Purpose of the PSO/MSO Base Funding Program

Table of Contents Purpose of the PSO/MSO Base Funding Program... 1 New for 2009-2010... 2 Applying via the Internet... 6 Mandatory Document Submission Requirements... 8 Deadline... 9 APPENDIX A: Association Contact Information Form... 10 APPENDIX B: Terms and Conditions... 11 APPENDIX C: PSO Base Funding Application... 12 APPENDIX D: MSO Base Funding Application... 13

Purpose of the PSO/MSO Base Funding Program The Ministry of Health Promotion is pleased to provide you with the 2009-2010 Provincial Sport Organization and Multi Sport Organization (PSO/MSO) Base Funding Guidelines. The PSO/MSO Base Funding Program supports the achievement of the goals and objectives of ACTIVE2010, the provincial government s comprehensive strategy to increase physical activity and participation in sport in Ontario. The Base Funding Program supports the sport goals of ACTIVE2010 that are identical to the goals of the Canadian Sport Policy (CSP), which are Enhanced Participation, Enhanced Excellence, Enhanced Capacity and Enhanced Interaction. PSOs and MSOs stimulate high performance and broad-based participation in amateur sport, and physical activity in general, at all levels and in all regions of Ontario. This results in significant public benefits including: The development of healthy lifestyles through widespread participation in sport and recreation; The encouragement of physical activity and the pursuit of athletic excellence; and The development of a culture of sport excellence, whereby sport is valued in the everyday lives of Ontarians. 1

New for 2009-2010 Emerging Trends and Priorities Since the last base funding application process in 2006-2007 the sport landscape has changed significantly in Ontario as a result of a number of emerging trends, priorities and other initiatives. These include: o The Ministry s commitment to implement Canadian Sport for Life (CS4L) and related Long-Term Athlete Development Model (LTAD) in Ontario; o The establishment of the Quest for Gold Program; o The emergence of the Canadian Sport Centre Ontario and the Coaches Association of Ontario as key players in athlete and coach development; o The bid for the Toronto 2015 Pan/Parapan American Games; o Initiatives at the national level such Podium Canada s Own the Podium and Road to Excellence programs that are targeting funding to those sports that demonstrate the most potential to obtain podium finishes; and o Continued decline in participation in sport, particularly amongst underrepresented groups. Review of PSO/MSO Base Funding Program The Ministry must respond to emerging trends and priorities by examining all that it does in sport to ensure that funding dollars are being optimized for the achievement of stated goals and priorities. To this end, the Ministry undertook a comprehensive review of the PSO/MSO Base Funding Program in 2008 as a precursor to releasing the application for the next three-year cycle, beginning in 2009-2010. The purpose of the review was to assess the extent to which the Base Funding assessment tool (i.e. application) allowed the Ministry to: o Focus more funding on those PSO/MSOs that are assisting the Ministry the most in achieving its sport goals and priorities; o Measure each PSO/MSO s contribution to sport development in Ontario insofar as it impacts on their sport(s). A large number of PSO/MSOs took part in the review process, either through attendance at Ministry conducted information sessions or through completion of an on-line survey. The Base Funding Application has been revised to reflect the Ministry s interest in making the application a more effective tool for the purposes stated above. The Base Funding Application asks PSO/MSOs to describe how they contribute to sport development through the provision of existing and planned activities. The application (Appendix D for PSOs, Appendix E for MSOs) also focuses on measuring each organization s ability to effectively govern, plan, budget and manage the affairs of their PSO/MSO. Base Funding provides financial assistance to PSO/MSOs for the delivery of core programs and services in a manner that is safe and accessible to all. 2

