Contents of Application Package Funding Cycle Timeline... 4 Background... 5 Funding Eligibility Criteria... 5 General Funding Information Eligible expenses Ineligible expenses Duration of Funding How many funding applications can an agency submit? How much funding can an organization receive? Funding Streams and Objectives Priority Populations Project Strategies Project Activities... 9 Review Process Organizational Eligibility Financial Eligibility Review Panel Review Criteria Appeals Process Tips on Completing the Application Form Budget Guidelines City of Toronto Community Grants Policy Page 2

3 General Application Submission Information The proposals are reviewed based on the contents of the submissions and not by the way the submissions are packaged Use of point forms are acceptable Use the forms provided; do not staple, or bind your application Do not attach unsolicited organizational materials they will not be reviewed Faxed applications will not be accepted Letters of Contribution from community members and/or target population are required Keep a complete application for your file Early applications will be accepted at 850 Coxwell Avenue, Lower Level Applications that are hand delivered will be date stamped All funding recipients must abide to the City of Toronto grants policy. This information can be found in Section D (page 20) of this document All applicants will be notified of funding decisions and the appeal process by mail in May It is the responsibility of each organization/applicant to follow up on the funding decisions and options for appeal. If you have not heard from us by the end of May contact Shaleena Theophilus at Final notification of funding will be forwarded in June pending Board of Health approval Application Submission Checklist Letters Patent (2 hard copies) Most recent Audited Financial Statement (2 hard copies) Part B: Project Information (1 electronic copy, 3 hard copies) * Letters of Contribution (3 hard copies) Appendix A Board List (3 hard copies) Declaration of Non-Discrimination Policy (2 hard copies) *Please the electronic copy to tuhf@toronto.ca. Ensure one hard copy includes original signatures signed in red or blue ink Insufficient copies will be marked incomplete. Incomplete or late applications will not be reviewed. Please mail or drop off applications to: Toronto Public Health Toronto Urban Health Fund 850 Coxwell Avenue, Lower Level Toronto, ON M4C 5R1 Page 3

4 Contents of Application Package 2015 One Year Funding Guide Application Form and Budget Template Trusteeship Package Appendix A (Board List) Appendix B (Declaration of Non-Discrimination Policy) To complete the application, you may need to access the following: For City map and ward boundaries: For Neighbourhood Profiles: For Neighbourhood Wellbeing Profiles: For Neighbourhood Improvement Areas: f89rcrd 2015 Funding Cycle Timeline Oct 2014 Application Information Sessions and Request for Proposals launch Nov 1, 2014 Deadline to request support from TPH staff Nov 14, 2014 Applicants assigned to TPH staff for support Nov 2014 Nov 2014 Jan 2015 Feb 4, 2015 Apr 2015 May 2015 June 2015 July 2015 Proposal Writing Workshops for applicants Staff are available for questions Application due 1:00 pm Review Panel and staff review of applications. Review Panel decision letters mailed out to applicants. Appeal documentation is submitted and reviewed. Review Panel chair makes recommendations to the Board of Health Board of Health (BOH) reviews Review Panel recommendations for final approval Letter of Understanding mailed to each approved project Page 4

5 Please contact the appropriate Community Project Grants Officer for more information: HIV Prevention Stephanie Bell Toronto Public Health (416) Harm Reduction Shaleena Theophilus Toronto Public Health (416) Child and Youth Resiliency Joanne McKinlay Toronto Public Health (416) Background On January 17, 2012, City Council approved the transfer of the AIDS Prevention Community Investment Program (APCIP) and the Drug Prevention Community Investment Program (DPCIP) funding from 100% municipal funding through the Community Partnership Investment Program (CPIP) to provincially cost shared funding (25%/75%) as part of the 2012 Operating Budget for Toronto Public Health (TPH). On September 30, 2013, the Board of Health approved the consolidation of the APCIP and DPCIP to create the Toronto Urban Health Fund with three funding streams: HIV Prevention, Harm Reduction, and Child & Youth Resiliency. The fund also allows for one year and three year project funding. This guide is for one year projects only. The Toronto Urban Health Fund supports Toronto Public Health (TPH) provincial mandate specified in the Ontario Public Health Standards (2008) and ensures health promotion is reaching populations that TPH cannot access because of linguistic, cultural and geographic barriers. Funding Eligibility Criteria Please note: previously funded projects are not guaranteed future funding or automatic eligibility. Make sure you meet ALL the criteria listed below before completing the application. Should your organization not clearly meet all 5 criteria listed, then a trustee must be identified. Refer to Trusteeship Package in the application package. Non-profit organization with Letters Patent Organization has an incorporation number Organization's head office located in the Toronto and grant-supported activities must take place in Toronto Most recent Audited Financial Statement Organization has an annual Audited Financial Statement and Auditor s Report signed by a Chartered Accountant or CGA within the last two years. Proposal is requesting one-year project funding* * Project Definition and Criteria Page 5

