Recreation Grants Program - 1999 Allocations - All Wards

The Economic Development and Parks Committee recommends the adoption of the report (June 2, 1999) from the Commissioner of Economic Development, Culture and Tourism.

The Economic Development and Parks Committee reports, for the information of Council, having referred the appeals by the Canadian Stage Company, the Ralph Thornton Centre and the Alliance of Portuguese Clubs and Association of Ontario, to the Commissioner of Economic Development, Culture and Tourism for further consideration and a report thereon to the Economic Development and Parks Committee for its meeting of July 12, 1999.

The Economic Development and Parks Committee submits the following report (June 2, 1999) from the Commissioner of Economic Development, Culture and Tourism:

Purpose:

This report presents the recommended allocations for the 133 agencies/groups which have applied for municipal support within the Major and Minor Recreation Grants Programs and the nine Lawn Bowling Clubs that are supported through the Recreation Program.

Funding Sources, Financial Implications and Impact Statement:

The 1999 approved budget for the Recreation Grants Programs is $1,329,800.00, which is sufficient for the recommendations presented in this report.

Recommendations:

It is recommended that:

(1)the 1999 Minor Recreation Grants Program allocations totalling $440,300.00 to 105 agencies/groups, listed in Appendix "A", be approved:

(2)the 1999 Major Recreation Grants allocations totalling $707,495.00 to 16 agencies/groups, listed in Appendix "C", be approved;

(3)the 1999 Lawn Bowling Recreation Grants allocations totalling $24,673.00 for nine clubs, listed in Appendix "C", be approved;

(4)$450.00 allocated to the Etobicoke Horticultural Society be requisitioned from the 1999 Toronto Arts Council Grants Budget;

(5)$4,000.00 of the $5,000.00 allocated to the North York Committee for Educational Enrichment be requisitioned from the 1999 Community Services Grants Budget; and

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

Council Reference/Background/History:

Under the general authority for making grants provided in Section 113 (1) of the Municipal Act, three of the former municipalities, York, North York and Toronto, provided support to the not-for-profit sector through recreation grants. In 1998, the Minor Recreation Grants Programs were combined and a common application was designed. The existing criteria of the former municipalities were used to assess applications. Only the former City of Toronto provided Major Recreation Grants; so it was not necessary to revise the application forms or the criteria.

After the grants cycle in 1998, a service area review of the Minor Recreation Grants Program was undertaken which included a discussion paper, public forum, focus groups, and interviews with some successful and unsuccessful applicants and City staff. This resulted in the design of the present grants program which builds on "best practices". Levelling up issues were examined so that all the former municipalities would be served and all groups could have equitable access. A formula was designed based on many factors and it was determined that it would take $345,000.00 to accomplish full levelling up of the Minor Recreation Grants Program to allow new groups and initiatives access, and to ensure that needed services and programs are provided.

Under the direction and guidance of the Municipal Grants Review Committee, a comprehensive City of Toronto Grants Policy was created which established overarching principles and processes under which all City Grants Programs must operate. This policy, contained in the Clause No. 5 of Report No. 26 of The Strategic Policies and Priorities Committee, was adopted by Council on December 16 and 17, 1998. Except for London, England and Stockholm, Sweden, the City of Toronto is the only other municipality to have one single distinctive grants policy.

Comment and/or Discussion and/or Justification:

1999 Budget:

The 1999 Consolidated Grants Budget for all the grants programs offered by the City is $42,693,100.00. The 1999 Recreation Grants Budget is $1,329,800.00 and consists of Major and Minor Recreation Grants, Lawn Bowling Grants and the Board of Education Shared Use Grant. The Recreation Grants Program was increased by $42,200.00 of new dollars for service levelling in 1999.

