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ommuni Services
Report
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Deport To: General Government Committee
Date of Meeting: March 29, 2016
Report Number: CSD-006-16 Resolution: C Q
File Number: N/A By-law Number:
Report Subject: Community Event Sponsorship Program
Recommendations:
1. That Report CSD-006-16 be received;
2. That the proposed Community Event Sponsorship Program and Application be approved;
3. That the proposed amendments to the Community Grant Program as outlined in Section
2.2 of this report be approved;
4. That $5,000.00 from the 2016 Community Event Sponsorship account be transferred to the
2016 Community Services Department, Community Development section budget to be
applied only to the assistance of funding a Canada Day celebration event located at the
Garnet B. Rickard Recreation Complex; and
5. That all interested parties listed in Report CSD-006-16 and any delegations be advised of
Council's decision.
Municipality of Clarington
Report CSD-006-16 Page 2
Report Overview
This report provides an opportunity for Council to assist groups and organizations in offering
special events that benefit the residents of Clarington through a formal municipal sponsorship
program.
The report also recommends that the Community Grant Program be amended to no longer
support applications for special events as those activities are to be accommodated through the
proposed sponsorship program.
1 . Background
Community events foster community pride, a sense of"place" or identity and
volunteerism; they provide social and recreation opportunities, culture and education.
Such activities and events serve to bring community members together, connect our
neighbours and foster pride in Clarington.
The Municipality of Clarington, through its many partner organizations and the volunteer
community, is home to many community special events. Through sponsorship of these
community events, the Municipality is able to connect and contribute in positive and
valued ways within our community.
Council currently recognizes and assists the work of our volunteer community through
the Community Grant Program. Through this program, the operational and capital (with
the exception of Hall Boards) needs of organizations are supported. In the past, this has
included program supplies, utilities, wages and advertising for programs, services and
events offered by the organization.
However, the Community Grant Program does not meet the needs and nature of most
sponsorship requests. In some cases the organizers of these sponsorship opportunities
would not qualify under the eligibility requirements of the Community Grant Program.
Sponsorship requests are typically received for event based activities; one-off
occurrences that are planned in order to promote, to raise awareness of and to fundraise
for the organization or provide an opportunity for community gathering. These events
generally have a mutual benefit to both the community and the organization and create a
sense of community for our residents.
Staff is recommending a formal Community Event Sponsorship Program (Attachment 1)
that would allow Council to continue to recognize and support events in our community
that promote engagement and foster civic pride.
Municipality of Clarington
Report CSD-006-16 Page 3
This program is being proposed to provide Council with a framework for the evaluation
and disbursement of funds for special events as a sponsorship. There are many benefits
to sponsoring community events including brand recognition, positive visibility and
publicity.
The sponsorship application form provides our volunteer community with a
straightforward way for organizations and groups to submit their information and request
sponsorship.
For a number of years, the sponsorship program has been approved through the budget
process at an amount of $40,000.00. Included in this total is $5,000.00 that has
traditionally been allocated to a community organization for the purposes of coordinating
a Canada Day celebration event located at the Garnet B. Rickard Recreation Complex.
In an effort to maintain the integrity of the Community Event Sponsorship Program while
still supporting the Canada Day celebrations, staff is recommending that $5,000.00 be
transferred from the sponsorship program account and reallocated to a new budget line
under the Community Development section of the Community Services budget to be
applied only to the assistance of funding a Canada Day celebration event held on the
grounds of the Garnet B. Rickard Recreation Complex. The remaining $35,000 would be
available for sponsorships annually.
2. Proposal
2.1. Eligibility Criteria
Over the years, the Municipality has provided sponsorships to individuals, groups and
organizations of varying sizes. Staff are recommending two (2) categories of applicants:
Community Organizations and Groups in order to best capture this history as well as
provide parameters for funding of future events.
Under the proposed program eligible applicants would include:
a) Community Organizations which is defined as a group that has more structure, is led
by a board or executive and conducts programs, activities and services within the
community.
b) Groups is considered a less formal relationship between two (2) or more individuals
who collaborate for the purpose of providing a special event.
In addition, the Municipality, through the Community Grant Program, has traditionally
supported programs, services and events offered by community organizations located
outside of the boundaries of Clarington as long as the organization provides services to
Municipality of Clarington
Report CSD-006-16 Page 4
Clarington residents. Under the proposed Sponsorship Program, these types of events
would also be eligible, provided they occur within the Region of Durham.