6 This definition applies to all projects funded under the Toronto Urban Health Fund. Project funding is for time limited activities that build understanding, capacity and ability of community groups to take action in the areas of HIV Prevention, Harm Reduction and Child & Youth Resiliency: Projects are funded for one year and have time limited activities with a definite beginning, middle and end which shows either a wrap-up or sustainability plan Projects enable TPH to develop partnerships with community groups to deliver services to meet the mandate of both organizations Projects can be used to increase organization and community capacity to provide ongoing service beyond the scope of this project funding A one year project can be used to try out an innovative idea, implement a pilot project, develop a resource or address an emerging public health issue Projects should have measurable activities, short-term goals, objectives, and outputs that address community needs, be based on the best practice principles and utilise demonstrated effective interventions that relate to larger prevention, harm reduction and resiliency perspectives and community trends The organization should have the capacity within its current services to manage and implement the project General Funding Information 1. Eligible expenses The following project expenses are eligible for funding: Hourly wages for project staff Fringe benefits for project staff Hourly wages for recruited peer staff Advertising and promotion Local travel expenses Printing Resource development Supplies (workshop supplies, TTC, refreshments, etc.) One time purchase of media equipment and art supplies. Honorarium for consultants / youth involved in project planning or implementation Other expenses on a case-by-case basis 2. Ineligible expenses The following project expenses are not eligible for funding: The purchase and development of illicit substance paraphernalia One-on-one professional counselling or drug treatment Alcohol misuse prevention activities Honorarium for encouraging youth attendance Organization operating cost (building cost, general office supplies and equipment, audit/ legal fees) Administration cost (rent, utilities, bookkeeping) Page 6

7 Staff salary related to overall operations of the organization Supervision and management associated with project 3. Duration of Funding Funding will commence July 1, 2015 and run until June 30, How many funding applications can an agency submit? There is no limit to how many applications an agency can submit. The review panel will look at whether the application is unique and not a duplication of services, the needs of the community, distribution of funds to reach as many high risk populations as possible, and increasing the capacity of the organization applying to reach the population indicated in their application. 5. How much funding can an organization receive? The review panel will take into consideration the need in the area, the distribution of funds to reach as many high risk populations as possible, and if the ask for the project is reasonable in relation to the activities and the overall project. There is $325,505 available for the funding cycle and we expect to fund projects. Please be aware that we have historically received more applications than we are able to fund. 6. Funding Streams and Objectives There are three streams of funding: HIV Prevention Harm Reduction Child & Youth Resiliency Each of the three streams has its own objectives and projects submitted should address a maximum of 2 objectives. The objectives are: HIV Prevention To increase knowledge and awareness of behaviours that put people at risk of HIV To increase access to HIV/STI prevention and sexual health promotion messages To increase access to prevention services for people living with and/or affected by HIV/AIDS To increase access to supportive environments, including reducing stigma and discrimination Harm Reduction To increase knowledge and awareness of the harms associated with substance use and misuse To increase awareness and access to resources and services for people misusing substances To reduce problematic patterns of substance use To increase access to supportive environments that promote health, including reducing stigma and discrimination To increase the capacity of organizations and the community to effectively respond to substance misuse Child & Youth Resiliency Page 7

8 To increase knowledge and awareness of behaviors that put children and youth at risk of HIV transmission and substance use To delay the onset of first substance use and/or sexual activity To increase life and social skills To increase the practise of healthy behaviours To increase youth engagement in communities To increase access to social support networks for children and youth 7. Priority Populations The following lists the priority populations for each funding stream: HIV Prevention: Gay and bisexual men and youth; and men who have sex with men (MSM) People from countries with high rates of HIV People living with HIV Sexual partners of gay youth/men, people from endemic countries and persons living with HIV Youth in care Transgender /Transsexual population People from countries with emerging high rates of HIV Harm Reduction: People who inject drugs People who are homeless or street-involved People who are incarcerated People who are engaged in sex work People involved in high-risk activities, including substance use Child and Youth Resiliency: History of family members misusing alcohol or other drugs Youth with behavioural, mental health, and/or social problems Youth excluded from school or with poor school attachment Youth who are in conflict with the law Youth from racialized groups facing extreme socio-economic disadvantage Youth facing challenges coping with their identity (including sexual, racial, gender, gender expression, and other diversity issues) TUHF strongly encourages applications in any stream from organizations or projects that primarily serve First Nations, Métis, or Inuit groups Page 8

