City of Toronto Customized Global Template
REQUEST FOR PROPOSALS
under the
Community Homelessness Prevention Initiative (CHPI)
Trusteeship Services Project
RFP FUNDING APPLICATION
DEADLINE FOR SUBMISSIONS:
12:00 NOON MONDAY JUNE 24, 2013
TABLE OF CONTENTS
1 INSTRUCTIONS 3
1.1 General Instructions 3
1.2 Deadline and Address 3
1.3 Contact 3
2 PROPOSAL CHECKLIST 4
3 PROPOSAL SUMMARY SHEET 5
3.2 Summary of Proposed Project 5
3.3 Funding Request 5
4 ORGANIZATIONAL BACKGROUND 6
4.1 Agency/Organization Information 6
4.2 Experience 6
5 PROJECT OVERVIEW 6
5.1 Client Group 6
5.2 Project Description 6
5.3 Funding Objectives 7
5.4 Project Work Plan 7
5.5 Project Service Hours 8
5.6 Partners and Collaboration 8
6. PROJECT REVENUE, EXPENDITURES, STAFFING AND VOLUNTEERS 8
7 SIGNATURES 9
8 ATTACHMENTS 9
Appendix 1: PART A – ORGANIZATIONAL OVERVIEW 10
INSTRUCTIONS
1 General Instructions
Please ensure your submission:
• includes five (5) copies of your proposal
• uses page 5 (Proposal Summary Sheet) as the cover page
• is received at the address below by the stated deadline
• is in a sealed envelope marked with applicant’s name and phone number
• is complete and legible
• addresses all requirements, and
• is NOT faxed or e-mailed.
2 Deadline and Address
Your submission must be received no later than
Monday, June 24 at 12:00 noon
Address submissions to:
City of Toronto
Shelter, Support and Housing Administration,
55 John Street, Metro Hall, 6th Floor Reception Desk
Toronto Ontario M5V 3C6
3 Contact
If you have questions, contact Isabella Williams at 416-392-6603 or IWILLIAM@toronto.ca
PROPOSAL CHECKLIST
Please use the checklist below to ensure that your submission contains the following:
PROPOSAL CHECKLIST
( Five (5) copies of all materials
( Proposal summary sheet
( Completed application form, addressing all required criteria
( Articles of Incorporation (Letters Patent/Supplementary Letters Patent)
( Board of Directors resolution approving project
( Completed Appendix 1: Part A – Organizational Overview
( Completed Appendix 2: Work Plan
( Completed Appendix 3: Project Revenue, Expenditures, Staffing and Volunteers
( Most recent Annual Report
( Most recent Audited Financial Statement
( Letters from project partners/sponsors (if relevant)
( Letters of general support for the project from relevant stakeholders (if relevant)
( Verification of commitments from other funders (if relevant) including contact names and numbers, and
( Signatures of signing authority
PROPOSAL SUMMARY SHEET
This form must be completed in full and affixed as the cover page of your proposal. Please do not submit pages 1-3 of the Funding Application as these are instructional pages only.
3. Contact Information
|Proponent Organization Name: |
|Current Legal (Incorporated) Name (as per Letters Patent): |
|Executive Director or Equivalent |Project Contact |
|Name (First, Last): |Name (First, Last): |
|Address: |Address: |
|Postal Code: |Postal Code: |
|Telephone: |Telephone: |
|Fax #: |Fax #: |
|E-mail: |E-mail: |
1 Summary of Proposed Project
|Project Name: |
|Project Site Address: |
|Project Description (100 words maximum): |
|Project Objectives (specific statements of what you want to accomplish by a given point in time): |
|Client Group (if applicable): |
2 Funding Request
|CHPI Funding Request: $ |
ORGANIZATIONAL BACKGROUND
1 Agency/Organization Information
1) Please include documentation of the current legal name of your organization (Letters Patent or Supplementary Letters Patent).
2) Please include a resolution from your current Board of Directors which approves the activities described in this proposal and clearly states that the Board understands that the agency will absorb any cost above the approved amount necessary to complete the project. If your Board is not meeting before the deadline to make this application, please provide the planned date of the meeting and submit the resolution once approved.
3) Please include your organization’s most recent Annual Report and most recent Audited Financial Statement.
4) Please complete Appendix 1: Part A – Organizational Overview. If you have already filled out Part A for a City grant in the past year, photocopy it and attach it to this application.
2 Experience
Please list current and past activities of your organization related to the provision of services to individuals who are homeless, at risk of homelessness, or precariously housed. Please comment on why your organization is well suited to carry out the proposed project.
