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Staff Report
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Report To: General Government Committee
Date of Meeting: May 10, 2021 Report Number: FSD-023-21
Submitted By: Trevor Pinn, Director of Financial Services
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#: GG-360-21
Report Subject: 2021 COVID Support for Hall Boards
Recommendations:
1. That Report FSD-023-21 be received;
2. That the Municipality offer an in -take for the Community COVID-19 Support Program
utilizing the guidelines and forms approved in 2020 specifically for hall boards and
arena boards;
3. That the funding for the hall board and arena board in -take be funded from the Tax Rate
Stabilization Reserve Fund (utilizing the Safe Restart Funds) to a maximum of $60,000
with no limit per organization;
4. That the Director of Financial Services, Director of Community Services and the Chief
Administrative Officer be delegated authority to determine and approve the allocation of
funds under the in -take; and
5. That staff report back to Committee in September 2021 on the recipients of the funding.
Municipality of Clarington
Report FSD-023-21
Report Overview
Page 2
The two stay-at-home orders since December 2020 and the anticipated continued public
health measures are expected to significantly restrict the ability of hall boards and arena
boards from meeting their revenue expectations. At the same time, there are fixed costs
which are required to operate the facilities. Council has requested a grant program for hall
boards to support these organizations, this report outlines the grant program
recommendation.
1. Background
1.1 At its meeting of March 29, 2021, General Government Committee passed resolution
GG-273-21 as follows:
Whereas many hall boards have little to no bookings due to COVID-19 and are
struggling to cover the costs of utilities and PPE; and
Whereas even before COVID-19 many boards struggled to cover their utilities,
maintenance and snow removal costs, significantly deterring volunteerism and
contributing to low morale.
Now therefore be it resolved that Staff report back on eligibility criteria for hall
boards to apply for one-time funding from the Tax Rate Stabilization Reserve
Fund (which would be supported by the Safe Restart funds we got from the
Province) to each hall in addition to the $3,000.00 grant they have already
received for an amount to be determined per hall board on the basis of need to
cover utilities, PPE and other expenses for the 2021 year; and
That Staff report back on long-term funding options for hall boards with respect to
ongoing snow removal, utilities and maintenance where the hall boards may be
struggling financially in order to ensure the long-term viability of the local boards.
1.2 Staff from Financial Services and Community Services met to discuss this request. Staff
agreed that the resolution would require two separate reports. The more immediate
need, the one-time grant for COVID-19 pressures, is the subject of this report. In
addition, the long-term financial funding relationship will be the subject of a separate
report as it requires more research, consideration and planning than the grant portion.
1.3 Staff also discussed including the two arena boards, although not explicitly identified in
the resolution. It was felt that given the arena boards are similar (they provide services
to the community from Municipally -owned facilities) and are also restricted in their ability
to host their usual events, it would be appropriate to extend the grant program to both
hall boards and arena boards.
Municipality of Clarington
Report FSD-023-21
Community Halls and Arena Boards
Page 3
1.4 Aside from those facilities operated by the Municipality, there are 11 community halls
and two arenas in Clarington, owned by the Municipality but operated by a volunteer
board. These facilities are as follows:
Name of Facility
Bowmanville Memorial Park Clubhouse
Board o
No
Bowmanville Older Adult Centre
Brownsdale Community Centre
No
No
Hampton Community Hall
Haydon Community Hall
Kendal Community Centre
Newcastle Arena
Newcastle Village Community Hall
Newtonville Hall
Orono Arena
Orono Town Hall
Solina Community Hall
Tyrone Community Centre
No
No
No
Yes
Yes
No
No
No
Yes
Yes
Municipality of Clarington
Report FSD-023-21
Page 4
1.5 Any of the organizations mentioned above, which are Boards of Council are
consolidated into the Municipality's financial statements as they are considered a local
board and under the Municipality's control. Those which are not are not under the
control of Council however, the Municipality owns the building/facility.
1.6 The long-term financial support, relationship and service level agreements between the
Municipality and the hall boards will be the subject of a subsequent report. It requires
significant analysis and the creation of an implementation plan.
1.7 Each of the hall boards and arena boards currently has different agreements and
arrangements with the Municipality as far as service level agreements. As part of the
long-term review, we will provide consistency in the service level agreements with each
organization. These in -kind services could represent a contribution to the organization
that replaces or supplements existing fiscal support depending on the individual
situation.
