GRANTS SUB-COMMITTEE MEETING

CANADA ROOM, MARKHAM CIVIC CENTRE

NOVEMBER 13, 2009

MINUTES

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

Staff A. Taylor, Commissioner of Corporate Services J. Lustig, Director of Financial and Client Services K. Liu, Senior Financial Analyst J. Kee, Committee Clerk

The Grants Sub-Committee meeting convened at the hour of 9:00 a.m. with Councillor V. Burke in the Chair.

1. MINUTES OF THE NOVEMBER 5, 2009 GRANTS

SUB-COMMITTEE MEETING

Moved by Councillor A. Chiu

Seconded by Deputy Mayor J. Heath

That the minutes of the November 5, 2009 Grants Sub-Committee meeting be adopted.

CARRIED

2. REVIEW AND ALLOCATE THE 2010 CELEBRATE

MARKHAM BUDGET

Mr. Joel Lustig, Director of Financial and Client Services, presented a summary sheet of the Celebrate Markham grants allocation showing the 2009 Actuals, 2009 Budget, and the 2010 Proposed funding.

Members were advised that two applications have been received requesting additional funding for 2010, as follows:

· Chinese New Year 2010 Celebration – requesting $15,000 (an increase of $5,000 over 2009), and

· Markham Federation of Filipino Canadians – requesting $3,000 (an increase of $500 over 2009)

The Director of Financial and Client Services also advised that three of the Celebrate Markham events occur early in the 2010 New Year, and Committee was being asked to consider the following requests this date :

· Black History Month

· Chinese New Year 2010, and

· Tony Roman Hockey Tournament (Financial Statement presented)

Staff emphasized the importance of ensuring that all of the organizations submit the correct financial documentation, including:

· financial results of the previous year

· detailed revenues and expenses for both previous year and budget year

· cash balances at the end of the previous year

The Director of Financial and Client Services noted that the format of the financial information presented on behalf of the Tony Roman Memorial Hockey Tournament would be an excellent example of what is required. Staff advised that they would be pleased to work with any of the Celebrate Markham organizations to explain this format.

Committee also discussed the following matters:

· how the organizations depend on funding from the Town; most are run by volunteers - fundraising may be difficult

· as a number of the events are outdoors, weather is a major factor in their success

· the recent Celebrate Markham funding to the UBIA for the Olde Tyme Christmas Parade, and

· the feasibility of increasing grants to the larger festivals

· feasibility of reallocation of funding if the events do not occur

Tony Roman Memorial Hockey Tournament – 2010 – Request received for $6,000.

Moved by Deputy Mayor J. Heath

Seconded by Councillor A. Chiu

That a Celebrate Markham grant, in the amount of $6,000, be approved for the Tony Roman Memorial Hockey Tournament for 2010.

CARRIED

Chinese New Year Celebration – 2010 – Request received for $15,000.

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

That a Celebrate Markham grant, in the amount of $10,000, be approved in principle for the Chinese New Year Celebration for 2010;

And that the organizers be requested to provide additional financial information.

CARRIED

Black History Month – 2010

Moved by Deputy Mayor J. Heath

Seconded by Councillor A. Chiu

That a Celebrate Markham grant, in the amount of $2,000, be approved in principle for the Black History Month for 2010;

And that the organizers be requested to provide additional financial information.

CARRIED

Markham Federation of Filipino Canadians – 2010 - Requesting $3,000

Moved by Councillor A. Chiu

Seconded by Councillor L. Kanapathi

That a Celebrate Markham grant, in the amount of $2,500, be approved in principle for the Markham Federation of Filipino Canadians for 2010;

And that the organizers be requested to provide additional financial information.

CARRIED

Committee suggested inviting all Celebrate Markham, including the seniors clubs grant recipients to a meeting in the New Year (possibly February) to discuss a number of expectations/issues. Potential topics on the agenda could include, but not be limited to:

· the importance of zero waste at events (concerns re use of shrink-wrapping and polystyrene)

· budgeting – financial requirements of the Town

· options relating to the establishment of deadlines for receipt of grant applications – similar to MESF application process; feasibility of using a “point system”

· procedures on how to run a good festival; how to work through any financial concerns; weather; advertising – brochures, signage;

· ways the Town is recognized; acknowledgement of the Town grant on promotional material

· review of Town’s guidelines

· the importance of organizations generating additional money through fundraising; also entrance fees

· importance of promoting community spirit

Staff suggested that they could contact a few other municipalities, for example: Cary, North Carolina, or Burlington, Ontario, to discuss their procedures regarding event organization. Also, representatives of one of the local service clubs (i.e. Sunrise Rotary) could be invited to speak to General Committee on this matter. With such input, the Town’s current guidelines could possibly be reviewed and updated prior to the meeting with the local organizations.

It was also noted that Council has requested staff to prepare a report and recommendations relating to the improvement of relationships between the Town and all the BIA’s in Markham. Staff will work simultaneously on both the Celebrate Markham grants issues, and the BIA report, and meet with the Chair to discuss next steps and report back to the Grants Sub-Committee.

ADJOURNMENT

Moved by Deputy Mayor J. Heath

Seconded by Councillor L. Kanapathi

That the Grants Sub-Committee meeting adjourn. (10:10 a.m.)

CARRIED