HomeMy WebLinkAboutCSD-005-20Clarington
Staff Report
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Report To: General Government Committee Report Number: CSD-005-20
Date of Meeting: June 1, 2020 By-law Number:
Submitted By: George Acorn, Director of Community Services Resolution#: GG-140-20
Reviewed By: Andrew C. Allison, CAO to GG-163-20, C-275-20,
C-276-20
File Number:
Report Subject: 2020 Community Event Sponsorship Requests — Intake 2 (Spring)
Recommendations:
1. That Report CSD-005-20 be received;
2. That Council approve the staff recommendations on Intake 1 funding as presented in
this Report;
3. That Council consider all submitted Intake 2 sponsorship requests; and
4. That all interested parties listed in Report CSD-005-20, and any delegations be
advised of Council's decision.
Municipality of Clarington
Report CSD-005-20
Report Overview
Page 2
The Community Services Department is presenting for Council's consideration the
Community Event Sponsorship Program — Intake 2 (Spring). To be eligible for this Intake,
an event must be planned to take place between July 1, 2020 and December 31, 2020.
A total of 19 applications were received, with five subsequently withdrawn due to the
cancellation of the event. The total amount requested from the eligible applications is
$22,800 and the available budget is $25,000.
Due to the uncertainty we are facing with COVID-19, staff have reached out to all remaining
applicants to confirm the intention to hold their events during the eligible time period. We
received correspondence from each applicant and the report includes withdrawals for
applications as a result.
This Report also provides an update on the Intake 1 (Fall) applicants and the potential
impact that COVID-19 has had on those events and staff recommendations for that funding.
1. Background
1.1 The Community Event Sponsorship Program provides an opportunity for Council to
recognize and support events in our community that promote resident engagement and
foster civic pride. The Program provides financial assistance to community organizations
or groups of residents that meet the Program's eligibility criteria to a maximum of $2,000
per application.
1.2 Applications presented in this Report were received through Intake 2 (Spring). The
deadline for submissions was extended by one week this year to April 8, 2020 to provide
residents some extra time with applications due to the closure of facilities due to COVID-
19. No late applications were considered.
1.3 In total we received 19 applications and to date, have had five applicants withdraw their
requests as a result of event cancellations due to COVID-19. At this time, we have not
been formally advised of any other cancellations and staff will continue to keep in
communication with all applicants.
1.4 The 2020 Community Event Sponsorship Program has a budget of $35,000, split over the
two intakes. The total amount approved for Intake 1 events was $12,000. This resulted in
$23,000 being available, however after cancellations, the amount to award for Intake 2
requests increased to $25,000.
Municipality of Clarington
Report CSD-005-20
Page 3
1.5 The 19 event sponsorship applications submitted by the deadline totalled $30,550.
Subsequent to the cancellations we received the revised submission total is $22,800.
2. Update on Intake 1 2020 (Fall)
2.1 For Intake 1 of the Community Event Sponsorship Program, Council awarded a total of
$12,000 of the possible $17,500 to seven different organizations as outlined in the chart
below. These events were proposed to be held between January 1 and June 30 of this
year.
2.2 Unfortunately, due to the emergence of the pandemic, none of the seven events were held
as originally scheduled. In most instances, organizers have indicated they are
rescheduling the events to occur later in the year or changing the delivery model of the
event.
2.3 The following is a summary of the approved requests, the current status and the staff
recommendation on that funding:
Community Group
Description and Status of
Recommendation on
Event, Amount of Award
Funds
Architectural Conservancy
Doors Open — Deferred to
Funds returned
of Ontario — Clarington
2021 ($2000)
(late applicant)
Autism Home Base
Cinema & Supper - Deferred
Transfer funding to Fall
to 2021 ($1000)
Family Symposium 2020
Big Brothers Big Sisters
Spring Food, Wine & Beer -
Transfer funding to Fall
Deferred to 2021 ($2000)
event
Canadian Cancer Society
Relay for Life - Running as a
Maintain funding
virtual event ($2000)
Clarington AAA Peewee
Championship Weekend -
Due to closure happening
Team
Deferred to 2021 ($2000)
days before event, the full
amount has been
expended. Recommend
that no refund be
requested
Municipality of Clarington
Report CSD-005-20
Page 4
Epilepsy Durham
Educational Workshops -
Maintain funding with
Deferred to Fall 2020
requirement to return if
($2000)
deferred to 2021
Newtonville Community
Health & Wellness Days -
Transfer funding to Fall
Hall
Deferred to Fall 2020
event
($1000)
2.4 With the return of the funding for the 2020 Doors Open event the revised balance available
for the Intake 2 applications is $25,000. Should any additional events be cancelled, staff
will arrange for the funding to be returned. This will be reported in the Fall of 2020 when
the next Intake will be before Council.