2. Community COVID-19 Support Program
2020 Intake
2.1 As part of the April 14, 2020, Council meeting, the direction was provided to develop a
grant program for not -for -profit organizations impacted by the COVID-19 pandemic. This
target -specific program provided financial support to our community agencies, not -for -
profits and volunteer organizations affected by the COVID-19 pandemic.
2.2 Community Services staff developed a set of criteria and an application form
(Attachment #1). This application -based program was funded $100,000 from the Tax
Rate Stabilization Reserve Fund (later allocated to the Safe Restart Program). It was
limited to $5,000 per organization to ensure funds had an impact across the
Municipality. The program received 35 applications for a request of $155,510, with 31
organizations receiving funding.
2.3 As part of the 2020 intake, the following hall boards received funding: Brownsdale
Community Centre, Hampton Community Association, Haydon Community Hall,
Newcastle Arena Board, Newcastle Community Hall, Newtonville Community Hall
Board, Solina Community Centre, and Tyrone Community Centre
Municipality of Clarington
Report FSD-023-21
Criteria
Page 5
2.4 The criteria already established by Council in 2020 for the Community COVID-19
Support Program continue to be a valid criterion for short-term support during the 2021
fiscal year as we continue to adapt to the pandemic's day-to-day impacts. However, this
program would not be recommended for long-term financial support for the hall boards
as those requirements go beyond COVID-19 response and include repairs and
maintenance/capital considerations.
2.5 Staff recommend that the $5,000 limit be removed for hall boards and arena boards as
they are in substance extensions of the Municipality services. As well, the nature of
these organizations is different than other not -for -profits as the service that they provide
is primarily facility rental/ event planning which is not able to pivot delivery to online like
other not -for -profits.
2021 Hall Board and Arena Board Intake
2.6 Hall boards and arena boards within the Municipality operate on a volunteer basis with
minimal financial resources. The 2021 budget requests from the organizations were
made in November 2020; since that time the Province has had two stay-at-home orders,
which has all but eliminated these boards' ability to rent facilities and host events. This
level of restriction was not likely foreseen during their budget deliberations for 2021.
2.7 While some level of decrease in revenues should have been anticipated, the Newcastle
Community Hall requested additional funds in 2021, anticipating reduced rental ability;
five months of lock -down was not likely expected. We have heard from hall boards and
arena boards that additional financial assistance will likely be required for 2021.
2.8 Given the success of the Community COVID-19 Support Program, staff are
recommending a specific intake in 2021 for hall boards and arena boards. Funding for
this program would be from the Tax Rate Stabilization Reserve Fund, where the Safe
Restart Funds received from the Province of Ontario have been deposited. Safe Restart
Funds must be used for operating expenses and revenue pressures related to COVID-
19; this grant program would be an eligible use, in my opinion.
2.9 The Community Development Division of Community Services will facilitate the grant
intake, including the communication with the hall boards and arena boards. An intake
with a due date of June 30 will provide the boards ample time to determine their needs.
It would be expected that funds could flow to the recipients by the end of July.
Municipality of Clarington
Report FSD-023-21
3. Concurrence
Page 6
This report has been reviewed by the Director of Community Services, who concurs
with the recommendation.
4. Conclusion
It is respectfully recommended that Council approve the hall board and arena board -
specific intake for the Community COVID-19 Support Program with funding in aggregate
of $65,000 from the Tax Rate Stabilization Reserve Fund.
Staff Contact: Trevor Pinn, Director of Financial Services/Treasurer, 905-623-3379 ext. 2602,
tpinn(c�clarington.net
Attachments:
Attachment 1 — Community COVID-19 Support Program Criteria and Application Form
Interested Parties:
List of Interested Parties available from the Community Services Department.
Purpose:
This program will provide funding to non-profit organizations to provide community
support programs, including those agencies supporting small businesses, to those in
need as a result of the COVID-19 pandemic.
This target -specific program has been created to provide financial support to our
community agencies, nonprofits and volunteer organizations that will / have been
impacted by the COVID-19 pandemic. To be eligible, applicants must be:
Registered (Federal or Provincial) Not -for -Profit, local Board of the
Municipality or local volunteer community group that delivers programs or
services to the residents of Clarington or a group of two (2) or more
Clarington residents who share a common purpose in providing a service to
the community with no personal or professional gain (individuals or groups
must partner with a registered not -for -profit or established volunteer group to
be eligible). Agencies supporting small businesses are eligible to apply for
Innovation Relief only.
