HomeMy WebLinkAboutCSD-013-16 Clarilwil
Community Services
Report
If this information is required in an alternate accessible format, please contact the Municipal
Clerk at 905-623-3379 ext. 2102.
Report To: General Government Committee
Date of Meeting: June 20, 2016
Report Number: CSD-013-16 Resolution:
File Number: N/A By-law Number:
Report Subject: 2016 Community Event Sponsorship Requests — Spring Intake
Recommendations:
1. That Report CSD-013-16 be received;
2. That Council consider all submitted sponsorship requests; and
3. That all interested parties listed in Report CSD-013-16 and any delegations be advised of
Council's decision.
Municipality of Clarington
Report CSD-013-16 Page 2
Report Overview
The purpose of this report is to provide Council with a summary of the 2016 Community Event
Sponsorship — Spring Intake applicants in order to make decisions about awarding funding.
1 . Background
The Community Event Sponsorship Program is an opportunity for Council to recognize
and support events in our community that promote engagement and foster civic pride.
The Program is intended to provide financial assistance to community organizations or
groups of residents offering event based activities; one-off occurrences that are planned
in order to promote, to raise awareness or provide an opportunity for community
gathering. Funds are awarded by Council through an application process on a semi-
annual basis.
Since this program was implemented partway through this current year, the first intake
closed May 15, 2016 for events occurring between August 1 and December 31, 2016.
The Community Event Sponsorship Program (Attachment 1) outlines eligibility for the
program. Applications have been reviewed to ensure they meet the funding criteria.
Individual requests through the Community Event Sponsorship Program may not exceed
$2,000.00 per application.
The program budget for 2016 has been approved at $35,000.00. To date, Council has
awarded $17,500.00 to eighteen (18) organizations and groups for events happening
until July 31, 2016. For this current intake period, there is $17,500.00 available for
allocation under this program.
Eleven (11) sponsorship applications totalling $20,000.00 have been received for review
and consideration.
2. Application Process
All applications received have been recorded in the 2016 Master List of Sponsorship
Applicants (Attachment 2), providing Council with an overview of applicants requesting
funding.
Each application is also presented on a summary sheet numbered from S16-19 through
S16-29. The summaries provide an overview of the events requesting sponsorship, the
recognition opportunities to be received through sponsorship and a two-year financial
Municipality of Clarington
Report CSD-013-16 Page 3
summary of each event to assist Council in their decision making for the awarding of
funding (Attachment 3).
Organizations and groups who submitted incomplete applications were contacted and
staff worked with them to provide as much of the outstanding information as possible.
Each application is on file with the Community Services Department and will be made
available during sponsorship discussions, should further details of a particular application
be required.
This application period will be the final intake for events occurring in 2016. No further
applications will be accepted.
3. Concurrence
Not applicable
4. Conclusion
The Community Event Sponsorship Program is intended to provide an opportunity for
Council to assist groups and organizations in offering special events that benefit the
residents of Clarington. Such activities and events serve to bring community members
together, connect our neighbours and foster pride in Clarington.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
)�Submitted by: Reviewed by
d seph 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 — Community Event Sponsorship Program
Municipality of Clarington
Report CSD-013-16 Page 4
Attachment 2 — Master List of Community Event Sponsorship Applicants
Attachment 3 — Community Event Sponsorship Requests Individual Summary Sheets
List of interested parties to be notified of Council's decision is on file in the Community Services
Department.
JPC/SM/WG
Attachment 1 to CSD-013-16
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)
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 (1 1:59pm)—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
Community Event Sponsorship Program
ciff-m9toll
® 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.