9 8. Project Strategies Funding will focus on project activities that engage high risk populations and use one or more of the following strategies: Resilience Building Health Promotion Addressing risk factors and strengthening protective factors among vulnerable populations to increase their ability to cope in adverse environments. Encouraging health seeking behaviours by addressing knowledge gaps and risky behaviours. Organization Capacity Providing board, staff and volunteers with training, knowledge and tools to effectively Building address the needs of vulnerable populations. Community Development Creating Safe and Supportive Environments Empowering and engaging communities to take action to resolve substance misuse in their communities. Communities can be geographic and/or population based. Creating social networks and settings for high risk populations whereby systemic barriers and psychosocial influences that can lead to high risk sexual activity and substance misuse are reduced. 9. Project Activities The following are examples of activities that are eligible for funding. This list is not exhaustive and other activities may also be eligible for funding: Drop-in programming Outreach Workshop Forum Drop-in programming could include any regularly scheduled, informal session where peers can drop by and use a space designated for them. Programming during the drop-in could include information/education sessions that are informal but allow the organization to maintain contact with their clients. Other examples include after school sessions or other informal group gatherings. Outreach includes establishing contact with priority populations and providing them with support, recruiting program participants or clients, or extending services beyond the immediate organization s location. Other examples include any street or agency outreach to distribute agency materials, harm reduction/safer sex materials, or educational materials. Web-based outreach may also be included. Workshops are any formal information/educational sessions, such as seminars or discussion groups, conducted for a group of participants where the exchange of ideas and demonstration of techniques and skills are emphasized. A forum could be any assembly conducted for the exchange of information/educational ideas with a large audience. Workshops or sessions held Page 9

10 during drug awareness week, World AIDS Day, etc., with a large audience are considered forums. Productions Products include any staff/peer-led performances that are conducted to deliver a message. They can be in the form of drama, theatre, music, dance, visual arts, or any media arts such as radio, television, internet, or awareness campaigns. Special events A special event might include a year-end celebration, awards ceremony, cultural event, volunteer/peer recognition, or resource launch. This includes focus groups, needs assessments, peer-led planning sessions, and peer-led coalition meetings that are directly relevant to the project. Resources Print or digital resources, including training resources that are developed specifically for the project. Web resources This includes any websites that are directly part of the project. It does not include an organization s website. Review Process All applications will undergo an initial screening for organizational eligibility and financial eligibility. Ineligible applications will not be forwarded to the review committee. 1. Organizational Eligibility The following will be considered: Organization is based in and servicing residents within the City of Toronto A relevant mission/mandate, proven track record and sound organizational structure An elected, volunteer board of directors that is representative of the diversity in the community and accountable through public general meetings etc. A voting membership that reflects the service population History in the community and of partnering with other agencies Appropriate policies and procedures in place and approved by the board of directors 2. Financial Eligibility The following will be considered: No significant accumulated deficit (considered as less than 3 months of operational funds) or surplus (considered as more than 3 months of operational funds) Organizational funding from more than once source Organization has an annual Audited Financial Statement and Auditor s Report signed by a Chartered Accountant or CGA within the last two years Page 10

11 3. Review Panel Eligible applications will be reviewed by staff and a review committee. There will be one panel for all three streams that is comprised of the following members: Minimum of 1 BOH member/councilor Minimum of 1 technical member in each field: epidemiology and evaluation Minimum of 5 expert community members - HIV prevention Minimum of 5 expert community members - Harm reduction Minimum of 5 expert community members Child & Youth resiliency The mandate of the review committee is to make recommendations to the Board of Health for approval. The Board of Health gives final approval for the allocation of funding. 4. Review Criteria Review panel recommendations will try to ensure that funding will reach priority populations, address geographic needs, and reduce duplication of activities being undertaken by other community agencies and/or Toronto Public Health. Each section will receive the following weight: Organization Capacity 15% Priority Population 15% Demonstrate Need 20% Project Objectives 4% Project Partners 7% Project Team 3% Workplan 16% Budget 10% Innovation 10% In addition, for projects with a funding history with TUHF, the review panel will also take into consideration the project performance assessment for these applicants. Some of the components of the project performance assessment will include: organization is in good standing, contract management and fiscal responsibilities. 5. Appeals Process The review process provides applicants with an opportunity to appeal the review committee s initial decision. All applicants will receive a decision letter outlining the review committee s decision with review comments. Applicants that are not awarded funding can submit a written appeal to the review committee. Applicants who are appealing are advised to consult with their TPH staff contact to review the reviewer's comments and preparation of their appeal documentation. Additional details regarding the appeals process will be available in May Page 11

