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Home My WebLink AboutCSD-017-08 CI!J!ilJgron REPORT COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Resolution #: ~Pt1-438'02S Date: July 7, 2008 Report #: CSD-017-08 File#: By-law #: Subject: GRANT REQUEST-EVENT TO ASSIST PEOPLE DISPLACED BY BOWMANVILLE FIRE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CSD-017-08 be received; 2. THAT Council consider the request for funding from Ms. Joan Winters under the Municipal Grant Program; and 3. THAT Ms. Joan Winter be advised of Council's decision. Submitted by: Reviewed by:C ),A- - 0 Q-= ~ Franklin Wu Chief Administrative Officer JPC/SC/wg CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVllLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-5506 REPORT NO.: CSD-017-08 PAGE 2 1.0 BACKGROUND 1.1 On May 26, 2008, Council received a letter from Ms. Joan Winter, requesting assistance from the Municipality in providing a facility for the fund raising event "Communities Helping Communities" which she was organizing to support individuals displaced by the Bowmanville fire of April 29, 2008. Ms. Winter further requested that the Municipality waive all fees associated with the rental of a facility. The matter was referred to the Municipal Grant Program, through the Director of Community Services. 2.0 COMMENTS 2.1 Staff contacted Ms. Winter to discuss the details of her request. She indicated that she would require a hall with a stage, similar to the Garnet B. Rickard Multi- Purpose Room, which could accommodate at least 150 people. 2.2 Ms. Winter has identified a preference for a Thursday or Friday evening in September for the event. At the present time, Friday, September 5th is the only Thursday or Friday evening available at the Garnet B. Rickard Recreation Complex in September. Rental of the full hall would be $638.91, plus a $31.63 SOCAN fee which is mandatory when musical entertainment is involved. The hall is presently on hold, pending the decision of Council. 2.3 Refreshments in the form of coffee, tea and baked goods would be available; there would be no alcoholic refreshments served. 2.4 To date, the Toastmasters, the Horseless Carriagemen Barbershop Group and the Sweet Adeline's have all agreed to waive their performance fees pending their availability on a date to be determined. Other local entertainment will also be encouraged to participate in the program by donating their time and services. 2.5 As the request deals specifically with the waiving of rental fees on a Municipal facility, the applicant was not requested to complete an in-depth Application for Municipal Grant. Her written request has been included as Attachment #1. 2.6 Staff have reviewed the request and interpret that it is in line with the "spirit" of the grant program. Although criteria #12 states "Fundraising organizations or organizations that make charitable donations to other organizations are not eligible to apply" (for a municipal grant), upon review of this request Ms. Winters is not requesting a financial contribution from the municipality, rather the waiving of facility rental fees that would allow her to hold an event for the purpose of assisting families displaced by the April 29th fire in downtown Bowmanville. (see Attachment #2) REPORT NO.: CSD-017-08 PAGE 3 2.7 The total rental fee of $670.54 could be funded through the Social Category of the Municipal Grant Program, which presently has a balance of $3,200.00. Interested party to be advised of Council's decision: Ms. Joan Winter Attachments: Attachment #1- Request from Ms. Joan winter Attachment #2- Municipal Grant Program Eligibility Criteria CSD-017-08 Attachment #1 "'~F'VED ,... .r-"'" '" U I: l'l U A MAY 09 2008 , <i.;\ P i\GTOM , ' ,; ;J~Flce 5~31:11 I08MIW1'2 PtI MAY 7, 2008 Your Worship, Jim Abernathy: We are writing to you today to seek your assistance in helping us find a facility in Bowmanville for hosting an event that will help aid those people displaced by the tragic fire in downtown BowmanviUe April 29. We are also requesting that you waive aU fees associated with this event. The events we are planning will be caUed Communities helping Communities. All monies raised from this event would be given to the families who lost so much in the fire. The group's involved in staging this fund raiser include the Toastmasters, the Horseless Carriagemen, the Sweet Adeline's and other entertainment groups as we ask people to come on board. We have the talent and the desire to raise money for those citizens who lost so much. Everyone involved will be donating his or her services. I sincerely believe with your help we can accomplish a small miracle. Thank you for taking the time to read this letter. Cordially, J~ .Ld~~ . ;':::;;:~.,-"._--:- jI':" , .:_:.,~,:l.