Attachment 2 to CSD-013-16
Community Event Sponsorship Applicants
Appl. 14 Organization Event Date First name Last name 2015 Request 2015 Received 2016 Request Comments 2016 Received Running
Balance
Starting $17,500;00
Balance
S16-19 Hampton United Church September 9, Barbara Pokorski $100.00 $100.00 $2,000.00 $17,500.00
2016
S16-20 Overdrive Race and Relay Series October 30, Derrick McKay $1,000.00 $1,000.00 $1,000.00 $17,500.00
2016
S16-21 Help from Hol September Nick VanSeggelen $0.00 $0.00 $2,000.00 $17,500.00
17&18, 2016
S16-22 Beech Street Theatre Co. August 8, 2016 Michael Khashmanian $500.00 $500.00 $2,000.00 $17,500.00
S16-23 Tyrone Community Centre September 24, Joy Vaneyk $500.00 $500.00 $2,000.00 $17,500.00
2016
S16-24 Lakeridge Health Foundation November 4, Helen Knelsen $0.00 $0.00 $1,000,00 $17,500.00
2016
S16-25 Orono Agricultural Society September 8 to Sara Gilroy $4,000.00 $4,000.00 $2,000.00 $17,500.00
11, 2016
S16-26 Haydon Community Hall August 27, 2016 Darren Judd $0.00 $0.00 $2,000.00 $17,500.00
WPW(Business and Professional October 25th,
S16-27 Women) 2016 Judy Hagerman $0.00 $0.00 $2,000.00 $17,500.00
S16-28 Newcastle Santa Parade November 20, Karen Bastas $0.00 $0.00 $2,000.00 $17,500.00
2016
IS16-29 7CIarington Swim Club September 24, IKaren �Hillis $0.00 $0.00 $2,000.00 $17,500.00
2016
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: Hampton United Church
Application #: S16-19
Date Received: April 28, 2016
Contact Name: Barbara Pokorski
Event Information
Event Name: Clemy Classic 9 Hole Golf Tournament
Event Date: September 30, 2016
Event Time: 1:30p.m.
Event Location: Stone Henge Golf Course
Anticipated Attendance: 85 to 100
Admission cost: $75.00
Sponsorship Benefits • Recognition on signage at the golf course and reception
venue
• Recognition on promotional posters
Description of the event that the funding will be used for:
A Charity Golf Tournament to support the restoration fund of our heritage Church:
Hampton United Church, and to generate community spirit and involvement.
Financial Summary (event only):
2015 2016
Revenue $ 11,930.00 $ 11,200.00
Expenses $ 3,169.93 $ 3,800.00
Net $ 8,760.07 $ 7,400.00
Sponsorship $= 100.00 $ 2;000.00
Final Net $ 8,860.07 $ 9,400.00
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Overdrive Race and Relay Series
Application #: S16-20
Date Received: May 11, 2016
Contact Name: Derrick McKay
Event Information
Event Name: Overdrive Race and Relay Series
Event Date: October 30, 2016
Event Time: All day
Event Location: Canadian Tire Motorsport Park
Anticipated Attendance: 500
Admission cost: $75.00
Sponsorship Benefits • Recognition through advanced promotion of the event
• Logo on website and social media
• Logo on banners and printed promotional material
Description of the event that the funding will be used for:
We host a large variety of events including: trail running, road running, road cyclings,
duathlons and mountain biking.
Financial Summary (event only):
2015 2016
Revenue $ -6,727.00 $ 18,800.00
Expenses $ 37,.930.00 $ 25,500.00
Net ($ 31,203.00) ($ 6,700.00)
Sponsorship $ 1;,000.00 $ 1,000-00
Final Net ($ 30,203.00) 5,700.00)
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: Help from Hol
Application #: S16-21
Date Received: May 11, 2016
Contact Name: Nick VanSeggelen
Event Information
Event Name: Help from Hol Co-ed Baseball Tournament
Event Date: September 17-18, 2016
Event Time: All day
Event Location: Garnet B. Rickard Recreation Complex and Clarington
Fields
Anticipated Attendance: 250 to 400
Admission cost: $45.00
Sponsorship Benefits • Recogntion on printed promotional material
• Recognition on social media
Description of the event that the funding will be used for:
Help from Hol is a co-ed baseball tournament. Funds raised through this tournament
will support local families who are struggling through the journey that is cancer.
