GRANTS SUB-COMMITTEE MEETING

YORK ROOM, MARKHAM CIVIC CENTRE

JANUARY 21, 2009

 

MINUTES

 

 

Grants Sub-Committee:

 

Regional Councillor J. Heath

Councillor V. Burke

Councillor L. Kanapathi (1:15 pm)

Councillor A. Chiu

 

Guest

 

Ms. Denyse Lynch

 

 

Staff

 

A. Taylor, Commissioner of Corporate Services

J. Lustig, Director of Financial and Client Services

A. Tang, Manager, Financial Planning

J. Kee, Committee Clerk

 

 

The Grants Sub-Committee meeting convened at the hour of 1:00 p.m. with Councillor V. Burke in the Chair. 

 

 

1.         DEPUTATION – GOVERNANCE OF TOWN-FUNDED

            ORGANIZATIONS

 

Ms. Denyse Lynch was in attendance and addressed Committee regarding her concerns relating to governance practices and procedures among a particular group of organizations that receive Celebrate Markham grants from the Town of Markham.  Members had before them an email from Ms. Lynch dated January 5, 2009 also outlining the specific concerns.

 

Members advised that as these organizations had not been established by the Town of Markham, and are not under the Town’s jurisdiction, the Town has no control over their operation.  However, it was suggested that representatives of Council may be able to meet with representatives of the groups to try to assist in resolving the issues raised this date.

 

There was some discussion that this may be an example of similar governance concerns/issues of other Celebrate Markham recipients, and it may be prudent in future to ensure that all groups have good governance structure in place, have a business plan, and that the funds are being used appropriately, prior to approval of the grant allocations.

 

 

 

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

 

That the governance issues raised by Ms. Denyse Lynch this date be referred to Regional Councillor G. Landon and Deputy Mayor J. Heath; and

 

That the Councillors be requested to meet with representatives of the specific groups to try to assist in resolving the issues raised this date.

CARRIED

 

 

 

2.                  MINUTES OF THE DECEMBER 3, 2008 GRANTS SUB-

            COMMITTEE MEETING

 

Moved by Councillor A. Chiu

Seconded by Deputy Mayor J. Heath

 

That the minutes of the Grants Sub-Committee held on December 3, 2008 be approved.

CARRIED

 

 

 

3.         RECAP ON THE PRE-APPROVALS AT THE 2008

            SUBSIDY LEVELS

 

Mr. Joel Lustig, Director of Financial and Client Services, advised that on December 16, 2008, Council directed that the following Celebrate Markham events be pre-approved at the 2008 funding levels in advance of Council approval of the overall 2009 Celebrate Markham Grants allocations:

  • Black History Month - $2,000
  • Chinese New Year Celebration - $8,000
  • Tony Roman Hockey Tournament - $6,000

 

However, the Grants Sub-Committee at its last meeting directed that for 2009, $10K and $7.5K be granted to the Chinese New Year Celebration and the Tony Roman Hockey Tournament respectively.

 

Following some further discussion this date, Committee re-affirmed that the Chinese New Year Celebration would receive the $10K (additional $2K over the pre-approved amount of $8K), however, Committee directed that the additional funding over the pre-approved amount for the Tony Roman Hockey Tournament would be dependent upon the finalization of the financial results for the event.

 

 

Staff advised that any approvals this date by Committee would be put before General Committee for approval.  Details could be deferred until later in the year.

 

 

 

4.         CONTINUATION WITH THE REVIEW OF THE 2009

            GRANTS ALLOCATION

 

The Director of Financial and Client Services advised that additional funding requests had been referred from the last meeting of Committee.  Copies of four new submissions were distributed for Committee’s consideration this date:

  • Fiesta Canada
  • Markham Village Music Festival (formerly Markham Village Festival)
  • Thornhill Seniors Club, and
  • Older Adults in Action

 

 

CELEBRATE MARKHAM GRANT REQUESTS:

 

Markham Jazz Festival – Staff advised that request has been received for $12,000 from the Markham Jazz Festival Committee for 2009.  A grant in the amount of $9,500 had been approved for 2009 to date.

 

Moved by Deputy Mayor J. Heath

Seconded by Councillor L. Kanapathi

 

That an additional grant in the amount of $500 be approved for the Markham Jazz Festival, which would bring the Celebrate Markham grant to $10,000 for 2009.

CARRIED

 

 

Markham Arts Council – Staff advised that a request has been received for $20,000 from the Markham Arts Council for 2009.  A grant in the amount of $19,000 has been approved for 2009 to date.  Committee discussed the need for more detailed financial information from this group, and directed staff to request the Arts Council to also provide the current year’s budget, in addition to the 2008 financial statements.

 

 

Markham Village Music Festival (Formerly Markham Village Festival) – Staff advised that no financial information had been included with the group’s grant request for $9,500.  Committee directed staff to request the group for financial information, including 2009 Budget and the 2008 financial statements.

 

 

 

Fiesta Canada – Staff advised that no financial information had been included with the group’s grant request for $2,500.  Committee directed staff to request the group for financial information, including 2009 Budget and the 2008 financial statements.

