HomeMy WebLinkAboutCSD-015-16Community Services
Report
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Clerk at 905-623-3379 ext. 2102.
Report To: General Government Committee
Date of Meeting: November 7, 2016
Report Number: CSD-015-16 Resolution:
File Number: N/A By-law Number:
Report Subject: 2017 Community Event Sponsorship Requests – Fall Intake
Recommendations:
1.That Report CSD-015-16 be received;
2.That Council consider all submitted sponsorship requests; and
3.That all interested parties listed in Report CSD-015-16 and any delegations be advised of
Council’s decision.
Municipality of Clarington
Report CSD-015-16 Page 2
Report Overview
The purpose of this report is to provide Council with a summary of the 2017 Community Event
Sponsorship – Fall 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.
The applications presented herein were accepted through the Fall Intake for events
occurring January 1 to June 30, 2017 inclusive. Applications were received until October
1, 2016 (11:59pm).
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 budget for the 2017 Community Event Sponsorship Program has not yet been
approved. However, when this program was developed, the Treasurer was consulted
and it was determined that the first half of the 2017 sponsorship account would be
allotted at this fall intake in 2016. The remaining balance would be considered through
the spring intake in 2017.
Traditionally, this account been approved at $35,000.00 annually. Based on two intakes
per year, there will be $17,500.00 available for allocation at this time.
Five (5) sponsorship applications totalling $9,500.00 have been received for review and
consideration.
2. Application Process
All eligible applications received have been recorded in the 2017 Master List of
Sponsorship Applicants (Attachment 2), providing Council with an overview of applicants
requesting funding.
Municipality of Clarington
Report CSD-015-16 Page 3
Each application is also presented on a summary sheet numbered from S17-01 to S17-
05. The summaries provide an overview of the events requesting sponsorship, the
recognition opportunities to be received through sponsorship and a two-year financial
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.
This application period will cover events occurring in 2017, until June 30, 2017.
Applications for events occurring July 1 to December 31, 2017 will be accepted until April
1, 2017 (11:59pm).
3. Additional Information
An application was received from Holy Family Catholic Elementary School Council to
request funds to support their annual fun fair. The event helps raise funds to support
Holy Family Catholic Elementary School and bring the local community together.
In the past, Council has supported some fundraising initiatives of schools through the
Community Grant Process; mainly to replace aging play structures and once to support a
significant anniversary celebration.
However, staff has deemed the application from Holy Family Catholic Elementary –
Catholic School Council is ineligible and has not been included for Council’s
consideration. Parent councils are established as advisory groups to the principal and
school board and are governed by the school board. Therefore, school councils are the
responsibility of another level of government and not eligible under the Community Event
Sponsorship Program.
4. Concurrence
Not Applicable
5. 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.
Municipality of Clarington
Report CSD-015-16 Page 4
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Joseph P. Caruana, Curry Clifford, MPA, CMO
Director of Community Services Interim CAO
Staff Contact: Sharon Meredith, Manager of Recreation, 905-623-3379 ext. 2504 or
smeredith@clarington.net
Attachments:
Attachment 1 – Community Event Sponsorship Program
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 Report CSD-015-16
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 (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;
Community Event Sponsorship Program
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
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 Report CSD-015-16
Appl. #Organization Event Date First name Last name 2016 Request 2016 Received 2017 Request Comments 2017
Received
Running
Balance
Starting
Balance $17,500.00
S17-01 Clarington Minor Atom AAA Hockey
Team March 17-20, 2017 Cassandra Clarke $0.00 $0.00 $1,500.00 $17,500.00
S17-02 Architectural Conservancy of Ontario -
Clarington Branch June 10, 2017 Kim Vaneyk $0.00 $0.00 $2,000.00 $17,500.00
S17-03 Big Brothers Big Sisters of Clarington June 3, 2017 Darlene Brown $1,500.00 $500.00 $2,000.00 $17,500.00
S17-04 Green Gaels Lacrosse Club June 17, 2017 Doug Luey $500.00 $500.00 $2,000.00 $17,500.00
S17-05 In the Face of An Angel - Golf
Tournament May 28, 2017 Sandy Cochrane $1,000.00 $1,000.00 $2,000.00 $17,500.00
Community Event Sponsorship Applicants
Attachment 3 to Report CSD-015-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Clarington Minor Atom AAA Hockey Team
Application #: S17-01
Date Received: September 30, 2016
Contact Name: Cassandra Clarke
Event Information
Event Name:
Ontario Minor Hockey Association Minor Atom AAA
Championship
Event Date:
March 17-20, 2017
Event Location:
Garnet B. Rickard Recreation Complex
Anticipated Attendance:
3,000
Admission cost:
Free for spectators (teams pay registration fee)
Sponsorship Benefits
• Recognition in printed program at event
• Recognition on banner at event
• Verbal recognition at event
Description of the event that the funding will be used for:
The Clarington AAA Zone, Minor Atom AAA hockey team has won the right to host the 2017 Ontario
Minor Hockey Association (OMHA) Minor Atom AAA championship hockey tournament. The event will
feature teams from across the Province who qualified to represent their Association. Five teams in total
will participate in the tournament to determine the OMHA Champion for the 2016 / 2017 season. The
Clarington Minor Atom AAA team aims to encourage hockey players to realize their full potential and to
contribute responsibly to the game of hockey.
