Access, Equity & Human Rights (AEHR) Investment Funding 2013 GRANT PROGRAM GUIDELINES Deadline: 4:00 pm Wednesday, February 27, 2013 HOW TO APPLY 1. Read the enclosed guidelines to ensure your group and the proposed project activities are eligible for funding. 2. Register to access the on-line application at: http://bit.ly/vvyufa or go to www.toronto.ca/grants and click on "Register for On-line Grant Application" 3. Complete and submit the on-line application by the deadline. Paper applications will not be accepted. Funding program guidelines are reviewed and updated every year to reflect City policies, funding priorities and updated eligibility and assessment criteria.
2013 Access, Equity and Human Rights Investment Funding Program The City's motto is "Diversity is our Strength". Toronto is a growing and changing community and its diversity has been celebrated as a key factor in ranking the city as a desirable place to live, visit and do business. While Toronto is well-respected as a welcoming city for diverse groups, there is need for continuing attention to ensure equity-seeking groups are able to participate fully in the social, economic and civic life of the community. The funding provided through the AEHR program is used by community organizations and residents to act on human rights, accessibility, equity, discrimination and hate crime concerns in their neighbourhoods and communities. By providing funding to community organizations, the City is able to promote access, equity and respect for human rights in more ways than it would be able to accomplish on its own. Support for Toronto's Community-based Anti-Discrimination Infrastructure City Council approved the creation of Working Group on July 11, 2012 to provide advice on ways in which the City's support for Toronto's community-based anti-discrimination infrastructure can be strengthened. The objectives of the Working Group are to advise the City on: 1. Actions the City can take to enhance the impact of its community funding on the community based anti-discrimination infrastructure; 2. Actions the City can take to increase the participation of Aboriginal groups in the City's Access, Equity and Human Rights Investment Funding Program; 3. Changes that can be made to the Toronto Grants Policy's Anti-Racism, Access and Equity Policy and Guidelines to strengthen the community-based anti-discrimination infrastructure; 4. Ways in which the impact of the City's community funding and Anti-Racism, Access and Equity Policy and Guidelines on the community-based anti-discrimination infrastructure can be demonstrated and measured; and 5. Whether an ongoing working group would enhance City's efforts to build an antidiscrimination approach into all of its activities, and what the mandate and composition of such a group would be. The Working Group is being convened by the City's Equity, Diversity and Human Rights Office and the Social Development, Finance and Administration Division. Its advice will be used to inform the 2014 application cycle of the City's Community Funding programs which begins in the fall of 2013. This process may result in changes to the Access Equity and Human Rights grant program criteria and guidelines starting in 2014. The full report can be found on the City's web site at http://www.toronto.ca/legdocs/mmis/2012/cd/bgrd/backgroundfile-48784.pdf The motions approved at City Council on July 11, 2012 can be found at: http://app.toronto.ca/tmmis/viewagendaitemhistory.do?item=2012.cd14.14 2013 AEHR Investment Funding Guidelines 2
What AEHR Funding Will Achieve The AEHR funding program provides short-term funding to community-based projects that help the City of Toronto achieve its social, economic and cultural goals. The funded projects help by working to achieve a positive race relations and human rights climate in Toronto and promoting community participation by equity-seeking groups. Equity seeking groups are those facing individual and system discrimination and disadvantage because of shared characteristics such as immigration status, gender, age, sexual orientation and disability. Communities have different assets and different structural resources to address access, equity and human rights issues such as systemic discrimination, racial bias, gender inequality, hate crime, racial profiling and so on. At the end of a funded project there will be outcomes that indicate improvement for an equityseeking group in terms of access, equity and respect for human rights. Possible project outcomes include increased awareness, skills, knowledge, and participation and support. Eligible project activities must: be delivered by an eligible community-based not-for-profit organization; be provided within the boundaries of the City of Toronto, for City of Toronto residents; address a clearly identified human rights, accessibility, equity, discrimination or hate crime concern using a community development approach; have a clearly defined start and end date and be incremental to an organization's ongoing programs and services; be designed as a response that is feasible, leverages other resources, involves volunteers and participants in the activities, and has the potential to achieve specific outcomes; be affordable, inclusive and accessible for participants; and demonstrate adequate regard for participants safety. Priority will be given to projects that are not eligible for support through other City of Toronto funding programs. Programs and services intended for ongoing delivery to the community are not eligible for AEHR investment funding. The end of the funding period must not result in the withdrawal of programs or services to the community. 2013 AEHR Investment Funding Guidelines 3
