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HomeMy WebLinkAboutTR-35-96 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEEFile# Date: Res. # _a r� May 6, 1996 By-Law# Report#: File #: TR-35-96 Subject: Clarington Older Adults - 1996 Grant Request Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-35-96 be received, 2. THAT the grant request of$3,000 submitted by the Clarington Older Adults Centre Committee be considered at this time, 4. THAT a Reserve Fund for Capital Construction of the Clarington Older Adults Centre be established and that the appropriate by-law be forwarded to Council for approval, and 3. THAT the Clarington Older Adults Committee be advised of Council's decision. 1.0 Background 1.1 At the budget deliberation meeting of April 121996 (Resolution#GPA-213-96), the grant application submitted by the Clarington Older Adults was referred to the Treasurer for a meeting to clarify the budget submission which reflected a deficit position. Council also expressed concern regarding the salary line item in their i budget submission. 1.2 The Treasurer met informally with Mr. Welsh and advised him of the budget deliberation decision. He suggested that the Older Adults Committee had a revised budget that could be considered by Council, and that he was prepared to attend the Council meeting of April 29th to address this budget. ­CYCLED PAPER 704 PA RECYCLE ms 6 PRIMED IXJ RECYCLED PAPER TR-35-96 Page Two 1.3 At the meeting of April 29 Mr. Welsh appeared as a delegation and referred to a budget presentation that was circulated to Council on March 4 1996 as support for the construction of the facility. This document was not submitted for consideration to support the grant requested. Consequently, there was some confusion regarding the 1996 grant request. 2.0 The Clarington Older Adults 1996 Budget 2.0 Attachment #1 is the March 4 1996 Clarington Older Adult Committee budget document for consideration in respect of awarding the 1996 grant request. 3.0 The 1996 Grant Request 3.1 The grant requested by the Clarington Older Adults for 1996 is $3,000. The 1995 award was $6,000, of which $3,000 was granted immediately and $3,000 remains for future use toward the start up operating cost of the facility. (refer to attachment #2) 3.2 Council is requested to consider their 1996 grant request at this time in conjunction with the attached budget submission. 3.3 Council may wish to consider allocation of the $3,000 1995 grant which is held for future use to the 1996 request, in light of the funds which were set up via TR-16-96 from the Hydro Escrow account as a contingency for future operating requirements. 4.0 Charitable Donations/Capital Reserve Fund 4.1 The Clarington Older Adults Committee have asked that the Municipality issue receipts for donations received toward the construction of the Older Adults Centre. (refer to attachment #3) It appears to be the intention of the Committee to obtain a charitable registration number for fundraising toward the facility. In the interim, funds collected are to be held by the Municipality for that purpose. Municipal government receipts are eligible under the Income Tax Act for tax deductions. 4.2 It is recommended that a Reserve Fund for Capital Construction of the Clarington Older Adults Centre be established, and that the appropriate by-law be forwarded to Council for approval. Any funds received as a donation toward that facility would be deposited to the Reserve Fund. Access to these funds by the Older Adults Committee would require Council resolution, and otherwise will be included in the budget proposed for the construction of the facility. 