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Report
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Report To: General Government Committee
Date of Meeting: November 6, 2017
Report Number: CSD-009-17 Resolution:
File Number: By-law Number:
Report Subject: 2018 Community Event Sponsorship Requests - Fall Intake
Recommendations:
1.That Report CSD-009-17 be received; and
2.That all interested parties listed in Report CSD-009-17 and any delegations be advised
of Council's decision by the Department.
Municipality of Clarington
Report CSD-009-17 Page 2
Report Overview
The purpose of this report is to provide Council with a summary of the 2018 Community
Event Sponsorship – Fall Intake applicants in order to make decisions about awarding
funding.
1. Background
The Community Event Sponsorship Program is an opportunity for Council to recognize
and support events in our community that promote engagement and foster civic pride.
The Program is intended to provide financial assistance to community organizations or
groups of residents offering event based activities; one-off occurrences that are planned
in order to promote, to raise awareness or provide an opportunity for community
gathering. Funds are awarded by Council through an application process on a semi-
annual basis.
The applications presented in this report were accepted through the Fall Intake for events
occurring January 1 to June 30, 2018 inclusive. Applications were received until October
1, 2017.
The Community Event Sponsorship Program outlines eligibility for the program.
Applications have been reviewed to ensure they meet the funding criteria.
Individual requests through the Community Event Sponsorship Program may not exceed
$2,000.00 per application.
Please note the budget for the 2018 Community Event Sponsorship Program has not yet
been approved. However, when this program was developed, it was approved that the
first half of the sponsorship program would be allocated at the fall intake, in the previous
year.
Traditionally, this account has been approved at $35,000.00 annually. Based on two
intakes per year, there will be $17,500.00 available for allocation at this time.
Eight sponsorship applications totalling $11,820.00 have been received for review and
consideration.
Municipality of Clarington
Report CSD-009-17 Page 3
2. Application Process
All eligible applications received have been recorded in the 2018 Master List of
Sponsorship Applicants (Attachment 1), providing Council with an overview of applicants
requesting funding.
Each application is also presented on a summary sheet (Attachment 2) numbered from
S18-01 to S18-08. The summaries provide a description of the events requesting
sponsorship, the recognition opportunities to be received through sponsorship, a three
year history of sponsorship and a financial summary of the event to assist Council in their
decision making.
Organizations and groups that submitted incomplete applications were contacted and
staff worked with them to provide as much of the outstanding information as possible.
This application period will cover events occurring January 1 to June 30, 2018.
Applications for events occurring July 1 to December 31, 2018 will be accepted until April
1, 2018.
3. Concurrence
Not Applicable
4. Conclusion
The Community Event Sponsorship Program is intended to provide an opportunity for
Council to assist groups and organizations in offering special events that benefit the
residents of Clarington. Such activities and events serve to bring community members
together, connect our neighbours and foster pride in Clarington.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Joseph P. Caruana, Andrew C. Allison, B. Comm, LL.B
Director of Community Services CAO
Municipality of Clarington
Report CSD-009-17 Page 4
Staff Contact: Erica Mittag, Community Development Coordinator, 905-623-3379 ext 2563 or
emittag@clarington.net
Attachment 1: 2018 Master List of Sponsorship Applicants
Attachment 2: Community Event Sponsorship Requests
List of interested parties to be notified of Council's decision is on file in the Community
Services Department.
Attachment 1 to CSD-009-17
Appl. #Organization First Name Last Name 2017
Sponsorship 2018 Request Comments 2018 Sponsorship Running Balance
$17,500.00
S01-18
Durham Multifaith
World Religion Day
Committee
Niels Hodsman $0.00 $760.00
S02-18 Canadian Cancer
Society Margaret Tweedle $0.00 $2,000.00
S03-18 Autism Home Base
Durham Inc.Judy Mead $0.00 $1,500.00
S04-18 Heart and Stroke
Foundation Angela Brown $0.00 $760.00
S05-18 Big Brothers Big
Sisters of Clarington Darlene Brown $2,000.00 $2,000.00
S06-18 Rotary Club of Courtice Shannon Lavigne $0.00 $2,000.00
S07-18
Architectural
Conservancy of Ontario
Clarington Branch
Scott Story $2,000.00 $2,000.00
S08-18 Newcastle Art Show
Inc., (A Gift of Art)Ann-marie Harley $1,000.00 $800.00 Received funding in 2017 for 10th Annual
Newcastle's Artists and Artisans Show
Attachment 2 to CSD-009-17
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Durham Multifaith World Religion Day Committee
Application #: S01-18
Date Received: March 30, 2017
Contact Name: Niels Hodsman
Event Information
Event Name:
World Religion Day
Event Date:
January 21, 2018
Event Location:
Garnet B. Rickard Recreation Complex
2440 Highway 2, Bowmanville
Anticipated Attendance:
200
Admission Cost:
$0
Sponsorship Benefits
Logo recognition on promotional material
Verbal recognition at event
Description of the event that the funding will be used for:
The Durham Multifaith World Religion Day Committee hopes to increase a cross-cultural understanding,
strengthen our community’s commitment to mutual respect for each other and contribute to the
maintenance of harmony and order in the Durham Region through offering a celebration of World
Religion Day. The theme of the celebration is “The Cultural and Societal Impact of Mind, Body & Spirit.”