Application and Assessment Process:

For this year, there are 16 organizations that applied in the Major Recreation Grants category, one more than in 1998. There are 118 organizations that are being reviewed in the Minor Recreation Grants category, 24 more than last year. Nine former City of Toronto Lawn Bowling Clubs have filed the standard requirements within this specific program. Overall there is a 22 percent increase in the number of requests. There were more than 300 applications sent to 1998 applicants and to those requesting applications on the telephone, in person or by e-mail. Information sessions were held in February to advise the community of the availability of Recreation Grants and to assist in filling them out. Staff had positive feedback on the application and grant requirements; however, some applicants asked for clearer directions in responding to some questions. This will be addressed before the next grant cycle.

Minor Recreation Grants had a deadline of March 15, 1999. At that time, 115 applications had been received. However, an applicant to the Access and Equity Grants Program, an applicant to the Community Services Grants Program and an applicant to the Toronto Arts Council's Arts Grants Program were subsequently moved to the Minor Recreation Grants Program as their programs were more appropriately placed in this category. In addition, the North York Association for Educational Enrichment is a common applicant to the Minor Recreation Grants Program and Community Services Program. The review of these applications has been conducted through the Minor Recreation Grants Program.

The assessment/review process for the Minor Recreation Grants this year was co-ordinated through the Department's Culture grant staff and involved a grants team made up of four Operations Co-ordinators or their designates from four districts. No applications were reviewed in the Central District. Applications were reviewed by Grants staff for completeness and accuracy and additional information and/or clarification were requested where necessary, and in some instances, new submissions were required. This was the first year for the new, revised eligibility criteria and application, and some former recipients of Minor Recreation Grants no longer qualify. However, to be fair, these applicants will receive some funding this year, but will have to work towards meeting the criteria if they wish to apply for grants in future years.

New applicants to the Minor Recreation Grants Program and those returning applicants with outstanding issues or that required some clarifications were interviewed. In total, 50 applicants were interviewed by the grants panel, comprised of two Culture Division staff, knowledgeable in City grants review and allocation processes, and the designate from the appropriate district. These interviews provided the opportunity to assess the ability of the groups to deliver the proposed programs, to clarify any financial or management issues and to address any questions pertaining to the applications. It also provided an opportunity for district staff to give information on various Parks and Recreation Division programs and initiatives that could assist these groups in the delivery of their programs. This was most helpful to the groups.

Assessments were made in accordance with the guidelines, eligibility and assessment criteria, and the City of Toronto Grants Policy. It was useful to review the assessments in each district and then across the City to ensure that like organizations and programs were treated equitably and fairly.

Major Recreation Grants had a deadline of February 15, 1999. All 16 applications were received on time and were reviewed in accordance with policy governing these grants. These organizations had to provide a multitude of services and programs, usually on a neighbourhood basis, provide recreational programs as part of their overall array of services, provide these services year-round and year-to-year, and have done so for many years. Funding levels are in excess of $12,000.00. Central Eglinton Community Centre has received Minor Recreation Grants for many years and applied for the first time in this category. Staff conducted a comprehensive review of these applications including requests for additional information, clarification, new material and some resubmissions.

Allocation Recommendations:

Appendix "A" lists the recommendations for 1999 funding and Appendix "B" provides a summary of services of each organization applying for funding in the Minor Recreation Grants Program. Appendix "C" lists the recommendations for 1999 funding and Appendix "D" provides a detailed summary of services for each organization applying for funding in the Major Recreation Grants Program.

As mentioned in the background, the issue of levelling up, not service enhancement was the basis for the increase in the Recreation Grants Budget. Those former municipalities that were under serviced were to be given priority in the allocation of grants. No funds should be moved from one district to another, but rather new funds would be allocated to those districts that had small or no Recreation Grants Programs prior to amalgamation. Priority was given to the East District which did not have a Recreation Program and to the West District which had a small recreation grants program in the former City of York.