3 705 TR-35-96 Page Three 4.3 The Reserve Fund for capital construction will be maintained separately from the Reserve Fund for operating contingency requirements as established through report TR-16-96. Respectively Submitted, Reviewed by, ga-7ri-6 A. Marano, H.BSc.,A.M.C.T. W.H. Stockwell, Treasurer. Chief Administrative Officer MAM/PP 706 e ATTACHMENT #1 e 2 CLARING'TON OLDER ADULT CEN'T'RE Budget Presentation To General Purpose and Administration Committee of Council Municipal of Clarington -00 9 u - March 4, 1996 707 OLDER ADULT CENTRE ASSOCIATION BUDGET PROJECTION - MARCH 4, 1996 SUMMARY REVENUE EXPENSE Description Amount Description Amount FEES STAFF Membership Fees $10,000 Coordinator $35,000 User Participation Fee $10,000 Clerk/Part-time Staff $15,000 Course/Program Fees $5,000 Benefits $5,000 SPACE RENTAL OPERATIONS Community Care $13,000 Heat and Electricity $20,000 Moovin' and.Groovin' $6,000. Water and Sewage $2;000 Miscellaneous Rental $3,300 Garbage $1,000 Maintenance $11,500 ASSOCIATION ACTIVITIES OVERHEAD Bus Trips $2,000 Insurance $1,800 Fund Raising $15,000 Office Supplies $1,500 Meals/Refreshments $2,000 Telephone $1,500 Printing/Postage $5,000 OUTSIDE FUNDING Donations $5,000 Elderly Persons Centre Funding $25,000 Municipality of Clarington $3,000 TOTAL REVENUES $99,300 TOTAL EXPENSES $99,300 708 OLDER ADULT CENTRE ASSOCIATION BUDGET PROJECTION - MARCH 4, 1996 BUDGET BACKGROUND INFORMATION REVENUES Description Amount Comments FEES Membership Fees $10,000 - Based on 500 members at $20.00 each - Based on discussions with seniors - Compare to Aurora at $12.00 Peterborough at $15.00 Whitby at $8.00 - Higher fees for Clarington recognize need for greater self sufficiency User Participation Fee $10,000 - Based on $0.50 for each participant in each activity - Compares to: Aurora 1996 Budget of$9,545 Markham 1995 Budget of$9,700 - Slight increase over comparison can be achieved because of marginal increase in user fee per activity Course/Program Fees . $5,000 - Revenue from fees for programs run at the Activity Centre by volunteers, teachers, artisans and staff - Fees from users for each Course or Program - Compares to Aurora at $4,550/yr. Whitby at $13,000/yr. SPACE RENTAL Community Care $13,000 - Confirmed with Roxy Barnes, Administrator of Community Care Clarington that rental expense of $13,000 is acceptable (less than current) and will also include some assistance in Centre operations i 709 OLDER ADULT CENTRE ASSOCIATION r BUDGET PROJECTION - MARCH 411996 BUDGET BACKGROUND INFORMATION REVENUES Description Amount Comments f Moovin' and Groovin' $6,000 - Based on 40 weeks rent and ongoing discussions for shared space/ activities Miscellaneous Rental $3,300 - Rental income from community groups such as the Clarington Concert Band and limited private factions as required to meet budget requirements without impacting older adult priority functions. ASSOCIATION ACTIVITIES Bus Trips $2,000 - Conservative estimate compared to Aurora - $16,800/yr. Whitby - $6,000/yr. Fund Raising $15,000 - Fund raising activities will raise an estimated $15,000. This is less than half of the revenue raised from fundraising by Peterborough older adults. Meals./Refreshments $2,000 - Conservative estimate of net revenue from operating a. light kitchen serving coffee, light meals, etc. - Based on visits to Whitby Senior Citizens' Centre and discussions with other centres of a similar size. OUTSIDE FUNDING Donations $5,000 - It is expected that past donations from community groups and individuals will continue (and probably grow) when the new centre is opended. 710 I OLDER ADULT CENTRE ASSOCIATION BUDGET PROJECTION - MARCH 4, 1996 BUDGET BACKGROUND INFORMATION REVENUES Description Amoun t Comments Elderly Persons Centre $25,000 - The Provincial Government subsidizes Funding all older adult centres. Some examples are: Whitby 29,100 Peterborough 30,000 Aurora 27,500 - The Centres contacted were confident that the Provincial Grant would be available on an ongoing basis. Municipality of Clarington $3,000 - The Municipality has made an annual grant to the Older Adult Association through the Community Services Department. - Other Municipalities continue to assist local Seniors Centres even after buildings are established such as: Peterborough $20,000 /yr. Markham $106,454 (1995) Aurora $20,188 (1996) Whitby $270,200 (1995) - A relatively low ongoing Municipal Grant has been budgeted. Over time (say 5 years) this amount could be replaced by additional fees or fundraising. 