The requested funds would offset the facility rental fee at the Garnet B. Rickard Recreation Complex.
Event Financial Summary:
2018
Revenue $ 200.00
Expenses $ 974.05
Net ( $ 774.05 )
Organization Funding History
2016 Received 2017 Received 2018 Request
$ 0.00 $ 0.00 $ 760.00
Did not apply
World Religion Day
Attachment 2 to CSD-009-17
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Canadian Cancer Society
Application #: S02-18
Date Received: August 14, 2017
Contact Name: Margaret Tweedle
Event Information
Event Name:
Relay for Life Clarington
Event Date:
June 23, 2018
Event Location:
Clarington Central Seconday School
200 Clarington Blvd, Bowmanville
Anticipated Attendance:
400
Admission Cost:
$15.00/participant
Sponsorship Benefits
Logo / name on event banner, program and event
signage
Verbal recognition at event Opening Ceremony
Description of the event that the funding will be used for:
The Canadian Cancer Society is hosting their annual Relay for Life Clarington event which is an eight
hour fundraising activity for all ages to raise money for the Canadian Cancer Society. A portion of the
requested funds would be used to offset the cost of the Municipality’s mobile stage rental fee.
Event Financial Summary:
2018
Revenue $ 79,250.00
Expenses $ 79,250.00
Net $ 0.00
Organization Funding History
2016 Received 2017 Received 2018 Request
$ 0.00
$ 0.00
$ 2,000.00
Did not apply
Relay for Life Clarington
Attachment 2 to CSD-009-17
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Autism Home Based Durham Inc.
Application #: S03-18
Date Received: September 20, 2017
Contact Name: Judy Mead
Event Information
Event Name:
Sunday Cinema and Supper Fundraiser
Event Date:
April 1, 2018
Event Location:
Newcastle Community Hall
20 King Ave W, Newcastle
Anticipated Attendance:
150
Admission Cost:
$40.00/person
Sponsorship Benefits
2 event tickets
Logo displayed on table card signage and
presentation screens
Logo displayed on website (with hyperlink)
Certificate of appreciation
Description of the event that the funding will be used for:
The 2nd Annual Sunday Cinema and Supper Fundraiser hosted by Autism Home Base Durham is a
family friendly matinee followed by a casual dinner with Silent Auction. The event coincides with Autism
Awareness Day.
Event Financial Summary:
2018
Revenue $ 12,200.00
Expenses $ 7,545.00
Net $ 4,655.00
Organization Funding History
2016 Received 2017 Received 2018 Request
$ 0.00 $ 0.00 $ 1,500.00
Did not apply
Sunday Cinema and Supper
Fundraiser
Attachment 2 to CSD-009-17
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Heart and Stroke Foundation
Application #: S04-18
Date Received: September 28, 2017
Contact Name: Angela Brown
Event Information
Event Name:
Heart Rally
Event Date:
January 10, 2018
Event Location:
Garnet B. Rickard Recreation Complex
2440 Highway 2, Bowmanville
Anticipated Attendance:
200
Admission Cost:
FREE
Sponsorship Benefits
Recognition on social media
Event coverage and recognition through local,
regional and national media outlets (radio,
television, print)
Verbal recognition at the event
Description of the event that the funding will be used for:
The Heart & Stroke Foundation is hosting a Heart Rally where Clarington residents and those from the
surrounding area will be invited to hear from one of their researchers to promote February’s Heart
Month. For more than 55 years, Clarington residents have been participating in Heart Month and
currently has more than 200 Heart Month supporters raising over $20,000.00 annually. The requested
funds will be used to cover the cost of the facility rental fee at the Garnet B. Rickard Recreation
Complex.