1. Eligibility Criteria Provincial and Multi Sport Organizations eligible to apply for Base Funding are required to hold current recognition status with the Ministry of Health Promotion and be part of the regular program in at least one of the Ontario Games, the Canada Games or the Olympic/Paralympic Games, or have at least 2,000 paid members, according to the Ministry s membership definition. NOTE: Organizations that have been recognized by the Ministry of Health Promotion but are not yet Base-eligible will have the opportunity to apply for ACTIVE2010 Sport Priority Funding (SPF). Information on ACTIVE2010 SPF for 2009-2010 will be available in May 2009. 2. Multi-year Assessment The Ministry of Health Promotion will again utilize a multi-year Base Funding assessment approach. Under this approach, one assessment will be conducted to determine Base Funding for each year of a three-year cycle. The next cycle will cover 2009-2010, 2010-2011 and 2011-2012. The continuation of the multi-year assessment approach is a result of ongoing feedback received from the sport community to provide PSO/MSOs with a greater ability to forecast funding. However, it must be noted that the change to a multi-year assessment could result in either decreased or increased funding for three successive years to some organizations before an opportunity will exist for re-assessment. Please note that the funding levels determined for PSO/MSOs through the multi-year assessment will be a guide, but individual organization funding levels may be reduced if annual year-end reports indicate a significant decline in performance level or if the Ministry s budget for the PSO/MSO Base Funding Program is decreased in any of the next three years. Once eligibility for the upcoming three-year cycle has been determined, non-eligible PSO/MSOs will not have the opportunity to apply for Base Funding until the following Base Funding cycle in 2012-2013. 3. Reporting Please be advised that the 2009-2010 Base Funding Application serves as the 2008-2009 Base Funding Report as well. PSO/MSOs are required to provide the following information in each of the three years of the assessment period: 1. As per section 7.2, Financial Statements, in the Terms and Conditions, please note that within 90 days of the PSO/MSO s most recent year-end, applicants must submit a financial review engagement, prepared by a licensed public accountant (a chartered accountant). A financial review engagement provides a moderate level of assurance about financial statements. The review consists primarily of inquiries and discussions 3

with management; analysis of information they provide; and only limited examination and testing of systems, procedures and transactions. NOTE: PSO Councils are only required to submit one financial review engagement for the entire council, not for each member of the Council. 2. A valid insurance certificate must be submitted to the Ministry for each of 2010, 2011 and 2012, prior to expiry of the previous certificate. 3. For report back purposes, a Ministry template for the submission of the required information will be sent to each PSO/MSO in early January of each year. The information required in the objective questions of the 2009-2010 Base Funding Application must be submitted by no later than May 31 of each year, 2010, 2011 and 2012. Please continue to track the activity levels of your association for official training, coach training, etc. and be sure to start tracking CS4L-LTAD stage-appropriate competitions. Additional report back requirements to be submitted by May 31 of each year will include, but will not be limited to the following: a. Projected association budgets that have been adopted by the Board of your PSO/MSO for each of 2010-2011, 2011-2012, and 2012-2013 (a draft is acceptable, and once approved it shall be replaced by a final version); b. Updates on the association s membership plans (e.g. recruitment results attained, retention plan and future recruitment plan), operational plan (past results and future plans) and other plans referenced in the Base Funding Application for each of the three years; c. Updates on the implementation of the association s CS4L-LTAD Model; d. Updates on the association s transition to the new National Coaching Certification Program (NCCP); e. Verification that the association has a current, operational risk management policy and its members are aware of and agree to adhere to same; f. Annual General Meeting (AGM) Minutes for each year; g. Updated copy of the Association Contact Information Form (Appendix A). 4. Guidelines for Provincial Sport Organization Councils Definition of a Provincial Sport Organization (PSO) Council: A PSO Council is a provincial governing sport body recognized by the Ministry that has two or more affiliate groups or member associations, which provide programs and services on behalf of the PSO Council. Recognition of a PSO Council: A PSO Council must have a minimum of 200 members. Members means the registered athletes, coaches, officials, and volunteers that paid a membership fee directly to the PSO Council or indirectly to an affiliate group or member association in 2008-2009 and to whom the Council delivered programs, services and activities, directly or indirectly on an ongoing basis for the association s fiscal year. Ongoing basis means a deliverable provided, or benefit received by members, at regular and multiple intervals excludes a one-time service, benefit or activity. Members are deemed as individuals. Clubs, courts, boats, etc. are not applicable. 4

