September 2, 1999

To: Policy and Finance Committee

From: Chief Administrative Officer

Subject: Establishment of the Grants Sub-Committee

Purpose:

To request the appointment of members to a sub-committee of the Policy and Finance Committee to deal with corporate level grants issues, as directed by Council.

Funding Sources, Financial Implications and Impact Statement:

Not applicable.

Recommendations:

It is recommended that:

(1) a membership of three Councillors be appointed to form the Grants Sub-Committee;

(2) the overall mandate and workplan outlined in this report for the Grants Sub-Committee be adopted; and

(3) the appropriate City officials be authorized and directed to take the necessary action to give effect thereto.

Council Reference/Background/History:

In March 4, 5 and 6, 1998, Council approved a report titled Municipal Grants Review Committee which established a Council Committee to oversee the development of a municipal grants policy and to review and recommend all 1998 grants allocations reports for Council consideration. This Committee reported to Council through the Strategic Policies and Priorities Committee.

One of the initial duties assigned to the M.G.R.C. was the development of the City of Toronto Grants Policy . A key element of grants policy development was a discussion of grants and the legislative processes related to them. The M.G.R.C. recommended that grants responsibilities be split between the appropriate standing committees and a special purpose grants committee reporting to the Policy and Finance Committee.

City Council approved a report titled Legislative Process for Grants Policy and Administration (April 13, 14 and 15, 1999, Report No. 7, Clause No. 5), which provided Council with a number of options with regard to committee reporting procedures for grants policies and programs. Council approved Option 4 establishing a Sub-Committee of Policy and Finance Committee to deal with corporate level grants issues, and requesting a report to Strategic Policies and Priorities Committee (now to the Policy and Finance Committee) with a proposed work plan and a sunset date.

Comments and/or Discussion and/or Justification:

Grants Responsibilities Overview:

Committee level grants responsibilities can be grouped into two broad categories: program responsibilities including program design, priority setting within programs, allocations, and program monitoring; and corporate responsibilities including grants policy issues, corporate-wide priority setting, allocation of the grants contingency, budget development, and other miscellaneous issues.

Standing Committee Responsibilities:

Standing Committees have responsibility for those grants programs which fall within their respective program mandates. As directed by Council, 1999 allocations reports were reviewed and recommended by the relevant standing committees beginning in June 1999. In addition to allocations, standing committees have responsibility for the development, review and monitoring of grants programs in the context of related policies and programs and their continued fit with Standing Committee/Council priorities.

Grants Sub-Committee Responsibilities:

While the M.G.R.C. achieved notable consolidation and standardization with respect to grants administration, there are a number of key issues yet to be addressed. Now that Council has a Grants Policy, a process for reviewing grants programs to ensure that they are in compliance with the policy is required. As well, while benchmarking with respect to grants administration practices has begun, further work is required in this area.

The Grant Sub-Committee has limited direct grant making responsibilities. The grants contingency was established to respond to requests that do not meet the criteria of established grant programs. A review of the use and continued need for a grants contingency fund is also required. Line item grants that do not fall within the mandate of the standing committees will also come under the direction of the Grants Sub-Committee.

In addition to the above, Council has directed that the Real Estate Division of the Corporate Services Department report to the Grants Sub-Committee regarding current and prospective community tenants of City owned space at below market rent. This will entail a series of reports with recommendations regarding which existing tenants should maintain their below market rent agreements and what new applicants should have access to such agreements. The review of below market tenancies has been assigned to the Grants Sub-Committee to ensure that the allocation of in kind resources (below market rent) and funding is co-ordinated.

Consolidated Grants Budget:

Upon amalgamation, all of the grants budgets of the former seven municipalities were consolidated into one corporate account. The consolidated grants budget is structured by service area with various staff managing the parts of the budget relevant to their respective departments. Those line item grants which do not fall to an operating department are managed by the Finance Department.

Political direction with respect to funding levels and priorities for the consolidated grants budget is required. With respect to budget development it is anticipated that each standing committee will want to comment on the portion of the consolidated grants budget relating to their service area. These comments or recommendations should be forwarded to the Grants Sub-Committee for review and consolidation into a consolidated grants budget report to be submitted to the Budget Advisory Committee during the operating budget review process.

Staff Support:

One of the challenges with respect to grants administration at the corporate level has been the fact that the staff associated with grants administration are located in the various operating departments. In order to provide support at the corporate level, a corporate grants team has been established composed of staff from the Finance, Community and Neighbourhood Services, and Economic Development, Culture & Tourism Departments. The Chief Administrative Officer has identified the Commissioner of Community and Neighbourhood Services as the lead member of the Senior Management Team with respect to corporate level grants issues and the Grants Sub-Committee.

Meeting Schedule:

There are a number of outstanding issues requiring the attention of the Grants Sub-Committee including a report from Corporate Services regarding below market rent tenants and contingency grant allocation recommendations. With the approval of the recommendations contained in this report by the Policy and Finance Committee, staff will schedule an initial meeting of the Grants Sub-Committee for early October, 1999. It is anticipated that the Grants Sub-Committee may be required to meet on a bi-monthly basis. Additional meetings may be required during the budget process to provide direction with regard to the consolidated grants budget preparation.

Term of the Grants Sub-Committee:

It is anticipated that a Grants Sub-Committee will be required for the remainder of the current Council term. The Grants Sub-Committee should report to the Policy and Finance Committee in June 2000, regarding the completion of the sub-committee workplan and whether or not a special purpose grants committee will be required beyond the current Council term.

Conclusion:

As directed by Council, the appointment of members and approval of the workplan are required to initiate the work of the Grants Sub-Committee of the Policy and Finance Committee.

Contact Name:

Chris Brillinger: 392-8608

Barbara Hume-Wright: 397-4125

Chief Administrative Officer

Appendix A

Grants Sub Committee Workplan 1999-2000

Fall of 1999:

Review and Appr oval of Sub-Committee Workplan

Real Estate Rep orting

Review of Audit report on Grants

Budget review, consolidation and submission to Budget Advisory Committee

Review and Appr oval of Line Item grants

Contingency gra nt allocations

Miscellaneous g rants issues

Spring of 2000:

Review of program compliance with City of Toronto Grants Policy

Review and recommendations regarding the need for a special purpose grants sub-committee

Review and Appr oval of Line Item grants

Contingency gra nt allocations

Miscellaneous g rants issues