12 Tips on Completing the Application Form This section will provide additional background information, review criteria, and scoring details of the application form. You will see what the reviewers will be assessing (shown as "Reviewer"), as well as tips for completing the section (shown as "Tips"). For additional clarification, please contact TUHF staff. Organization Capacity (15%) Reviewer: The applicant has demonstrated that the organization has the capacity to carry out the activities and the project is a priority for the organization. Applicants should explain why they are best suited for the project. Reviewers will look for history within the community and a track record of providing services and addressing local needs. Applicants will also be assessed on their suitability to conduct the project, linkages/partnerships with current programs in the organization, and how the project will be supported within the organization. Section 3: Priority Population (15%) Identification of priority population Reviewer: The applicant clearly identifies the priority population they will be working with on this project and how they will reach them. Applicants should complete the information on the priority population as requested. Reviewers will assess whether the organization has prior experience with the population, and if they don't whether a reasonable explanation of strategies to reach them has been provided. If you are not already reaching the priority population, these strategies should clearly explain how you will reach a population that you are not already engaged with. Involvement of priority population in implementation of project Reviewer: The applicant plans to involve the priority population in the implementation of the project and their role has been clearly demonstrated. (10points) The extent of involvement of the priority population will be assessed by the reviewers. Explain clearly how the priority population has been involved in the planning stages, if applicable, and how they will be involved in project implementation. Demonstrate Need (20%) Need of Priority Population Reviewer: The needs of the identified priority population have been clearly identified, and local evidence to back up the need has been provided. The applicant should ensure that for each priority population selected they briefly list a relevant need. Then, clear and succinct evidence demonstrating that need should be provided how do you know the need exists in your local community? The local evidence can include Page 12

13 things such as needs assessments, agency statistics, focus groups, evaluations, surveys, questionnaires etc. Activity to meet the need Reviewer: The applicant clearly describes the activities that they will carry out and has provided a reasonable explanation as to why they believe that these specific activities will meet the needs being addressed in this project. The activities proposed should be relevant to the priority population. Applicants should explain why they believe these activities are relevant and/or appropriate to meet the stated needs. This could include evidence of best practices, data from within your organization, evaluations, etc Project Objectives (4%) Reviewer: The project objectives are relevant and realistic and relate to the objectives of the funding stream (i.e., TUHF's objectives in the HIV Prevention, Harm Reduction, and Child and Youth Resiliency streams see page 7-8). Project objectives should be concrete, realistic and measurable. They are a statement of the change that your project intends to make and should use the words "increase" or "decrease" when describing the change. For example, "To increase the number of harm reduction kits handed out to people who use drugs by 200 between July 1, 2014 and June 30, 2015 in the xyz neighbourhood" or "To increase the number of referrals to HIV testing by an additional 10 people between July 1, 2014 and June 30, 2015". You objectives should be specific (details like what, when, where, and to whom should be included), measureable (i.e., there is a quantifiable change indicated), achievable (you should have the capacity within your organization to fulfil the objective), realistic (given all of your constraints and limitations funding, staff, time, other resources, etc. it should be possible to fulfil the objective), and timely (the objective should be relevant to a current need and should be achievable within the duration of the funding). Project Partners (7%) Reviewer: The applicant has demonstrated partnerships relevant to the project activities with clear contributions from those agencies. Letters of Contribution have been provided that clearly identify the commitments of the partners. Project partners listed should be relevant to the activities of the project. Their contribution should also be clearly stated. Community partners cannot include City of Toronto departments, City Councillors, Toronto Public Health or other departments within the applicant's organization. Letters of Contribution should state what each partner will contribute, and should match what is listed in the application. These letters must be signed by someone with legal signing authority for the partner organization. Letters lending general support for Page 13

14 the organization or project, without indicating a clear contribution to the project, will not be considered. Project Team (3%) Reviewer: The project team is reasonable for the activities of the project and their roles have been clearly identified. Team members should be appropriate and relevant to the activities of the project. Applicants should only include those team members that are directly involved in the project activities. This also includes peers working on the project. Work plan (16%) Reviewer: The project work plan is reasonable and appropriate for a one year project. The work plan has clear linkages among objectives, activities, timeline, outputs and outcomes. It should be organized according to your objectives, rather than chronologically. Planned Activities Reviewer: The activities support the objectives and are specific and realistic. Please list all the activities that will occur to support each objective and meet the needs of the priority population over the year. Do not include the hiring process as an activity (e.g. posting job descriptions, conducting interviews etc.). List only the activity and target population, if relevant. For example, "host weekly drop-in sessions for 20 LGBTQ youth". Each activity should appear under only one objective. Some examples of potential activities are listed on pages Timeline Reviewer: The timeline for the activities are clearly stated and are realistic. This section should list the period of time required for each activity over the 12 months of the project. Timelines must be more descriptive than "July 1, 2014 to June 30, 2015". If it is an activity that occurs weekly or monthly over the course of the project, then include that information. For example, One two-hour session per week for 36 weeks between September 2014 and June Person Responsible Reviewer: The work plan clearly identifies the people responsible for each of the project activities. Applicants should list all of the team members responsible for carrying out each activity. This section can also include external partners as listed in the application if applicable. Outputs Page 14