2013 Project Categories & Priorities Applications for 2013 AEHR funding must fall into at least one or both of the following two project categories: 1. Increase community participation by members of equity-seeking groups by providing information, skills and/or supports that address underlying issues and work to eliminate barriers related to access, equity and human rights. Projects in this category are expected to achieve specific results in terms of community participation of an equity-seeking group. Community participation is defined in this context as participation in economic, social, civic, education and/or volunteer opportunities. 2. Increase the capacity of communities to eliminate barriers faced by members of equity-seeking groups through advocacy and community engagement. Barriers addressed would include those at an individual, community and/or systemic level based on age, ancestry, citizenship, creed (religion), colour, disability, ethnic origin, family status, gender identity, level of literacy, race, receipt of public assistance, record of offences, sex, sexual orientation or any other personal characteristics. Projects focused on advocacy and community engagement are expected to achieve positive changes in public awareness, participation, support, partnerships, attitudes, policy discussions and/or practices within systems and institutions. The 2013 AEHR priority is to fund projects that address current access, equity and human rights issues for members of equity-seeking groups. Applications will be considered for proposed projects that are in response to an identified human rights, accessibility, equity, discrimination or hate/bias crime concern such as: In 2011 the Toronto Aboriginal Support Services Council published the Toronto Aboriginal Research Project which made recommendations to address the challenges associated with Aboriginal community capacity building. The report also cited a need to address continued racism against Aboriginal people living in Toronto as well as forms of discrimination experienced by Aboriginal people Canada's Colour Coded Labour Market Report (Wellesley Institute March 2011) cited census data indicating ongoing discrimination in the workforce maintains barriers to good paying jobs and fuels a significant income gap between racialized and non-racialized Canadians: o Racialized Canadian workers earned only 81.4 cents for every dollar paid to nonracialized Canadian workers o Racialized women (with the lowest employment levels) were 48% more likely to be unemployed than non-racialized men (with the highest employment levels) 2013 AEHR Investment Funding Guidelines 4
One in seven people in Ontario have a disability. Over the next 20 years this number will increase. (Participation and Activity Limitation Survey, 2006, from Statistics Canada) Each year about one in every five Canadians will experience a diagnosable mental health problem or illness (Mental Health Commission of Canada). In Ontario, people with mental health and addiction disabilities are protected from discrimination by the Ontario Human Rights Code under the ground of disability. The Ontario Human Rights Commission cites issues related to accessibility as well as equity and discrimination as barriers to community participation for people with mental health disabilities. Under-reporting of hate/bias crimes is a challenge that impacts the Toronto Police Services Hate Crime Unit s ability to investigate and prevent hate/bias motivated offences in various communities. The Toronto Police Services Board 2011 Hate/Bias Crime Report found that the three most targeted groups since 2006 have been the Jewish community, the Black community, and the Lesbian, Gay, Bisexual, Transgender (LGBT) community. 2013 AEHR Investment Funding Guidelines 5
Examples of Past Funded Projects Listed below are some examples of past funded projects to show the different ideas and activities funded through the AEHR funding program. Black Daddies Club This project is a participatory action research study to identify and develop information about the issues and barriers for fathers of the Black and Caribbean community. This information will fill the current gap in information about this community of focus from a Canadian perspective. Activities will include qualitative and quantitative research and the development of collaborative networks. The project will result in knowledge that can be used to strengthen the services and supports provided to Black and Caribbean fathers. Centre for Equality Rights in Accommodation This project will work to address discriminatory barriers newcomers to Canada face in Toronto when trying to access rental housing by identifying and determining the prevalence of the barriers. This information will then be disseminated through a public report to the media, policy-makers, housing providers and community organizations to increase understanding and reduce barriers through changes to policies and practices. Centre for Independent Living in Toronto (C.I.L.T.) Inc. This project will address the gap in accessible information for people with disabilities about the Convention on the Rights of Persons with Disabilities (CRPD) so there is increased understanding of how the legislation applies to their economic, social and civic participation. Activities will include the development of plain language resources and the development and delivery of workshops by people with disabilities for people with disabilities. The project will result in greater capacity within the