Ad Hoc Requests for City Grants

 The Strategic Policies and Priorities Committee recommends the adoption of the recommendations embodied in the following transmittal letter (May 4, 1998) from the Municipal Grants Review Committee:

 Recommendation:

 The Municipal Grants Review Committee on May 4, 1998, recommended to the Strategic Policies and Priorities Committee, and Council, the adoption of the attached report (April 27, 1998) from the Commissioner of Community and Neighbourhood Services respecting the process for responding to the ad hoc requests for grants.

 The Municipal Grants Review Committee reports, for the information of the Strategic Policies and Priorities Committee, having agreed to hear deputations from organizations requesting ad hoc grants during the grants appeals process and prior to final recommendations being forwarded to the Strategic Policies and Priorities Committee.

 (Report dated April 27, 1998, addressed to the

Municipal Grants Review Committee from the

Commissioner of Community and Neighbourhood Services)

 Purpose:

 To date, the Municipal Grants Review Committee has received five ad hoc requests for grants (described below). The constraints on the Committee=s ability to respond to ad hoc requests are described and an interim approach to such requests is proposed in this report.

 Funding Sources, Financial Implications and Impact Statement:

 There is no funding source for ad hoc requests within the 1998 global grants budget of $45,160,000.00 recommended by the Budget Committee.

 Recommendations:

 It is recommended that: (1)the process for responding to ad hoc requests for grants described in this report be adopted;

 (2)all members of Council be informed of the process for responding to ad hoc requests for grants; and

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

 Council Reference/Background/History:

 The Municipal Grants Review Committee (M.G.R.C.) was established by City Council at its March 4, 5, 6, 1998, meeting to: (a)Adevelop an integrated Municipal Grants Policy for implementation in 1999; and

 (b)for the 1998 interim grants process only, ...be used as the appeal mechanism, to hear and respond to deputations by applicants...@

 Since the establishment of the M.G.R.C., a number of issues have been referred to the Committee, either by the Budget Committee or individual Councillors, that have clarified the Committee mandate to include all grants related issues. Through the Budget Committee process a combined grants budget composed of established grant programs and line item grants was referred to the M.G.R.C. One time ad hoc allocations made by the former seven municipalities in 1997 were not carried forward in the 1998 budget. One of the difficult tasks which has fallen to the M.G.R.C. has been to respond to ad hoc requests for grants without having a defined budget or contingency fund for this purpose.

 Ad hoc grants include requests that do not fall within the mandate of an existing grants program as well as requests that do fall within an existing program but have not applied through the regular grants processes. There have been five requests for ad hoc funding made either directly to City Councillors and referred to the M.G.R.C., or made directly to the Committee. At its first meeting, the Committee agreed that it would not consider requests made directly to the Committee without first referring the requests to staff for comment.

 Comments and/or Discussion and/or Justification:

 Budget Constraints:

 The Budget Committee has referred the combined listing of City grants, totalling $45,160,000.00 to the M.G.R.C. The combined grants budget at this time does not contain any provisions for ad hoc or one time requests. This figure includes sustaining and project funding programs offered by the seven former Municipalities, but, as directed by the Budget Committee, the one time grants made in 1997 were not included. The Budget Committee directed that the M.G.R.C. could consider one time requests but would have to find the required funding within the total grants envelope of $45,160,000.00.

 In addition, given the status quo approach to allocations in 1998 directed by Council, there will be little, if any, flexibility within each grant program or line item allocation. Staff are reporting that in all grants programs, based on the requests already received through established application processes, requests exceed the available funds.

 Should the M.G.R.C. decide to recommend requests for ad hoc grants and the required funding not be available within the existing grants envelope, a request to Council for additional funds would be required.

 Issues and Ad Hoc Requests:

 The following is a list of requests or issues raised to the M.G.R.C. as of April 24, 1998, and the disposition of same.

 (1) Portuguese Day Festivities 1998: A request for $10,000.00 to cover costs associated with the Portuguese Day Festivities to take place in Trinity-Bellwoods Park was referred to the M.G.R.C. by the Toronto Community Council. This event has received funding from contingency in the past from the former City of Toronto. The majority of costs are associated with City services such as Parks and Recreation costs and policing. The event is scheduled for June 10, 1998.

This request has been referred to Parks and Recreation staff.

 (2)Etobicoke Federation of Ratepayers and Residents Association (EFRRA) Airport Committee:

 The EFRRA Airport Committee has requested $37,750.00 for sound monitoring equipment to determine the noise levels from Pearson Airport. The Etobicoke Federation of Ratepayers and Residents Association (EFRRA) members state that the Anoise measurement at Pearson by the GTAA is antiquated, inadequate and under control of the operator and is subject to question.@

 Senior levels of Government have responsibility in this regard through the Provincial Ministry of the Environment and the Federal Ministry of Transportation. Public Health staff will assist the organization in raising their concerns with the appropriate bodies.

 (3)Weston Minor Hockey League:

 Councillor Nunziata informed the M.G.R.C. that the agency request should be increased to $25,000.00 due to increased fees for ice time.