The program will only support events that are open for participation to the general public.
Any requirement for membership or special events with restricted participation would not
be eligible for Municipal sponsorship.
A number of organizations and external agencies receive funding through the annual
municipal budget process. Due to the typically larger amount of funding organizations
receive through this process, staff is recommending that these recipients would not be
eligible for funding through the Community Event Sponsorship Program. Rather, they
would be encouraged to include any events and sponsorship opportunities within their
annual budget submission.
2.2. Impacts to the Community Grant Program
Traditionally, the Community Grant Program has supported the operational costs of an
organization, allowing them to open their doors or offer their services. The Community
Event Sponsorship Program is providing an opportunity for groups to offer special events
through which they can raise awareness and further engage the community.
In order to incorporate this change in both programs, it is proposed to amend the
Community Grant Program application form to remove the term "event." As well, staff
are proposing that organizations that receive funding through the Community Grant
Program would also be eligible for funding under the Community Event Sponsorship
Program. As such, a second amendment to the Community Grant Program is being
proposed which would change the wording relating to eligibility criteria to:
"Applicants are further encouraged to pursue other opportunities for financial support and
are eligible to apply for funding for events through the Community Event Sponsorship
Program, however, must not receive funding through the annual municipal budget
process."
2.3. Application Process
The Community Event Sponsorship Program should be more fluid in nature than the
Community Grant Program, to accommodate the sometimes unexpected element of
event planning. The Community Grant Program supports operating and capital
expenses, which are generally more predictable in nature.
To this end, staff are recommending two (2) intake periods, with submission deadlines as
follows:
® Received by April 1 (11:59pm) — for events occurring July 1 — Dec 31
® Received by October 1 (11:59pm) — for events occurring January 1 — June 30
Municipality of Clarington
Report CS®-006-16 Page 5
In order to ensure the greatest impact across the community, event sponsorships would
be limited to a maximum of $2,000.00 per applicant per calendar year. In addition,
eligible applicants may also continue to apply for a Community Grant ($5,000.00
maximum) for operational or capital costs.
Staff will prepare and summarize the received sponsorship requests for Council's
consideration at a General Government Committee meeting each May and November.
Since this program will be implemented partway through this current year, the first intake
period under this new program will be May 15, 2016 for events occurring on or after
August 1, 2016. As the new program is implemented, organizations and groups will
become familiar with the new program. Staff will advance supplemental requests that fall
outside of the above intake periods for this initial program year only, based on the
program criteria until the first official intake this October. The remaining intake periods
will continue as proposed above into 2017 and beyond.
To avoid the possibility of all available funds being dedicated during the first uptake, staff
is recommending that a percentage of each year's sponsorship budget be divided up
among the two (2) intake periods equally at 50% each.
As the program evolves and staff gain further experience through the implementation of
the Community Event Sponsorship Program, staff will re-evaluate the process and report
back to Council as necessary, with any recommended changes in order to provide a
program that meets the needs of Council, staff and our community.
2.4. Recognition
A benefit of sponsoring community events is the recognition by the event organizers of
the Municipality of Clarington through use of our logo on promotional material as well as
at the event itself. This recognition will positively highlight the Municipality's commitment
to supporting our volunteer community, engaging our citizens and connecting our
residents.
As sponsors of various events, the Municipality will receive tickets, foursomes and
vendor booth space among other items. As is current practice, disbursement of event
tickets and golfers /foursomes will be administered through the Mayor's Office and
offered in the following order:
• First offered to Mayor and Council who may wish to attend the sponsored event.
• Next offered to staff who may wish to attend the sponsored event.
• Should no one be able to attend from either group, the tickets and golfers /
foursomes will be turned back to the host organization for their purposes.
Municipality of Clarington
Report CSD-006-16 Page 6
Vendor booth space will be coordinated by the Community Services Department and will
be offered to all Departments on a rotating basis.
3. Concurrence
This report has been reviewed by Nancy Taylor, Director of Finance/Treasurer who
concurs with the recommendations.
4. Conclusion
The Community Event Sponsorship Program as proposed provides a vehicle for Council
to support a variety of community special events that benefit the quality of life for
residents living in Clarington. The program also establishes parameters to assist staff in
determining eligibility and provides Council with the necessary information to make
informed decisions regarding the sponsorship of events in our community.