community of focus to advocate for better service and equal representation. Centre for Spanish Speaking Peoples This two-year project addresses the issue of homophobia within the Latin American youth community. The project will include an education and awareness campaign as well as a peer education approach to address ethno-specific cultural practices and prejudices and the development of a network and support to support LGBTQ youth. The project will result in greater capacity of Latin American youth to combat homophobia and for LBGTQ Latin American youth to feel safer in their communities. Ethno-Racial People with Disabilities Coalition of Ontario This project is aimed at promoting the rights, voices, social inclusion and access to services for ethno-racial people with disabilities in the city of Toronto through the development of issuespecific advocacy discussion groups, resources and training workshops. The project will result in an increased capacity to self-advocate as well as build the knowledge and capacity of community organizations to more effectively address and respond to the status, needs and barriers experienced by racialized people with disabilities and their families. 2013 AEHR Investment Funding Guidelines 6
Evergreen The goal of this project is to identify and address barriers experienced by marginalized communities that prevent them from participating and accessing the community resources available at Evergreen Brick Works. An inclusivity audit as well as partnership and network development will identify how the barriers may be addressed. The project will conclude with the testing of responsive programming and communications strategies that will encourage increased participation and access for the focus communities. Parkdale Activity-Recreation Centre (Toronto) The purpose of this project is to strengthen the provision of supportive housing for socially isolated psychiatric survivors facing homelessness, mental health, addictions and disability barriers. Funding will be used to evaluate Edmond Place from development to its transition into a living tenant community. Project activities will include background research, personal and focus group interviews with tenants, EP / PARC and Habitat Services, partners, data analysis, final report and dissemination of the project findings to strengthen the services and programs (including supportive housing) for the focus community. Roma Community Centre This project will help ensure the Roma community in Toronto have the supports and services they need. The funding will support the delivery of workshops to agencies serving Roma people, addressing the stereotypes and barriers encountered by Roma people in accessing services. Toronto Women's City Alliance The purpose of this project is to increase gender based analysis of municipal resources (budget and services) through public education, policy analysis and advocacy. The organization will also undertake a review of the current needs, challenges and opportunities to reduce barriers to access and equity for women in Toronto, with a focus on women's participation in neighbourhoods, services and engagement activities. Project participants will have a better understanding of municipal budget and services and how they can involve themselves and others in existing decision-making processes. Vietnamese Women's Association Toronto The purpose of this project is to build the community s capacity to deal with issues of racism and discrimination within the community in order to better settle in Toronto and to collectively deal with challenges to well-being as a group. Project activities will include a literature review to confirm the most effective approach to public education and engagement of the community of focus and then implementing the education and engagement activities. The project outcomes will include an increased awareness and changed attitudes related to racism and discrimination, increased community cohesion and alliances, and a community coalition to continue this work of combating racism beyond the end date of the project. 2013 AEHR Investment Funding Guidelines 7
Amount and Duration of Funding AEHR grants are for one (1) year of funding and up to a maximum of $50,000.00. Application budgets and project workplans must be realistic and demonstrate the project will have the funding and in-kind support at an appropriate level needed to carry out a project and make a difference in the community. Funds are allocated yearly and are based on the available City budget. Each year Toronto City Council must approve the overall budget available for granting as well as the recommendations for individual organizations and projects. For the 2013 funding year, there will be approximately $800,000 available in AEHR funding. Funded project activities for the 2013 funding cycle must begin no earlier than July 1, 2013 and end no later than June 30, 2014. Grants are not to be regarded as a commitment by the City of Toronto to continue such assistance in future years. Multi-Year Projects Multi-year projects for up to three years will be considered. Applications for a multi-year project must demonstrate the project duration is required to achieve the project goals. Projects that repeat the same activities on an annual basis are not eligible for multi-year funding. The assessment of the application for a first year of funding is based on the full project workplan. Funding is allocated yearly and based on the available City budget. Applications for funding for each subsequent year of the project would be assessed based on the previous year's outcomes. Please note that the same project will not be funded for more than three years at any time. 2013 AEHR Investment Funding Guidelines 8
