GRANTS SUB-COMMITTEE MEETING
ONTARIO ROOM,
DRAFT MINUTES
|
Grants Sub-Committee: Councillor V. Burke Deputy Mayor J. Heath Councillor L. Kanapathi Regrets: Councillor A. Chiu |
Staff A. Taylor, Commissioner of Corporate Services J. Lustig, Treasurer V. Siu, Senior Financial Analyst J. Kee, Committee Clerk |
The Grants Sub-Committee meeting convened at the hour of
1. MINUTES OF THE
SUB-COMMITTEE MEETING
Moved by Councillor L. Kanapathi
Seconded by Deputy Mayor J. Heath
That the minutes of the November 13, 2009 Grants Sub-Committee meeting be adopted.
CARRIED
2. APPLICATIONS RECEIVED TO DATE
Unionville Festival –
Request for 2010 Grant
Members had before them correspondence and financial information from the organizers of the Unionville Festival regarding the 2010 event being held June 4-6.
Ms. Paula Roberts, 2010 Unionville Festival Chair, was in attendance and provided details in support of their request for a Celebrate Markham grant in the amount of $15,000, $5,000 more than that received from the Town in 2009. In addition, Ms. Roberts expressed great concern with respect to the overwhelming amount of garbage that accumulates at the Festival and its proper disposal, and requested that the Town also pay for people to remove the garbage on the Saturday only.
Mr. Joel Lustig, Treasurer, reviewed the Festival’s financial details presented for 2009 and the budget information for 2010.
Members discussed the request for the additional funding, and advised that there were no additional funds available in the 2010 Celebrate Markham Budget to accommodate this request, however, Committee advised that staff will investigate options available regarding the waste issue.
Committee advised that organizers of the Unionville Festival will be included in the invitation to attend the upcoming Celebrate Markham grant recipients meeting to discuss issues of mutual concern, including funding and waste management.
Members had before them correspondence and financial information from the organizers of the Markham Jazz Festival regarding the 2010 event being held August 20-22. A Celebrate Markham grant in the amount of $10,000 was being requested for 2010, which was the same amount received from the Town in 2009.
Mr. Joel Lustig, Treasurer, reviewed the financial information presented, and after some discussion, Committee agreed that there would be no change recommended for the 2010 proposed Budget for this organization.
3. REVIEW AND ALLOCATE THE 2010
CELEBRATE
BUDGET TO UPCOMING EVENTS
The Treasurer presented the Celebrate Markham Grants Allocation summary sheet for Committee’s consideration. Members were advised that all of the grants had been approved, in principle, pending receipt of the appropriate financial information from each of the organizations. Two (2) applications have been received and considered earlier in the meeting this date: Unionville Festival, and the Markham Jazz Festival. In addition, Council previously approved allocations to the following groups:
- Tony Roman Hockey Tournament
- Black History Month
- Chinese New Year Celebration, and
-
Committee requested staff to provide details relating to the South Asian Heritage Celebration, including the event organizers and financial information.
It was noted that the Markham Village Music Festival had received $9,500 in 2009, and consideration should be given to increasing that amount to $10,000 in 2010 so that the community festivals in Thornhill, Unionville and Markham would all receive the equivalent Celebrate Markham Grant.
The Treasurer advised that four grant recipients had been added in 2009, and Members discussed the viability of their removal from the list for 2010.
Moved by Deputy Mayor J. Heath
Seconded by Councillor L. Kanapathi
That the following 2009 Celebrate Markham grant recipients be removed from the 2010 Proposed Budget listing at this time, but remain under review:
- Fiesta
- Unionville Old Tyme Christmas Parade
And that $500 be added to the 2010 Proposed Budget for the Markham Village Music Festival for a total of $10,000.
CARRIED
The Treasurer advised that the recommendations of the Grants
Sub-Committee on Grants Allocation for 2010 will be presented to General
Committee on
4. CELEBRATE
Staff noted that it is often difficult for volunteers in many of the
organizations to provide the required financial information to the Town by
January 1st, and it was suggested that a spring deadline might be
more appropriate. Staff will also review
The Treasurer reviewed the minutes of the last Grants Sub-Committee
meeting, held on
Mr. Lustig provided an update regarding staff’s research and activities to date, and provided samples of templates for mandatory financial statements.
A further meeting of the Grants Sub-Committee will be scheduled in March to review the findings of staff and potential recommendations, as well as to review the agenda for the meeting with the grant recipients.
Committee suggested that the following staff be invited to attend the next meeting of Committee to discuss their areas of involvement:
- Claudia Marsales – waste management issues
- Bob Nicholson – in-kind services
- Bob Walter – (in-kind services)
- Lori Wells – (senior grants)
Members were advised that it is being proposed that a meeting with the Celebrate Markham grant recipients be scheduled on an evening in April, and also, that a separate meeting be scheduled with senior club grant recipients during the day in April. Committee requested staff to extend the invitations, not only to one representative, but to all members of the board of each organization.
5. ANNUAL AUDIT RESULT:
This item will be discussed at the next Grants Sub-Committee meeting in March.
6. NEW BUSINESS
Seniors Clubs – 2010
There was a brief discussion regarding the Celebrate Markham grants allocation for the Seniors Clubs, and Members were advised that a specific amount has not been approved to date.
ADJOURNMENT
Moved by Deputy Mayor J. Heath
Seconded by Councillor L. Kanapathi
That the
Grants Sub-Committee meeting adjourn. (
CARRIED