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Staff Report
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Report To: General Government Committee Report Number: CSD-011-19
Date of Meeting: November 25, 2019 By-law Number:
Submitted By: George Acorn, Acting Director of Community Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: [If applicable, enter File Number]
Report Subject: 2019 Community Event Sponsorship Requests — Fall Intake
Recommendations:
1. That Report CSD-011-19 be received;
2. That Council consider all submitted sponsorship requests; and
3. That all interested parties listed in Report CSD-011-19, and any delegations be
advised of Council's decision.
Municipality of Clarington
Report CSD-011-19
Report Overview
Page 2
This report provides a summary of applications, along with details of each, which were
received for the Community Event Sponsorship Program — Fall Intake. To be eligible events
must take place in the time frame from January 1, 2020 to June 30, 2020. Six applications
were received, all which are eligible for funding based on the established criteria. The
applications total $11,400 of the possible $17,500 eligible budget.
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 eligibility criteria to a maximum of $2,000 per
application.
1.2 Applications presented in this report were received through the Fall Intake with a
submission deadline of October 1, 2019. No late applications were considered.
1.3 The 2019 Community Event Sponsorship Program had a budget of $35,000, split over
the two intakes, each intake having $17,500 eligible for award. The same amount has
been requested in the 2020 budget submission.
1.4 The Fall Intake saw six event sponsorship applications submitted by the deadline.
Applications totaled $11,400, which are included in this report for review and
consideration.
2. Application Process
2.1 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 also been provided. First time applicants have been identified on the summary
sheets in the area under Organizations Funding History. This is also identified on the
Master List of Applicants in the comments column.
2.2 Community organizations or individual groups looking to offer events requiring funding
between July 1 and December 31, 2020 have been directed to submit an application
under the Spring Intake. The application deadline for spring is April 1, 2020.
Municipality of Clarington Page 3
Report CSD-011-19
3. Concurrence
3.1 Not Applicable.
4. Conclusion
4.1 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. 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 Sponsorship Applicants
Attachment 2 — Summary of Community Event Sponsorship Information for Applicants
Interested Parties:
List of Interested Parties available from Department.
Attachment 1 to CSD-011-19
2020 Master List of Sponsorship Applicants
Appl. #
Organization
Event Name
2019 Receipt
2020 Request
Comments
2020 Receipt
Running
Balance
$ 35,000.00
S20-01
Clarington Zone - Minor
OMHA Championship Hockey
New
$2,000.00
First time applicant
$ 35,000.00
Peewee AAA
Tournament - Minor Peewee AAA
applicant
S20-02
Canadian Cancer Society
$2,000.00
$2,000.00
$ 35,000.00
Durham
Relay for Life Clarin ton
S20-03
Autism Home Base
Cinema and Supper for Autism
$2,000.00
$2,000.00
$ 35,000.00
Durham
S20-04
Newtonville Town Hall
Health and Wellness Day
$800.00
$1,400.00
2019 sponsorship received for
$ 35,000.00
Halloween Bash
S20-05
Epilepsy Durham
Epilepsy Empowerment Project
apple ant
$2,000.00
First time applicant
$ 35,000.00
S20-06
Big Brothers Big Sisters
Spring Food, Wine and Beer Festival
$2,000.00
$2,000.00
$ 35,000.00
Attachment 2 to CSD-011-19
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Clarington Zone -Minor Peewee
AAA Application #: S20-01
Date Received: July 3, 2019
Contact Name: Shannon Bayes
Event Information
Event Name:
OMHA Championship Hockey Tournament - Minor
Peewee AAA
Event Date:
March 19-22, 2020
Event Location:
Garnet B. Rickard Recreation Complex
Anticipated Attendance:
150 pre game x 12 games
Admission Cost:
No charge
Sponsorship Benefits
The Clarington Zone- AAA Minor Peewee tournament will
display the Clarington logo on their programs, event bags,
posters and signage, and verbal recognition will be given
prior to the start of each game.
Description of the event that the sponsorship will be used for:
The Clarington Zone - Minor Peewee AAA are hosting the OMHA Championship Hockey Tournament
that draws many teams from out of town. This four day event showcases the top hockey talent from all
across Ontario in the Minor Peewee Division.
Event Financial Summary:
2020
Revenue
$ 13,639.29
Expenses
$ 13,507.00
Net
$ 132.29
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 0.00
$ 0.00
$ 2,000.00
Did not apply
Did not apply
OMHA Championship Hockey
Tournament - Minor Pewee AAA
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Canadian Cancer Society Durham
Application #: S20-02
Date Received: September 11, 2019
Contact Name: Marg Tweedle
Event Information
Event Name:
Relay For Life Clarington
Event Date:
June 20, 2020
Event Location:
Clarington Central Secondary School
Anticipated Attendance:
400
Admission Cost:
$15 per person
Sponsorship Benefits
Display Clarington's name on all programs, websites and
also tagged on all social media platforms leading up the
event.
