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FUNDING APPLICATION:Pilot Peer Support Program
FUNDING APPLICATION
DEADLINE FOR SUBMISSIONS
Thursday, May 30, 2019
1:00 pm
1. GENERAL OVERVIEW
The procedures set out in this RFP are designed to ensure that submissions are received through an open, competitive process, and that applicants receive fair and equitable treatment in the solicitation, receipt and evaluation of their submissions. The City may reject the submissions of any applicant who fails to comply with any such procedures.
Submissions must address the RFP content requirements as outlined below, and should be well ordered, detailed and comprehensive. Clarity of language, adherence to suggested structuring, and adequate accessible documentation is essential to the Evaluation Committee's ability to conduct a thorough evaluation.
1.1.Contact Information
Organization Name:
Executive Director or Equivalent Project Contact
Name (First, Last): Name (First, Last):
Address: Project Site Address:
Postal Code: Postal Code:
Telephone: Telephone:
E-mail: E-mail:
1.2. Important Dates
Information Sessions:
You can register for the information session via Eventbrite, using the link below.
Attendance at the information session is recommended as City of Toronto Staff will review the requirements of the RFP and specify what information is required.
Session: May 15, 2019 Location: Toronto City Hall, Committee Room 4, Time: 3:00-4:30pm
Registration Link: Peer Support RFP Info Session
Or visit: https://www.eventbrite.com/e/peer-support-rfp-info-session-tickets-60595814713
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If you are unable to attend the information session, please email Natricia Drummond at [email protected] to receive a copy of the presentation materials. Questions can also be submitted per the application guidelines.
Que stions and Addenda
Please direct any specific questions regarding this RFP in writing to [email protected] with Peer Support Funding in the Subject line. To ensure all Proponents have access to the same information, questions may only be submitted in writing.
All RFP revisions and any answers to submitted questions will be communicated electronically as an addendum. Two addendums will be released on the dates listed below.
Release of Addendum 1 (if required): Date: May 17, 2019
Deadline for Written Questions: Date: May 20, 2019
Release of Addendum 2 (if required): Date: May 22, 2019
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2. PROPOSAL CHECKLIST
Please use the checklist below to ensure that your submission contains the following:
Submission Checklist
Completed application package, addressing all required criteria
One electronic signed copy of the application package emailed to [email protected] by May 30, 2019 at 1 p.m.
Please ensure that the email subject line is:
ORGANIZATION NAME – Peer Support Funding 2019
One (1) original signed application package with all supporting documents must be received no more than two (2) weeks (June 13, 2019, by 4:00pm) following the application deadline (May 30, 2019 at 1:00 pm).
SUPPORTING DOCUMENTS CHECKLIST
Completed Appendix 1: Part A – Organizational Overview
If you have completed a Part A – Organizational Overview since January 2018 for any City of Toronto grants program, please send a photocopy of your completed Part A with this submission.
Articles of Incorporation (Letters Patent/Supplementary Letters Patent)
Board of Directors resolution approving proposed project
Organization's most recent Audited Financial Statements and Annual Report
Completed Work Plan (Section 6 of the Application Package –Schedule A)
Completed Project Revenue, Expenditures and Staffing (Section 7 of the Application Package – Schedule B excel document)
Contact information for key partners/partnerships (The City may contact these partners for references at a later date) - Appendix 4
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3. INSTRUCTIONS
3.1.General Instructions
Please ensure your submission:
Is emailed in its entirety to [email protected] by the deadline stated in section 3.2.
Please ensure that the email subject line is:
ORGANIZATION NAME – Peer Support Funding 2019
Includes an original signed paper application package received no later than two (2) weeks following the application deadline.
City of TorontoShelters, Housing and Community Outreach UnitShelter, Support and Housing Administration,55 John Street, Metro Hall, 6th FloorToronto Ontario M5V 3C6Attention: Alison Wilson
Is in a sealed envelope marked with applicant’s name and phone number.
Is complete and legible.
Addresses all requirements.
Please note that funding for the successful proponent is contingent upon receipt of an original signed application. For greater clarity, the City will not provide funding to a proponent if the City has not received one original signed paper copy to the address indicated above within two (2) weeks (June 13, 2019, by 4:00pm) following the application deadline.
3.2.Deadline and Address
Your submission must be emailed in its entirety, including the application to the email address indicated below no later than May 30, 2019 at 1 p.m. Faxed copies will not be accepted.
Email: [email protected]
Please note that late or incomplete submissions will not be accepted.
