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Home My WebLink AboutTR-82-94 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# Date: September 19, 1994 Res. # G-)�►� Y`�` By-Law# Report#:, TR 8 0t � File#: Subject: GRANT REQUEST BY CITY OF OSHAWA MARINE AND RESCUE ASSOCIATION (C.O.M.R.A.) Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-82-94 be received; 2. THAT Council provide direction on Option A, B or C, as follows: Option A That C.O.M.R.A.'s grant request for financial assistance in the amount of $3,000.00 be approved, with the funds to be drawn from the Unclassified Administration Contingency Account (Account #7007-X-0298); Option B That C.O.M.R.A. be given a grant at the same level as the 1993 grant award of $2,500.00, with the funds to be drawn from the Unclassified Administration Contingency Account (Account #7007-X-0298); I Option C Inform C.O.M.R.A. that the grant process requires the grant application be submitted on an unsolicited basis by November 30, of any given year, for consideration in the following year's budget. 3. THAT Susan Turnbull of the City of Oshawa, John Levantis, Unit Commander of C.O.M.R.A. and Kevin Webb, Treasurer of C.O.M.R.A.,be notified of Council's decision. i I 701 RECYCLED EAPI P R CYCL LE -.PR MED CN RECYCLED PAPER TR-82-94 Page 2 BACKGROUND: 1. At the Council meeting of September 12, 1994, Item D-23, grant request from C.O.M.R.A. for $3,000.00 (copy attached as Attachment #1), was referred to the Treasurer for a report. 2. In the 1993 budget deliberations, Council directed that future grant requests would be considered based on unsolicited applications and not by virtue of a grant application mailed directly to the group. 2.1 The potential grant applicants were informed of the 1994 grant applications process by public notice in the local newspapers, (copy of the 1994 advertisement attached as Attachment #2) i 3. C.O.M.R.A. received grants in the following amounts over the past few years: Year Amount Requested Amount Approved 1991 $ 2,000 $ 2,000 1992 $ 2,500 $ 2,500 1993 $ 3,000 $ 2,500 The submission by C.O.M.R.A. as Item D-23 attached, does not reflect accurate information, with respect to the Clarington grant approved in 1993. The City of Oshawa prepare the financial statements attached to the request, but they have informed staff that the information is estimated since C.O.M.R.A.'s audited financial statements have not yet been submitted to the City. 3.1 The City of Oshawa, as author of the request letter, was contacted to determine the impact of non-compliance with their grant request and to gather information on how their grant requests are apportioned to the area municipalities. 3.2 The City of Oshawa staff informed staff that the Association is primarily run by volunteers and as a result, the change in the grant process may not have been communicated to the appropriate individuals. In addition, of the two City of Oshawa staff members who normally receive the grant application and pass it along to C.O.M.R.A. for completion of pertinent information, one has retired and the other is no longer a City employee. Normally, once C.O.M.R.A. completes the statistical information, the City completes the grant request amount and forwards the application to the Municipality. The City has confirmed that the Association operates on limited funds and as such, the grant is important to their continued operations. The City of Oshawa owns the rescue vessel and they are a major contributor to the operations. 702 I i TR-82-94 Page 3 3.3 C.O.M.R.A has indicated that the level of service is currently comparable across the three municipalities and that loss of these funds would impact their 1994 operations significantly. 