Event Financial Summary:
2018
Revenue $ 850.00
Expenses $ 1,610.60
Net ( $ 760.60 )
Organization Funding History
2016 Received 2017 Received 2018 Request
$ 0.00 $ 0.00 $ 760.00
Did not apply
Heart Rally
Attachment 2 to CSD-009-17
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Big Brothers Big Sisters of Clarington
Application #: S05-18
Date Received: September 29, 2017
Contact Name: Darlene Brown
Event Information
Event Name:
Spring Food, Wine and Beer Festival
Event Date:
June 2, 2018
Event Location:
Newcastle Community Hall
20 King Ave W, Newcastle
Anticipated Attendance:
400
Admission Cost:
$10/person
Sponsorship Benefits
Recognized as premier sponsor on website and
social media
Highlighted on all event posters, promotional
material and signs
Event day recognition at the venue
Complimentary event tickets
Description of the event that the funding will be used for:
The Spring Food, Wine and Beer Festival highlights local cuisine, wines and craft beer while at the
same time raising much needed funds for the Big Brothers Big Sisters of Clarington’s children’s
mentoring programs.
Event Financial Summary:
2018
Revenue $ 16,300.00
Expenses $ 5,300.00
Net $ 11,000.00
Organization Funding History
2016 Received 2017 Received 2018 Request
$ 500.00 $ 2,000.00 $ 2,000.00
Spring Food, Wine and Beer Festival
Attachment 2 to CSD-009-17
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Rotary Club of Courtice
Application #: S06-18
Date Received: October 1, 2017
Contact Name: Shannon Lavigne
Event Information
Event Name:
An Evening to End Stigma – A Mental Health Fundraiser
Event Date:
April 28, 2018
Event Location:
Garnet B. Rickard Recreation Complex
2440 Highway 2, Bowmanville
Anticipated Attendance:
150
Admission Cost:
$75/ticket
Sponsorship Benefits
Recognition on Rotary Club of Courtice website and
Facebook page
Recognition in Event Program
Complimentary event tickets
Recognition on event posters and signage at event
Acknowledgement at event by Club President
Description of the event that the funding will be used for:
The Evening to End Stigma – A Mental Health Fundraiser is a gala evening celebrating our youth and
community leaders. Awards will be handed out based on work done in the community to enhance the
lives of children, youth and adults. This fundraiser is aimed at providing education and raising funds for
local mental health charities. A portion of the requested funds would be used to offset the facility rental
fee of the Garnet B. Rickard Recreation Complex.
Event Financial Summary:
2018
Revenue $ 16,250.00
Expenses $ 19,287.04
Net ($ 3,037.04)
Organization Funding History
2016 Received 2017 Received 2018 Request
$ 500.00
$ 0.00 $ 2,000.00
Youth & Community Leaders
Dinner and Auction
Did not apply An Evening to End Stigma – A
Mental Health Fundraiser
Attachment 2 to CSD-009-17
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Architectural Conservancy of Ontario – Clarington Branch
Application #: S07-18
Date Received: September 30, 2017
Contact Name: Scott Story
Event Information
Event Name:
Doors Open Clarington
Event Date:
June 9, 2018
Event Location:
Newtonville and Port Granby (various locations)
Anticipated Attendance:
6,000
Admission Cost:
FREE
Sponsorship Benefits
Public recognition through advertising in print and at
the event
Description of the event that the funding will be used for:
The Architectural Conservancy of Ontario – Clarington Branch is hosting Doors Open Clarington to
publicly showcase points of interest in Clarington through awareness of history, agriculture and
architecture. In 2018, the event will visit sites in Newtonville and Port Granby.
Event Financial Summary:
2018
Revenue $ 5,500.00
Expenses $ 8,500.00
Net ( $ 3,000.00 )
Organization Funding History
2016 Received 2017 Received 2018 Request
$ 3,000.00
$ 2,000.00 $ 2,000.00
Doors Open Clarington
*Funding received through the
Community Grant Program
Doors Open Clarington
Attachment 2 to CSD-009-17
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Newcastle Art Show Inc., (A Gift of Art)
Application #: S08-18
Date Received: September 30, 2017
Contact Name: Ann-marie Harley
Event Information
Event Name:
Easter Scavenger Hunt
Event Date:
March 31, 2018
Event Location:
Downtown Newcastle BIA
Anticipated Attendance:
300 children; 600 adults
Admission Cost:
FREE
Sponsorship Benefits
Clarington logo included on bottom of all scavenger
hunt sheets
Recognition in all event promotion
Description of the event that the funding will be used for:
Armed with a scavenger hunt, children will visit local participating businesses in downtown Newcastle to
attempt to answer the scavenger hunt questions. Some businesses include a special challenge or
Easter Egg Hunt on site for added fun. The day will culminate with awarding of a prize.
Event Financial Summary:
2018
Revenue $ 800.00
Expenses $ 800.00
Net $ 0.00
Organization Funding History
2016 Received 2017 Received 2018 Request
$ 0.00 $ 1,000.00 $ 800.00
Did not apply
10th Annual Newcastle’s Artist
and Artisans Show
Easter Scavenger Hunt