Financial Summary (event only):
2015 201.6
Revenue $ 13,530.00 $ 16,100.00
Expenses $ 12,702.92 $ 16,100.00
Net $ 827.08 $ 0.00
Sponsorship $ 0.00 $ 2,000.O6
Final Net $ 827.08 $ 2,000.00
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: Beech Street Theatre Company
Application #: S16-22
Date Received: May 12, 2016
Contact Name: Michael Khashmanian
Event Information
Event Name: Word of Honour: A Ghost Story
Event Date: August 4-14, 2016
Event Time: Various
Event Location: Bowmanville Museum
Anticipated Attendance: 250
Admission cost: $25.00
Sponsorship Benefits Advertisement in event program
• Logo on promotional posters
• Ability to display Clarington material (pamphlets /
brochures) at the event venue
• Verbal recognition at each performance
Description of the event that the funding will be used for:
A two act play about the Camp 30 being performed as par of Heritage Week in
Clarington.
Financial Summary (event only):
2015 2016
Revenue $ 5,935.00 $ 11,000.00
Expenses $ 6,764.36 $ 10,900.00
Net ($ 829.36) $ 100.00
Sponsorship $ 500.00 $ 2,000.00
Final Net ($ 329.36) $ 2,100.00
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Tyrone Community Centre
Application #: S16-23
Date Received: May 13, 2016
Contact Name: Joy Vaneyk
Event Information
Event Name: 40th Anniversary
Event Date: September 24, 2016
Event Time:
Event Location: Tyrone Community Centre
Anticipated Attendance: 200
Admission cost: No charge
Sponsorship Benefits • Recognition on printed promotional materials
• Recognition on social media
• Verbal recognition through opportunity to speak at event
Description of the event that the funding will be used for:
Opening Ceremony, followed by games & activities, dance & BBQ.
Financial Summary (event only):
2015 2016
Revenue $ 0.00 $ 350.00
Expenses $ 0.00 $ 2,510.00
Net $ 0.00 ($ 2,160.00
Sponsorship $ 500.00 $ 21000.00
Final Net $ 500.00 ($ 160.00)
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: Lakeridge Health Foundation
Application #: S16-24
Date Received: May 13, 2016
Contact Name: Karen Knelsen
Event Information
Event Name: Inspireve Gala
Event Date: November 4, 2016
Event Time: Evening
Event Location: Ajax Conventon Centre
Anticipated Attendance: 450
Admission cost: $300.00
Sponsorship Benefits • Two (2) tickets to the event
• Recognition and advertisement in the event program
Description of the event that the funding will be used for:
Gala event including cocktail reception, 4 course dinner, auctions and raffles to raise
funds for Interventional Radiology at Lakeridge Health.
Financial Summary (event only):
2015 2016
Revenue $309,600.00 $325,000.00
Expenses $ 56,623.01 $ 66,892.00
Net $252,976.99 $258,108.00
Sponsorship $ 0.00 $ 1,000.00
Final Net $252,976.99 $259,108.00
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: Orono Agricultural Society
Application #: S16-25
Date Received: May 13, 2016
Contact Name: Sara Gilroy
Event Information
Event Name: 164th Orono Fair
Event Date: September 8 - 9, 2016
Event Time: All day
Event Location: Orono Fairgrounds
Anticipated Attendance: 50,000
Admission cost: $10.00
Sponsorship Benefits • Logo displayed on the main sponsor's banner and fence
at the event
• Logo listed as a sponsor on website and linked to our
website
• Four (4) sponsor passes to the event
Description of the event that the funding will be used for:
The Orono Fair has been hosted by the Orono Agricultural Society since 1852. The
Fair features exquisite displays and competitions involving paintings, photographs,
agriculture (fruits, vegetables and crops), livestock (sheep, cattle, poultry and rabbits),
flowers, knitting, woodworking, sewing, crafts, school displays, culinary creations and
many other artistic works. As well as one of the largest midways throughout the area.