4.0 Committee is requested to provide direction regarding the 1994 grant request, as outlined in Recommendation #2. Respectful submitted, Reviewed by, Marie A. Marano, H.BSc.,A.M.C.T., W.H. Stockwell, Treasurer. Chief Administrative Officer. MM/hjl Attachments Interested Parties to be notified: 1. Susan Turnbull, B.Sc., CGA Manager, Budget Services City of Oshawa 50 Centre Street South Oshawa, Ontario L1H 3Z7 2. Kevin Webb Treasurer, C.O.M.R.A. P.O. Box 841 Oshawa, Ontario L1H 7N1 3. John Levantis, i Unit Commander, C.O.M.R.A. I 703 COUNCIL DIRECTION ATTACHMENT #1 D-23 Civic Administration Complex 50 Centre Street South Oshawa, Ontario, Canada 1-11-1 3Z7 AN'D Telephone (905) 7255,73511 Facsimile (905) 436-5618 THE CORPORATION OF THE CITY OF OSHAWA TREASURY AND FINANCE DEPARTMENT August 16, 1994 V- �-J TR-BC 120 10 00810 Mayor Diane Hatnre A IN, 2 2 1994 Municipality of Clarington 40 Temperance Street OF GLAF!i1-4'CT0f\1 Bowmanville, Ontario [JAY011'S OFFICE L1C 3A6 Dear Mayor 1--lanire: RE: CITY OF OSHAWA MARINE RESCUE ASSOCIATION (C.O.M.R.A.) 1994 APPLICATION FOR FINANCIAL ASSISTANCE An application for financial assistance was not filed with the Municipality of Clarington for 1994 and the omission has just came to light. Services by C.O.M.R.A. are now performed almost equally between Clarington, Oshawa Whitby ,and on behalf of the City of Oshawa Marine Rescue Association, I am requesting assistance in the amount of $3,000. A copy of the 1994 budget submission from C.O.M.R.A, is attached for your information. I appreciate your sincere consideration of this request. Yours truly, M. Susan Turnbull, B.Sc.., CGA Manager, Budget Services MST:rg Attachment cc: Nelson M.B. Tellis, City Treasurer, City of Oshawa Marie Marano, Treasurer, Municipality of Clarington Jennifer Cooke, Recreation Superintendent, Municipality of Clarington J. Levantis, Unit Commander, C.O.M.R A. K. Webb, Treasurer, C.O.M.R.A. 70 4 Treasury Budget and Information Operation and Purchasing Revenue and Fiscal Financial Management Cost Analysis and Supply and Tax Services Services Services Services Services Services CITY OF OSHAWA DEPARTMENT External Agencies NO. 120-10 1994 CURRENT ESTIMATES SUMMARY AGENCY City of Oshawa Maxine NO. -00810 Rescue Association ----------------------------------------------------------------------------------------------------------------- STATEXENT OF FUNCTION To provide a professional volunteer marine rescue service on the waters of Lake Ontario. Frain the AjaxlWbitby townline to the Newcastle/Port Granby area. Our organization also provides support to the Durham Regional Police and all local Fire Departments located along this shoreline. ----------------------------------------------------------------------------------------------------------------- 1991 1992 1993 1993 1994 SUMMARY OF COSTS BY ACTIVITY/SECTION Actual Actual Actual Estimate Estimate ----------------------------------------------------------------------------------------------------------------- Administration 1,909 3,104 2, 700 2, 700 3,300 Operations 41, 744 32,611 33,396 34,000 33,400 Acquisition of Capital Assets 1,662 3, 711 4,000 4,000 4,000 Revenue - City of Oshawa - Operating (19,200) (29,500) (28, 700) (28, 700) (26,500) - Reserve for Asset (10,000) 0 0 0 0 Replacement - Other (15, 795) (12,040) (14,114) (12,000) (14,200) -� ----------------------------------------------------------------------------------------------------------------- TOTAL 320 (2,114) (2, 718) 0 0 ----------------------------------------------------------------------------------------------------------------- SUMMARY