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Report To: General Government Committee
Date of Meeting: April 8, 2024 Report Number: PUB-009-24
Submitted By:
Reviewed By:
Authored by:
File Number:
Report Subject:
Lee-Ann Reck, Deputy CAO, Public Services
Mary-Anne Dempster, CAO Resolution#:GG-068-24
George Acorn, Director Community Services
By-law Number:
Orono Town Hall 125th Anniversary – Funding Request
Recommendations:
1.That Report PUB-009-24, and any related delegations or communication items, be
received;
2.That funds in the amount of $________ be approved in response to the funding
request from the Orono Town Hall Board to assist with the events identified as part
of their 125th anniversary, with funding sources at the discretion of the Deputy CAO,
Finance and Technology/Treasurer as outlined in Report PUB-009-24; and
OR
That the funding request from the Orono Town Hall Board to assist with the events
identified as part of their 125th anniversary be received with thanks; and
3.That all interested parties listed in Report PUB-009-24, and any delegations be
advised of Council’s decision.
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Report PUB-009-24
Report Overview
This report is providing information for Council consideration of a funding request from the
Orono Town Hall Board for events celebrating their 125th year anniversary. Staff have
consulted with the organization to evaluate the request and distinguish between events that
are part of their regular operation versus events that were specifically planned to
commemorate the 125th anniversary.
Also as directed by Council, staff are working to develop a policy for how future requests
pertaining to milestone celebration funding can be best handled. These guidelines will be
included in a Civic Recognition Program that is being prepared and will be before Council
prior to the end of 2024.
1. Background
1.1 At the January 22, 2024, Joint General Government and Planning and Development
Committee meeting, correspondence from Brad Smith, Chair Orono Town Hall was
received (Attachment 1). It included a request for Council to consider assisting with the
funding of the events planned around the milestone anniversary. The original request
included three specific events and multiple community movie nights.
1.2 At the January 29th Council meeting, it was resolved “That the correspondence from the
Orono Town Hall Board be received; That the request for funding be referred to Staff to
gather more information, including the total anticipated cost of the events; and that Staff
create a policy to deal with these types of grant requests.
1.3 During subsequent discussions with Board members, it was discussed what events from
the original request were specific to the 125th anniversary celebrations and what events
were regular and/or annual events. This resulted in a revised request being sent on
March 5, 2024 (Attachment 2).
1.4 The details identified a Women’s International Day on March 8 at a budgeted cost of
$3,350 and the 125th Anniversary Dinner on April 6 and a net budgeted cost of $3,510,
not including the in-kind provision of tables from the Municipality.
1.5 Prior to the preparation of this report, Community Services staff did commit to providing
tables for the April 6th Anniversary Dinner, as in-kind support for the event.
2. Future Considerations
2.1 As part of the same request from Council, staff were directed to develop a Policy to
manage future requests for milestone celebrations.
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Report PUB-009-24
2.2 Currently staff in Public Services are engaged in a project to develop a Civic
Recognition Program. The program will outline a process for the Mayor and Members of
Council to recognize outstanding contributions from individuals and community groups
for the valuable work they do to serve and enhance our community.
2.3 Further, the Civic Recognition Program, will outline which major milestones will be
recognized. This will apply to Anniversary Milestones, like that from Orono in 2024, as
well as personal milestone events such as birthdays and wedding anniversaries. Staff
plan to have this report before Council later in 2024.
3. Financial Considerations
3.1 Due to the timing of this request, the item was not included in the 2024-2027 Operating
Budget. It is planned to include timelines and other criteria in the Civic Recognition
Program that would require requests to be submitted as part of the annual operating
budget update.
3.2 Municipal staff are currently reviewing the applications received for the 2024 Community
Funding Program, and at this time it is not certain if there will remain unallocated funds
from the approved 2024 budget. If Council approves any of the Orono Town Hall
Board’s funding request, the unallocated grant funds will be used to support this
initiative. If there are insufficient funds from the Community Funding Program, Staff will
look at existing budgets first, and then appropriate reserves to fund any shortfall.
4. Strategic Plan
This report aligns with the Clarington’s 2024-2027 Strategic Plan’s Mission: A
connected, dynamic and welcoming community, focused on the future while respecting
our past.
5. Concurrence
This report has been reviewed by the Deputy CAO, Finance and Technology/Treasurer
who concurs with the recommendations.
6. Conclusion
It is respectfully recommended that Council consider the request from the Orono Town
Hall Board seeking funds to support their planned celebrations of the Town Hall 125
years in operation.
Staff Contact: George Acorn, Director Community Services, 905 623-3379 ext. 2502.
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Report PUB-009-24
Attachments:
Attachment 1 – Original Funding Request
Attachment 2 – Revised Funding Request (received March 5/24)
Interested Parties:
The following interested parties will be notified of Council's decision:
Brad Smith, Chair
Orono Town Hall Board
5315 Main St, Orono
L0B 1M0
Attachment 1 to Report PUB-009-24
Attachment 1 to Report PUB-009-24
Attachment 2 to Report PUB-009-24
Attachment 2 to Report PUB-009-24
Attachment 2 to Report PUB-009-24