GRANTS
SUB-COMMITTEE MEETING
ONTARIO
ROOM,
MINUTES
|
Grants
Sub-Committee: Councillor V. Burke Councillor A. Chiu Deputy Mayor J. Heath Councillor L. Kanapathi Guests: Tracy MacKinnon, Unionville BIA Gregory McCormick, Unionville BIA Ray Smylie, Old Tyme Christmas Parade Wes Rowe, Old Tyme Christmas Parade Ann Laxton, Unionville Villagers Assoc. Barry Laxton, Unionville Villagers Assoc. |
Staff A. Taylor, Commissioner of Corporate Services J. Lustig, Director of Financial and Client Services V. Siu, Acting Manager, Financial Planning J. Kee, Committee Clerk |
The Grants
Sub-Committee meeting convened at the hour of
1. 2009
NEW FUNDING REQUESTS
Unionville Summer Concert Series – 2009
Members had before them a request from the Unionville BIA (UBIA) for Celebrate Markham funding for the Unionville Summer Concert Series 2009 in the amount of $10,000. Ms. Tracy MacKinnon, Unionville Festivals & Events Chair, 2009, UBIA, was in attendance to speak to the request.
Members were advised that the Concert Series had been held every weekend and holiday in 2009 from Canada Day to Labour Day, and that this had been the Series’ 8th season. Copies of the Series Actual Budget for both 2008 and 2009 were presented for information.
Committee asked for clarification regarding the financial information and in-kind services, and noted that the Town’s Grants and Sponsorships Guidelines indicated that requests for grants “should be submitted to the Town prior to the date of the event”.
Moved by Councillor A. Chiu
Seconded by Councillor L. Kanapathi
That the deputation of Ms. Tracy MacKinnon, Unionville BIA, requesting a Celebrate Markham grant in the amount of $10,000, for the2009 Unionville Summer Concert Series, be received.
CARRIED
Unionville Old Tyme Christmas Parade - 2009
Members had before them a request from the Unionville BIA (UBIA) for Celebrate Markham funding for the Unionville Olde Tyme Christmas Parade 2009 in the amount of $16,500. Ms. Tracy MacKinnon, Unionville Festivals & Events Chair, 2009, UBIA, was in attendance to speak to the request.
Members were advised that the Olde Tyme Christmas Parade in
Unionville is in its 28th year and attracts over 25,000 people. The BIA was requesting funding equal to the
support granted to the Santa Claus Parade on
Mr. Joel Lustig, Director of Financial and Client Services, briefly reviewed the requirements of the Grants Guidelines, and requested the UBIA to provide 1) budget for the event (including details of what the Town funding will be spent on), 2) previous year’s financial statements and 3) details of how the most recent event was received and a proposal for the upcoming year (including how the Town was represented). Members were advised that the 2009 Budget for Celebrate Markham grants was $234,250, and out of that only $7,500 is unallocated.
Committee requested some clarification of the financial information
presented, and queried how the additional funding would be spent. It was noted that the Unionville parade is
being held in the evening on December 4th, so there would be no
conflict with the Markham Santa Claus Parade.
The following matters were also discussed:
· UBIA suggested potential funding from other Town sources
· if UBIA does not receive funding from Town, additional funds will be drawn from other BIA accounts (marketing, advertising, promotion)
· importance of information/request being submitted by organization prior to event
· feasibility of a “matching funds” process in future
· financial support to BIA’s in general
·
clarification of mandate of
Town of
A motion was suggested by Committee to approve a Celebrate Markham Grant in the amount of $2500 for the Old Tyme Christmas Parade; however, a motion to defer the matter was put forward until more financial information is received from the UBIA. Staff will email the UBIA and provide details of the additional requirements.
Members agreed that a further meeting of the Grants Sub-Committee would be held before the end of the week to review the additional information from the UBIA. The Committee Clerk will advise Committee Members, staff and the UBIA of the date and time, once confirmed.
Moved by Councillor A. Chiu
Seconded by Deputy Mayor J. Heath
That the request of the Unionville BIA for Celebrate Markham funding for the 2009 Unionville Old Tyme Christmas Parade, be deferred pending receipt of additional information from the UBIA.
CARRIED
The Chair advised that due to some confusion regarding the allocation of Celebrate Markham funding to the Thornhill Village Festival earlier this year, the organization had only received $9,500, rather than $10,000. Copies of the 2009 Profit and Loss Statement for the Thornhill Village Festival were distributed.
Staff advised that the required financial information had been submitted from the organizers.
Moved by Councillor L. Kanapathi
Seconded by Deputy Mayor J. Heath
That an additional Celebrate Markham grant in the amount of $500.00 be approved and allocated to the Thornhill Village Festival for 2009.
CARRIED
2. 2010 REQUESTS
The Director of Financial and Client Services
advised that a request has been received from the Chinese New Year 2010
Celebration organizers. An additional amount of $5,000 has been requested for
2010. Committee direction was requested
with respect to dealing with the request now or following adoption of the 2010
Budget by Council.
Members discussed the matter and directed that
the request be deferred at this time; however, staff was requested to ask the
organizers to submit last year’s financial statements.
It was suggested that staff contact organizers
who have submitted 2010 requests to invite them to attend the next meeting of
the Grants Sub-Committee, if possible.
Moved by Deputy Mayor J. Heath
Seconded by Councillor A. Chiu
That the request for Celebrate Markham funding
by the Chinese New Year 2010 Celebration organizers be deferred until after the
2010 Budget is approved.
CARRIED
3. NEW BUSINESS
Grants Process
Committee expressed concern regarding the current process relating to the application and allocation of Celebrate Markham grants. It was suggested that two deadlines be established during the year, one in the spring and one in the fall, similar to the Markham Environmental Sustainability Funding process.
The current process being followed by staff was reviewed, including the criteria to be met, and it was noted that it may be difficult for some volunteer groups to make submissions by specific dates. Committee pointed out that most organizations receiving Celebrate Markham funding must also carry out a considerable amount of fund-raising and reach out to corporate sponsorships.
ADJOURNMENT
Moved by Councillor A. Chiu
Seconded by Councillor L. Kanapathi
That the Grants Sub-Committee meeting
adjourn. (
CARRIED