3. Applications for Intake 2
3.1 All received applications have been organized on a Master List of Applicants (Attachment
1). A summary sheet providing more detail on each event (Attachment 2) has been
provided. First time applicants have been identified on the Master List of Applicants in the
Comments column.
3.2 Significant details of applications include: six first time applicants for either new events or
events that have never been applied for in the past; five that have been withdrawn due to
event cancellation (Orono Agriculture Society — Orono Fair, Central Lake Ontario
Conservation Authority — Durham Children's Groundwater Festival, Hampton United
Church — Clemy Classic, Hospice Supporters — Battle of the Apps, and Brian Purdy -
Bowmanville Concerts in the Park).
3.3 Community organizations or individual groups looking to offer events requiring funding
between January 1, 2021 and June 30, 2021 have been directed to apply under Intake 1
(Fall) for consideration under the 2021 program. The application deadline for Intake 1 is
October 1, 2020.
3.4 Due to the unique situation with the COVID-19 Pandemic, staff will continue to stay
engaged with applicants. As outlined in the application agreement, should the event not
occur as intended, the funding will be returned to the Municipality. If the event does occur
but all approved funds were not required, the balance of those funds will be returned to the
Municipality. Staff will be following up with all event organizers to confirm that the events
occurred, as well as whether all approved funding was required.
Municipality of Clarington Page 5
Report CSD-005-20
4. Concurrence
4.1 Not Applicable.
5. Conclusion
5.1 It is respectfully recommended that Council, through the Community Event Sponsorship
Program, provide support through awarding Community Event Sponsorship funds to
eligible applicants. These funds can assist groups and organizations in offering special
events that benefit the residents of Clarington. Especially during these challenging times
we are facing, these activities and events serve to bring community members together,
connect our neighbours, and foster pride and engagement in Clarington.
Staff Contact: Lee -Ann Reck, Client Services Manager, 905-623-3379 ext. 2508 or
Ireck@clarington.net.
Attachments:
Attachment 1 — 2020 Master List of Applicants with Running Balance
Attachment 2 — 2020 Summary Sheets Intake 2
Interested Parties:
List of Interested Parties available from Department
Attachment 1 to CSD-005-20
Appl. #
Organization
Event Name
2019
Received
2020 Request
Comments
2020 Receipt
Total 2020
starting balance
$25,000.00
S20-02
Newcastle Memorial Arena
Family Holiday Skate
$2,000.00
$2,000.00
$25,000.00
Board
S20-04
Kendal Community Centre
Clarington Honey Festival
$0.00
$1,000.00
$25,000.00
S20-06
Bowmanville Memorial
Galaween
$0.00
$2,000.00
$25,000.00
Hospital Foundation
S20-07
Grandview Children's
Casino Royale Gala
$0.00
$2,000.00
$25,000.00
Foundation
S20-08
Bethesda House
Clarington Community Christmas Party
$0.00
$600.00
$25,000.00
2020
S20-09
Tyrone Community Centre
Breakfast with Santa
$0.00
$500.00
$25,000.00
S20-10
Newcastle BIA
Newcastle Santa Parade
$2,000.00
$2,000.00
$25,000.00
S20-11
Soper Valley Model Railroad
Bowmanville Model Train Show
$0.00
$1,200.00
Applied last in 2017,received $800
$25,000.00
S20-13
Carion Fenn Foundation
Mental Health Workshop
$0.00
$2,000.00
First time applicant
$25,000.00
S20-14
Newcastle Village and District
1880's Garden Party
$0.00
$1,500.00
First time applicant
$25,000.00
Historical Society
S20-15
St. Paul's United Church
Indigenous Awareness Days
$0.00
$2,000.00
First time applicant
$25,000.00
S20-16
Oshawa Ski Club o/a
First Frost at the Brim: Annual Open
$0.00
$2,000.00
First time applicant
$25,000.00
Brimacombe
House
S20-18
Bowmanville Santa Claus
Bowmanville Santa Claus Parade
$0.00
$2,000.00
First time applicant
$25,000.00
Parade
S20-19
Sharon Payton
The Port Neighbourhood Watch
$0.00
$2,000.00
First time applicant
$25,000.00
Community Celebration
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Newcastle Memorial Arena Board
Application #: S20-02
Date Received: January 17, 2020
Contact Name: Todd Taylor
Event Information
Event Name:
Family Holiday Skate
Event Date:
20/12/2020-30/12/2020
Event Location:
Newcastle Memorial Arena
Anticipated Attendance:
520
Admission Cost:
N/C
Sponsorship Benefits
• MOC logo to be displayed on all printed material and
social media
Description of the event that the sponsorship will be used for:
A daily 1.5 hour open skate (Sunday to Sunday) for all residents of the Village of Newcastle and the
Municipality of Clarington.