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3.3.Contact
If you have questions, contact Natricia Drummond at 416-338-5787, or at
[email protected] or email [email protected] with subject line: Peer Support Funding
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4. ORGANIZATION BACKGROUND AND EXPERIENCE
4.1.Organization Information
1. Please include documentation of the current legal name of your organization (Letters Patent or Supplementary Letters Patent).
2. Please include a resolution from your current Board of Directors which approves the activities described in this proposal and clearly states that the Board understands that the agency will absorb any cost above the approved amount necessary to deliver and complete the project. If your Board is not meeting before the deadline to make this application, please provide the planned date of the meeting and submit the resolution once approved.
3. Please include your organization’s most recent Annual Report and most recent Audited Financial Statements.
4. Please complete Appendix 1: Part A – Organizational Overview. If you have filled out Part A for an SSHA grant since January 2018, photocopy it and attach it to this application.
4.2.Organization Eligibility
Please check all that apply to your organization in the table below:
Organization Eligibility
Is an incorporated not-for-profit with a recent audited financial statements
Is located in the City of Toronto and primary activities take place within the boundaries of the City of Toronto
Has experience in and/or working knowledge of the procurement and delivery of food in the not-for-profit or charitable sectors
Is in good standing with the City of Toronto if funded by the City in the last five years
Comply with the City of Toronto Anti-racism, Access and Equity Policy and Guidelines (see Appendix 2)
Demonstrate reasonableness (1 to 3 months) of the organization's unrestricted reserves (see Appendix 3)
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5. Project Information
5.1.1 Organization Experience : Please give a general overview of your organization and its history and experience delivering services to vulnerable individuals with complex needs who have a history of homelessness, including experience operating peer support programs with vulnerable individuals or people who have been at risk of or have experienced homelessness. Please share what your organization's approach has been when developing and implementing peer support programs. (600 words maximum)
5.1.2 Program Description: Please give an overview of how your proposed program model will develop and provide a peer support program to shelter operators that are currently part of the New Shelter Service Model Pilot. Describe how the peer support program will be structured to meet the needs of the shelter operators and the peer support workers (600 words maximum)
5.1.3 Peer Supports: Please describe how you will recruit, assess, train, assign and support peers to carry out their roles (600word maximum)
5.1.4 Capacity Building : Please describe how you will work with shelter operators to develop their capacity to work with peer support workers (600 word maximum)
5.1.5 Responsiveness: Please describe how the program will be structured to be responsive to the complex needs of the peers and shelter operators that will be participating in the program (500 word maximum)
5.1.6 Housing First: Please provide details of how your proposal will adopt a Housing First approach (200 word maximum)
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5.1.7 Inclusivity and Accessibility : Please describe how your organization is committed to inclusive and accessible programming and services (300 words maximum)
5.1.8 Harm Reduction: Please provide details of how your proposal will adopt a Harm Reduction approach (200 words maximum)
5.1.9 Peer Compensation: Please clearly describe the process by which peer workers will be compensated, how many peer workers your proposed project can support and their rate of compensation. Please ensure that peer compensation is included in your overall proposed budget (300 words maximum)
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6. Schedule A - WORK PLAN
Please complete the work plan below. Ensure that you address the three pre-populated objectives (as per Section 5 in the guidelines). You may add any other project objectives that are relevant to the services you plan to provide.
Identify the following as part of the work plan:
Objectives: These are specific, measurable statements of what you want to accomplish by this project.
Activities: These are the specific tasks that you will undertake to accomplish your objectives. Please ensure the activities reflect the service priorities outlined in this RFP.
Outputs: These are the short-term results of your project. They are the direct results of your activities. They are usually presented in quantitative terms and in terms of the volume of work accomplished (e.g., the number of drop-ins served). For each activity identified, there must be a corresponding output.
Outcomes: These are the long-term results of your project and may include both qualitative and quantitative measures of change either during, or after, project activities take place. Changes may be at the level of service user, project or community. Outcomes may relate to changes in client knowledge, attitudes, values, skills, behaviours, conditions or other attributes. Outcomes focus on what the client will gain from the project and is quantified through clear targets and methods.
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Objectives Activities Outputs Outcomes
To coordinate a peer support program for the shelter operators that are part of the New Shelter Service Model
Support peer workers to carry out their respective roles within shelters
Build the capacity of shelter operators to support and implement peer support programs
7. Schedule B - PROJECT REVENUES, EXPENDITURES AND STAFFING
Funding Request:
Please complete the attached Excel Project Budget Form Spreadsheet. The spreadsheet contains four tabs to complete:
1. Project Contact Information2. Definitions3. Program Staff4. Program Budget
The proposed budget should reflect reasonable project expenditures in line with the scope of work. The proposed budget should identify all sources of funding for the organization.