\A-C 1. \~."-__"""""-'-,__'" /: '''~. '\. .\. '~....._.. , " ~.! ~- ..,; ':~ . :". .. .~~ f "I) ,- .---.----~.- r _. -- , I --- - -_. --r -- ..-.- L_ ,_~__,'__ 1___ _ l ' _ Joan Winter (Chairman of Communities helping Communities. i ___...... "H __~.. .~ . J" - ._~_. , '. '. ,. t;)-;:; ~ <;;e ,~. "-' ~... CSD.017-08 Attachment #2 MUNICIPALITY OF CLARINGTON DEPARTMENT OF COMMUNITY SERVICES MUNICIPAL GRANT POLICY Revised September 17, 2007 OBJECTIVE: The Municipality of Clarington acknowledges the efforts of our local volunteer community and believes that many services, events or projects are best provided through the volunteer efforts of local community organizations. The Municipality wishes to support local community organizations without eroding their strength and independence and as such encourages them to work towards financial self sufficiency. Applicants are further encouraged to pursue other opportunities for financial support. The Municipal Grant program provides financial assistance to those qualified organizations which provide direct services, events or programs to the benefit of the residents of Clarington. CRITERIA: 1) Organizations requesting financial assistance must be based within the Municipality of Clarington or the Region of Durham. 2) Regionally based organizations must provide details demonstrating how their service directly benefits the residents of Clarington. 3) Organizations must be volunteer based, or operate as not for profit. 4) Funding applications will be considered for operational expenses. Capital requests may be considered as a one-time grant only (excluding Hall Boards/Community Centres). 5) Organizations that receive any form of other funding from the Municipality of Clarington are not eligible to apply. 6) Applications for funding through the Municipal Grant Process must not exceed $5,000.00. 7) Applications requesting in excess of $5,000.00 will be referred directly to the budget process to be dealt with on an individual basis external to the Grant Process. 8) Late applications or requests received subsequent to the current year's municipal budget approval will be referred to Council for consideration, pending the availability of funds. 9) Organizations that provide services or programs that are the responsibility of another level of government are not eligible to apply. 1 10) Organizations with a political mandate, such as citizen Ratepayers Associations, are not eligible to apply. 11) Organizations not in good financial standing with the Municipality of Clarington are not eligible to apply. 12) Fundraising organizations or organizations that make charitable donations to other organizations are not eligible to apply. 13) Applications must be leqible, completed in full, signed and include all required attachments. It is important that Council has all of the required information to make informed decisions on the allocation of grant funds 14) All successful applicants will be required to submit a year end accounting of all grant monies received to ensure that the funds were used for the intended purposes. FUNDING CATEGORIES a) Recreation/Leisure Services: This category is defined as those organizations offering athletic or leisure opportunities not offered by the Municipality. b) Civic: This category is defined as those organizations providing events, or services promoting the Municipality of Clarington (I.e. Santa Clause Parade, Horticultural Societies, Historical Society etc.) c) Social: This category is defined as those organizations offering specific service (other than recreational/leisure) to residents of the Municipality of Clarington, which is not considered to be the responsibility of another level of government. d) Hall Boards/Community Centres: This category is defined as a Hall Board or Community Centre that operates and maintains a Municipally owned facility. (Please note grants will be considered for operational expenses only. Capital requests must be referred to the appropriate municipal representative for consideration during annual budget deliberations.) 2 MUNICIPAL GRANT FUNDING FORMULA To consider all eligible grants, the Municipality of Clarington will provide a funding formula of $1.00 per capita annually. All unallocated funds will remain in the unallocated grant account for un-anticipated requests received during the current year. PUBLIC NOTICE The Municipality of Clarington will provide public notice of the Municipal Grant Program twice each year through local newspapers. 3