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STAFF REPORT April 19, 2002 To: Administration Committee From: Chief Administrative Officer Subject: 2002 Access and Equity Grant Program - Allocations Purpose: This report recommends the allocations of the 2002 Access and Equity Grant Program. Financial Implications and Impact Statement: Funding for grants recommended in this report is available within the Consolidated Grants Budget, which provides an allocation of $473.8 thousand for the 2002 Access and Equity Grant Program. Recommendations: It is recommended that: (1) grants totalling $468.8 thousand be approved as outlined in Appendix 1– 2002 Access and Equity Grant Program Allocations; (2) $5.0 thousand be held in reserve for appeals subject to the submission of a report recommending the allocation of this reserve; (3) the appropriate City of Toronto officials be authorized to take the necessary action to give effect thereto. 2 Council Reference In March 2002, City Council approved the 2002 Operating Budget, which provided an allocation of $473.8 thousand within the Consolidated Grants Budget for the Access and Equity Grant Program. The Access and Equity Grant Program operates under the following policies and procedures approved by Council: (a) “legislative Process for Grants Policy and Administration”, adopted by Council in April 1999; (b) the "City of Toronto Grants Policy" approved by Council in December 1998; (c) the Action Plan and Recommendations of the Task Force on Community Access and Equity adopted by City Council in December, 1999. Background: The Access and Equity Grant Program was established in 1980 as a municipal response to support community efforts to respond to direct and systemic racism. The objectives of the Access and Equity Grant Program set by Council were: ● to strengthen a positive race relations climate in the City of Toronto; and, ● to promote respect and value for Toronto’s multicultural and multiracial character. To achieve these objectives the Access and Equity Grant program provides support to a community infrastructure aimed at combatting racism and ethno-racial inequality. Support is provided for the following activities and programs: (a) advocacy activities regarding human rights and ethno-racial equity; (b) public education programs aimed at eliminating racial discrimination; (c) community development activities aimed at improving access to services and to civic participation; and (d) programs aimed at combatting hate activity. All applications are assessed against the eligibility criteria, program priorities and selection criteria outlined in Appendix 2. Comments The Access and Equity Grant Program supports City Council’s Strategic Plan as it pertains to the principles of equity, access, diversity, advocacy and community participation. Economic integration and the social, cultural and political participation of all members of society are key determinants and measures of an inclusive civic identity. The Access and Equity Grant Program is one of the strategies that the City of Toronto has in place to directly address the challenges brought by ongoing changes in the City’s demographic composition. In addition, through the 3 Access and Equity Grant Program the City of Toronto can demonstrate its leadership and support for community action to address discrimination, disadvantage and hate activity. Before 1961, most of Toronto’s immigrants (92 percent) were from Europe including Britain. Today, European born individuals comprise less than 2 percent of Toronto’s recent immigrants. Over half of the city’s population was born outside Canada. Toronto’s residents now come from close to 170 countries and speak more than 100 languages. Aside from the changing demographic patterns, other data and analyses such as the Ornstein study, the United Way report, “A Community Growing Apart”, and the “2001 Toronto Police Services report on Hate Crimes” have documented social and economic barriers and an increased incidence of hate crimes, especially as a backlash of the September 11, 2001 tragedy. The Access and Equity Grant Program encourages social cohesion and inclusion by supporting civic engagement activities and programs or projects which strengthen the capacity of marginalised communities to address their needs. Funding Trends: To respond to the growing community need, several funders provide grants to reduce the impact of discrimination and disadvantage. However, funding available from all existing funding sources programs is not sufficient to meet community demand or need. The external funders are: the Federal Department of Canadian Heritage; the Province of Ontario through the Trillium Foundation; the United Way of Greater Toronto; the MayTree Foundation and the Canadian Race Relations Foundation. The Federal Multicultural Grant Program, provides funds to develop strategies that facilitate the full and active participation of ethnic, racial, religious and cultural communities. It also provides funds to remove barriers to equitable access by involving communities in public decision making processes. The Provincial Trillium Foundation provides funds to respond to changing community needs in order to build healthy, sustainable and caring communities in Ontario. The United Way of Greater Toronto Area has a funding stream called the Newcomer Grants Program which provides one-time project funds to improve settlement services for marginalized groups. The MayTree Foundation focuses its funding objectives on assistance to newcomers and refugees. It provides grants in 3 categories: public education, capacity building and organizational effectiveness. The Canadian Race Relations Foundation provides grants for public education to eliminate racial discrimination. At the direction of the City’s Grants Sub-Committee, a Funders Forum was held in February 2002 as a means of discussing common issues and challenges. It is intended that these discussions take place bi-annually. In addition, the MayTree Foundation recently convened discussions among private foundations and public sector funders to address race and poverty issues. These discussions have led to the establishment of a Race and Poverty Funders Network. A proposal under consideration is the establishment of a "Strategic Funding Pool" to which funders would make a contribution to support a specific program to address race and poverty. City staff are involved in these 4 discussions with a view to bringing forward recommendations regarding the City’s future role in this program. 1. Update on Implementation of City Auditor’s recommendations and allocations process The City Auditor has provided a number of recommendations regarding the management of all the City’s grants programs. These recommendations are being addressed through the Grants Accountability and Risk Management Framework and a report on this has already been submitted to Council’s Grants Sub-Committee. A Risk Management approach to grants administration increases the ability of programs to achieve expected results. The Toronto Grants Co-ordinating Committee, an interdepartmental staff committee, has established subcommittees to develop specific policies and implementation tools regarding Surplus/Reserve Policy for Project Funding, Audit Practices Checklist for Project Grants, Risk Management for Project Grants, Common Components, and Performance Measures. These tools will ensure consistent application of common standards across all of the City’s grant programs. The Access and Equity Grant Program has been utilising a Risk Management framework in its allocation of grants. The assessment process for each applicant includes a review of a number of documents such as progress reports, financial statements, by-laws, and letters patent. During the 2002 process, financial statements were examined to determine if any annual operating surpluses were a result of unexpended Access and Equity Grant funds. Information on Unrestricted Reserves was requested. In addition to the file review, a site visit or meeting with the applicant is conducted by City staff at which time the progress report and programs funded under the Program are reviewed. Evaluation of agencies who are repeat applicants are rotated among staff administering the Access and Equity Grant Program. After the on-site interviews are conducted with all applicants, the City staff team reviews the applications as a group and makes allocation recommendations based on the Council approved criteria. Allocations are made to organisations who can demonstrate measurable, attainable goals and expected annual results. After Council has approved the recommendation, payment of the grant is made upon receipt of a satisfactory final report for the previous funding period. 2. Outreach and Assessment: For the 2002 Program, application packages were made available in November 2001 with a deadline of February 1, 2002. An Information Session and Help Clinic was held at Metro Hall. Applications for the Access and Equity Grant Program were evaluated by a staff team as noted above, using the program criteria outlined in Appendix 2. The assessment of each application considers: • the need of the community being targeted by the project; • the priority of the activity with respect to identified needs in Toronto; • the potential long-term impact of the project; • the ability of the organisation to implement the project; • the viability of the project; 5 • the administrative capacity of the organization; • the state of development of the organization; • the track record of the organisation in the community; • the level