Grant Writing Resources (Grant Centre)

6. Grant Writing Resources

Find answers to standard grant questions and links to key corporate documents that are regularly requested by our funders.

STANDARD GRANT ANSWERS

Most grant application forms will pose a set of questions about the organization: its history, mandate, governance, and so on. To save you the trouble of searching out this information, we’ve compiled the standard, approved responses to all of these questions.

What is your organization’s mission?	What is your organization’s mandate?
Describe the history and function of your organization.	How does your Strategic Plan guide the organization’s activities?
Describe the composition and structure of your organization’s Board.	How does your organization’s Board represent the community it serves?
What practices/procedures exist to ensure your organization’s Board conducts its activities with accountability and transparency?

What is your organization’s mission?

Toronto and Region Conservation (TRCA) works with its partners to ensure that The Living City is built upon a natural foundation of healthy rivers and shorelines, greenspace and biodiversity, and sustainable communities.

The Living City Foundation raises funds to support the initiatives undertaken by Toronto and Region Conservation (TRCA) and its partners.

What is your organization’s mandate?

With more than 60 years of practical experience in protecting the environment, educating young people, and creating resilient communities, TRCA works with government, businesses, local organizations and individuals to build a greener, cleaner, healthier place to live.

Established in 1961, The Living City Foundation is the fundraising and charitable arm of TRCA. The Foundation exists to connect, engage, and inspire people and organizations to donate and support the work of TRCA and its partners.

Describe the history and function of your organization.

In 1946, Ontario passed the Conservation Authorities Act, permitting municipalities to establish conservation authorities on a watershed basis. These bodies were charged with managing renewable natural resources without restrictions imposed by political boundaries. In 1957, four conservation authorities amalgamated to form the Metropolitan Toronto and Region Conservation Authority, later renamed Toronto and Region Conservation Authority (TRCA).

TRCA is one of 36 conservation authorities in Ontario. Its jurisdiction includes Canada’s largest urban centre, nine watersheds and the Lake Ontario shoreline from Mississauga to Ajax. Working with the regional municipalities of York, Durham, Peel, the City of Toronto, and the local municipalities of Adjala-Tosorontio and Mono, TRCA protects and restores the natural environment and the fundamental ecological services that our environment provides.

	How does your Strategic Plan guide the organization’s activities?
	TRCA’s 10-Year Strategic Plan (2013-2022) includes 12 strategies that guide the organization’s activities. Grounded in TRCA’s organizational ethos and guiding philosophy, these strategies are presented in two categories: Leadership Strategies that move us toward The Living City Vision, and Enabling Strategies that build our collective capacity to make significant positive impact.

Describe the composition and structure of your organization’s Board.

Toronto and Region Conservation:

TRCA board members are appointed by TRCA’s participating municipalities in the numbers prescribed in the Conservation Authorities Act, and by an agreement with the participating municipality. The board (Authority) has an Executive Committee and a Budget/Audit Advisory Board reporting to it.

Some responsibilities of the Executive Committee include: the power to enter into contracts or agreement for projects and works approved by the Authority, the power to authorize the purchase of goods, services and equipment necessary for carrying out the work of TRCA, and the power to employ certain staff of TRCA and to terminate their services, and to approve permits under O.Reg. 166/06, as amended.

Responsibilities of the Budget/Audit Advisory Board include reviewing and making recommendations to the Authority on all matters relating to TRCA’s financial policies and performance. Responsibilities and individual roles are defined in writing in the Conservation Authorities Act and under bylaws (Rules of Conduct) approved by the Authority. Board terms of appointment by participating municipalities are not to exceed four years, but appointment can be renewed.

The Executive Committee meets monthly (as does the Authority) and has been delegated some of the day-to-day management decisions of the Authority. The Advisory Board considers matters assigned to them as provided for in the Rules of Conduct for the Authority, and as described in the adopted Terms of Reference. The public may attend all meetings.

The Living City Foundation:

The Living City Foundation has a Board of Directors consisting of volunteers: 12 of the 14 are appointed for three year terms while the remaining two are ex-officio and include the Chair and CEO of TRCA. Current members offer experience in philanthropy, finance, planning and administration, and play an integral advisory role.

How does your organization’s Board represent the community it serves?

TRCA’s jurisdiction extends across six municipalities: the Township of Adjala-Tosorontio, the City of Toronto, the Regional Municipality of York, the Regional Municipality of Durham, the Regional Municipality of Peel, and the Town of Mono. TRCA’s board includes representatives, such as councillors, mayors and deputy mayors, from each of the six participating municipalities, reflecting the communities that it serves.

Each member offers unique insight and expertise, and is able to articulate the needs and interests of the community that they represent. By ensuring that all participating municipalities are fairly represented, TRCA’s board is able to make equitable and well-planned decisions that support the organization, its partners and communities.

What practices/procedures exist to ensure your organization’s Board conducts its activities with accountability and transparency?

TRCA ensures that it conducts its activities with full transparency. All agendas and meeting minutes are made public, as are TRCA’s audited financial statements and annual reports.

Specifically, TRCA’s website features agendas and minutes for board meetings. TRCA’s audited financial statements and annual reports, dating as far back as 2002 and 2001 respectively, are also made public on TRCA’s website.

TRCA may hold meetings or portions of meetings in absence of the public as prescribed for in the Conservation Authorities Act and TRCA’s Rules of Conduct.

Subcommittees also exist as an important mechanism for overseeing and reviewing financial and business decisions made by the organization and the Authority.

The Living City Foundation promotes transparency through publishing on its website all audited financial statements and annual reports. The Living City Foundation also lists on their website the names of Board of Directors and roles of all current boards/subcommittees.

KEY DOCUMENTS

When applying for a grant, you will typically be asked to provide corporate documents such as annual reports and audited financial statements. You’ll find links below to some regularly requested items for both TRCA and The Living City Foundation.

Toronto and Region Conservation Authority (TRCA)