Once completed please attach the Excel Project Form Spreadsheet with your application via email and hard copy.
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8. SIGNATURES
The authorized signing authority is the party or parties who will represent the proponent in all contractual matters requiring a signature.
Please have both a staff member and a Board member sign below.
Staff member:
Print Name (First, Last):
Position:
Signature:
Board Member:
Print Name (First, Last):
Position:
Signature:
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Appendix 1
City of TorontoPeer Support
Application 2019
PART A*Organizational Overview
* Important note: Part A is the same for each of the following City of Toronto programs:
Access, Equity and Human Rights AIDS Prevention Community Investment Program Community Festivals and Special Events, Year 2010 Drug Prevention Community Investment Program Community Safety Investment Program Community Service Partnerships Program Food Security Investment Program Service Development Investment Program Recreation Partnership and Investment Program Homeless Initiatives Fund/Consolidated Homelessness Prevention
Program
All applicants must fill out Part A. If you have already filled out Part A for another City of Toronto grant program in the list above since January 2017, please reattach it and use it in this application. Staff will contact you if more updated information is required.
Disclosure of Information: The information collected in this application is done with the authority of City Council on August 5, 2009 Council Minutes & General Manager, Shelter, Support and Housing Administration on March 4, 2013 Staff Report Action Required as part of the City's 10-year affordable housing plan. Any information collected is deemed a public record as per the Municipal Freedom of Information and Protection of Privacy Act, S. 27.
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Date you completed Part A
1. Name of incorporated body (if different from the organization name): 2. Organization mailing address: 3. Phone: Fax: E-mail: 4. Contact name (First, Last): Position: 5. Contact mailing address (if different from above): 6. Contact phone: Fax: E-mail: 7. First date of service (YYYY/MM/DD): 8. Date of incorporation (YYYY/MM/DD):
9. Incorporation #: 10. Revenue Canada Business
Registration #:
For office use only:
Service Overview
11. What are your service boundaries? Examples: Steeles Ave. W. to Eglinton Ave. W. and Highway 427 to the Humber River All of the new City of Toronto.
12. What is your target population, or the main groups that you serve? Examples: families with pre-school children South Asian seniors Youth ages 16-24.
13.Please list the addresses and telephone numbers for each of your service locations. A service location is any office, branch or satellite program where you offer your services.
14. What is your mission statement? A mission statement is a short statement of your organization’s purpose. It can be: the Objects in your Letters Patent, if you are incorporated, or a mission statement formally adopted by your Board of Directors.
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15. Give a brief (50 words or less) history of your organization. Include major events and dates.
16. Briefly describe the types of services that your organization provides.
Membership
17. Give the date of your last Annual General Meeting (AGM).
18. How many voting members were at the last AGM? (Voting members of your organization are defined in your by-laws.)
19. How does your organization recruit, screen and register new members? If there are any restrictions on becoming a member, please explain.
20. List the categories of members that you have.
21. List any membership fees that you have, and explain why you have them.
Board of Directors
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22. How does your organization recruit and screen Board members? If there are any restrictions on becoming a Board member, please explain. Examples: age,
gender, faith, where people live, etc.
23. Please list your current Board members on the chart below:
As part of the eligibility criteria for City of Toronto Grants, organizations must be based in the City of Toronto. One indicator is that 50% or more of Board members reside in the City of Toronto.
Board Member’s
Name
Street Address
Postal Code
Position On The Board
Date They Became A
Member Of The Current Board(YYYY/MM/DD)
Total Number Of Years On The
Board
The information collected in this application is done with the authority of City Council on August 5, 2009 Council Minutes & General Manager, Shelter, Support and Housing Administration on March 4, 2013 Staff Report Action Required as part of the City's 10-year affordable housing plan. Any information collected is deemed a public record as per the Municipal Freedom of Information and Protection of Privacy Act, S. 27.
PLEASE NOTE: Question 24 and 25 have been omitted for the purpose of this Request for Proposals
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Definitions
Voting members of your organization are defined in your by-laws.
Volunteer resources are the number of unpaid individual people who work for your organization. Please list board members separately from all the other volunteers, including the volunteers who work directly with service users, give administrative support, help with special events, or participate in committees.