Who Can Be Funded To be eligible to receive AEHR funding from the City of Toronto groups must meet all of the following criteria: 1. be a not-for-profit and either incorporated or unincorporated (a not-for-profit operates without financial gain for its members or directors); 2. be accountable to the community through an elected board of directors or executive and must represent the community it serves; 3. be based in the city of Toronto (this means the organization's head office must be located in Toronto, and grant supported activities must take place in Toronto); 4. 50% or more of Board members reside in the City of Toronto, or 50% or more of the organization budget is allocated to Toronto; 5. have a recent audited financial statement (applicant organizations without recent audited financial audits are eligible to receive grant funding if they work with a Trustee Organization. For more information about working with a trustee please refer to page 19 of these guidelines); 6. be in good standing with the City of Toronto ; 7. collaborate with other service providers and community groups; 8. demonstrate a clear separation between religious and community service functions at the project and budget levels (if religious activities are provided by the organization); 9. comply with the City of Toronto Anti-racism, Access and Equity Policy (Please refer to the document titled City of Toronto Grants Policy Anti-Racism, Access and Equity Policy Guidelines on toronto.ca/grants under "Resources for Applicants); and 10. demonstrate the reasonableness of its unrestricted reserves*. (Please refer to the document titled Policy on the Consideration of Unrestricted Reserves and Operating Surpluses in the Assessment Process on toronto.ca/grants under "Resources for Applicants). Ineligible Organizations or Groups The AEHR Investment Funding Program does not fund any of the following kinds of organizations or groups: organizations with mandates and activities covered under provincial or federal legislation, such as day-cares, group homes, hospitals, schools and universities; grant-making or third-party fundraising organizations; individuals or for-profit businesses or ventures; political or lobby groups; landlord/tenant and condominium corporations. 2013 AEHR Investment Funding Guidelines 9
How Can Funding Be Used? The grant funds are for project-specific costs. Costs that are eligible for AEHR funding include activities implementation costs, project administration costs and project monitoring and evaluation costs. Project Implementation Costs Project implementation costs are any costs related to the effective delivery of the project such as: staff salaries and benefits; dedicated project space; equipment (up to $2,000 maximum) training, participation support (i.e. transportation) and honoraria for volunteers involved in the project; planning and development; developing and supporting partnerships training and development; delivery and materials costs; interpretation and translation for events and communications; and child-minding for meetings and activities. Project Administration Costs Up to 20% of approved direct project expenditures can be requested for administration costs of the organization delivering the project. This funding is offered to increase the likelihood that funded projects will have the administrative and management support they need for successful implementation. These costs may include: bookkeeping or supervision costs; office supplies or building occupancy, if not costed separately; trustee fees; and audit costs associated with the project. Project Monitoring & Evaluation Costs Project evaluation costs are any costs that relate to the evaluation of whether your project has met the goals and objectives set out in the project plan, and sharing your project results with others. These can include: costs of gathering data for evaluation purposes; costs of compiling and distributing project results and outcomes to communities and organizations; and costs of sharing project results and best practices. 2013 AEHR Investment Funding Guidelines 10
Activities That Cannot Be Funded Requests for the following purposes are not eligible for consideration within the AEHR funding program: Activities eligible for support from another City of Toronto grant program Administrative or operating support Banquets, receptions and conferences and other one- time events Capital costs (i.e. building repairs, renovations or improvements) Community newsletters Curriculum-based educational programs and projects Daycare centres, daycamps and nursery schools Fundraising activities including events Activities operated by, or that appear operated by City of Toronto division or agency staff Individuals Debt repayment or deficit funding Political activities Religious activities Donations to charitable causes Reserve funds Declaration of Non-Discrimination The City of Toronto has adopted policies and programs that promote access, equity and inclusion. All organizations and individuals are required to adopt a "Declaration of Non-Discrimination" as a condition of receiving funding or other support from the City. This declaration of non-discrimination prohibits discrimination and harassment and protects the right to be free of hate activity, based on age, ancestry, citizenship, creed (religion), colour, disability, ethnic origin, family status, gender identity, level of literacy, race, receipt of public assistance, record of offences, sex, sexual orientation or any other personal characteristics by or within the organization. 2013 AEHR Investment Funding Guidelines 11