PROJECT OVERVIEW
5.1 Client Group
1) Please describe the client group you plan to serve.
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2) Please estimate the number of clients you anticipate serving during the first six months of this project.
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3 Project Description
1) Please describe your experience with money management and give a detailed description of how your project will assist clients who are homeless, at risk of homelessness or precariously housed, with developing money management skills.
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4 Funding Objectives
1) Please give a detailed description of how your project meets the three objectives listed in the Trusteeship Services Project Proposal Requirements (Section 3.3).
i. To provide voluntary trusteeship and money management services to people who are homeless, at risk of homelessness, or precariously housed.
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ii. To assist clients requiring trusteeship services to move towards independence.
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iii. To provide accessible trusteeship services outside of the downtown core.
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1. Please describe how your trusteeship activities will assist clients in maintaining
housing stability.
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2. Please describe how your project will provide an accessible and safe space for clients who show up without appointments.
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5 Project Work Plan
Please complete the work plan, attached as Appendix 2, and anticipated results for the project. Identify the following as part of the work plan:
– Objectives: These are specific, measurable statements of what you want to accomplish by the end of the project
– Activities: These are the specific tasks that you will undertake to accomplish your objectives. Please ensure the activities reflect the components outlined in Section 3.3.1 of the Trusteeship Proposal Requirements.
– Outputs: These are the short-term results of your project— they are the direct results of your activities. They are usually presented in quantitative terms and in terms of the volume of work accomplished (e.g., the # of participants served, the frequency of service engagements each participant received). For each activity identified, there must be a corresponding output.
– Outcomes: These are the long-term results of your project and may include both qualitative and quantitative measures of change either during, or after project activities take place. Changes may be at the level of participant, project or community. Outcomes may relate to changes in client knowledge, attitudes, values, skills, behaviours, conditions or other attributes. Outcomes focus on what the client will gain from the project and is quantified through clear targets and methods.
6 Project Service Hours
Please indicate the proposed opening and closing hours of trusteeship services:
| |Monday |Tuesday |Wednesday |Thursday |Friday |Saturday |Sunday |
|Hours of Service | | | | | | | |
|Comments | | | | | | | |
8 Partners and Collaboration
This section should be completed only by those proponents submitting a formal partnership proposal with other agencies, organizations, or individuals.
Please list any partners and others collaborating to assist this project (e.g., private landlords, other commercial service providers or businesses, other funders, independent consultants or professionals, not-for-profit organizations, and individual volunteers). Include contact information for each partner, including phone, fax and e-mail information. Describe the specific contribution each partner will make.
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If formal partnership are established or planned, please confirm their participation and their understanding of their role in the project, in writing. Please attach letters of support for the project from other relevant stakeholders.
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|6. PROJECT REVENUE, EXPENDITURES, STAFFING AND VOLUNTEERS |
Please complete all tabs/pages of the Excel spreadsheet attached as Appendix 3, including:
- Project Budget and Notes
- Project Expenditures
- Staffing
- Volunteers and In-Kind Contributions
|7. SIGNATURES |
Authorized Signing Authority
The authorized signing authority is the party or parties who will represent the proponent in all contractual matters requiring a signature.
Please have both a staff member and a Board member sign below.
|Staff member: |
|Print Name (First, Last): |
|Position: |
|Signature: |
|Board Member: |
|Print Name (First, Last): |
|Position: |
|Signature |
|8. ATTACHMENTS |
Attach copies of all relevant materials in support of your proposal. This may include program materials, research documents, etc as per your Proposal Checklist on page 4.
Appendix 1: PART A – ORGANIZATIONAL OVERVIEW
City of Toronto
Community Partnership and Investment Program (CPIP)
Application 2013
PART A*
Organizational Overview
* Important note: Part A is the same for each of the following City of Toronto programs:
• Access, Equity and Human Rights
• AIDS Prevention Community Investment Program
• Community Festivals and Special Events, Year 2010
• Drug Prevention Community Investment Program
• Community Safety Investment Program
• Community Service Partnerships Program
• Food Security Investment Program
• Service Development Investment Program
• Recreation Partnership and Investment Program
• Homeless Initiatives Fund/Consolidated Homelessness Prevention Program
All applicants must fill out Part A. If you have already filled out Part A for another grant program in the list above, just photocopy it and use it in this application. Staff will contact you if more updated information is required.