In order to facilitate this process for the remainder of 2016 requests for sponsorship will
be received by the below submission deadlines:
May 15, 2016 (11:59pm) for events occurring August 1-December 31, 2016
October 1, 2016 (11:59pm) for events occurring January 1-June 30, 2017
In this initial year events occurring prior to July 31St, 2016 will be advanced to Council for
consideration as received.
5. Strategic Plan Application
The recornmen, ns contained in this report conform to the Strategic Plan.
Submitted by: J Reviewed by. � .�
r
oseph P. Caruana, Franklin Wu,
Director of Community Services Chief Administrative Officer
Staff Contact: Sharon Meredith, Manager of Recreation, 905-623-3379 ext. 2504 or
smeredith@clarington.net
Attachments:
Attachment 1 — Proposed Community Event Sponsorship Program and Application Form
There are no interested parties to be notified of Council's decision.
JPC/SM
Attachment 1 to CSD-006-16
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Community Event Sponsorship Program
The Municipality of Clarington would like to assist individuals and organizations to
provide opportunities for hosting special events. Such activities and events would serve
to bring community members together, connect our neighbours and foster pride in
Clarington.
The Community Event Sponsorship Program may provide funding for community
special events to a maximum of$2,000 per successful application. (Limit of one (1) j
successful application per applicant per calendar year.)
Applicants are further encouraged to pursue other opportunities for financial support.
Organizations that receive funding through the Municipality of Clarington's Community
Grant Program are eligible.
Organizations must be and must remain in good financial standing with the Municipality
of Clarington.
1. Eligibility Criteria:
Funding is available for community organizations and groups located in or providing
services within Clarington to support local events.
Eligible Applicants:
Community Organization: duly constituted group, club, association or society providing
programs and services within Clarington; and
Group: two (2) or more Clarington residents who share a common purpose in providing
a community event with no personal or professional gain.
Organizations that receive funding through the Municipality of Clarington's Community
Grant Program are eligible; however, organizations that receive funding through the
annual municipal budget process are not eligible.
Groups and organizations interested in applying for funding under the Community Event
Sponsorship Program must submit a complete Application Form and Event Budget for
Council consideration according to the following intake dates:
• By April 1 (11:59pm) —for events occurring July 1-December 31
• By October 1 (11:59pm)—for events occurring January 1-June 30
*Applications will not be considered for events that have already occurred.
The Community Event Sponsorship Program may provide funding to groups or
community organizations to fund events / activities that:
• Occur locally within the Municipality of Clarington or Region of Durham;
• Are open to the public (i.e. event may be offered at no charge or may charge an
admission fee, but cannot not be restricted to membership only); and
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Community Event Sponsorship Program
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0 Are not the responsibility of another level of government.
2. Recognition:
Organizations and groups receiving a Community Event Sponsorship from the
Municipality of Clarington shall acknowledge and demonstrate the support of the
Municipality.
Demonstration of the financial contribution of the Municipality of Clarington through
various means such as printed materials, social media and verbal recognition
associated with these sponsored events will positively highlight the Municipality's
commitment to supporting our volunteer community, engaging our citizens and
connecting our residents.
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Community Event Sponsorship Program
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Community Event Sponsorship Application Process
1. Applications will be available from the Municipality of Clarington
website, www.clarington.net , from the Municipal Administrative
Centre or most Community Services Department recreation
facilities.
2. All requests for funding must be accompanied by a fully completed
"Community Event Sponsorship Application" and forwarded to the
Community Services Department. Applications must be legible,
completed in full, signed and include all required documentation.
3. Submission deadlines for completed applications:
o By April 1 (11:59pm) — for events occurring July 1-December 31
o By October 1 (11:59pm) —for events occurring January 1-June 30
*Applications will not be considered for events that have already occurred.
4. Successful applicants will be required to acknowledge the financial
support of the Municipality of Clarington in advertising and promotion
related to the event for which the Community Event Sponsorship was
approved.