How to Apply To apply for a 2013 AEHR Grant you must complete an application using the online (internet) system. The online application must be completed and submitted by 4:00 pm Wednesday, February 27, 2013. Please follow the steps below to get started on your online application: Step 1: Attend one of the Community Investment Funding information sessions (dates and times are listed below) and/or have a phone consultation with a City of Toronto funding staff if you have any questions about the funding criteria. Step 2: Register to receive access to the online application for the 2013 AEHR Grant. Register to access the on-line application at: http://bit.ly/vvyufa or go to www.toronto.ca/grants and click on "Register for On-line Grant Application" Step 3: Complete and submit the online application and all required supporting documentation by 4:00 pm, Wednesday, February 27, 2013. If you have not used the City's online grant application system you can attend a system training session after you have registered for the online application. Information about the system training will be sent to you in the confirmation email providing access to the online system. Step 4: By March 25 th you will receive a confirmation email from us that the application was received. Please contact us no later than April 15 th to let us know if you did not receive a confirmation email. Staff may follow up with you during the review of your application. Please keep a copy of the application at hand to answer questions or provide additional information as needed. Special Needs Accommodation of special needs (e.g. documents in alternate formats, interpreters, off-hour meetings) is available as required to ensure that groups can fully participate in the funding process. For accommodation of special needs please contact the Supervisor, Community Funding at 416.392.8334 or by email at cgis@toronto.ca. Disclosure of information As mandated by the Municipal Freedom of Information and Protection of Privacy Act (1990) s. 27 and By-Law 974-1998 all information collected on this form, including personal information may be subject to full public disclosure which may include posting to a web site. Questions about this collection can be directed to the Supervisor of Community Funding at City Hall, 14th floor, East Tower, 100 Queen Street West, Toronto, ON M5H 2N2 or by telephone at 416-392-8334. 2013 AEHR Investment Funding Guidelines 12
Information Sessions for Applicants Information sessions will be held as below for you to learn more about the funding program and to speak with City staff about your proposed project. Registration is not required. DATE TIME LOCATION Wed, January 30, 2013 2:00 4:00 pm Metro Hall 55 John Street, Room # 310 Thur, January 31, 2013 5:00 7:00 pm Metro Hall 55 John Street, Room # 303 Tue, February 5, 2013 1:00 3:00 pm Metro Hall 55 John Street, Room # 310 Wed, February 6, 2013 Wed, February 13, 2013 Thur, February 14, 2013 2:00 4:00 pm 1:00 3:00 pm 10:00 am 12:00 noon North York Civic Centre 5100 Yonge Street, Room # 3 Metro Hall 55 John Street, Room # 308 Metro Hall 55 John Street, Room # 310 Directions to Information Sessions Metro Hall North York Civic Centre 55 John Street Toronto, ON M5V 3C6 (South-east corner of King and John, two blocks east of Spadina) Public transit: subway to St. Andrew, then walk through "PATH" to Metro Hall or walk above ground 2 blocks west. Location map with accessibility details available at http://www.toronto.ca/311/location_metro_hall.htm 5100 Yonge Street Toronto, ON M2N 5V7 (On the west side of Yonge Street, five blocks north of Sheppard Avenue) Public transit: subway to North York Centre Station. Location map with accessibility details available at: http://www.toronto.ca/311/location_north_york_cc.ht m You can also call 311 for directions to Metro Hall and North York Civic Centre 2013 AEHR Investment Funding Guidelines 13
For Help or Questions Call or Email Us we are here to help If you have any questions or would like to schedule a phone consultation about the grant program and your proposed project please contact the Community Funding Unit at 416.392.9125 or by email at cgis@toronto.ca OR your Agency Review Officer if you receive Community Services Partnership funding. 2013 AEHR Investment Funding Guidelines 14
How Funding Decisions Will Be Made Priority is given to applications that can demonstrate a strong contribution to the purpose of the AEHR funding program to help achieve a positive race relations and human rights climate in Toronto and promote community participation by equity-seeking groups The assessment of your application may include an interview with your staff and board members, a review of other sources of information (including other funders), and a visit to the project site. Based on these assessments, staff develop funding recommendations that include: which projects should receive funding; how much money they should receive; and any funding conditions or comments. In developing funding recommendations, staff will also take into consideration: the need to support projects across the City of Toronto; the range of activities requesting support; the range of organizations requesting support; Priority will be given to projects that are not eligible for support through other City of Toronto funding programs. Programs and services intended for ongoing delivery to the community are not eligible for AEHR investment funding. The end of the funding period must not result in the withdrawal of programs or services