Count each of these volunteers only once. Be sure to count only individual people who are active now. Do not count vacant positions.
26a. Governance
Past year
2018 (2017/2018)
Current year
2019 (2018/2019)
Proposed year
2020 (2019/2020)
Number of Board members who are currently service users
Number of voting members in the organization (membership)
Maximum number of Directors as stated in by-laws
b. A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years:
27a. Volunteer resourcesPast year
2018(2017/2018)
Current year
2019(2018/2019)
Proposed year
2020 (2019/2020)
Number of volunteers
Number of Board members (actual positions filled at time of application)
Totals 0 0 0b. A variance is an increase or a decrease from one year to the next. Please explain any
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variances of 20% or more between years:
Definitions
Full Time Equivalent (FTEs): To calculate FTEs, add up the hours of your paid staff in your organization and divide by the number of hours in your work week. Example: one person working full time and three people working half time for a 35 hour work week is calculated as follows, 87.5 35 = 2.5 FTE. For seasonal staff, divide the number of full-time work weeks by the number of weeks in the year. Example: seven full-time staff for a ten week leadership program is calculated as follows, 70 52 = 1.3 FTE.
28a. Staff Past year2018
(2017/2018)
Current year2019
(2018/2019)Proposed year
2020 (2019/2020)
Number of people employed by the organization
Number of Full-Time Equivalents (FTEs)
b. A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years:
Anti-racism, Access and EquityThe City of Toronto recognizes that barriers exist for many members of our city’s diverse communities, particularly for equity-seeking groups such as:
women people with disabilities ethno-cultural and racial minorities immigrants and refugees faith groups the poor Aboriginal peoples lesbian, gay, bisexual and transgendered people.
The City expects funded agencies to act as positive forces in helping to eliminate these barriers. For more information, please see the City of Toronto Grants Policy: Anti-Racism, Access and Equity Policy Guidelines Applicable to Recipients of City of Toronto Grants and Non-Financial Supports, 1998.
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29. Does your organization have
the following in place?
(Please attach a copy of each of your policies, procedures
and plans)
Yes Date Approved by
Board
DD/MM/YYYY
NoPlanned
Completion Date
DD/MM/YYYY
Anti-racism, access and equity policy
Anti-racism, access and equitycomplaints procedures
Anti-racism, access and equity implementation plans
*only attach copies if there are changes since last submission
30. In what languages do you deliver direct services?
In-kind Support
31. In-kind support is any gift other than money, such as space, supplies or services. List the in-kind support that your organization received in the past year, using the chart below.
Type of support Source Estimated value
Example: space for workshops community organization X/private donor
$2,000.00
Instructions for Filling out the Income & Expenditure DetailOverview
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This section has four forms. Please fill out each form completely, taking care that the columns add up:
1. Income Detail for your whole organization
2. Sources of Government Income for your whole organization
3. Expenditure Detail for your whole organization
4. Statement of unrestricted reserves.
Account numbersThe numbers down the left hand side of the forms are account numbers. The complete chart of accounts, with a description of each account category, can be found through the following link: http://www.toronto.ca/grants/csp/files/detailed_account_charts.pdf
Financial yearYou must report using your own financial year. Use this chart to figure out what goes in each column:
Audited informationIF your organization’s financial year is ...
THEN your ...
the same as the calendar year (January to December)
· Audited Year is 2017.· Current Year Revised is 2018.· Budgeted Year is 2019.
different from the calendar year · Audited Year is 2016/2017.· Current Year Revised is 2017/2018.· Budgeted Year is 2018/2019.
All of the information in the Audited Year column should match your audited financial statement. If any of the information is different, please attach a note explaining why.
Reporting all incomeReport all of your organization’s sources of income, including project and summer program funding.
Reporting income from governmentsThe total government income that you report on lines 410 to 471 of your Income Detail form must match the total government income that you report on your Sources of Government Income form. Report any Income from the Trillium Foundation on the Income Detail sheet as Foundation income (line 540). That means that you would not report it on your Sources of Government Income sheet.
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United Way Donor ChoiceReport the sum of the actual payments you received from the United Way on behalf of designated donors for your Audited Year and your Current Year Revised. For your Budgeted Year show the same amount you received in your Current Year Revised.
Variances
A variance is an increase or a decrease from one year to the next. Please attach an explanation for any variances of 20% or more between years.
32. Organization Income Detail
a. Our organization’s financial year begins on day of month and ends on day of month .
b. Please indicate all of your sources of Organizational Income on the chart below.A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years.