OF COSTS BY OBJECT OF EXPENDITURE ----------------------------------------------------------------------------------------------------------------- 00 Salaries & Wages 10 Employee Benefits 20 & 30 Materials & Supplies 40 & 50 Purchased Services 43,653 35, 715 36,096 36, 700 36, 700 70 Acquisition of Capital Assets 1,662 3, 711 4,000 4,000 4,000 80 Contributions & Financial Charges ---------------------------------------------------------------- 45,315 39,426 40,096 40, 700 40, 700 Less: Recoveries Revenue (44,995) (41,540) (42,814) (40, 700) (40, 700) ---------------------------------------------------------------- TOTAL 320 (2,114) (2, 718) 0 0 ----------------------------------------------------------------------7------------------------------------------ TRD 36B-2 Page 1 of 2 CITY OF OSHAWA DEPARTMENT External Agencies NO. 120-10 1994 CURRENT ESTIMATES PROGRAM/DIVISION City of Oshawa Marine NO. -00810 SCHEDULE OF EXPENDITURE ACTIVITY/SECTION Rescue Association NO_ (to the nearest hundred) ------------------------------------------------------ 1993 1994 RECOMMENDED APPROVED ACTUAL ($) ESTIMATE CODE EXPENDITURE CLASSIFICATION ESTIMATE BXEC.COHM. CITY COUNCIL ----------------------------------- 2,700 2,700 Administration 3,300 3,300 3,300 2, 700 2, 700 Purchased Services ------3,300 3,300 3,300 ------------------ 1,.500 1,500 Crew Meetings and Training 1,500 1,500 1, 500 1,200 1,200 Sundry 1,800 1,800 1,800 33,396 34,000 Operations 33,400 33,400 33,400 33,396 34,000 Purchased Services -----33,400 33,400 33-400 ----------- ----------- ------------------ ----------- ------- --- 6,800 6,800 6,800 6,500 6,500 Fuel --j 9,500 9,500 Maintenance and Repairs to Boat 7,000 7,000 7,000- CZ) C7% 4,000 4,000 Storage and Locking 4,000 4,000 4,000 3,396 4,000 Insurance 3,600 3,600 3,600 5,000 5,000 Communications 5,500 5,500 5,500 5,000 5,000 Sundry 6,500 6,500 6,500 4,000 4,000 Acquisition of Capital Assets 29,000 4,000 4,000 4,000 4,000 Other Equipment 4,000 4,000 4,000 Two New Engines & Transmissions 25,000 40,096 40, 700 TOTALS 65, 700 40, 700 40, 700 TRD36N-2 Page 2 of 2 CITY OF OSUAWA DEPARTMENT External Agencies NO. 120-10 1994 CURRENT ESTIMATES PROGRAM/DIVISION City of Oshawa Marine NO. -00810 S'CSEDULE OF REVENUE ACTIVITY/SECTION Rescue Association NO. (to the nearest hundred) ------------------------------------------------------------------------------------------------------------------ 1993 1994 RECOMAENDED APPROVED ACTUAL ($) ESTIMATE CODE SOURCE ESTIMATE 7? C.CODS. CITY COUNCIL ----------------------------------------------------------------------------------------------------------------- (1) (2) (3) (4) (5) (6) (7) (42,814) (40, 700) Revenue (65,700) (40, 700) (40, 700) Grants - City of Oshawa (28, 700) (28, 700) Operating (26,500) (26,500) (26,500) Capital-Contribution from Reserve (25,000) (3,000) (3,000) - Municipality of Clarington (3,000) (3,000) (3,000) (4,000) (4,000) - Town of Whitby (4,000)✓ (4,000) (4,000) (5,000) (5,000) Other Revenue (4,500) (4,500) (4,500) (2,114) (Surplus)/Deficit * (2, 700) (2, 700) (2, 700) *Note: Subject to adjustment an receipt of 1993 audited financial statement (42,814) , (40, 700) TOTALS (65, 700) (40, 700) (40, 700) TRD36N-2 0 4 Attachment #2 MUNICIPALITY OF �clrin ton _ 9 ONTARIO 1994 MUNICIPAL GRANT APPLICATIONS FOR THE 1994 MUNICIPAL GRANT PROGRAM ARE NOW AVAILABLE FOR PICK-UP AT: COMMUNITY SERVICES DEPARTMENT MUNICIPAL ADMINISTRATION CENTRE 40 TEMPERANCE STREET BOWMANVILLE DEADLINE FOR APPLICATION SUBMISSION: FRIDAY NOVEMBER 12, 1993 FOR INFORMATION PLEASE CALL THE COMMUNITY SERVICES DEPARTMENT AT (905)623-3379 EXTENSION 285 i I 70