 Recreation staff are reviewing the agency request for funding and will report to the M.G.R.C. regarding the allocation to this agency at the June 1, 1998, Committee meeting.

 (4)York West Seniors Centre:

 Councillor Nunziata clarified that the increased grant request for York West Seniors Centre is to cover the increased rent charged by the Metropolitan Toronto Housing Company Limited.

 The appropriate agency review staff have been informed of this clarification and will address the issue in the 1998 Community Services Grants Allocation Report to M.G.R.C. in June.

 (5)Canada=s Walk of Fame: Canada=s Walk of Fame is a special event recognizing celebrated Canadians with stars on the King Street side walk in the Theatre District. The organizing group is requesting $25,000.00 in matching funding to develop the Walk of Fame.

 This request has been referred to Economic Development for comment. Although this initiative was endorsed by the former City of Toronto, funds were not included in the 1998 budget for this request.

 (6)Queering the Nation Conference: Councillor Rae has referred a request for $10,000.00 to support a national conference at York University to take place during Pride Week 1998.

 The issue of how hospitality/special event functions are administered has been raised with the relevant staff. Staff will raise this request with Special Events to see if it could be considered as a hospitality/special event function.

 (7)Kensington Youth Theatre and Employment Skills (KYTES): Kensington Youth Theatre and Employment Skills (KYTES) is a unique youth employment program which has requested additional core funding to address a funding shortfall (no specific amount requested).

 Kensington Youth Theatre and Employment Skills (KYTES) has applied for funding under the Toronto Arts Council, Community Services Grants Program, and the Drug Prevention Program. In addition, the Agency is an approved training provider under Ontario Works. Staff will report on the KYTES request through the 1998 Community Services Grants Allocations Report in June, 1998.

 (8)Gay Games Bid:

 Councillor Rae has referred a request for deficit funding of $12,000.00 for the unsuccessful 2002 bid and support for the 2006 Bid. Municipal grants programs do not provide deficit funding. Pending a report from staff, should the M.R.G.C. wish to support this request, it will need to vary existing grants practice and request additional funding from Council. The request has been referred to Economic Development and Recreation for comment.

 (9)Hospital Grants:

 Councillor Duguid raised a question with respect to the grants to Hospitals included in the Listing of Municipal Grants. These allocations are related to property taxes and will be addressed in the overall review of Municipal grants. Council direction to take a status quo approach to grants allocations will result in an inequitable treatment of hospitals in 1998 (reflecting the inequitable funding arrangements under the former Municipalities in 1997).

 (10)Funding for Canada Day Events:

 The Special Events Unit has responsibility for the administration of Canada Day Events and will provide a report on planning, funding, and administration of Canada Day Events to the M.G.R.C. for information.

 Interim Ad Hoc Grant Process:

 A number of ad hoc requests for grants have been made. It is difficult for the M.G.R.C. to consider ad hoc requests prior to consideration of applicants who have requested funds through the regular grants process. As outlined in the report titled AAppeals Process@, also before Committee, eight allocations reports containing the allocation recommendations made under the various grants programs will be before the M.G.R.C. at the June 1 and 2, 1998, meeting.

 Several of the ad hoc requests are time sensitive in that the funds are requested for activities occurring in late May or June. However, without a specific budget for one time, ad hoc allocations, consideration on such requests may disadvantage organizations who have already applied for funding through the established grants programs.

 All ad hoc requests to date have been referred to staff for review and comment. Where the request falls within the mandate of a specific grants program it has been referred to the relevant staff for comment. Where it does not fit with an existing area, it will be reviewed by Social Development staff. For the June 1 and 2, 1998, M.G.R.C. meeting, staff will provide an assessment of whether or not the request falls within the City=s mandate, an initial review of the need for City funding and whether or not funds are available (in the absence of a budget for ad hoc requests, it is unlikely that funding will be available).

 In the situation where an ad hoc request does fall within the City mandate and the need for funding is clear, but funds are not available, the M.G.R.C. will be required to determine whether or not a recommendation goes forward to Strategic Policies and Priorities to identify additional grants funding in order to support the ad hoc request. In addition, the M.G.R.C. must decide whether or not it will permit organizations making a request for an ad hoc grant to make deputation to the Committee before making a recommendation to the Strategic Policies and Priorities Committee.

 Communication Plan:

 Once the proposed process for responding to ad hoc grants requests is established by the M.G.R.C. and approved by the Strategic Policies and Priorities Committee and Council, staff will undertake to communicate the process to all members of Council. In addition, the process will be communicated to any organization wishing to make a request for an ad hoc grant.

 Conclusions:

 Where possible, one time requests have been referred to the appropriate department or service area either for consideration or with a request for a report back to the M.G.R.C. There is no funding for one time requests within the 1998 global grants budget.

 The development of the Municipal Grants Policy will address the issue of ad hoc grant requests. In the absence of the Municipal Grants Policy, it is recommended that the interim ad hoc grants process described above be adopted.

 Contact Name:

 Chris Brillinger: 392-8608.