to the community. You will be informed about the results of the funding assessment in writing by late May. The recommendations for all applicants are described in a report prepared by City staff for the Community Development & Recreation Committee. You will receive a copy of this report, and will be told when the committee will be meeting to review the recommendations. All funding recommendations are brought forward to City Council after the Community Development & Recreation Committee reviews them. It is expected that 2013 AEHR funding recommendations will be brought forward to City Council in June 2013. No funds may be paid to any organization without the approval of City Council. All funding decisions are made available to the public. Criteria Used to Assess Applications In order to ensure that the AEHR Investment Program will achieve its purpose of helping the City achieve its goal of a positive race relations and human rights climate in Toronto and promoting community participation by equity-seeking groups, each application will be assessed using the same funding criteria. The funding criteria are used to identify which projects that will contribute to the AEHR goals and which applicants that do not have the demonstrated capacity to implement the project. To be considered for funding, your project and organization must meet the AEHR funding criteria. However, meeting all of the criteria does not guarantee that your project will receive funding as the need for funding is greater than the money available. 2013 AEHR Investment Funding Guidelines 15
Your grant application will be evaluated in three areas: the project objectives (what will be achieved with the funding); the project design & implementation (how the activities will happen); and the project evaluation (how you will know the project achieved its goals). The chart below outlines these three areas and the criteria used to assess your application. Criteria Used to Assess Applications Area of Assessment Project Objectives Project Design + Implementation (Activities) Project Evaluation In order to show that the project is: Consistent with AEHR Funding Purpose and Categories Responsive Accessible Achievable Effective Resourceful Accountable The project must: Items marked with * are defined in the glossary following this section Help to contribute to meeting purpose of the AEHR Funding program Fit within one of the AEHR categories of funding Show AEHR grant funds are necessary to achieving the project s goals Be offered in the city of Toronto for residents of Toronto Have demonstrated community support Be free or affordable for the intended participants Include steps that address barriers* to participation for equityseeking groups as well as the community of focus Have attainable goals* and measurable outcomes* Be within the ability of the organization to carry out the project Have a realistic workplan Operate on a balanced, realistic and sufficient budget* Use a program model shown to be effective, or provide learnings about the planning, implementation and evaluation of the model used Operate with adequate regard for participant safety Incorporates a community development approach, involving volunteers and the focus community in the development and management of the project Show how the project resources contribute to achieving the project outcomes* Include in-kind support* in the project resources Not include other City of Toronto funding income in the project budget Have routine monitoring* of the project s implementation Include an evaluation* component to measure the project effectiveness Not include more than 20% administration costs Use sound financial management practices Make information about its project activities and outcomes available to the community* 2013 AEHR Investment Funding Guidelines 16
Appealing a Funding Recommendation You can appeal a funding recommendation including the amount, the conditions, or the comments. When making an appeal you should consider: whether circumstances have changed since the original application was submitted, whether there was misinterpretation of the original application, and you can now clarify the area where there were problems. The Appeals Sub-committee of the Community Development & Recreation Committee will consider these appeals. Appeals can be through a written submission, a public deputation or both. The committee then makes recommendations to City Council. For more information about making a deputation to a committee of council, please refer to http://www.toronto.ca/legdocs/tmmis/have-your-say.htm on the City of Toronto s website. Complaints Process The Complaints Policy for City of Toronto grants and funding programs in accordance with the Complaint Handling Guidelines published by the Office of the Ombudsman v 2010. The City of Toronto offers funding programs that support the community sector to provide activities that help the City meet its strategic goals. Funding programs are delivered by City divisions, boards or agencies that administer their programs in accordance with the City's grants policies. City funding programs aim to be accessible, fair and equitable, open and transparent, accountable and responsive. For information about how to make a complaint about a City of Toronto grants program please visit our website at: http://www.toronto.ca/grants/complaints.htm#section_3 Mailing Address Please use this address for any written correspondence. Please note that applications must be submitted online. Paper applications will not be accepted. AEHR Funding Community Funding Unit 15 th Floor, East Tower, City Hall 100 Queen Street West Toronto, ON M5H 2N2 2013 AEHR Investment Funding Guidelines 17