Date you completed Part A
|1. Name of incorporated body (if different from the organization name): |
|2. Organization mailing address: |
|3. Phone: |Fax: |E-mail: |
|4. Contact name (First, Last): | Position: |
|5. Contact mailing address (if different from above): |
|6. Contact phone: |Fax: |E-mail: |
|7. First date of service (YYYY/MM/DD): |8. Date of incorporation (YYYY/MM/DD): |
|9. Incorporation #: |10. Revenue Canada Business Registration #: |
|For office use only: |
| |
Service Overview
11. What are your service boundaries? Examples:
• Steeles Ave. W. to Eglinton Ave. W. and Highway 427 to the Humber River
• All of the new City of Toronto.
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12. What is your target population, or the main groups that you serve? Examples:
• families with pre-school children
• South Asian seniors
• youth ages 12-16.
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13. Please list the addresses and telephone numbers for each of your service locations. A service location is any office, branch or satellite program where you offer your services.
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14. What is your mission statement? A mission statement is a short statement of your organization’s purpose. It can be:
• the Objects in your Letters Patent, if you are incorporated, or
• a mission statement formally adopted by your Board of Directors.
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15. Give a brief (50 words or less) history of your organization. Include major events and dates.
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16. Briefly describe the types of services that your organization provides.
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Membership
17. Give the date of your last Annual General Meeting (AGM).
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18. How many voting members were at the last AGM? (Voting members of your organization are defined in your by-laws.)
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19. How does your organization recruit, screen and register new members? If there are any restrictions on becoming a member, please explain.
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20. List the categories of members that you have.
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21. List any membership fees that you have, and explain why you have them.
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Board of Directors
22. How does your organization recruit and screen Board members? If there are any restrictions on becoming a Board member, please explain. Examples: age, gender, faith, where people live, etc.
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23. Please list your current Board members on the chart below:
As part of the eligibility criteria for City of Toronto Grants, organizations must be based in the City of Toronto. One indicator is that 50% or more of Board members reside in the City of Toronto.
|Board Member’s Name |Street Address |Postal Code |Position On The Board |Date They Became A Member Of |Total Number Of Years On The |
| | | | |The Current Board |Board |
| | | | |(YYYY/MM/DD) | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
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PLEASE NOTE: Question 24 and 25 have been omitted for the purpose of this Request for Proposals
Definitions
Voting members of your organization are defined in your by-laws.
Volunteer resources are the number of unpaid individual people who work for your organization. Please list board members separately from all the other volunteers, including the volunteers who work directly with service users, give administrative support, help with special events, or participate in committees.
Count each of these volunteers only once. Be sure to count only individual people who are active now. Do not count vacant positions.
|26a. |Governance |Past year |Current year |Proposed year |
| | |2011 (2011/2012) |2012 (2012/2013) |2013 (2013/2014) |
| | | | | |
| |Number of Board members who are currently service | | | |
| |users | | | |
| | | | | |
| |Number of voting members in the organization | | | |
| |(membership) | | | |
| | | | | |
| |Maximum number of Directors as stated in by-laws | | | |
|b. |A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years: |
|27a. |Volunteer resources |Past year |Current year |Proposed year |
| | |2011 (2011/2012) |2012 (2012/2013) |2013 (2013/2014) |
| | | | | |
| |Number of volunteers | | | |
| | | | | |
| |Number of Board members (actual positions | | | |
| |filled at time of application) | | | |
| | |0[pic]0 |0[pic]0 |0[pic]0 |
| |Totals | | | |
|b. |A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years: |
Definitions
Full Time Equivalent (FTEs): To calculate FTEs, add up the hours of your paid staff in your organization and divide by the number of hours in your work week. Example: one person working full time and three people working half time for a 35 hour work week is calculated as follows, 87.5 ( 35 = 2.5 FTE. For seasonal staff, divide the number of full-time work weeks by the number of weeks in the year. Example: seven full-time staff for a ten week leadership program is calculated as follows, 70 ( 52 = 1.3 FTE.
|28a. |Staff |Past year |Current year |Proposed year |
| | |2011 (2011/2012) |2012 (2012/2013) |2013 (2013/2014) |
| | | | | |
| |Number of people employed by the organization | | | |
| | | | | |
| |Number of Full-Time Equivalents (FTEs) | | | |
|b. |A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years: |
Anti-racism, Access and Equity
The City of Toronto recognizes that barriers exist for many members of our city’s diverse communities, particularly for equity-seeking groups such as:
• women
• people with disabilities
• ethno-cultural and racial minorities
• immigrants and refugees
• faith groups
• the poor
• Aboriginal peoples
• lesbian, gay, bisexual and transgendered people.