PSO Council Responsibility to the Ministry of Health Promotion: The Council must ensure that each affiliate group or member association has read and understood the Terms and Conditions as a mandatory requirement to receiving any funding from the Ministry. The Council must ensure that each affiliate group or member association has read and understood the Objects and By-laws and all related policies of the Council and they must agree to adhere to their intent. The Councils must also ensure that each affiliate group or member association have Objects and By-laws and related policies that are not in conflict with the intent of those in effect for the Council. Each affiliate group or member association in a Council must have a current Risk Management policy in place and it may not be in conflict with the policies of the Council. Examples of policies that contribute to a Risk Management policy include: Conflict of Interest Guidelines Anti-Harassment Policy Anti-doping Policy Discipline and Appeal Policies Screening Policy Safety Policy Equity Policy Each PSO Council must develop either a letter of intent or an agreement with their affiliate groups or member associations outlining the Terms of Reference for their working relationship. It is the intent of these documents to ensure a clear reporting structure between the Council who applies for and receives Ministry funding, and each of the affiliate groups or member associations. The Council may be required to prepare separate Terms and Conditions for each of their member organizations based on the individual needs of the Council. Terms and Conditions for each member organization must be on file with the Ministry of Health Promotion if they are already in effect. If there are any changes to the structure of your association, it must be reflected in a revised agreement, whereby a Ministry Sport Consultant will be available to assist. A Ministry Sport Consultant will also provide assistance, where required, to each new Council when developing terms of agreement with its affiliate members. The Council has the right and responsibility to withhold funding or request that funding be returned if any affiliate group or member association does not comply with their agreement as it applies to the Council. Mandatory PSO Council Requirements: The Council must submit a list of the member associations or affiliate groups for whom it is completing the funding application. The Council must indicate all transfers of Ministry funds to each affiliate group or member association in the budget submitted in the Base Funding Application. The Council must complete an Association Contact Information Form (Appendix A) for the Council and for each affiliate group or member organization that receives Ministry funding. Please fully expand on all acronyms. The Council must submit a complete association budget for each affiliate group or member association that receives Ministry funding from the Council and provides programs and services on behalf of the PSO Council in the Base Funding Application. 5

Each affiliate group or member association that provides programs and services on behalf of the PSO Council members must provide the Council with a year-end financial report and budget signed by the President. NOTE: As per section 4.1 (b), Funds Provided of the Terms and Conditions, if this element is not complied with by the Council, funding may be withheld. The Ministry of Health Promotion has the right to ask for funding to be returned if the Council s affiliate groups or member associations do not comply with the Terms and Conditions as they apply to the Council. Applying via the Internet The Base Funding Application shall be completed via the Internet, in an on-line application. Please refer to the instructions below. You will need the following information to access the on-line application: Address: http://myadmin.nortia.org/ontariofunding Username: surname of your PSO/MSO s President (all lowercase) Password: surname of your PSO/MSO s President (all lowercase) All previous passwords have been re-set as indicated above. The first time you log on to the site please enter your username and password as indicated above. In the top right corner, click on View Profile and complete all fields as they pertain to your organization. You should also create a new password. If your new password is rejected, it is likely because another user has already selected the same password. If you choose to share this password with other members of your organization, they will have full access to add/delete content from your submission. This may be helpful in gaining additional input and having content reviewed, however please keep in mind that if content is mistakenly modified or deleted by another user, you will need to re-enter it. You also have the option of creating a Read-Only password, allowing others access to view all eligible sections, without editing rights. To complete the Base Funding Application, make a selection from the Available Sections drop-down box found on the right side of the screen. After selecting a component, also select a question from the table on the right side. Use the TAB key to move between cells within a question. Once a question has been answered, the question title in the table will change colour, indicating that your answer has been saved. You will have full access to go back and revise and re-save an answer or attachment as many times as necessary. Other instructions are found within the pages of the application. Please read these carefully prior to starting your submission entry. The application has many features you should be aware of: The Autosave function, which automatically saves your content before you leave one question and move on to another question. Many of the numerical questions will automatically calculate the totals or percentages, saving you the step of doing the mathematics. 6