15 Reviewer: The outputs are clear and reasonable for the activity and timeline indicated. These are the quantifiable or countable deliverables for each activity. This also includes the number of people that will be impacted by the activity. Examples include but are not limited to: "2 volunteer trainings at 3 hours per training with 12 volunteers - 72 volunteer hours" or "50 outreach sessions at 2 hours per session with 5 volunteers and 2 peer workers reaching 1,500 people who use drugs per year, including 500 volunteer hours and 200 Peer Worker hours". Intended Short-term Outcomes Reviewer: The short-term outcomes are specific to the project, clear and achievable. The applicant should list what they expect will happen once each activity has taken place. These should be specific to your project and can include: Increase knowledge, awareness, and skills; Increase leadership and mentorship; Increase engagement in healthy lifestyle activities; Increase intersectoral partnerships; Improve community attachment and identity; Reduce social isolation. Be specific - examples include: "An additional 200 people who use drugs within the xyz neighbourhood were given harm reduction supplies and information" or "An additional 10 gay men will be referred to HIV testing as a result of abc activity over the next year". Evaluation Plan Reviewer: The evaluation plan for each activity has been clearly stated and is relevant and realistic. Activity Cost Reviewer: Budget (10%) Reviewer: Please provide the tools used to measure each outcome as well as what you will be measuring. For instance: "Pre- and post- tests for volunteer training", "# of volunteers showing an increase in knowledge of HIV prevention, transmission and testing" or "Verbal survey of people who use drugs in the xyz neighbourhood on accessing information and supplies ", or "# of supplies handed out, # of referrals made". The cost for each activity has been clearly stated and realistic. Applicants should provide a cost break-down for each activity. This should relate directly to the budget submitted, and include costs for personnel hired for the project. For example: "2 Peer Facilitators $15/hr x 3hrs/wk x 25wks = $2,250, travel for 2 $2.65 x 2 x 25wks= $265". The budget is realistic with a clear breakdown of items. Staff hours and line item costs are reasonable and supported. Budget items are aligned with the work plan and project deliverables. Page 15

16 Ensure there are no discrepancies between the activity costs listed in your work plan and your budget module, and ensure each activity is accounted for in your budget. As per the Employment Standards Act, ensure two weeks of paid vacation are included as fringe benefits for project staff and that salaries are requested for no more than 50 weeks. Innovation (10%) Reviewer: The project or activity of an existing program is proposing new solutions or responding to emerging health issues, new population group or geographic area. Solutions could include piloting a new initiative, developing a new resource or improving service delivery. Applicants should clearly demonstrate how the project is new, unique, and innovative. The project challenges or advances current assumptions and is thinking creatively for new products, processes, and services for potentially greater impact. Budget Guidelines Please adhere to the following budget guidelines when completing your application: Project Expenses Suggested Guidelines Comments Hourly Staff Wages Maximum is $22.00/hr rate Maximum amounts are based on wks. Salaries for staff that are not project-specific are not funded as this is project funding. Project funding does not cover severance pay. Wages and benefits over and beyond maximum based on company policies or labour agreements are not funded. Under the Employment Standards Act (ESA), most employees are entitled to receive two weeks of paid holiday for each 12 months of employment, whether or not active. Most employees are also entitled to vacation pay for their vacation entitlement year equal to four per cent of the wages earned during that year. Vacation pays are considered fringe benefits Fringe Benefits Maximum 15 % Applies only to project staff receiving a wage and maximum allowable are as follows: CPP (4.95%) E.I. (1.88%) WSIB (.73%) EHT (1.95%) Vacation pay (4%) = 13.51% If you are only providing the above listed benefits, please calculate the staff benefit at 13.51% and not 15% Page 16

