Executive Authority Policy

1.0 Rationale

The Ontario Trillium Foundation (OTF) adheres to a Grant Investment Framework and a suite of corporate, governance and investment policies which support the effective use of grant funds while ensuring accountability and the appropriate use of public funds, as per government priorities and directives. To ensure transparency, OTF recognizes that there may be rare occasions when extenuating circumstances require that OTF consider exceptions to existing granting investment policies to maximize impact, or, in time sensitive situations, exceptions to the Grant Investment Framework and policies.

2.0 Purpose

The policy outlines conditions for executive authority in the following two circumstances: when time-sensitive situations require a funding decision by the Board, and when an OTF granting policy is identified as a barrier to supporting a potentially high-impact grant.

3.0 Policy

3.1 Funding Responses in Time-Sensitive Situations

In exceptional circumstances that require OTF to respond, more quickly than the typical grant-making process would allow, OTF may consider grant-making decisions outside of its established deadlines and review period.

These situations are:

1. a community in Ontario is in a state of emergency;
2. an OTF grantee is facing a crisis – and the Foundation’s assessment is that should the eligible organization collapse there would be serious repercussions within the community; or
3. a time sensitive strategic leadership opportunity arises that falls outside OTF’s standard granting programs.

3.1.1 Approval Process

To respond to a time-sensitive situation, approval is granted on a case-by-case basis by the Board, based on the CEO’s recommendation.  Prior to making a recommendation, the CEO will consult with staff and appropriate decision-makers, including but not limited to, Grant Review Teams, as fits the situation.

3.2 Funding Responses for Exceptions to Granting Policies or Grant Investment Framework

The Board delegates to the CEO and Chair the joint authority to review and discretion to approve exceptions to OTF granting policies or Grant Investment Framework on a case-by-case basis, where strong rationale for considering an exception to an OTF policy has been provided.

Exceptions may only be made if both of the following conditions are met:

1. the proposed exception is compliant with OTF’s mission, Grant Investment Framework and the Memorandum of Understanding with the Government of Ontario; and,
2. the Board Chair and CEO jointly recommend allowing the exception.

3.2.1 Approval Process

A policy exception does not guarantee funding. The appropriate Grant Review Team (GRT) remains responsible for making recommendations on funding to the Board.

From time to time, the application of this policy is required for an active grant that has encountered unexpected or exceptional circumstances. In such cases, joint approval from the CEO and Board Chair is required as outlined above.

3.3 Precedent

Executive authority is exercised on a case-by-case basis. Exercising executive authority in one instance does not affect future applications of the granting framework or policies.

4.0 Definitions

Grant Investment Framework: The grant investment framework identifies OTF funding priorities.

Time-Sensitive Situations: Time-sensitive situations are exceptional circumstances that require OTF to respond more quickly than the typical grant-making process would allow.