The ability to attach charts and other documents (example: operational plan). Please keep in mind that if you are attaching your own charts, you must include all of the information/columns the question requests. Instructions are provided within the application on how to attach these documents, and how to enter the overall totals. When attaching your own charts, overall totals must be entered for credit to be given for that question. Ministry software will only open Microsoft program files such as Word, Excel and Powerpoint. Help sections within each page click on the? (large question mark) for help with that question. Editing tools within text questions, such as those found in word-processing applications. It is the Ministry s preference that all PSO/MSOs use this format to complete their 2009-2010 Base Funding Application. If, however, you are unable to use the on-line application or have any difficulty with the application, please contact your designated Sport Consultant immediately for assistance. Although it is the Ministry s preference that all applicants use the on-line format, an electronic version can be made available upon request. You must retain a copy of the Base Funding Application, Terms and Conditions and all attachments for your association s records. In addition to completing the Base Funding Application on-line, applicants must print and submit hard copies of the application, along with mandatory documentation detailed in the Mandatory Document Submission Requirements section of this booklet by no later than 12 noon on May 31, 2009 or by 12 noon of the next business day (June 1, 2009) due to the fact that the normal submission deadline of May 31 is a Sunday. NOTE: There are separate applications for PSOs and MSOs. Please ensure you complete the appropriate application. If you are unsure about which application to complete, contact your designated Sport Consultant for assistance. 7

Mandatory Document Submission Requirements Each PSO/MSO is required to submit the following hard copies to the Ministry by 12 noon on May 31, 2009 or by 12 noon of the next business day (June 1, 2009) due to the fact that the normal submission deadline of May 31 is a Sunday: 1. One (1) hard copy of the Association Contact Information Form (Appendix A); Note: Councils must submit an Association Contact Information Form for each affiliate group or member organization that receives Ministry funding; 2. One (1) signed, original hard copy of the Terms and Conditions (Appendix B). The PSO/MSO Board must be aware of the content of the application and have approved the signing authority as per association by-laws; 3. Four (4) hard copies of the Base Funding Application for 2009-2010 complete with attachments following the question to which they pertain; 4. One (1) hard copy of the association s most recent financial review engagement or audit; 5. One (1) hard copy of the most recent valid insurance certificate for the association; 6. One (1) hard copy of the minutes of the association s most recent Annual General Meeting; and 7. One (1) hard copy of the Objects and By-laws (formerly known as constitution) for the association. Please do not submit your paperwork in any kind of folder or binder. It is our preference that paperclips, elastics or staples be used to hold together the individual components of the application (e.g. financial review engagements, etc.) but that the entire application not be bound together. Cover pages, dividers, and bindings of any sort will be removed upon receipt of the submission as the various documents are dispersed throughout the Sport and Recreation Branch for assessment purposes. Please note: Total funding will not be released until all reports and mandatory requirements have been received and approved. As per section 7.4, Inspection in the Terms and Conditions, the Ministry has the right to audit the grant recipient upon 24 hours notice to inspect the information provided within the Base Funding Application. Sport Consultants may ask for verification of the data submitted. The Terms and Conditions submitted as part of the 2009-2010 application process are binding for the duration of the three-year assessment cycle. All PSO/MSOs are required to re-submit valid insurance certificates prior to the expiry of the certificate submitted. Financial reports are to be forwarded to the Ministry within 90 days of your association s fiscal year-end. 8

Deadline Deadline for submission of the Base Funding Application and all other mandatory documentation is 12 noon on May 31, 2009 or by 12 noon of the next business day (June 1, 2009) due to the fact that the normal submission deadline of May 31 is a Sunday. Send all mandatory documentation care of: Maria Tsimenidis Ministry of Health Promotion Sport and Recreation Branch 393 University Avenue, 18 th Floor Toronto, Ontario M7A 2S1 (416) 314-7688 Included are the following Appendices: Appendix A: Association Contact Information Form Appendix B: Terms and Conditions Appendix C: PSO Base Funding Application Appendix D: MSO Base Funding Application 9

APPENDIX A: Association Contact Information Form To be completed by each PSO and MSO and submitted by the deadline date. PSO Councils must complete an Association Contact Information Form for each affiliate group or member organization that receives Ministry funding. 10

APPENDIX B: Terms and Conditions To be completed by Provincial Sport Organizations and Multi Sport Organizations, with an original, signed copy submitted by the deadline date. 11

APPENDIX C: PSO Base Funding Application To be completed by Provincial Sport Organizations only. 12

APPENDIX D: MSO Base Funding Application To be completed by Multi Sport Organizations only. 13