17 Recruited Positions Advertising & Promotion Consultation / honoraria Maximum $15.00/hr rate Maximum $500 Maximum $20.70/hr Funds are allocated for peer based positions that are specifically involved in the planning, implementation, and evaluation of the project. Funds are provided to promote the project contracted services and other related activities such as recruiting staff, participants and/or volunteers and can include printing. Funds are not to be used to promote organizational services that are not part of TUHF-funded activities. Amount requested should be reasonable and justified. Consultation fees refer to one-time contracted services to individuals or groups to provide expert/professional services and will be reviewed by case merit. Applicants are to provide details such as number of hours/day, total number of days/week, the hourly rate and total amount requested. Approval will take into consideration: 1) need for the service in relation to the project activities, 2) availability of services offered by the City of Toronto, 3) additional in-kind contribution made by the applicant to offset costs. Professional credentials of the consultant may be requested. An honorarium is a one-time payment given in recognition of special services or achievement. Honorarium is funded for direct contribution to project. Honorarium to encourage participants to attend is not funded. City of Toronto employees are not allowed to receive gifts for services provided. Local Travel Expenses Maximum $1,500 Travel costs are awarded if specific reasons are provided for travel beyond local area (e.g. hard to reach target groups, isolated locations). Travel costs must be calculated based on TTC rates x number of trips x number of persons. Travel costs are allocated based on bulk purchases: Adult fares $13.25, $26.50, $ Student fares (13-19 yrs) 5@ $9.00, 10@ $18.00 Child fares (2-12 yrs): 10@$6.00 Other means of local travel will be reviewed on case merit. Applicant must provide details and applicants may be asked to provide Page 17

18 organization s travel policies and guidelines. TTC passes; travel outside of Toronto or for project staff to travel from home to work are not funded. Printing Project Materials, Supplies and Equipment Resource Development Workshop/forum Expenses Other Expenses Activities not funded Maximum $1,000 Maximum $1,500 Maximum $1,000 Maximum $1,500 Maximum $1,000 Funds are allocated to print or reprint resources and materials developed by the project that has been approved by Toronto Public Health. Examples: posters, outreach materials, and educational materials. Purchase and/or development of illicit substance paraphernalia are not funded. Purchases of safer sex materials, giveaways and prizes are not funded. Funds are allocated for the purchase of educational/training materials, hygiene products, office supplies, stationary, display resources, flip chart/paper. Food and refreshment costs will be allocated based on case merit. One time purchase of media equipment and art supplies to support project activities is permitted. Funds are allocated for activities such as writing, editing, design/layout, artwork and translation. The resource(s) must be reviewed and approved by Toronto Public Health. The maximum does not include printing cost. Funds are allocated for the purchase of refreshments, equipment rentals, display resources, and in some instances, fees to attend special events. Space rental is generally not funded unless a special case can be made as it is expected that space will be provided by a community partner or given in-kind. The purchase of prizes or give-aways is not funded. Will be reviewed on a case by case basis. Refers to any expense that is not articulated as a budget expense. Examples: childcare, special entrance fees, studio rental time, etc. The purchase and development of illicit substance paraphernalia One-on-one professional counselling or drug treatment Alcohol misuse prevention activities Page 18

19 Honorarium for encouraging youth attendance Organization operating cost (building cost, general office supplies and equipment, audit/ legal fees) Administration cost (rent, utilities, bookkeeping) Staff salary related to overall operations of the organization Supervision and management associated with project Page 19

20 City of Toronto Community Grants Policy Replaces: Updates Toronto Grants Policy, 2008 and integrates City of Toronto Grants Policy Anti-Racism, Access and Equity Policy and Guidelines Applicable to Recipients of Grants from the City of Toronto and its Agencies, Boards and Commissions (December, 1998), City of Toronto Policy on Political Activities (2003), Policy on the Consideration of Unrestricted Reserves and Operating Surpluses in the Assessment Process Date: March 2013 Effective: April Preamble 2. Purpose 3. Scope 4. Definitions 5. Conditions of Grant Support 6. Granting Mechanisms 7 Appealing Decisions 8. Program Standards and Performance Measures 9 Customer Service Standards 10. Complaints 11. Use of City Grants Appendices: Appendix 1: Declaration of Compliance with Anti-discrimination Legislation and City Policies Appendix 2: Standards for the Administration of Line-Item Grants (1) Preamble: The City of Toronto is committed to a strong and vibrant voluntary sector and believes that grants are an important means of achieving its social, cultural and economic goals. Through the City's support of a sector-wide network of community organizations, residents are encouraged to engage in civic life and participate in decision-making. The City recognizes that community organizations can deliver many services more efficiently and with a greater degree of community acceptance. Furthermore, it recognizes that City grants help leverage other resources from the community, business and other governments. The following core values guide the City of Toronto s grant-making activities: 1.1 Diversity and Equity - The City of Toronto will commit to ensuring that an equity and diversity lens is applied to its grant making. The City condemns harassment, denigration, discriminatory actions, and promotion of hatred. Activities funded by the City of Toronto must comply with all relevant legislation including the City s anti-discrimination policies, the Ontario Human Rights Code and the Canadian Charter of Rights and Freedoms. 1.2 Accessibility The City of Toronto will ensure that all qualified applicants will have the opportunity to access and make applications to City of Toronto Grant Programs.