The City expects funded agencies to act as positive forces in helping to eliminate these barriers. For more information, please see the City of Toronto Grants Policy: Anti-Racism, Access and Equity Policy Guidelines Applicable to Recipients of City of Toronto Grants and Non-Financial Supports, 1998.
| | | | |No | |
|29. |Does your organization have |Yes |Date Approved by Board | |Planned Completion Date |
| |the following in place? | |DD/MM/YYYY | |DD/MM/YYYY |
| |(Please attach a copy of each of your policies, procedures| | | | |
| | | | | | |
| |and plans) | | | | |
| | | | | | |
| |Anti-racism, access and equity policy | | | | |
| | | | | | |
| |Anti-racism, access and equity | | | | |
| |complaints procedures | | | | |
| | | | | | |
| |Anti-racism, access and equity implementation plans | | | | |
*only attach copies if there are changes since last submission
30. In what languages do you deliver direct services?
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In-kind Support
31. In-kind support is any gift other than money, such as space, supplies or services. List the in-kind support that your organization received in the past year, using the chart below.
| | | |
|Type of support |Source |Estimated value |
| | | |
|Example: space for workshops |community organization X/private donor |$2,000.00 |
| | | |
| | | |
| | | |
| | | |
Instructions for Filling out the Income & Expenditure Detail
Overview
This section has four forms. Please fill out each form completely, taking care that the columns add up:
1. Income Detail for your whole organization
2. Sources of Government Income for your whole organization
3. Expenditure Detail for your whole organization
4. Statement of unrestricted reserves.
Account numbers
The numbers down the left hand side of the forms are account numbers. The complete chart of accounts, with a description of each account category, can be found through the following link: .
Financial year
| | |
|IF your organization’s financial year is ... |THEN your ... |
| | |
|the same as the calendar year (January to December) |Audited Year is 2011. |
| |Current Year Revised is 2012. |
| |Budgeted Year is 2013. |
| | |
|different from the calendar year |Audited Year is 2011/2012. |
| |Current Year Revised is 2012/2013. |
| |Budgeted Year is 2013/2014. |
You must report using your own financial year. Use this chart to figure out what goes in each column:
Audited information
All of the information in the Audited Year column should match your audited financial statement. If any of the information is different, please attach a note explaining why.
Reporting all income
Report all of your organization’s sources of income, including project and summer program funding.
Reporting income from governments
The total government income that you report on lines 410 to 471 of your Income Detail form must match the total government income that you report on your Sources of Government Income form. Report any Income from the Trillium Foundation on the Income Detail sheet as Foundation income (line 540). That means that you would not report it on your Sources of Government Income sheet.
United Way Donor Choice
Report the sum of the actual payments you received from the United Way on behalf of designated donors for your Audited Year and your Current Year Revised. For your Budgeted Year show the same amount you received in your Current Year Revised.
Variances
A variance is an increase or a decrease from one year to the next. Please attach an explanation for any variances of 20% or more between years.
32. Organization Income Detail
a. Our organization’s financial year begins on day of month and ends on day of month .
b. Please indicate all of your sources of Organizational Income on the chart below.
A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years.
|INCOME |Audited Year |Current Year Revised 2012 |Budgeted Year |
| |2011 (2011/2012) |(2012/2013) |2013 (2013/2014) |
|GOVERNMENT – FEES AND GRANTS | | | |
|410 Federal | | | |
|420 Provincial | | | |
|460 City of Toronto-CSP | | | |
|465 City of Toronto-Other CPIP Programs | | | |
|466 City of Toronto-Fees/Purchase of Services | | | |
|470 Other Government(s) | | | |
|471 Other Regional Municipalities (Examples: Peel, York Region, etc.)| | | |
|SUB-TOTAL (410 – 471) |0[pic]$0.00 |0[pic]$0.00 |0[pic]$0.00 |
|1010 United Way Base Allocation (Member) | | | |
|1020 United Way Grant (Member) | | | |
|1030 Other United Way (Winter Relief, Success by 6, Newcomer Grant) | | | |
|1040 Other United Ways | | | |
|1050 United Way Donor Choice Designation | | | |
|SUB-TOTAL (1010-1050) |0[pic]$0.00 |0[pic]$0.00 |0[pic]$0.00 |
|210 Fees From Users | | | |
|300 Productive Enterprises | | | |
|530 Other Agencies (Specify) | | | |
|540 Foundations (Specify) | | | |
|615 Membership Fees | | | |
|690 Fund Raising, Donations and Bequests | | | |
|900 Other Receipts (Specify) | | | |
|100 Investment Income | | | |
|SUB-TOTAL NON-GRANT REVENUE (210-100) |0[pic]$0.00 |0[pic]$0.00 |0[pic]$0.00 |
|TOTAL ORGANIZATION INCOME |0[pic]$0.00 |0[pic]$0.00 |0[pic]$0.00 |
33. Sources of Government Income
a. Please indicate all of your organizational sources of Government Income on the chart below. The total grants indicated for each level of government should correspond to the government income sub-total (410 - 471) indicated on “Organization Income Detail”.