Event Financial Summary:
2020
Revenue
$ .00
Expenses
$ 3,690.00
Net
$ 3,690.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ .00
$ 2,000.00
$ 2,000.00
Did Not Apply
Family Holiday Skate
Family Holiday Skate
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Kendal Community Centre
Application #: S20-04
Date Received: Feb 23, 2020
Contact Name: Jackie Moore
Event Information
Event Name:
Clarington Honey Festival
Event Date:
23/08/2020
Event Location:
Kendal Community Centre
Anticipated Attendance:
1500
Admission Cost:
N/C
Sponsorship Benefits
• MOC logo to be displayed on brochures and will be
mentioned on special events advertisement on radio
station KX96
Description of the event that the sponsorship will be used for:
A one day celebration of the honey bee, and the essential services they provide to agriculture, and to
the growing apple regions in Ontario. There will be demonstrations by horticulturists, gardeners and bee
keepers that educate all on the health of bees, their survival and of course how honey is made.
Attendees of the festival can purchase different sorts of goods from the festival's farmers market.
Event Financial Summary:
2020
Revenue
$ 1,500.00
Expenses
$ 1,500.00
Net
$ .00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 100.00
$ .00
$ 1,000.00
Clarington Honey Festival
Did Not Apply
Clarington Honey Festival
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Bowmanville Memorial Hospital Foundation
Application #: S20-06
Date Received: March 5, 2020
Contact Name: Andrea Russell
Event Information
Event Name:
Galaween
Event Date:
30/10/2020
Event Location:
Deer Creek Golf and Banquet Facility
Anticipated Attendance:
550
Admission Cost:
$350 per ticket
Sponsorship Benefits
• Two tickets to the Gala
• Donor wall recognition
• MOC logo and name will be featured on social
media ... Facebook, Instagram and Facebook
Description of the event that the sponsorship will be used for:
Galaween is a charity fundraising event which raises funds for new equipment and the redevelopment
and expansion project for Bowmanville Hospital.
Event Financial Summary:
2020
Revenue
$529,400.00
Expenses
$118,950.00
Net
$410,450.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 2,000.00
$ .00
$ 2,000.00
Midsummer Night Dream Gala
Did Not Apply
Galaween
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Grandview Children's Foundation
Application #: S20-07
Date Received: March 5, 2020
Contact Name: Bobbi Penney
Event Information
Event Name:
Casino Royale Gala
Event Date:
25/09/2020
Event Location:
Deer Creek Golf and Banquet Facility
Anticipated Attendance:
500
Admission Cost:
$180 per ticket
Sponsorship Benefits
• Two tickets to the Gala
• Recognition via signage at the gala
• MOC logo will be placed on all publication - newsletter,
website, gala material, social media etc.
Description of the event that the sponsorship will be used for:
Gala - Food, Dancing, Live Auction, Silent Auction, Raffle, Entertainment to raise money to help kids
with special needs across the Durham Region, so that they receive the services they need.
Event Financial Summary:
2020
Revenue
$ 92,000.00
Expenses
$ 39,250.00
Net
$ 52,750.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 1,000.00
$ .00
$ 2,000.00
Pure Imagination Gala
Did Not Apply
Casino Royale Gala
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Bethesda House
Application #: S20-08
Date Received: March 10, 2020
Contact Name: Jaki MacKinnon
Event Information
Event Name:
Clarington Community Christmas Party 2020
Event Date:
29/11 /2020
Event Location:
Bowmanville Museum
Anticipated Attendance:
600
Admission Cost:
N/C
Sponsorship Benefits
• MOC will be recognized on all posters and in print
advertising, Facebook, etc.
Description of the event that the sponsorship will be used for:
A free, multi- generational event held to bring together citizens of Clarington to enjoy a non-sectarian
celebration of the holiday season. Participating host agencies and organizations organize and hold the
event, providing games, crafts, story -telling, cookie decorating, refreshments, photos with Santa and
more.