 

South Asian Heritage Celebration – Staff provided information relating to the approval by Council of a grant for the South Asian Heritage Celebration in 2008 in the amount of $2,500.  Such grant had been funded from the Council Sponsorship Account rather than the Celebrate Markham grant account.  As no formal grant request has been received for 2009, Deputy Mayor J. Heath advised that he will contact them to suggest that they submit a grant under the Seniors Club category.

 

Markham Federation of Filipino Canadians – It was suggested that the group be requested to hold some of their activities at the Markham Civic Centre.

 

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

 

That a Celebrate Markham grant be approved for the Markham Federation of Filipino Canadians in the amount of $2,500.

CARRIED

 

 

SENIORS CLUBS GRANT REQUESTS:

 

Ontario Seniors Clubs of 2001 – Members had before them a Senior Grant request in the amount of $3,600. 

 

Moved by Deputy Mayor J. Heath

Seconded by Councillor L. Kanapathi

 

That a Senior Grant be approved for the Ontario Seniors Club of 2001 in the amount of $3,000 for 2009, subject to the group meeting the 50% of revenues requirement.

CARRIED

 

 

The following Senior grant requests were dealt with together:

 

Milliken on the Move – Members had before them a Senior grant request in the amount of $3,000.

 

Markham Tamil Seniors Association – Members had before them a Senior Grant request form but it had not included the amount of the request, nor had it been signed.  In addition, no financial information had been attached.

 

 

 

 

Thornhill Seniors Club – Members had before them a Senior Grant request for $3,000, but insufficient financial information had been included.

 

Older Adults in Action – Members had before them a Senior Grant request for $3,000, however, no financial information had been included.  The proposed project is to replace an old a commercial size refrigerator/freezer with a new model.  Members raised the issue of the disposal of the old appliance, and it was suggested that staff suggest to the group that it be recycled.

 

As much information had not been included with these four grant requests, it was suggested that the amount of $3,000 be included for each as placeholders in the 2009 Budget in the interim.  However, following further discussion, it was agreed to proceed.

 

Moved by Deputy Mayor J. Heath

Seconded by Councillor A. Chiu

 

That Senior Grants be approved for the following seniors clubs in the amount of $3,000 each for 2009:

  • Milliken on the Move Older Adult Club
  • Markham Tamil Seniors Association
  • Thornhill Seniors Club
  • Older Adults in Action, and

 

That the approvals be conditional upon receipt of an amended application form, and submission of the required financial information, including profit and loss statements.

CARRIED

 

 

There was some discussion regarding the recipient’s use of the grant: either in the calendar year, fiscal year, or over an 18-month period.  The matter of using unallocated funds from the previous year was suggested.  Following some discussion, it was suggested that staff may wish to review the current grant application form, and also review the Seniors Grant Guidelines with respect to timing, deadlines, and the 50% of revenues requirement.

 

Members suggested that it would be beneficial if the Town offered a coaching session to groups wishing to apply for grants to explain the process involved, criteria relating to the grant request, and how to complete the Town’s forms. 

 

 

 

 

 

 

 

5.         ANNUAL EVENT COMPLIANCE AUDIT –

            TASTE OF ASIA

 

The Director of Financial and Client Services reported that annually staff conducts a compliance audit on one of the Celebrate Markham events to ensure adherence to the Grants and Sponsorship Guidelines.  Members were provided with details of the audit which had been conducted on the Taste of Asia Festival 2008, and were advised that the criterion had been met.

 

Moved by Councillor L. Kanapathi

Seconded by Deputy Mayor J. Heath

 

That the information relating to the Compliance Audit of the Taste of Asia Festival 2008 be received.

CARRIED

 

 

 

6.         OPTIONS TO RETAIN A CONSULTANT TO EDUCATE

            GRANT RECIPIENTS ON STRATEGIES FOR MAKING

            EVENTS MORE FINANCIALLY SUSTAINABLE

 

With respect to helping to make events more financially sustainable, Members were advised that one Festival in the Town of Markham charges an entrance/gate fee which increases the group’s revenues considerably.  It was noted that some, if not all organizations are feeling the effects of reduced sponsorship in the current economic climate, and it was agreed that it may be helpful to obtain the services of a consultant or facilitator to conduct a strategy session for interested groups. 

 

Committee noted that it would also be beneficial for these groups to have a session on “Zero Waste”, as garbage is often a problem at large events, and it was suggested that a representative of the Town’s Waste Management staff may be able to assist.

 

Deputy Mayor Heath advised that he will follow up on this and report back to Committee.

 

 

 

7.         NEXT STEPS

 

Committee was advised that staff will update the Celebrate Markham Grants Proposed 2009 Allocation Summary and present it to the Budget Sub-Committee meeting scheduled for Monday, January 26, 2009 for approval. 

 

It was agreed that the next meeting of the Grants Sub-Committee would be at the call of the Chair.

 

 

ADJOURNMENT

 

The Grants Sub-Committee meeting adjourned at 3:10 p.m.