Description of the event that the sponsorship will be used for:
The Canadian Cancer Society is hosting their annual Relay for Life Clarington event which is an eight
hour fundraising activity for all ages to raise money for the Canadian Cancer Society.
Event Financial Summary:
2020
Revenue
$ 75,550.00
Expenses
$ 66,438.46
Net
$ 9,111.54
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 2,000.00
$ 2,000.00
$ 2,000.00
Relay for Life Clarington
Relay for Life Clarington
Relay For Life Clarington
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Autism Home Base Durham
Application #: S20-03
Date Received: September 17, 2019
Contact Name: Judy Hanson
Event Information
Event Name:
Cinema and Supper for Autism
Event Date:
April 2, 2020
Event Location:
Jubilee Pavilion in Oshawa
Anticipated Attendance:
225 (200 Paid)
Admission Cost:
$50 per person
Sponsorship Benefits
Offering Gold Level sponsorship awards that include -
MOC logo displayed on table card signage and
presentation screens, also on our webpage. Certificate of
appreciation and two event tickets providing the
representative to bring welcome greetings to the event.
Description of the event that the sponsorship will be used for:
Autism Home Base Durham is hosting their annual Cinema and Supper event. It is a family friendly
movie followed by a casual dinner with Silent Auction and is offered to coincide with Autism Awareness
Day.
Event Financial Summary:
2020
Revenue
$ 25,000.00
Expenses
$ 13,190.00
Net
$ 11,810.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 1,500.00
$ 2,000.00
$ 2,000.00
Sunday Cinema & Supper
Sunday Cinema & Supper
Cinema and Supper for Autism
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Newtonville Town Hall
Application #: S20-04
Date Received: September 27, 2019
Contact Name: Sabine Gebelhoff
Event Information
Event Name:
Health and Wellness Day
Event Date:
March 1, 2020
Event Location:
Newtonville Community Hall
Anticipated Attendance:
50-100
Admission Cost:
No charge
Sponsorship Benefits
Thank you signs will posted in the Community Hall.
Programs will include a thank you to MOC. Flyers, social
media, hall website, local newspaper will include thank you
to MOC.
Description of the event that the sponsorship will be used for:
Newtonville Community Hall will be running a Health and Wellness Day that provides information
and demos that are all related to health i.e. yoga, massage, aromatherapy etc.
Event Financial Summary:
2020
Revenue
$ 0.00
Expenses
$ 1,400.00
Net
($ 1,400.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 500.00
$ 800.00
$ 1,400.00
Halloween Bash
Halloween Party
Health and Wellness Day
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Epilepsy Durham
Application #: S20-05
Date Received: October 1, 2019
Contact Name: Dianne McKenzie
Event Information
Event Name:
Epilepsy Empowerment Project
Event Date:
January to June, 2020
Event Location:
Clarington Library (Bowmanville Branch) and Visual Arts
Centre
Anticipated Attendance:
30 per workshop
Admission Cost:
No charge
Sponsorship Benefits
Acknowledge the MOC on all social media platforms
including website. Clarington logo will be added to all
promotional material.
Description of the event that the sponsorship will be used for:
Epilepsy Durham is running an Epilepsy Empowerment Project that will consist of 3 workshops between
January to June. 1. Workshop 101 - understanding your diagnosis and living well with epilepsy.
2. 1 am - discovering yourself/facilitated artistic expression for youth. 3. You are not alone
workshop - peer lead support for parents & caregivers of people with epilepsy.
Event Financial Summary:
2020
Revenue
$ 1,000.00
Expenses
$ 3,000.00
Net
$ 2,000.00)
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 0.00
$ 0.00
$ 2,000.00
New applicant in 2020
New applicant in 2020
Epilepsy Empowerment Project
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Big Brothers Big Sisters
Application #: S20-06
Date Received: October 1, 2019
Contact Name: Darlene Brown
Event Information
Event Name:
Spring Food, Wine and Beer Festival
Event Date:
May 30, 2020
Event Location:
Newcastle Community Hall and Gardens
Anticipated Attendance:
400
Admission Cost:
$10.00
Sponsorship Benefits
MOC's name and logo will appear on all posters, pre -event
promo material, tickets, and all social media posts, plus
onsite signage throughout the venue.
Description of the event that the sponsorship will be used for:
Big Brothers Big Sisters of Clarington's Spring Food and Beer Festival highlights local cuisine, wines
and craft beer, while at the same time providing a highly anticipated social experience for our guests
and raising much needed funds for our children's mentoring programs.
Event Financial Summary:
2020
Revenue
$ 15,580.00
Expenses
$ 5,550.00
Net
$ 10,030.00
Organization Funding History
2018 Received
2019 Received
2020 Request
$ 2,000.00
$ 2,000.00
$ 2,000.00
Spring Food, Wind and Beer
Festival
Spring Food, Wine and Beer
Festival
Spring Food, Wine and Beer
Festival