Financial Summary (event only):
2015 2016
Revenue $109,306.69 $208,400.00
Expenses $ 70,898.87 $ 79,000.00
Net $ 38,407.82 $129,400.00
S onsorshi $ 4;000.00 $; 2,000.00
Final Net $ 42,407.82 $131,400.00
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: Haydon Community Hall
Application #: S16-26
Date Received: May 13, 2016
Contact Name: Darren Judd
Event Information
Event Name: Haydon Hoedown
Event Date: August 27, 2016
Event Time:
Event Location: Haydon Community Hall Grounds
Anticipated Attendance: 250
Admission cost: $20.00
Sponsorship Benefits • Recognition on promotional posters and social media
• Verbal recognition at the event
Description of the event that the funding will be used for:
The Haydon Hoedown will promote and showcase the Hall for community events and
will feature local talent. The event will provide an opportunity for neighbours to connect,
volunteer opportunities for students and will hopefully attract visitors from outside the
community. The event will also include food and games.
Financial Summary (event only):
2015 2016
Revenue $ 4,088.83 $ 5,350.00
Expenses $ 3,298.40 $ 3,480.00
Net $ 790.43 $ 1,870.00
Sponsorship $ 0.00 $ 2,.000.00
Final Net $ 790.43 $ 3,870.00
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: BPW Bowmanville (Business and Professional Women )
Application #: S16-27
Date Received: May 14, 2016
Contact Name: Judy Hagerman
Event Information
Event Name: Women's Empowerment Community Engagement Event
Event Date: October 25, 2016
Event Time:
Event Location: To be determined
Anticipated Attendance: 50 to 100 +
Admission cost: No charge
Sponsorship Benefits • Recognition on printed promotional materials and event
program
• Recognition on social media and website
Description of the event that the funding will be used for:
An event open to the public for the purpose of bringing together stakeholders from
business, labour, government and other leading organizations in the community to
share best practices and establish a foundation for ongoing collaboration in promoting
Clarington as a community that fully welcomes, empowers and leverages the diverse
talent and contributions of those who make our community great.
Financial Summary (event only):
2015 2016
Revenue $ 0.00 $ 6,250.00
Expenses $ 0.00 $ 6,250.00
Net $ 0.00 $ 0.00
Sponsorship $ 0.00 $ 2)000.00
Final Net $ 0.00 $ 2,000.00
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: Newcastle Santa Parade
Application #: S16-28
Date Received: May 15, 2016
Contact Name: Karen Bastas
Event Information
Event Name: Newcastle Santa Parade
Event Date: November 20, 2016
Event Time: 5:30pm
Event Location: Downtown Newcastle, ON
Anticipated Attendance: 10,000
Admission cost: No charge
Sponsorship Benefits • Recogntion in local newspapers and other printed means
• Recognition through social media and website
Description of the event that the funding will be used for:
An annual Santa Parade that takes place every November in downtown Newcastle.
Financial Summary (event only):
2015 2016
Revenue $ 17,830.00 $ 18,000.00
Expenses $ 18,116.52 $ 24,525.00
Net ($ 286.52) ($ 6,525.00
Sponsorship $ 300.00 $ 2,000.00
Final Net $ 13.48 ($ 4,525.00)
Attachment 3 to CSD-013-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant/ Organization: Clarington Swim Club
Application #: S16-29
Date Received: May 15, 2016
Contact Name: Karen Hillis
Event Information
Event Name: Clarington Knockerball Competition
Event Date: September 24, 2016
Event Time: All day
Event Location: To be determined
Anticipated Attendance: 50
Admission cost: $5.00
Sponsorship Benefits • Recognition through printed and online advertising
• Logo on promotional items for the participants
• Logo on event trophy
Description of the event that the funding will be used for:
This will be Clarington's first ever knockerball competition, which will bring community
members together for fitness and fun. Teams of 5 will compete in knocker soccer (also
known as bubble soccer). The winning team will advance to the next round until two
teams remain and one team is crowned Clarington Knockerball Champions.
Financial Summary (event only):
2015 2016
Revenue $ 0.00 $ 250.00
Expenses $ 0.00 $ 2,250.00
Net $ 0.00 ($ 2,000.00)
Sponsorship $ 0.00 $ 2,000.00
Final Net $ 0.00 $ 0.00