INCOMEPast year
2018 (2017/2018)
Current year
2019 (2018/2019)
Proposed year
2020 (2019/2020)
GOVERNMENT – FEES AND GRANTS410 Federal
420 Provincial 460 City of Toronto-CSP 465 City of Toronto-Other CPIP Programs
466 City of Toronto-Fees/Purchase of Services
470 Other Government(s) 471 Other Regional Municipalities (Examples: Peel, York Region, etc.)
SUB-TOTAL (410 – 471) $0.00 $0.00 $0.001010 United Way Base Allocation (Member)
1020 United Way Grant (Member) 1030 Other United Way (Winter Relief, Success by 6, Newcomer Grant)
1040 Other United Ways
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1050 United Way Donor Choice Designation
SUB-TOTAL (1010-1050) $0.00 $0.00 $0.00210 Fees From Users 300 Productive Enterprises 530 Other Agencies (Specify) 540 Foundations (Specify) 615 Membership Fees 690 Fund Raising, Donations and Bequests
900 Other Receipts (Specify) 100 Investment Income SUB-TOTAL NON-GRANT REVENUE (210-100) $0.00 $0.00 $0.00
TOTAL ORGANIZATION INCOME $0.00 $0.00 $0.00
33. Sources of Government Incomea. Please indicate all of your organizational sources of Government Income on the
chart below. The total grants indicated for each level of government should correspond to the government income sub-total (410 - 471) indicated on “Organization Income Detail”.A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years.
Level of Government
Ministry orDepartment
of Origin
Name of Legislation,Program or
Grant
Mark Fee(F)or
Grant (G)
$ Amount/Status (A=Approved, P=Pending)
Past year2018
(2017/2018)
Current year2019
(2018/2019)
Proposed year2020
(2019/2020)
Amount $ Amount $ A/P Amount $
FEDERAL
Total Federal:
PROVINCIAL
Total
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Provincial:CITY OF TORONTO(List each source)
Total City of Toronto:
OTHER GOVERNMENTS
Total Other Government(s)
OTHER REGIONAL MUNICIPALITIES
Total Other Regional Municipalities
TOTAL ALL GOVERNMENT:
34. Organization Expenditure Detail
Please indicate all of your organizational expenditures on the chart below.
a) A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years
b) Explain how you will deal with any deficit or surplus that you are showing.c) If total organization expenditures, total organization income and operating surplus
(deficits) for audited year are not identical to Audited Financial Statement totals, please provide reconciliation.
EXPENDITURES Past year2018
(2017/2018)
Current year2019
(2018/2019)Proposed year
2020 (2019/2020)
1100 Salaries
1200 Employee Benefits
1800 Staff Training
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1900 Staff Travel
SUB-TOTAL (1100 - 1900) $0.00 $0.00 $0.00
1300 Building Occupancy
1400 Office Expenses
1495 Office Equipment Purchased
1496 Amortization of Capital Assets
1515 Volunteer Expenses
1600 Promotion & Publicity
1700 Purchased Services
3600 Financial Assistance Provided
3700 Program Expenses
4900 Fundraising Expenses
5000 Productive Enterprise Expenses
7000 Dues (National, Provincial, Other)
9000 Other Expenditures (Specify)
SUB-TOTAL (1300 - 9000) $0.00 $0.00 $0.00
TOTAL ORGANIZATION EXPENDITURES
$0.00 $0.00 $0.00
TOTAL ORGANIZATION INCOME
OPERATING SURPLUS (DEFICIT) $0.00 $0.00 $0.00Statement of Unrestricted Reserves
35 a. “Unrestricted” reserves are those funds that have not been restricted by the donor and whose use is therefore at the discretion of the Board of Director of the organization, or one of its affiliated organizations (such as a trust fund, property corporation or foundation). Use the table below to provide details of unrestricted reserves identified in your most recent audited financial statement. (These may be called a “fund”, a “reserve” or a “surplus”, or by another name in your audited financial statement.) For each reserve, please indicate whether there is a Board Policy governing the use of the reserve.
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Name of Unrestricted Reserve
Balance, End of 2018
(2017/2018)
Balance, End of 2019
(2018/2019)
Board Policy Yes/No
TOTAL UNRESTRICTED RESERVES
$0.00 $0.00
35 b. Do you have an affiliated organization or a foundation/trust fund from which your organization receives income?
Yes No
If yes, please attach a copy of the most recent audited financial statement for this organization.
35 c. What is the relationship of this organization or foundation/trust fund to your organization?