Event Financial Summary:
2020
Revenue
$ .00
Expenses
$ 600.00
Net
($ 600.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 750.00
$ .00
$ 600.00
5th Annual Christmas Party
Did Not Apply
Clarington Community
Christmas Party 2020
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Tyrone Community Centre
Application #: S20-09
Date Received: March 18, 2020
Contact Name: Steve Hutchison
Event Information
Event Name:
Breakfast with Santa
Event Date:
19/12/2020
Event Location:
Tyrone Community Centre
Anticipated Attendance:
200
Admission Cost:
N/C
Sponsorship Benefits
• MOC will be recognized via the local Schools, Church,
Social Media and Website
Description of the event that the sponsorship will be used for:
The Tyrone Community Centre volunteer Board of Directors supply food, games, crafts and music at no
charge for the community and Clarington residents.
Event Financial Summary:
2020
Revenue
$ .00
Expenses
$ 605.00
Net
$ 605.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 500.00
$ .00
$ 500.00
Breakfast with Santa
Did Not Apply
Breakfast with Santa
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Newcastle BIA
Application #: S20-10
Date Received: March 18, 2020
Contact Name: Jane Black
Event Information
Event Name:
Newcastle Santa Parade
Event Date:
15/11 /2020
Event Location:
King Avenue from Rudell to Brookhouse
Anticipated Attendance:
12,000
Admission Cost:
N/C
Sponsorship Benefits
• MOC will be recognized in all Social Media platforms,
posters, Village Voice, Parade Program, local newspaper
Description of the event that the sponsorship will be used for:
Christmas theme parade run by volunteers on a Sunday evening - along King Avenue in Newcastle.
Event Financial Summary:
2020
Revenue
$ 23,900.00
Expenses
$ 25,100.00
Net
($ 1,200.00)
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 2,000.00
$ 2,000.00
$ 2,000.00
Newcastle Santa Parade
Newcastle Santa Parade
Newcastle Santa Parade
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Soper Valley Model Railroad
Application #: S20-11
Date Received: 43916
Contact Name: Bill Harford Jr.
Event Information
Event Name:
Bowmanville Model Train Show
Event Date:
24/10/2020
Event Location:
Garnet B. Rickard Recreation Complex
Anticipated Attendance:
800-1000
Admission Cost:
$ 7 per adult (children 12 and under free)
Sponsorship Benefits
MOC will be recognized on all signs, flyers and online
Description of the event that the sponsorship will be used for:
Model Train show that features operating model train display layouts along with new and used vendors
of both model and railroad related items.
Event Financial Summary:
2020
Revenue
$ 6,000.00
Expenses
$ 3,483.29
Net
$ 2,516.71
Organization Funding History
2018 Received
2019 Received
2020 Request
$ .00
$ .00
$ 1,200.00
Did Not Apply
Did Not Apply
Bowmanville Model Train Show]
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Carion Fenn Foundation
Application #: S20-13
Date Received: April 1, 2020
Contact Name: Bianca Albanese
Event Information
Event Name:
Mental Health Workshop
Event Date:
16/09/2020
Event Location:
Garnet B. Rickard Recreation Complex
Anticipated Attendance:
200
Admission Cost:
N/C
Sponsorship Benefits
• Promotional material (banner & flyer)
• MOC will be given the opportunity to have a table at this
event. The MOC will be acknowledged in the welcome
speech and will be given the opportunity to give a 2 minute
greeting speech
Description of the event that the sponsorship will be used for:
This mental health workshop in Clarington will bring together mental health professionals and
community.
Event Financial Summary:
2020
Revenue
$ 5,000.00
Expenses
$ 5,000.00
Net
$ .00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ .00
$ .00
$ 2,000.00
Did Not Apply
Did Not Apply
Mental Health Workshop
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Newcastle Village and District Historical Society
Application #: S20-14
Date Received: April 4, 2020
Contact Name: Sher Leetooze
Event Information
Event Name:
1880's Garden Party
Event Date:
01/08/2020
Event Location:
Park behind Newcastle Library
Anticipated Attendance:
500+
Admission Cost:
N/C
Sponsorship Benefits
• MOC logo on website, Facebook page for Newcastle
and Orono, newsletters, posters, newspaper articles,
community calendars, calendars on KX96
Description of the event that the sponsorship will be used for:
A day in the life of 1880's Newcastle - a tea tent and games for both adults and children.
*Originaly planned for July 1, 2020 moved to August 1, 2020 and open to delaying further if social
gathering restrictions are still in place.