1999 Minor Recreation Allocations Summary:

Total Number of Applicants	118	Total Number of Applications Funded	105
Number of Returning Applicants	79	Number of Returning Applicants Funded	77
Number of New Applicants	39	Number of New Applicants Funded	28
Number of Applicants Interviewed	50	Number of Applications not Funded	13

Comparison of District Allocations for Minor Recreation in 1998 and 1999:

District	Number of Grants 1998	Amount Awarded 1998 $	Number of Grants 1999	Amount Awarded 1999 $
East	0	0	4	17,400.00
North	12	64,594.00	15	68,500.00
South	72	258,700.00	74	280,700.00
West	8	47,500.00	12	73,700.00

The allocation recommendations support a wide variety of sport, recreation and leisure activities. Many multicultural groups and ethno-specific organizations have applied and will receive funding. All ages are represented in the Recreation Grants Program. There are some organizations whose programs are better suited to other existing grants programs within the City. Recommendations contain specific directions to these programs for future years. Although some of these applications were redirected during the course of the review, there is still a need for staff to assess the most appropriate City grants program for applicants whose mandates more clearly fit one program but that apply and are assessed in more than one.

There has been a great increase in the number of organizations that apply to the Minor Recreation Grants Program for support of community-based festivals and special events. Although the festivals and celebrations are ineligible for support, pre-festival expenses required to organize and plan these events, are deemed eligible. This year's allocations have awarded 13 percent of the budget to such festivals. The number of community events is increasing and the Minor Recreation Grants Program cannot sustain such growth and still fulfill its purpose to provide grants to community organizations to help them respond effectively to the needs of citizens and to improve the quality of life. A special committee has been working on the issue of support for community festivals and its report to Council is scheduled for the fall. The Recreation Grants Program staff are working closely with this committee to find an equitable solution for the communities that serve the recreation needs and those that provide these special celebrations.

For the Major Recreation Grants, 16 organizations are awarded $707,495.00 as compared to $695,372.00 in 1998. The 1999 funding allocations include $16,000.00 to a new organization and a $3,816.00 reduction to one other group.

Appeals:

An amount of $9,890.00 has been set aside for appeals in the Major and Minor Recreation Grants Programs. Organizations have been advised of their recommendations in writing and the appeals process including the availability of funds.

Conclusions:

The recommendations for allocations contained in this report are the result of a review of the applications received by the Department at the appropriate deadlines. The administration of the review was carried out in accordance with the City of Toronto's Grants Policy as adopted by Council on December 16 and 17, 1998.

The Recreation Grants Program extends the reach of community involvement in meeting the needs of a culturally diverse City to ensure that services have the broadest distribution. The Program is integral in providing opportunities to allow communities to help themselves. Public and community partnership is the key to successful, long-term development and municipal support is critical to such programs as those supported by the Recreation Grants Program.

Contact Name:

Ms. Cathi Forbes, Cultural Affairs Officer, 395-6192.

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Appendix "A"

City of Toronto

1999 Minor Recreation Grants

(A copy of Appendices B, C and D referred to in the foregoing report was forwarded to each Member of Council with the agenda of the Economic Development and Parks Committee meeting of June 21, 1999, and a copy thereof is also on file in the office of the City Clerk.)

The Economic Development and Parks Committee also submits the following communication (June 18, 1999) from Councillor Mario Silva, Trinity Niagara:

I regret being unable to attend the June 21, 1999 meeting. I do request that Members of the Economic Development and Parks Committee strongly consider granting the Alliance of Portuguese Clubs and Associations of Ontario an additional $5,000.00 in grant for this year for the following reasons:

(1)The Portugal Day Parade and Associated Festivities constitute the fourth largest cultural event in Toronto;

(2)traditionally $20,000.00 was granted by the former City of Toronto; and

(3)the event attracts thousands of people from across the province and brings in huge amounts of money to our great city.

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Mr. David Abel, Canadian Stage Company, "Dream in High Park", appeared before the Economic Development and Parks Committee in connection with the foregoing matter.