Organizations must be non-profit, non -political and non -religious in nature.
Religious organizations will be eligible if the funding request is for a program
or service that benefits the broader community and does not involve religious
teachings and/or is not generating revenue for the organization.
Demonstrate their programs, services or clients have been impacted due to
COVID-19:
o Enhancement / addition of programs or services to support the
community for COVID-19 related needs
o Closure of facility or programs which resulted in a loss of revenue
o Closure of facility or programs which resulted in the requirement to
provide services to clients using other means (i.e. technology,
equipment, supplies)
o Cancellation of fundraising events due to COVID-19 social
gathering restrictions or facility closures which results in loss of
revenue
o Any other direct impact as a result of COVID-19 as demonstrated
by the applicant
Forms of relief (up to $5,000)
Financial relief — due to loss of revenue from service or fundraising event
cancellation (proof of cancellation and projected revenue loss is required).
Innovation relief - allow non -profits to pivot and offer services in a different way
(i.e. access to technology, equipment, supplies, agencies supporting small
businesses with new programs or services)
Service relief — for organizations that assist individuals and families address the
social well-being of those most affected by COVID-19. Examples include:
o at home help for seniors
o crisis and helplines
o food security issues
o emotional and mental health counselling
o any other identified community issues
Applicant Information
Name of Lead Organization(s): Click or tap here to enter text.
Description of the Organization: Click or tap here to enter text.
Complete Address: Click or tap here to enter text.
Contact Name: Click or tap here to enter text.
Email: Click or tap here to enter text.
Type of Organization (please select one):
❑ Incorporated not -for -profit or charity
❑ First Nation
Phone: Click or tap here to enter text.
❑ Religious or faith -based
❑ioB�I Other (please specify):Click or tap here to enter text.
Is this a collaboration between multiple groups or organizations?
❑ Yes ❑ No
If yes, please list the individuals / organizations involved: Click or tap here to enter text.
Project and Budget Information
1. Total amount of funding requested: Click or tap hereto enter text.
*up to $5,000.00
2. What geographic location(s) will be served through this funding? Please check all that apply
❑ Clarington wide ❑ Bowmanville ❑ Courtice
❑ Newcastle ❑ Orono ❑ Rural Clarington
3. Which vulnerable group(s) will this funding support? Please check all that apply
❑ Seniors ❑ Individuals experiencing mental health
challenges
❑ Caregivers ❑ Individuals or families experiencing
violence
Individuals or families with low or limited
❑ income ❑
❑ Families with young children ❑
❑ Other (please specify) Click or tap here to enter text.
Individuals or families with limited
access to support (remote)
Individuals with disabilities, or chronic
or underlying medical conditions
Municipality of Clarington COVID-19 Relief Program for Not -For -Profits
4. How many individuals do you expect to serve through this funding? Click or tap hereto enter text.
5. Please fill in the chart with required details below:
❑ New Program/Initiative
❑ Lost Revenue
❑ Other Click or tap here to enter
text.
Does your organization have in less than of 2 years of operating budget in unreserved cash?
❑ Yes ❑ No
Loss of revenue: please identify the program or fundraiser that has been cancelled due to COVID-19
Fundraiser/Program: Click or tap here to enter text. Estimated Revenue: Click or tap here to enter text.
Declaration
I, Click or tap here to enter text. (name in full) of the Municipality of Clarington, in the Province of Ontario, am the Click
or tap here to enter text. (position) of Click or tap here to enter text. (name of organization applying), and certify that
the information contained in this application is true, accurate, and complete and that I am representative with
designated signing authority/decision-making authority in the organization stated in this declaration.
Contact Information
Primary Contact Name: Click or tap here to enter text. Secondary Contact Name: Click or tap here to enter text.
Primary Contact Phone: Click or tap here to enter text. Secondary Contact Phone: Click or tap here to enter text.
Primary Contact Email: Click or tap here to enter text. Secondary Contact Email: Click or tap here to enter text.
Municipality of Clarington COVID-19 Relief Program for Not -For -Profits