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Appendix 2 – Anti-Racism, Access and Equity Policy and Guidelines
Applicable to Recipients of Grants from the City of Toronto and its agencies, boards and commissions Approved by City Council, December 16 & 17, 1998 (Strategic Policies & Priorities Committee Report 6, Clause 5)
I. Policy Statement:
The population of the City of Toronto is made up of people from diverse communities and equity-seeking groups, e.g., women, people with disabilities, ethnocultural and racial minorities, immigrants and refugees, faiths, the socio-economically disadvantaged, Aboriginal peoples, lesbian, gay, bisexual, transgendered persons. In recognition and support of this diversity, the City as a funder will ensure that:
(1) It provides access for organizations representing these communities to the grants programs provided by the City of Toronto. This includes access to grants information, applications, staff resources, decision-making and funding; and
(2) The services, programs and decision-making provided by organizations receiving grants are accessible to all residents of Toronto and that organizations receiving City grants are free from discrimination.
This policy recognizes that the changing nature of the population has implications for the operation of the City's grants programs as well as the delivery of services supported by City grants. In this context, the City recognizes that:
(1) Barriers to services exist for members of the City's diverse communities, particularly for equity-seeking groups;
(2) Organizations representing equity-seeking groups (e.g., women's organizations, Aboriginal organizations, ethno-specific and disability organizations) must continue to play a critical role in service delivery; and
(3) The City of Toronto, as a funder, must act as a positive force in assisting the elimination of these barriers by providing support to both mainstream and equity-seeking organizations through the change process.
Access to services is the ability or extent to which communities or residents can attain needed services and achieve full participation in the planning, development, administration, and delivery of those services. Access includes consumer/client access and organizational access.
To achieve this:
(1) The City of Toronto will ensure its diverse communities, particularly those facing barriers and other forms of discrimination and disadvantage, have equitable access to its own services, resources and decision-making in order that all
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communities can fully participate in the City's social, economic, cultural and political life.
(2) The City of Toronto will also require organizations receiving City grants to undertake planned and coordinated activities aimed at enabling diverse communities, particularly those facing barriers and other forms of discrimination and disadvantage, to participate fully in their services, programs, and decision-making.
(3) The City of Toronto undertakes this because it believes that when every individual makes a conscious effort to bring about equality and to engage in egalitarian practices, the City will be able to effect the systemic and social changes needed to create a community where all people live with dignity and peace. The City of Toronto also believes that its diverse communities need to partner with and assist each other in developing actions to eradicate discrimination and attain equality in our society and that the City can play a proactive and supportive role in this process.
II. Implementation
To implement these principles, the City of Toronto's grants programs will ensure that:
(1) All organizations receiving City grants are non-discriminatory and promote the goals of anti-racism, access and equity;
(2) All organizations receiving City grants take reasonable steps to ensure their services, programs, and decision-making reflect the community they serve;
(3) The City of Toronto's grants programs are accessible to organizations from Toronto's diverse communities, including organizations representing equity-seeking communities; and
(4) All required documentation and conditions will be reasonable, and grants will not be withheld if the Proponent is taking reasonable steps to comply with City policy.
Actions required to achieve this are described below:
(1) Declaration of Non-Discrimination
Every person has the right to live, work and serve in an environment free of individual as well as systemic harassment and discrimination. Regarding the operation of the City's grants programs, the City of Toronto requires that all individuals and organizations adopt a policy of access and non-discrimination based on the City's Human Rights Policy as a condition of receiving a grant or other support from the City's grants programs. Discrimination means someone is being treated unfairly because of her/his status. In some cases, discrimination also means someone is being treated unfairly because he or she receives
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welfare, or if the person has been pardoned for a criminal offense. The Declaration of Non-Discrimination Form must be completed by individuals and organizations applying for grants or other supports.
Discrimination is prohibited on the grounds of Age, Ancestry, Citizenship, Creed (religion), Colour, Disability, Ethnic Origin, Family Status, Gender Identity, Level of Literacy, Marital Status, Membership in a union or staff association, Place of Origin, Political Affiliation, Race, Receipt of Public Assistance, Record of Offences, Sex, Sexual Orientation or any other personal characteristic. (The City of Toronto’s Human Rights &
Harassment policy protects grounds which are in addition to those protected under the Ontario Human Rights Code. These grounds are gender identity, level of literacy, political affiliation. The Human Rights & Harassment policy has been approved by City of Toronto Council at its meeting on December 16-17, 1998 as embodied in Clause 2 in Report No. 19 of the Corporate Services Committee).