Applicants are encouraged to complete the Community Event Sponsorship
Application online and submit directly to sponsorships(dclarington.net
Applications may also be submitted to:
Municipal Administrative Centre
ATTN: Community Services Department -
Community Event Sponsorship Program
40 Temperance Street
Bowmanville, Ontario
Ll C 3A6
All inquiries may be directed to:
Community Development Coordinator
(905) 435-1061 ext. 226
sponsorships(aclarington.net
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Community Event Sponsorship Program
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Community Event Sponsorship Application Form
1. Applicant/ Organization
Applicant/ Organization Telephone #
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Address
City / Town Province Postal Code
Contact Information
Name Email Address Telephone #
Mission Statement/
Statement of Purpose:
From the following, o Not-for-profit organization (incorporated) (please proceed to
please choose which best section 2)
describes the applicant: o Volunteer organization (not incorporated) (please proceed to
section 2)
o Group(s) (please proceed to section 3)
2. Organization Information
Is the Organization incorporated as a Yes ❑ No ❑
non-profit?
If Yes, is the incorporation Provincial or
Federal? Provincial ❑ Federal ❑
If Yes, please provide Not-for-Profit
Incorporation Number:
Is the Organization based within the Yes ❑ No ❑
Municipality of Clarington?
Is the Organization based within the
Region of Durham? Yes ❑ No ❑
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Community Event Sponsorship Program
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3. Event/ Activity Information
Event/ Activity Information
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Name of Event/ Activity:
Description of Event/ Activity:
Date of Event/ Activity:
D D M M YYYY D D M M YYYY
Location of Event/ Activity:
Attendance projections of Event/Activity:
Event/ Activity Admission Fee: ❑ No Charge
❑ $ per
Partner(s) (if applicable):
Organization Contact Name Contact Information
(home #):
(business #):
email):
(home #):
(business #):
(email):
Funding Amount Requested (Maximum funding $2,000):
2016 Request (insert dollar figure) 2015 Received (insert dollar figure)
Indicate any recognition opportunities and other
benefits included in the sponsorship.(a separate
page outlining sponsorship opportunities may
be attached):
(
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Community Event Sponsorship Program
ciff-MOOR
Organization Name: I
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Special Event Budget
- 7 M-1
!rants+ • -. - Actual Budget
a)
Please specify
Please specify
(b) Sale of Goods or Services
c) Ticket/Entrance Fees
(d) Donations
(e) Sponsorships
f) Other Revenue
Please specify
Please specify
Please specify
Total Revenue
• • - - - - MKZ101111 -•Mogm Actual Budget
(a) Personnel Costs
(b) Facility Rental
(c) Equipment Rental
d) Event Supplies
(e) Professional Services
(f) Marketing/Promotion
(g) Other Expenses
Please specify
Please specify
Please specify
Total Expenses
Prepared by: Position with Organization:
Date Completed (DD/MM/YYYY):
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Community Event Sponsorship Program
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Community Event Sponsorship Applicant
Declaration and Acceptance of Conditions
Applicant Name:
Address:
1. In the event that the funds allocated are not used for the services, event or project as described
in the application, or if there are misrepresentations in the application, the amount of the
financial assistance will be re-payable forthwith to the Municipality.
2. If there are any changes in the funding of the services, event or project from that
contemplated in the application, the Municipality will be notified of such changes through the
Community Services Department.
3. The applicant will make or continue to make attempts to secure funding from other sources,
aside from the Municipality of Clarington.
4. The applicant will keep proper books of accounts of all receipts and expenditures,
relating to the services, event or project described in the application.
5. The applicant will retain and make available for inspection by the Municipality or its auditors all
records and books of accounts of the Organization/Recipient upon request from the
Municipality(which may be made within two years of the grant award).
6. If the services, event or program proposed in the applicant's application are not commenced, or
are not completed and there remain municipal funds on hand, or if the services, event or project
are completed without requiring the full use of the municipal funds, such funds shall be returned
to the Municipality.
7. The applicant agrees that the services, event or project shall not be represented as a Municipal
service, event or program, without prior approval and that the applicant does not have the
authority to act as an agency of the Municipality in any way, the only relationship being that the
Municipality has approved and granted financial assistance to the applicant.
8. The applicant agrees to provide the Municipality a year end summary confirming the financial
assistance provided by the Municipality was used for the services, event or project as
described in their application. Failure to provide such documentation will rule them ineligible for
further financial assistance under this program.
9. The Sponsorship Recipient shall indemnify and hold harmless the Municipality of Clarington
against any claims, costs, causes of action, fines or any other losses or other penalties the
Municipality of Clarington suffers related to the giving and usage of the grant to the grant
recipient..
We certify that, to the best of our knowledge, the information provided herein is accurate and
complete and is endorsed by the Organization, which we represent.
Name: Name:
Title: Title:
Date (DD/MM/YYYY): Date(DD/MM/YYYY):