21 1.3 Openness and transparency The City of Toronto will make information about its evaluation processes and criteria publicly accessible. 1.4 Accountability The City of Toronto will make information about its granting activities available to the public. The City will ensure that grants are used for the purposes for which they are provided. 1.5 Responsiveness The City of Toronto will involve the community in the ongoing review of community needs and will ensure that its Grants Programs are able to meet new and emerging needs. (2) Purpose: The purpose of this policy is to provide a framework for all City granting activities within its scope (excluding grants inkind) and guide the administration of City Grant Programs and decision-making process. The policy provides guidance on key aspects of the City's grant-making processes including: Conditions of grant support; Mechanisms the City will use to allocate grants Means by which the City will administer grants; Program standards and measurements and Guidelines for the appropriate use of City grants This policy also describes links to more detailed policies that apply to specific granting activities. (3) Scope This policy applies to all grant funding activities pursuant to the City of Toronto Act, 2006 Section 83. It does not apply to the following: 3.1 Grant funding activities carried out under the authority of other sections of the City of Toronto Act; 3.2 Grant funding activities carried out under the authority of Acts other than the City of Toronto Act; 3.3 Grant funding activities administered by the City on behalf of an external grant-maker; 3.4 In-kind granting activities carried out under the authority of the City of Toronto Act, any other Act, or on behalf of an external grant-maker; and 3.5 Rebates (4) Definitions: 4.1 Grant means grant funding pursuant to Section 83 of the City of Toronto Act, Rebate means the transfer of cash to a third party to lessen or refund a portion of an amount already paid. 4.3 Grant Program means a program that allocates a Grant to organizations to meet established Grant Program objectives. Page 21

22 4.4 Line-item grant refers to a specific amount allocated to a specific agency within a divisional budget. 4.5 Ancillary and Incidental activity is one that is naturally connected with and subservient to a grant recipient s larger mandate, purpose, and project, service, or educational activity, or something that exists only in conjunction with such larger mandate, purpose, and project, service, or educational activity. 4.6 "Unrestricted Reserve" refers to those funds that have not been restricted by the donor for a specific purpose and whose use is therefore at the discretion of the organization's Board of Directors or one of its affiliated organizations (5) Conditions of Grant Support: 5.1 To be eligible to receive a grant from the City of Toronto, all organizations must meet the following conditions: Toronto-Based The organization s head office must be located in Toronto, and all Grant-supported activities must take place in Toronto Consistency with City Goals The activity or outcomes for which funding is requested must support any purpose Council considers to be in the interest of the City of Toronto Act Compliance with City s Commitment to Equity, Diversity and Human Rights Grant recipients must comply with provincial and federal human rights/hate crime legislation and the requirements of the City's policy prohibiting harassment/discrimination on the basis of the additional grounds of political affiliation and level of literacy. In addition, grant recipients are also required to adhere to the Ontario Human Rights Code and the Canadian Charter of Rights and Freedoms As a condition of a grant: 1. All organizations will be required to submit a signed Declaration of Compliance with Anti- Harassment/Discrimination Legislation and City Policies; 2. All Organizations with total annual operating budgets greater than $25, will be required to submit documentation regarding their anti-discrimination/harassment, access and equity policies. 3. All Organizations receiving one-time Grants will be required to include in their request a description of how they address discrimination/harassment, access and equity within the organization Financial Need and Financial Health An organization seeking funding must demonstrate that it does not otherwise have the resources necessary to undertake the activity for which the grant is requested. This includes providing all necessary information regarding the level of its Unrestricted Reserves. The level of an organization s Unrestricted Reserves will also be evaluated to determine the organization's ability to meet its legal and financial obligations Not-for-Profit All organizations must demonstrate that the activity for which a grant is requested will be organized without financial gain for its members or directors Page 22

23 5.1.6 Political Activity Grant recipients shall not use funds provided by the City to oppose or endorse a named party, or elected official. Any such grants may not be devoted directly to such activities, or devoted indirectly through provision of resources to a third party engaged in partisan political activities. In cases where a grant recipient devotes part of its resources to political activities described in this section: such political activities must be Ancillary and Incidental to its mandate, purpose, and project or service activities, such political activities must not include the direct or indirect support of or opposition to any political party or candidate for public office. Without limiting the above, political activities undertaken as part of a City funded project not subject to any limitation include: all candidates meetings, oral and written presentations to the relevant Councillors to present the proponent s views or to provide information, oral and written presentations or briefs containing information and recommendations to the relevant committees of Council, the provision of information and the expression of non-partisan views to the media that fall within the general ambit of the grant recipient s mandate or purpose, as long as the devotion of resources to such activity is reasonable in the circumstances (i.e., is intended to inform and educate by providing information and views designed primarily to allow full and reasoned consideration of an issue, rather than to influence public opinion or to generate controversy), publications, conferences, workshops and other forms of communication that are produced or organized by a grant recipient in order to sway public opinion on political issues and matters of public policy, advertisements in newspapers, magazines or on television or radio to the extent that they are designed to attract interest in, or gain support for, a grant recipient s position on political issues and matters of public policy, public meetings or lawful demonstrations that are organized to publicize and gain support for a grant recipient s point of view on matters of public policy and political issues, and mail campaigns: requests by a grant recipient to its members or the public to forward letters or other written communications to the media and government expressing support for the organization s views on political issues and matters of public policy. None of the above activities may be carried out in a manner that may reasonably be construed as supporting a particular candidate, elected official or particular party. Through its funding, the City of Toronto creates opportunities for communities to play a role in shaping public policy as a way to support an active and engaged civil society.. However, these investments are not an endorsement of any particular political or policy perspective held by Grant recipients Adhere to Terms and Conditions The organization must adhere to any terms and conditions for grant recipients established by the City. Page 23