Discrimination could occur on the basis of employment, services, contractual arrangements, or membership in unions. It is essential to develop complaint/ mediation policies for incidents that could occur between employees, employees, and management, employees and volunteers, employees and consumers, as well as between agencies.
(2) Anti-Racism, Access and Equity Components:
The following components are provided as guidelines to assist organizations receiving City grants in their efforts to integrate anti-racism, access and equity throughout their operations. The components address anti-racism, access and equity in the following areas: (a) Governance; (b) Employment; (c) Services; (d) Choice; (e) Training and Education; and (f) Information and Communications.
(a) Access to Governance - Organizations receiving City grants will ensure that members of the City's diverse communities have equitable access to the organization's decision-making process. This includes decision-making, policymaking, budgeting, and allocations. The Board of Directors, its volunteer committees, and staff, need to be representative of the diversity of the community it serves, as well as be responsive to the changing demographics. New board members should be educated and trained to effectively govern the organization. The Board has to be accountable to its members and communities.
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(b) Access to Employment - Organizations receiving City grants will ensure that members of the City's diverse communities have equitable access to employment. This includes recruitment, selection, staff development, performance evaluation, retention, promotion, termination. It also requires the identification and removal of systemic barriers so that the organization's staff are representative of diverse communities and are able to serve the needs of the changing population.
(c) Access to Services - Organizations receiving City grants will ensure that they undertake planned and co-ordinated activities aimed at making their services and programs accessible to diverse communities. This includes examining and making appropriate changes to those who provide the organization's services, those who are receiving services and the way in which services are provided to ensure they are non-discriminatory and promote the goals of anti-racism, access, and equity. In this context, the organization's outreach, communications, and structures for intake, referral, needs assessment, program planning, monitoring, and evaluation must be examined and appropriately changed.
In addition, organizations receiving City grants must take into consideration provision of services to disadvantaged individuals, low-income persons, families in poverty, and equity-seeking communities.
(d) Access to Choice - Organizations receiving City grants will ensure that their services, programs, and decision-making provide a range of service options that enable the consumer or the community to make their own decisions about their lives and their community issues.
(e) Access to Training and Education - Organizations receiving City grants will ensure that those involved in the delivery of services and programs are able to participate in appropriate education and training aimed at improving their knowledge, understanding and skills in order to work with and provide services to members of diverse communities, particularly equity-seeking communities.
Such training and education may involve Board members, staff and volunteers and include orientation and development in the areas of anti-racism, human rights, accommodation for people with disabilities, sexual orientation in the workplace and the community, etc.
(f) Information and Communications - Organizations receiving City grants will ensure that information on its services, programs and decision-making and how they can be accessed as well as all of the organization's communications appropriately portray and are accessible to diverse communities. This includes external and internal communication and
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must address multilingual requirements as well as accommodate those who are sight and hearing impaired.
It is essential that the components listed above are implemented with an anti-racist approach. In this context, organizations receiving City grants will be involved in the development and promotion of unbiased attitudes, beliefs, policies and procedures as well as the identification and elimination of derogatory behaviours, actions, and practices of Board members, staff, volunteers, community members, residents and the organization's policies and procedures that have a direct or adverse impact on Aboriginal, ethno-racial and linguistic minority communities.
III. Access to City Grants Programs:
In terms of the City's responsibilities, each City grant program will include the following into the operations of their grants programs:
(1) Environmental Scanning and Priority Setting:
This will require all grants programs to identify demographic, community and service trends, priorities of other funders, gaps in service and program delivery. This is done to enable grants programs to establish priorities for funding on a regular basis and, thereby, to encourage grants Proponents to establish programs and services which meet community issues and needs.
(2) Allocation of Funds:
This will require all grants programs to undertake to provide funding based on both indicators of community need and community demographics. The issue of need, as well as community demographics, are determined in the environmental scanning process. In considering the allocation of funds, each grants program will need to determine the demographic makeup of the organizations seeking and receiving funding and undertake to ensure an equitable distribution of funds. Particular consideration will be given to organizations representative of equity-seeking communities.
(3) Outreach and Community Development:
(g) This will require all grants programs to determine the most appropriate strategies to provide community outreach and development. Each grants program will ensure a planned and co-ordinated approach to these activities in order to increase the capacity
of diverse communities and their organizations, particularly those representing equity-seeking groups.
(4) Setting Performance Standards and Monitoring Results:
This will require all grants programs to establish performance measures to guide the administration of grants programs and to set ways in which the grants administration process can be reviewed, assessed and improved.