711 OLDER ADULT CENTRE ASSOCIATION BUDGET PROJECTION - MARCH 4, 1996 BUDGET BACKGROUND INFORMATION EXPENSES Description Amount Comments STAFF Coordinator $35,000 - Based on a full time Coordinator - Compare with .Aurora at $29,236 Markham at $32,000 (1996) Budget Clerk/Part-time Staff $15,000 - This budget category will be partly offset by assistance provided from Community Care in basic centre operations. This savings has been reflected in a parallel rental revenue Benefits $5,000 - This account category is based on 10% of staff salary expense - Includes benefits for full time and reduced benefit package for part time staff OPERATIONS Heat and Electricity $20,000 - Based on discussions with Clarington Hydro and Consumers Gas - Expense is a blend of office and residential usage rates - Significant budget allocation for air conditioning - Compare to Whitby total utility.budget $16,100 Markham at $21,800 - Compared to hydro expense for Aurora Senior Centre budget of$4,320. (1996) i 712 i 3 OLDER ADULT CENTRE ASSOCIATION BUDGET PROJECTION - MARCH 4, 1996 BUDGET BACKGROUND INFORMATION EXPENSES Description Amount Comments Water and Sewage $2,000 - Based on similar Municipality of Clarington building operation expenses - Input from facility Manager, Community Services Department - Compared to Markham at $1,900 Garbage $1,000 - Based on similar expenses for other Municipality buildings Maintenance $11,500 - Based on input from facilities Manager, Community Services Department compared to Markham at $8,600 Whitby at $3,220 Aurora at $6,250 OVERHEAD Insurance $1,800 - Compare with Markham at $700 Whitby at $1,020 Aurora at $1,790 Office Supplies $1,500 - Based on past experience of the Older Adult Centre Association and comparisons with similar existing centres such as: Markham at $800 Whitby at $2,500 Aurora at $525 Telephone $1,500 - Based on comparisons with other senior centres such as Markham at $2,000 Aurora at $1,000 Printing/Postage $5,000 - Based on past experience of the Older Adult Centre Association and comparisons with other ongoing centres/ seniors activity groups adn1tctr,wk4 713 Attachment #2 THE CORPORATION OF THE MUNICIPALITY OF CLARIN-GTON Memorandum DN:G:Adults To: Mayor Diane Harare & Members of Council From: Marie A. Marano, Treasurer Date: November 17, 1995 Subject: Re: Clarington Older Adults - 1995 Grant Council approved, through the 1995 grant process, a grant for the Clarington Older Adults in the amount of $6,000. However $3,000 of that grant was to be held pending a meeting with the Director of Community Services to determine the need for the additional $3,000 (the 1994 grant approved was $3,000). The grant request was to be used in part toward the start up and operating expenses related to the new facility. The Director of Community Services met the Older Adults on the issue of the Senior's ( Centre, and the grant request was discussed at this time. Due to the delay of the construction of the Senior's Centre, the start up costs will not be required during 1995. It is anticipated that these funds will be required at some time during 1996 to apply toward start up cost. This is conditional on Council's approval of a Senior's Centre. Provided that Council has no objection, it is recommended that the funds be held by the Municipality and carried over to 1996 for the purpose it was originally intended. Pending the approval of some facility by Council, the funds would be authorized for release by the Director of Community Services at the appropriate time in 1996. If there are any concerns related to the above, please advise. /n,khyou cc: B. Stockwell, Chief Administrative Officer J. Caruana, Director of Community Services P. Barrie, Clerk N. Taylor, Deputy Treasurer 714 INQTO CLARINGTON OLDER ADULT CENTRE COMMITTEE P.O. BOX 196 BOWMANVILLE, ONTARIO Attachment #3 L1C 3K9 �ADULT April 15, 1996 Ms. Marie Marano Treasurer Municipality of Claringt-orr- ------- — - 40 Temperance Street Bowmanville, Ontario L1C 3A6 Dear Ms. Marano: The Older Adult Activity Centre Committee members are receiving requests from people wishing to make donations to support the proposed Centre for the issue of receipts eligible for charitable status for income tax purposes. From previous conversations, we understand it may be possible that a Trust Fund could be set up through the Municipality for the Older Adults Activity Centre Association in order that receipts for charitable donations may be given. The committee is anxious to start serious fund-raising and we would appreciate your advice about setting up such a Trust Fund and how quickly this can be done. Yours sincerely, Annabel Sissons Don Welsh Co-Chair Co-Chair 715