The Grants Ad Hoc Committee (GAC) met on December 17, 2009, at 8:38 a.m. in the 5th Floor Boardroom, Regional Administrative Headquarters, 10 Peel Centre Drive, Suite A, Brampton.

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* See text for arrivals
¨See text for departures

Councillor Moore presided.

1. DECLARATIONS OF CONFLICTS OF INTEREST - Nil

2. APPROVAL OF AGENDA

RECOMMENDATION GAC-3-2009:

That the agenda for the December 17, 2009, Grants Ad Hoc Committee meeting be approved.

3. DELEGATIONS/PRESENTATIONS - Nil

4. REPORTS

a) 2010 Renewable Project Funding Recommendations
Presentation by Sandra Solonik, Acting Manager, Community Services and Special Projects

Received

Sandra Solonik, Acting Manager, Community Services and Special Projects provided an overview of the 2010 Renewable Project Funding Recommendations report.

Sandra Solonik reported that the Region of Peel, through its Renewable Project Funding provides non-profit charitable organizations with an opportunity to apply for funding to support specific, short-term projects or new programs and service delivery models that respond to emergent social needs in the community. Community agencies applying for the 2010 Renewable Project Funding were encouraged to submit applications that demonstrated flexible, creative programming that supports individuals and families while achieving a healthy, self-supporting life.

Sandra Solonik stated that 25 applications were received by the August 21, 2009, deadline. One applicant was allowed to submit a late application due to unexpected circumstances. The total amount of the funding requests was $514,024. All applications were reviewed to ensure that they met the Community Programs Funding Guidelines eligibility criteria and in addition, the proposal for financial support outlined the following:

• The agency proposal demonstrates a community need for the proposed project or program;
• Other sources of financial support are pursued;
• An achieveable long-term plan for sustaining the program or project has been outlined;
• The agency has demonstrated an evaluation process for the program or project;
• The agency is exploring and incorporating opportunities to collaborate within the community when possible.

Sandra Solonik reported that 15 agencies have been recommended for funding at a total cost of $298,500. This amount exceeds the funds allocated for one year funding by $55,000. However, it can be accomodated within the $2.2 million total Community Programs budget.

Sandra Solonik noted that community agencies are struggling with a decrease in fundraising and an increase of community needs.

Sandra Solonik stated that there is a need for outreach to community agencies in Caledon in order to increase the number of applications for funding under the Renewable Project Funding program. The quality of applications for this program continues to vary and there is a clear need to explore oportunities to improve the grant writing abilities of staff at community agencies.

Councillor Paterak requested further information on how staff determine if community agencies have a plan to sustain their program beyond the one time funding from the Region. Sandra Solonik responded that as part of the application process for the Renewable Project Funding program, staff look at other sources that agencies are pursuing to obtain funding for their programs as well as long term plans that the agency has for sustaining the pilot project. Sandra Solonik reported that the economic downturn has resulted in greater fundraising challenges for community agenicies and the impact will be greater in 2010.

Councillor Moore enquired if the community agencies are moving away from their core programs in order to pursue additional funding. Sandra Solonik responded that Regional staff review the mandate of each organization that applies for funding in order to determine if an agency is drifting from it’s orginal mandate. The organizations that have been recommended to receive funding for 2010 fall within their orginial mandate.

Chair Kolb noted that the provincial government has released information on the funds they have made available in order to reduce poverty in Ontario and enquired if the Region should do more to profile what it is doing in the community. Janet Menard responded that the Region should do more to raise public awareness of the work in the community made possible by the Community Programs Fund.

Chair Kolb asked what percentage of the $2.2 million dollars made available through the Community Programs Fund goes to salaries and operational costs for agencies. Sandra Solonik responded that $1.5 million of the Community Programs Fund goes to core costs such as salaries and rent. Federal and provincial grants for community agencies allow for only ten per cent of the funds to be applied to core costs. This results in a lack of infrastructure for agencies to deliver programs.

Chair Kolb stated that when representatives from the Region met with Minister Deb Mathews, she indicated that the provincial government would make funds available to municipal governments in order to act on reducing poverty. Janet Menard responded that the priority for the Region is to provide funding to community agencies and not build a new bureaucracy. Sandra Solonik stated that the Region is working with the United Way of Peel on an impact measurement process that will identify the outcomes of community agencies and their programs.

Councillor Paterak asked how many of the pilot projects funded by the Region develop into sustained programs and if the Internal Audit department had reviewed the community agency funding program. Janet Menard responded that an audit of the Human Services department was completed this year. David Szwarc noted that the audit process did not look at the outcomes of program investments in the community. Sandra Solonik stated that staff are currently reviewing the impact of one-time funding at a maximum amount of $20,000 which is the most effective way to support community agencies.

Councillor Moore noted that United Achievers in Brampton was not recommended for one year funding and enquired if this organization had been directed to apply for the three year funding program. Sandra Solonik responded that United Achievers had been directed to apply for three year funding in the spring of 2010.

Councillor Paterak asked how other Greater Toronto Area (GTA) regional governments and the City of Toronto distribute funds to community agencies. Sandra Solonik undertook to provide details on how other municipalities distribute funds at the next meeting.

Councillor Moore enquired if the community agencies who applied to the Renewable Project Funding program had been contacted in order to inform them of the results of the process. Sandra Solonik responded that the community agencies are not contacted until the recommendations for funding are approved by the Grants Ad hoc Committee.

5. COMMUNICATIONS - Nil

6. IN CAMERA MATTERS - Nil

7. OTHER BUSINESS - Nil


8. NEXT MEETING

The next meeting of the Grants Ad Hoc Committee is scheduled for Thursday, February 25, 2010, at 8:30 a.m., Regional Administrative Headquarters, 5th floor Boardroom, 10 Peel Centre Drive, Suite A, Brampton, Ontario.

9. ADJOURNMENT

The meeting adjourned at 9:14 a.m.