Report to: General Committee                                                       Report Date: March 2, 2009

 

 

SUBJECT:                          2009 Celebrate Markham Grants Allocation by the Grants Sub-Committee

PREPARED BY:               Andrea Tang, Manager of Financial Planning

 

RECOMMENDATION:

1) That the report dated March 2, 2009 entitled “2009 Celebrate Markham Grants Allocation by the Grants Sub-Committee” be received;

 

2) And that the Grants Sub-Committee is recommending the 2009 Allocation of Celebrate Markham Grants as outlined in Appendix 1 be approved;

 

3) And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

 

PURPOSE:

To recommend approval of the 2009 allocation of Celebrate Markham grants to the General Committee.

 

BACKGROUND:

Celebrate Markham grants are funds provided to community groups/organizations that enhance and promote the Town, and are committed to building the community by celebrating the artistic and cultural uniqueness of Markham.

 

Two Grants Sub-Committee meetings were held, one on December 3rd, 2008, and the second one on January 21st, 2009.  Minutes from the two meetings are attached (Appendices 2 & 3). 

On December 3rd, the Committee met to allocate the 2009 Celebrate Markham grants to the organizations/events.  The allocations to the Black History Month, Chinese New Year Celebration and the Tony Roman Hockey Tournament were $2,000, $10,000 and $7,500 respectively.  Details of the allocations to other events are outlined in Appendix 1.

 

On December 16th, Council approved funding for the following Celebrate Markham events at the 2008 approved funding levels totaling $16,000 in advance of Council approval of the overall 2009 Celebrate Markham Grants allocations: Black History Month ($2,000 – same level as recommended by the Grants Sub-Committee), Chinese New Year Celebration ($8,000) and the Tony Roman Hockey Tournament ($6,000).

 

At the January 21st, 2009 Grants Sub-Committee, the Committee reaffirmed that the Chinese New Year Celebration would receive $10,000, an additional $2,000 over the pre-approved amount of $8,000.  For the Roman Hockey Tournament, the additional funding of $1,500 over the pre-approved amount of $6,000 to a total funding of $7,500 would be dependant upon finalization of the financial results for the event.

 

OPTIONS/ DISCUSSION:

Below outlines the changes in allocations recommended by the Grants Sub-Committee for inclusion in the 2009 Celebrate Markham budget.

 

Increases

  • The Chinese New Year Celebration be increased by $2,000 (from $8,000 in 2008 to $10,000 in 2009).
  • The Markham Jazz Festival be increased by $500 (from $9,500 in 2008 to $10,000 in 2009).
  • The Tony Roman Hockey be increased by $1,500 dependant upon the finalization of the financial results (from $6,000 in 2008 to $7,500 in 2009).

 

Decreases

  • The Committee recommended that any costs relating to the Volunteer Appreciation Event be removed from the 2009 Celebrate Markham Grants budget.  The 2008 event was not well attended and the Committee suggested this event be held every two years.
  • The Committee also recommended that Celebrate Markham grants not be provided to the York Region Celebration of the Arts in 2009 since it is a Regional matter.  The Committee felt that the funding should be provided by the York Region.  
  • In 2008, the Committee approved a one-time grant of $2,000 to the Markham Race Relations Committee for the 10th Anniversary Many Faces of Markham event.  The grant reverted back to the base amount in the operating budget of $7,300.
  • The Committee recommended that the Character Community Budget be removed (decrease from $5,000 to $0).
  • The allocation for signage be reduced from $1,000 to $0. 

 

Seniors Grant

In 2008, total funding in the amount of $15,000 for the Seniors Club was added to Celebrate Markham of which a maximum of $3,000 be provided to the individual Seniors Clubs. 

 

The Committee recommended allocating the 2009 funding of $15,000 among the following Seniors Clubs: Ontario Seniors Club of 2001, Milliken On the Move – Older Adult Club, Markham Tamil Seniors Association, Thornhill Seniors Club and Older Adults in Action, with each receiving a maximum of $3,000 upon submission of all required financial information.

 

New Request

Fiesta Canada is an organization that assists in holding the Multiculturalism Day World Potluck Fiesta & BBQ.  This is an event that celebrates Canadian diversity and multiculturalism.  A grant request to the Town has been made in the amount of $2,500.  At the time of review by the Grants Sub-Committee, there was insufficient information and Staff was directed to follow-up with Fiesta Canada in obtaining the 2008 and 2009 financial information.  The request for additional information has been made, and upon receipt of the information, the Committee will consider the appropriate grant allocation for this event. 

 

Annual Audit

Each year, Staff conducts a compliance audit on one of the Celebrate Markham events to ensure adherence to the Grants and Sponsorship Guidelines.

 

For 2008, compliance audit was performed on the Taste of Asia Festival. 

 

Based on the audit, the criterion as outlined in the Grants and Sponsorship Guidelines were met by the Taste of Asia Festival 2008.  

 

FINANCIAL CONSIDERATIONS:

Appendix 1 outlines the Celebrate Markham Grants with the first three columns of Appendix 1 highlight the 2008 actual, 2008 budget and variance.  The last two columns show the Grants Sub-Committee’s recommended 2009 allocation and the increase or decrease compared to the 2008 budget.

 

In total, the 2008 Celebrate Markham budget was $234,250 (detailed allocation of the budget shown in the second column “2008 Approved Budget” of Appendix 1).  The 2009 approved budget remains at the 2008 level.

 

As outlined in Appendix 1, the total allocated amount to the Celebrate Markham events in 2009 is $220,000, leaving an unallocated amount of $14,250 for potential future discretionary events that come to Committee for consideration in 2009 (budget  $234,250 - $220,000). 

 

The unallocated amount of $14,250 will be granted in accordance to the approved Grants and Sponsorships Guidelines.

 

 

 

 

 

 

RECOMMENDED

                            BY:    ________________________          ________________________

                                      Barb Cribbett                                     Andy Taylor, Commissioner     

                                      Treasurer                                            Corporate Services

 

 

 

ATTACHMENTS:

Appendix 1 – Summary of Changes - 2009 Celebrate Markham Grants Budget

Appendix 2 – Celebrate Markham Grants – 2008 Actual and Proposed 2009 Allocation

Appendix 3 – Minutes from the December 3rd, 2008Grants Sub-Committee Meeting

Appendix 4 – Minutes from the January 21st, 2009 Grants Sub-Committee Meeting