Report to: General Committee                                                   Report Date: February 5, 2007

SUBJECT:                          2007 Table Sponsorship Approval

PREPARED BY:               Barbara Nanninga – EA to Mayor & Council

RECOMMENDATION:

THAT the report dated February 5, 2007 entitled “2007 Table Sponsorship Approval” be received;

THAT the re-occurring annual table sponsorships outlined in Table A of the report be approved in the upset limit amount of $3,000 per organization per year;

That the table sponsorships be funded from account 840-841-5840;

AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

EXECUTIVE SUMMARY:

Not applicable.

FINANCIAL CONSIDERATIONS:

The Town of Markham’s 2006  Table Sponsorships budget was $22,000 in account #840-841-5840.

Over the past few years, the Town has sponsored a number of organizations via the purchase of tables for dinner events/galas.  Table A, below, outlines the organizations and table sponsorships the Town has supported every year since 2004:

TABLE A

Yee Hong Community Wellness – Dragon Ball*

Evergreen Hospice Gala

Markham Stouffville Hospital Gala

Richmond Hill & Markham Chinese Business Association Gala

Kidney Foundation of Canada Gala

S’ports for Kids Foundation Gala

York Region Police Appreciation Night

York Central Hospital Foundation Gala

Markhaven Foundation Gala

*- Approved by General Committee January 2007

Cost of tables for each of these events vary and in cases where there are insufficient Councillors/Senior Staff available to attend, a full table is not purchased.  Staff in the Mayor’s Office co-ordinates the availability of Councillors for such events.  Since 2004, the total cost of the nine events listed above range from $16,500 to $20,000 per year.  Appendix 1 summarizes the organizations and events the Town has sponsored over the past 3 years (2004 to 2006).

The grants and sponsorship guidelines approved by Council in 2005 (attached as Appendix 2) established a limit of $3,000 per table sponsorship.  If all nine events were at the limit, the cost would be $27,000 (9 * $3,000).  However, the Mayor’s Office will manage the table sponsorships listed in Table A within the budget envelope of $22,000 or absorb any variances related to the nine events within other favourable variances within its operating budget by the end of the year.

Requests for table sponsorships for organization not on Table A will be brought forward to General Committee.

1. Purpose                     2. Background                      3. Discussion                        4. Financial

5. Others (Environmental, Accessibility, Engage 21st, Affected Units)             6. Attachment(s)

PURPOSE:

The purpose of this report is to obtain approval from Council to fund annually re-occurring table sponsorships in 2007.  This will eliminate multiple reports, one for each event, from being brought forward to Committee during the year for individual approval.

BACKGROUND:

In 2005, Council approved the Grants & Sponsorships Guidelines which included the following related to Table Sponsorships:

Table Sponsorships are classified as fundraising galas/dinners/receptions that promote or celebrate positive aspects of the Markham community.

Table Sponsorships have an upset limit of $3,000 per organization

Prior to confirming the sponsorship with outside organizations, the Mayor’s Office will poll Councillors to determine availability and interest in attending the event.  If an appropriate number of Councillors/senior staff cannot attend, the Town can elect not to follow through with the sponsorship.

Eligibility requirements are as follows:

The entity requesting the funding must declare their not-for-profit status

The funding must be used to serve a social/health, recreational, cultural or economic benefit to the community

The benefits of the program and/or special event must accrue to Town residents or business community

Funding will not be provided to any political party/event

OPTIONS/ DISCUSSION:

Not applicable

FINANCIAL TEMPLATE: (external link)

Not applicable.

ACCESSIBILITY CONSIDERATIONS:

Not applicable.

RECOMMENDED

BY:    ________________________

Barbara Nanninga

Executive Assistant to Mayor & Council

ATTACHMENTS:

Appendix 1 – Sponsorship Comparison – 2004 - 2006

Appendix 2 – Grant and Sponsorship Guidelines – May 2005 Report