Financial Summary (event only):
2016 2017
Revenue $ 0.00 $ 23,830.00
Expenses $ 0.00 $ 25,330.00
Net $ 0.00 ($ 1,500.00)
Sponsorship $ 0.00 $ 1,500.00
Final Net $ 0.00 $ 0.00
Attachment 3 to Report CSD-015-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Architectural Conservancy of Ontario - Clarington Branch
Application #: S17-02
Date Received: September 30, 2016
Contact Name: Kim Vaneyk
Event Information
Event Name:
Doors Open Clarington
Event Date:
June 10, 2017
Event Location:
Kendal Area, exact sites to be confirmed
Anticipated Attendance:
8,500
Admission cost:
No Charge
Sponsorship Benefits
• Recognition in advertisements in local papers, pamphlets
and banners distributed in the community
• Verbal recognition at public events
• Recognition on website
• Verbal recognition at committee meetings
Description of the event that the funding will be used for:
Through advocacy and direct action, the Architectural Conservancy of Ontario (ACO) is involved in
preserving Ontario's architectural and environmental heritage since 1933 by helping communities and
owners preserve buildings and structures of architectural merit and places of natural beauty or interest.
Doors Open is a province wide free of charge celebration of community heritage, implemented in
Clarington through our local branch of the ACO. Residents and out of town visitors explore unique and
interesting places of a particular area in the municipality. This year's Doors Open Clarington event will
be occurring in the Kendal community.
Financial Summary (event only):
*The applicant has indicated of the $3,000.00 received through the 2016 Community Grant Process,
$2,000.00 was used towards the 2016 Doors Open event which was held in Newcastle while the
remainder offset their operating expenses.
2016 2017
Revenue $ 5,500.00 $ 5,500.00
Expenses $ 7,155.98 $ 7,500.00
Net ($ 1,655.98) ($ 2,000.00)
Sponsorship $ 0.00* $ 2,000.00
Final Net ($ 1,655.98) $ 0.00
Attachment 3 to Report CSD-015-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Big Brothers Big Sisters of Clarington
Application #: S17-03
Date Received: September 30, 2016
Contact Name: Darlene Brown
Event Information
Event Name:
Spring Food, Wine & Beer Festival
Event Date:
June 3, 2017
Event Location:
Newcastle Community Hall and Gardens
Anticipated Attendance:
300-400
Admission cost:
$10.00 per person
Sponsorship Benefits
• Recognition on posters and promotional material, event
advertisements (local papers, website)
• Event signage, website and social media
• Clearly highlighted throughout the event
• Post-event recognition
• Complimentary tickets to attend
Description of the event that the funding will be used for:
Big Brothers Big Sisters of Clarington provides the highest quality volunteer based mentoring programs
to the children of Clarington. The Spring Food, Wine & Beer Festival highlights local cuisine, wines and
craft beer while at the same time raising much needed funds for the organization's children's programs.
Financial Summary (event only):
2016 2017
Revenue $ 12,117.00 $ 12,500.00
Expenses $ 3,597.00 $ 4,000.00
Net $ 8,520.00 $ 8,500.00
Sponsorship $ 500.00 $ 2,000.00
Final Net $ 9,020.00 $ 10,500.00
Attachment 3 to Report CSD-015-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: Green Gaels Lacrosse Club
Application #: S17-04
Date Received: September 30, 2016
Contact Name: Doug Luey
Event Information
Event Name:
Lacrosse Day in Durham
Event Date:
June 17, 2017
Event Location:
Garnet B. Rickard Recreation Complex
Anticipated Attendance:
400-500
Admission cost:
$8.00 per person
Sponsorship Benefits
• Recognition in event program, website, lineup sheet
• Recognition on local television and radio spots
Description of the event that the funding will be used for:
The Clarington Green Gaels Lacrosse Club is pleased to host Lacrosse Day in Durham to celebrate the
150th anniversary of Canada's Game. The event will educate the public about the important role that
the sport of lacrosse has had in nation-building and its spiritual significance to the First Nations.
Financial Summary (event only):
2016 2017
Revenue $ 0.00 $ 1,000.00
Expenses $ 0.00 $ 3,000.00
Net $ 0.00 ($ 2,000.00)
Sponsorship $ 0.00 $ 2,000.00
Final Net $ 0.00 $ 0.00
Attachment 3 to Report CSD-015-16
Municipality of Clarington
Community Services Department
Summary of Community Event Sponsorship Information
Applicant / Organization: In the Face of an Angel Golf Tournament
Application #: S17-05
Date Received: September 26, 2016
Contact Name: Sandy Cochrane
Event Information
Event Name:
In the Face of an Angel Golf Tournament
Event Date:
May 28, 2017
Event Location:
Newcastle Golf Course
Anticipated Attendance:
48
Admission cost:
$100.00 per golfer
Sponsorship Benefits
• Recognition on social media, signage and posters leading
up to event, sponsor board at event
• Verbal recognition at event
• Special signage promoting the municipality
Description of the event that the funding will be used for:
Over the past six years, In the Face of an Angel Golf Tournament has raised over $60,000.00 for
Ovarian Cancer Canada. On Sunday, May 28, 2017, the 7th annual In the Face of an Angel Golf
Tournament will be held at the Newcastle Golf and Country Club. The funds raised through this event
are used to fund research and provide outreach programs through the tournament beneficiary, Ovarian
Cancer Canada.
Financial Summary (event only):
2016 2017
Revenue $ 13,385.00 $ 14,400.00
Expenses $ 4,800.00 $ 5,700.00
Net $ 8,585.00 $ 8,700.00
Sponsorship $ 1,000.00 $ 2,000.00
Final Net $ 9,585.00 $ 10,700.00