24 Organizations that have previously received a grant from the City of Toronto must have adhered to the terms and conditions in place for the period of the grant. 5.2 Additional Conditions of Grant Support The City may establish additional conditions of grant support. These conditions of grant support may apply to all organizations, across a Grant Program, to individual organizations within a Grants Program, or to line-item grants. 5.3 Exceptions The City recognizes that there may be circumstances where an organization s failure to adhere either to the terms and conditions and/or to the policies for grant recipients in place at the time of a previous grant should not prevent the organization from receiving new grant support from the City. Council may decide to waive the condition of grant support set out in section after considering: The length of time that has passed since the organization failed to adhere either to the terms and conditions and/or to policies for grant recipients; Changes made to the organization s governance and management 5.4 Right to Reject: The City reserves the right to reject any request for a grant from an organization, including those that meet all the conditions specified in 5.1. In addition to rejecting requests for grants that do not meet all of the conditions specified in 5.1, the City may reject grant requests where: The demand for grants is greater than the funding available for allocation; The City determines that the organization requesting the grant is in any way indebted to the City; or The City, in its sole discretion, is of the opinion that it is in its best interests that the grant be rejected. (6) Granting Mechanisms: The City of Toronto will allocate grants using Grant Programs and line-item grants. Only Council may establish or delete either a Grant Program or a line item grant. Wherever possible, the City will allocate grants using Grants Programs. Line-item grants will only be established where there is a unique organization that can assist the City in meeting one or more of its goals. Standards for the Administration of Line Item Grants (2008) provides these standards for line-item grants. (7) Appealing decisions: Some Grant Programs have an appeal process. For these Grant Programs, applicants who are not satisfied with the outcome of the allocations may submit an appeal to have the recommended funding decision on their request reconsidered. Information on the process for review and approval of grants is included in each Grant Program's guidelines. Page 24

25 (8) Program Standards and Performance Measures: Grant Programs and line-item grants will operate according to Council approved program standards as set out below. These standards require each program to develop and publish information on the following areas: Priority Setting: confirms that an effective program model is used (e.g. the criteria and priorities that guide allocations and decision-making), and situates the Grant Program within divisional, departmental, and Council goals. Outreach: provides information about the funding program to potential applicants and other stakeholders through an outreach strategy suitable for the program design and funding model. Application: ensures that effective processes are in place to receive and review applications, and that the basis for recommendations and assessment decisions of each application are well documented. Allocation: ensures fairness and transparency in decision-making, and consistency in reporting procedures. In this process segment, recommendations are made and funding allocations are officially approved. Administration: ensures that a procedure is in place to ensure due diligence in monitoring the use of funds and compliance with the terms and conditions of funding. The process also includes an opportunity to identify and reduce risk by increasing the management and operational capacity of funding recipients. Evaluation: assesses the quality and impact of the funding program, and identifies opportunities to improve the efficiency and effectiveness of the program. (9) Customer Service Standards: The City aims to deliver exceptional, equitable and accessible customer service. All City divisions have service standards that detail the necessary time to deliver services to Toronto's residents. These customer service standards are made available to better inform citizens about when they can expect requested services to be delivered. Each community Grant Program is guided by these standards. (10) Complaints: Complaints about a grant recipient should be directed to the organization. It is the responsibility of each grant recipient to have a complaints procedure and to address complaints made about their own services and activities. Where a complaint made directly to an organization about a service has not been resolved satisfactorily, a complaint can be submitted to the City Grant Program that supports the funded activity for appropriate follow up. (11) Use of City Grants: In addition to this policy, the use of grants will be governed by a standard set of terms and conditions, or by an alternate set of terms and conditions agreeable to the City Solicitor. Delegation of Authority Grants Administration (1999) and its subsequent updates provides standard terms and conditions. Funded organizations receive a letter of understanding that sets out these terms and conditions, which must be signed and agreed to receive funds. Page 25