GRANTS SUB-COMMITTEE MEETING

YORK ROOM, MARKHAM CIVIC CENTRE

APRIL 14, 2009

MINUTES

Grants Sub-Committee: Councillor V. Burke Councillor L. Kanapathi Councillor A. Chiu Regrets Deputy Mayor J. Heath

Staff A. Taylor, Commissioner of Corporate Services J. Lustig, Director of Financial and Client Services A. Tang, Manager, Financial Planning L. Wells, Manager, Programs 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. OUTSTANDING ISSUES

Markham Arts Council – Members had before them copies of financial documents from the Markham Arts Council, (Appendix A), and staff advised that the group has successfully met the Town’s requirements. A grant in the amount of $19,000 will now be awarded.

It was suggested that in future all organizations requesting grants from the Town be asked to separate out the Town of Markham grant amount in their financial documentation.

Markham Village Music Festival – Members had before them copies of financial documents from the Markham Village Music Festival organizers, (Appendix B). Staff distributed revised statements from the group, noting that the group currently has a budget deficit, as the 2008 expenses were greater that the revenues. Members expressed concern regarding this status, and requested staff to follow-up to ensure that revenue can be generated in 2009 prior to awarding the grant, and report back to Committee by email.

Staff advised that cheques have been issued to the following groups to date:

· Black History Month

· Chinese New Year Celebration

· Tony Roman Hockey Tournament

Fiesta Canada – Staff distributed copies of a Statement of Income & Expenses for Fiesta Canada’s Multicultural Day – World Potluck Fiesta. Members expressed concern with the lack of information presented regarding the event, and after some discussion, directed staff to contact the group to request additional information, including venue, and location of signage.

Moved by Councillor L. Kanapathi

Seconded by Councillor A. Chiu

That the request for funding from Fiesta Canada be received;

And that staff be requested to obtain additional information from the organizers regarding the event and report back to Committee.

CARRIED

South Asian Heritage Celebration – Staff advised that an application has not been received regarding this event to date.

Doors Open Markham – It was reported that staff are awaiting receipt of the organizers financial statements.

Tony Roman Hockey Tournament – Copies of the financial status for the Tournament for 2009 were distributed, and it was noted that there is currently a positive balance, Committee agreed that additional funding of $1,500 would not be necessary, and that the previously issued funding, in the amount of $6,000, is sufficient.

The additional fund of $1,500 is now included in the unallocated budget amount.

2. STATUS OF THE 2009 APPROVED CELEBRATE MARKHAM GRANTS

Members had before them a summary sheet of the Celebrate Markham Grants, (Appendix C), of the 2008 Actual and Proposed 2009 Allocation, for information.

3. SENIORS GRANT REQUESTS – REVIEW OF THE 50% REVENUE CRITERIA

Members had before them grant applications from five (5) seniors groups, as follows:

· Ontario Seniors Club of 2001 - (Appendix D)

· Milliken on the Move - (Appendix E)

· Markham Tamil Seniors Association - (Appendix F)

· Thornhill Seniors Club - (Appendix G)

· Older Adults in Action - (Appendix H)

A copy of the Senior Grant Criteria had been included in the Agenda for the information of Members, and staff noted that the Criteria directs that grants are not to exceed 50% of the annual revenue generated by the organization applying, to a maximum of $3,000 per project., It was noted that all applications have complied in this area, with the exception of the Ontario Seniors Club of 2001.

Following some discussion, it was agreed that the Ontario Seniors Club of 2001 be awarded $1,710 rather than the $3,000 maximum. As the application outlines that the 2009 projected revenues to be generated by the organization is $3,420, a grant of $1,710 will be awarded. (at 50% of $3,420).

Moved by Councillor L. Kanapathi

Seconded by Councillor A. Chiu

That Senior Grants be approved for 2009, as follows:

· Ontario Seniors Club of 2001 - $1,710

· Milliken on the Move - $3,000

· Markham Tamil Seniors Association - $3,000

· Thornhill Seniors Club - $3,000

· Older Adults in Action - $3,000

CARRIED

4. SENIOR LIGHT TOUR – Adding Wards 7 and 8 and Refreshment Costs

Staff reported that the 2009 Celebrate Markham budget includes funding of $3,000 for the transportation costs of the Senior Light Tours in Markham, Unionville and Thornhill ($1,000 per community). Members were advised that a request had been received to add tours in Ward 7 and Ward 8 for the additional funding amount of $2,000.

In addition, Members were advised that a suggestion to have the refreshments for the Tour covered by the Celebrate Markham Grants has also been put forward for consideration.

Members discussed the request at length, noting that prizes should not be included in any additional funding.

Moved by Councillor L. Kanapathi

Seconded by Councillor A. Chiu

That the Celebrate Markham budget for the Senior Light Tour be increased by $2,000 to $5,000;

And that the Celebrate Markham budget cover the refreshment costs of the Senior Light Tour at $150 per community for a total of $750.

CARRIED

5. NEXT STEPS

Staff advised that they will report back on the status of the Fiesta Canada application.

Committee considered options related to the processing of future grant requests and it was agreed that future 2009 requests will be brought forward to the Grants Sub-Committee for discussion and that recommendations will be presented to the General Committee for approval.

It was noted that the Taste of Asia organization had been audited for 2008, and it was agreed that the choosing an organization to audit for 2009 will be placed on the next Agenda for discussion.

6. NEXT MEETING

Staff was directed to schedule the next meeting in one month’s time, and the Committee Clerk will advise all Members once a date has been set.

ADJOURNMENT

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi,

That the Grants Sub-Committee meeting adjourn. (1:50 p.m.)