If You Are Approved For Funding Letter of Understanding Organizations that are allocated funds will receive a Letter of Understanding. This letter sets out the terms and conditions of funding and forms an agreement between the City of Toronto and the organization. Before your grant can be released you must submit to our office: a signed copy of the Letter of Understanding; a signed copy of the City of Toronto Declaration of Non-Discrimination Policy Form; and all other administrative requirements and funding conditions including an updated budget and workplan if applicable Reporting on Use of Funding AEHR Funding recipient organizations are required to submit a report on the use of funding within three months of the end of the funding period. Organizations will receive a report format that includes questions related to participation statistics, activity updates and reporting on expenditures. The Letter of Understanding details the dates by which reports are required. Failure to submit project reports can result in the organization being deemed to be not in good standing with the City of Toronto and result in organizations not being eligible for City funding. Acknowledgement Public acknowledgement must be made on any materials, reports, events, signage or publicity, which are paid for, in full or in part with this funding. This should read This project is financially supported by the City of Toronto AEHR Funding. 2013 AEHR Investment Funding Guidelines 18
Additional Information, Tips and Hints for a Successful Application Applying with a Trustee Organizations that are not incorporated and/or do not have a recent audited financial statement work with a trustee to receive City of Toronto grant funds. A trustee organization provides the level of financial as well as project management necessary for successful implementation of the project. Do we need a trustee organization to apply for a grant? A group can still apply for a grant if they do not have a trustee organization identified. If your group is approved you will need to find a trustee before grant funds can be paid. Why is a trustee required? As a City of Toronto grant recipient, organizations are required to be accountable for the use of grant funds. This accountability requires financial management processes and systems as well as project management capacity. Incorporated organizations with audited financial statements have in place the required systems and processes to manage and account for use of City grant funding and support the successful implementation of the project. What is a trustee? A trustee is an organization that is willing to be responsible for the disbursement of the funding to the group being trusteed. Trustees are expected to set in place an agreement and procedures that enable responsible management of the grant funds. This includes the areas of financial accountability and project management. Trustee organizations must: meet all the organizational eligibility criteria (including be a non-profit and have audited financial statements) have a service mandate related to the proposed project; demonstrate effective management and administrative capacity; agree to take responsibility for the management of financial and project activities proposed by the applicant organization; and report on the use of the project funds through their annual financial audit. The applicant organization and trustee must submit a signed agreement specifying the terms and conditions of the trusteeship arrangements. A copy of this agreement must be submitted before any funds can be paid. For more information about working with a trustee organization please refer to the Trustee Fact Sheet included on the Resources for Grant Applicants at INSERT URL 2013 AEHR Investment Funding Guidelines 19
What is a project? Projects are time-limited. Projects have a beginning, middle and end. At each of these points, specific outputs or results will be achieved. Projects are incremental to an organization s ongoing programs and services. Projects are not activities that don't receive ongoing funding and so take place as or if and when funding is received. A project is not designed to deliver ongoing services to community members. This means that the end date of the project does not result in a loss of service available to community members. Projects have measurable, short-term goals, objectives, and outputs that relate to broad prevention perspectives and community trends Projects do not have to show sustainability since they are expected to have an end point. There is no expectation that you need to replace project funding with other sources of funding. What makes a project different than a program? The goal of project funding is to achieve a positive race relations and human rights climate in Toronto and promoting community participation by equity-seeking groups through outcome-focused, timelimited efforts. This is different from program funding that is provided for longer periods to meet ongoing community needs. How do projects relate to the core services and programs of organizations? The project should not be the same or a simple expansion to your regular program activities or core services; the project is an additional and separate element or initiative. It may build on, or support the impact and sustainability your regular work. The project should include people other than or in addition to your current program participants, or clients. The organization should have the capacity to manage the project. One indicator of this is that the organization budget is larger than the project budget. What are the benefits of a project approach? The benefits of an AEHR project for an equity-seeking group can include: increased well-being increased capacity to address AEHR concerns increased participation by members of the focus community in economic, social, civic, education and/or volunteer opportunities The benefits of an AEHR project for organizations can include: experience with new models/approaches to meet the needs of community served by the organization increased understanding of AEHR needs through interaction with the community resources and learning can be shared to enhance the ongoing programs of the organisation and others in the community 2013 AEHR Investment Funding Guidelines 20