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Monitoring results of grants administration are also essential to ensuring such programs are achieving their objectives, particularly respecting equity-seeking groups.
(5) Assessment of Organizations:
This will require each grants program to ensure that its funded organizations or recipients of other supports fulfill the anti-racism, access and equity policy outlined above. The policy is designed to ensure full civic participation of all communities and specifically to engage in efforts to achieve equality for all of Toronto's communities.
In addition, each grants program will require organizations receiving funds to develop access and equity action plans and to submit a report on this annually along with the grants application form. This information will be used in the grants assessment as well as become part of the information which will be analysed and submitted to Council.
IV. Policy Implementation:
All of the City's grants programs are required to integrate the above policy and principles within their operations. This will be done in ways that are appropriate to the operations of each grants program and their capacity to undertake the activities identified above. To ensure this is being done, all grants programs will report annually on actions being taken to implement this policy.
In addition to reporting out annually, all grants programs will work together to streamline requests from organizations receiving grants from more than one City grant program.
Terms of organizations receiving grants:
(1) All organizations will be required to file a Declaration of Non-Discrimination;
(2) Organizations with total annual operating budgets greater than $25,000.00 will be required to submit documentation regarding their anti-racism, access and equity policies.
(3) Organizations receiving one-time grants will be required to include in their grant request how they intend to address the City's policy principles.
The City of Toronto recognizes that inequities, discrimination and disadvantage are generated and maintained through various means, including individual and systemic practices. To address this, the City recognizes that it, as well as organizations seeking and receiving City grants, needs to support the creation of an equitable society. Failure or unwillingness to engage in such activities could result in negative consequences and result in the withholding of City funding or the rejection of an application for funding.
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Clause # 5, Report # 6 of the Strategic Policies and Priorities Committee Adopted by Toronto City Council December 16 & 17, 1998
Appendix 3 - Policy on the Consideration of Unrestricted Reserves and Operating Surpluses in the Assessment Process
Reserves “Unrestricted” reserves are those funds that have not been restricted by the donor and whose use is, therefore, at the discretion of the Board of Directors of the organization or one of its affiliated organizations (such as a trust fund, property corporation or foundation).
“Restricted” reserves are funds designated for a specific purpose by the donor and over which the Board of the organization and its affiliates have no discretion.
It is desirable for organizations to have a reasonable level of unrestricted reserve funds to meet the following kinds of needs:
• Offsetting operating deficits • Establishing new or expanded programs • Repairing and renewing fixed assets Capital expansion Positive
cash flow.
The size of a Proponent organization’s unrestricted reserve will be considered by SSHA during the assessment and allocations process.
Thresholds As part of the assessment and allocations process, Proponent organizations are required to provide information necessary to determine the size of their unrestricted reserves in terms of months of operating expenditures.
Unrestricted reserves that are greater or equal to 1 month of operating expenses and less than or equal to 3 months operating expenses will not generally receive further consideration during assessment or allocations process (because they are considered to be reasonable.) Unrestricted Reserves in Excess of Three Months Operating Expenditures
Proponent organizations with unrestricted reserves larger than 3 months of operating expenditures will be required to submit additional information to establish the reasonableness of the size of the reserves.
An assessment of the “reasonableness” of the size of the reserves will include:
• An examination of the intended use of the fund • An examination of the previous use of the fund • A review of the Board approved policies and procedures related to the fund
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• A review of the organization’s sources of funding. If an organization’s unrestricted funds are assessed as being larger than reasonable, the project requests submitted by the organization will be considered a low priority in the assessment and allocations process.
Unrestricted Reserves Less than One Month's Operating ExpendituresProponent organizations with unrestricted reserves of less than 1 month operating expenditures will be required to submit additional information demonstrating the organization’s ability to meet its legal and financial obligations and its financial viability.
If an organization’s unrestricted funds are assessed as smaller than required to meet legal and financial obligations or to impact on the organization’s financial viability, the project requests submitted by the organization will be considered a low priority in the assessment and allocations process.
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Appendix 4 - CONTACT INFORMATION FOR KEY PARTNERS
Organization Name:
Executive Director or Equivalent
Name (First, Last):
Address:
Postal Code:
Telephone:
E-mail:
Organization Name:
Executive Director or Equivalent
Name (First, Last):
Address:
Postal Code:
Telephone:
E-mail:
Organization Name:
Executive Director or Equivalent
Name (First, Last):
Address:
Postal Code:
Telephone:
E-mail:
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