A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years.
|Level of Government |Ministry or |Name of Legislation, |Mark Fee |$ Amount/Status (A=Approved, P=Pending) |
| |Department of Origin |Program or Grant |(F) | |
| | | |or Grant (G) | |
| | | | |Audited Year 2011 |Current Year |Budgeted | |
| | | | |(2011/2012) |Revised 2012 |Year 2013 | |
| | | | | |(2012/2013) |(2013/2014| |
| | | | | | |) | |
|Total Federal: | | | | | | | |
|Total Provincial: | | | | | | | |
|Total City of Toronto:| | | | | | | |
|Total Other | | | | | | | |
|Government(s) | | | | | | | |
|Total Other Regional Municipalities | | | |
| | | | |
|1100 Salaries | | | |
| | | | |
|1200 Employee Benefits | | | |
| | | | |
|1800 Staff Training | | | |
| | | | |
|1900 Staff Travel | | | |
| |0[pic]$0.00 |0[pic]$0.00 |0[pic]$0.00 |
|SUB-TOTAL (1100 - 1900) | | | |
| | | | |
|1300 Building Occupancy | | | |
| | | | |
|1400 Office Expenses | | | |
| | | | |
|1495 Office Equipment Purchased | | | |
| | | | |
|1496 Amortization of Capital Assets | | | |
| | | | |
|1515 Volunteer Expenses | | | |
| | | | |
|1600 Promotion & Publicity | | | |
| | | | |
|1700 Purchased Services | | | |
| | | | |
|3600 Financial Assistance Provided | | | |
| | | | |
|3700 Program Expenses | | | |
| | | | |
|4900 Fundraising Expenses | | | |
| | | | |
|5000 Productive Enterprise Expenses | | | |
| | | | |
|7000 Dues (National, Provincial, Other) | | | |
| | | | |
|9000 Other Expenditures (Specify) | | | |
| |0[pic]$0.00 |0[pic]$0.00 |0[pic]$0.00 |
|SUB-TOTAL (1300 - 9000) | | | |
| |0[pic]$0.00 |0[pic]$0.00 |0[pic]$0.00 |
|TOTAL ORGANIZATION EXPENDITURES | | | |
| | | | |
|TOTAL ORGANIZATION INCOME | | | |
| |0[pic]$0.00 |0[pic]$0.00 |0[pic]$0.00 |
|OPERATING SURPLUS (DEFICIT) | | | |
Statement of Unrestricted Reserves
35 a. “Unrestricted” reserves are those funds that have not been restricted by the donor and whose use is therefore at the discretion of the Board of Director of the organization, or one of its affiliated organizations (such as a trust fund, property corporation or foundation). Use the table below to provide details of unrestricted reserves identified in your most recent audited financial statement. (These may be called a “fund”, a “reserve” or a “surplus”, or by another name in your audited financial statement.) For each reserve, please indicate whether there is a Board Policy governing the use of the reserve.
| | | | |
|Name of Unrestricted Reserve |Balance, End of 2011 |Balance, End of 2012 |Board Policy Yes/No |
| |(2011/2012) |(2012/2013) | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| |0[pic]$0.00 |0[pic]$0.00 | |
|TOTAL UNRESTRICTED RESERVES | | | |
35 b. Do you have an affiliated organization or a foundation/trust fund from which your organization receives income?
Yes No
If yes, please attach a copy of the most recent audited financial statement for this organization.
35 c. What is the relationship of this organization or foundation/trust fund to your organization?
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The information collected in this application is done with the authority of City Council on August 5, 2009 Council Minutes & General Manager, Shelter, Support and Housing Administration on March 4, 2013 Staff Report Action Required as part of the City's 10-year affordable housing plan. Any information collected is deemed a public record as per the Municipal Freedom of Information and Protection of Privacy Act, S. 27.
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