Event Financial Summary:
2020
Revenue
$ 500.00
Expenses
$ 2,000.00
Net
($ 1,500.00)
Organization Funding History
2018 Received
2019 Received
2020 Request
$ .00
$ .00
$ 1,500.00
Did Not Apply
Did Not Apply
1880's Garden Party
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: St. Paul's United Church
Application #: S20-15
Date Received: April 6, 2020
Contact Name: Roberta Youngs -Ransom
Event Information
Event Name:
Indigenous Awareness Days
Event Date:
25/09/2020-27/09/2020
Event Location:
Undetermined
Anticipated Attendance:
150
Admission Cost:
$35 for Saturday. Friday evenings fee is undetermined
Sponsorship Benefits
• MOC logo on all printed material
• Representative from Clarington Diversity Committee
invited to share words.
• Partnership with MOC
Description of the event that the sponsorship will be used for:
A three-day conference for all people, to provide education and cultural awareness around Indigenous
Peoples as we walk the pathway towards reconciliation. Including art, culture, educational workshops,
culinary and live entertainment.
Event Financial Summary:
2020
Revenue
$ 15,700.00
Expenses
$ 24,900.00
Net
$ 9,200.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ .00
$ .00
$ 2,000.00
Did Not Apply
Did Not Apply
Indigenous Awareness Days
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Oshawa Ski Club o/a Brimacombe
Application #: S20-16
Date Received: April 7, 2020
Contact Name: Courtney Pope
Event Information
Event Name:
First Frost at the Brim: Annual Open House
Event Date:
14/11 /2020-15/11 /2020
Event Location:
Brimacombe (Oshawa Ski Hill)
Anticipated Attendance:
800-1000
Admission Cost:
N/C
Sponsorship Benefits
• MOC logo on signage, posters and print advertisement.
• Social Media Recognition (Facebook, Twitter, Instagram
and email blasts)
• Mention in radio announcement (KX 96, 94.6 The Rock
and 107.7 CDKO)
• The opportunity for MOC to display promotional material
Description of the event that the sponsorship will be used for:
Brimacombe's annual open house, which aims to bring out families from throughout the GTA. This
family event features many complimentary activities including face painting, fire pit with s'mores, toy
groomers, photos with Santa, colouring station and scavenger hunt. Also provided are complimentary
hot drinks, cotton candy and popcorn.
Event Financial Summary:
2020
Revenue
$ 2,075.00
Expenses
$ 12,860.00
Net
($ 10,785.00)
Organization Funding History
2018 Received
2019 Received
2020 Request
$ .00
$ .00
$ 2,000.00
Did Not Apply
Did Not Apply
First Frost at the Brim: Annual
Open House
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Bowmanville Santa Claus Parade
Application #: S20-18
Date Received: April 8, 2020
Contact Name: Emily Geraghty
Event Information
Event Name:
Bowmanville Santa Claus Parade
Event Date:
21 /11 /2020
Event Location:
Bowmanville
Anticipated Attendance:
1000+
Admission Cost:
N/C
Sponsorship Benefits
• MOC recognition on their website
• MOC logo on the Parade programs
Description of the event that the sponsorship will be used for:
Santa Claus Parade that runs in Bowmanville annually.
Event Financial Summary:
2020
Revenue
$ 8,000.00
Expenses
$ 6,945.50
Net
$ 1,054.50
Organization Funding History
2018 Received
2019 Received
2020 Request
$ .00
$ .00
$ 2,000.00
Did Not Apply
Did Not Apply
Bowmanville Santa Claus
Parade
Attachment 2 to CSD-005-20
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Sharon Payton
Application #: S20-19
Date Received: April 8, 2020
Contact Name: Sharon Payton
Event Information
Event Name:
The Port Neighbourhood Watch Community Celebration
Event Date:
12/09/2020
Event Location:
Pearce Farm Park - Port of Newcastle
Anticipated Attendance:
250+
Admission Cost:
N/C
Sponsorship Benefits
• MOC recognition on Social Media - Facebook, Mail chimp
email campaign
• Logo on Flyers
• Verbal recognition and signage at the event
Description of the event that the sponsorship will be used for:
A volunteer run community BBQ celebrating attaining Neighbourhood Watch status for the Port of
Newcastle community.
Event Financial Summary:
2020
Revenue
$ .00
Expenses
$ 2,725.00
Net
($ 2,725.00)
Organization Funding History
2018 Received
2019 Received
2020 Request
$ .00
$ .00
$ 2,000.00
Did Not Apply
Did not apply
The Port Neighbourhood Watch
Community Celebration