Glossary Advocacy is an action performed by an individual, group of individuals and /or an organization to raise awareness of an issue or situation and further a particular resolution to this issue. Balanced, realistic budgets are those where the total income and expenditures are the same, and sources for all of the funds needed have been identified and are feasible to raise. Barriers are obstacles that exist for equity-seeking groups in accessing information, activities, and resources. Barriers may include a lack of financial resources, language, homophobia, racism, and physical barriers (such as steps). Capacity-building approaches identify and build community and individual strengths to address community issues effectively, efficiently and sustainably. Capacity building involves communities in the planning and delivery of programs and services. Civic participation refers to the opportunity for people to participate in open, democratic decisionmaking processes and effective dialogue to contribute their ideas, opinions, and energy to the wellbeing of the city through many types of mechanisms, including local organizations. Communities are groups of people who share a geographic location, common bond or experience. Most people belong to more than one community. City of Toronto grant programs recognize communities as they define themselves. Community Need: a gap in service that has been identified by both service users and providers, and has been documented Corporate Grants Information System (CGIS) is an on-line (web-based) centralized system that was initiated in 2002 to allow for better data management by the City s funding programs. CGIS will enable applicant organizations to submit funding applications through a secure on-line system. Organizations will be able to complete, edit, and submit their funding applications on-line, as well as print out a paper copy of their application. Equity seeking groups are those facing individual and systemic discrimination and disadvantage because of shared characteristics such as immigration status, sexual orientation and disability. Evaluation is the process by which the success of the project in meeting its goals and objectives are assessed. Goals are statements that identify what the program is designed to accomplish at a broad level. Indicators are the benchmarks used to determine whether an organization or program has successfully achieved the objectives that they have set. In-kind support is any resource other than money, such as donations of supplies, contributed expertise, collaborations with other organizations, volunteer participation and use of land and facilities. 2013 AEHR Investment Funding Guidelines 21
Logic Model is a method to communicate an understanding of the interrelationships among community needs, project activities, outputs, performance indicators, outcomes and strategic directions. Logic models can graphically show how your activities contribute to your agency objectives and the AEHR Investment funding goals and priorities, tell the performance story of your project and helps organizations identify and collect better information so the story is more accurate. Marginalized, high-risk, vulnerable communities are those that experience significant disadvantage in areas including income, employment, education, and access to decision-making. Monitoring is the ongoing collection and review of project implementation data against a previously established plan, and taking corrective action based on the results Outcomes are the benefits or changes for participants or communities during or after their involvement in the project. Examples include new knowledge, new skills, changed attitudes or values, improved condition, altered status or modified behaviour. Programs are service strategies to address specific individual or community issues. They should meet the needs of a defined target group by providing activities that are designed to create a positive change that is sustainable. Projects are time-limited activities designed to address short-term objectives. Projects are intended to complement ongoing programs, not become ongoing programs. Reserves Restricted reserves are funds designated for a specific purpose by the donor or funder and over which the Board of the organization and its affiliates have no discretion. Unrestricted reserves are those funds that have not been restricted by the donor or funder and whose use is therefore at the discretion of the Board of Directors of the organization. Unrestricted reserves include any reserves internally restricted by the Board of Directors. Stakeholders are individuals, groups and organizations that have a vested interest in the successful running of a program and organization. Stakeholders include the program participants, community members, management and funders 2013 AEHR Investment Funding Guidelines 22