M E M O /
N O T E D E S E R V I C E
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To / Destinataire |
Mayor and
Members of Council / Maire et membres du Conseil |
File/N°
de fichier: ACS2009-COS-PRC-0010 |
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From / Expéditeur |
Aaron Burry, General Manager, Parks, Recreation and
Cultural Services, City Operations, City of Ottawa – Directeur général,
Parcs, loisirs et services culturels, Services opérationnels, Ville d’Ottawa |
Contact / Personne-ressource : Yolande Cremer, Program Manager, Customer Relations, Community
Development and Funding / Gestionnaire de programme, Services à la clientèle,
dévelopement et financement communautaires (613) 580-2424 Ext.
23637 |
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Subject / Objet |
2009 Civic Events Funding -
Allocations Committee Decisions / Fonds pour les événements civiques 2009 -
Décisions du comité d’allocation |
Date: 29
July 2009 le
29 jul 2009 |
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Purpose
The
purpose of this memo is to present information on the decisions of the
Allocations Committee for the 2009 Civic Events Funding Program, part of the
Civic and Commemorative Events Fund.
Executive Summary
Customer Relations, Community Development and Funding received 61 applications totaling $162,433 in requests. The Allocations Committee approved 38 applications for Civic Events funding totaling $25,500. See Annex 1 for details.
Background
On February 13, 2008, a report on the evaluation of the Large Community Events Pilot Program was presented to Council. As a result, Council implemented an ongoing Civic and Commemorative Events Funding program totaling $39,000 that combined the $25,000 Large Community Events Pilot Fund (Civic) with the $14,000 for Legions to conduct Remembrance Day Ceremonies (Commemorative). The Community Funding Division (at the time) was given responsibility to manage this program. A simplified integrated application process was recommended for Civic Events as well as a collaborative allocations process with the Events Central group. It should be noted that the $14,000 will continue to be dedicated to the 14 Legions per the original motion approved by Council.
Civic Events Funding Program
Guidelines –2009
The 2009
Civic Events Funding Program and Guidelines Form indicated that funding was
available to local not-for-profit organizations with a mandate to provide civic
events within a specific district or ward of
Ottawa.
These one to two day civic events have free admission, foster civic pride and
develop community cohesion. These
events are linked to and celebrate a civic/statutory holiday (i.e. Victoria
Day, Canada Day) and encompass a broad range of activities and family
entertainment. Organizations requesting funding for
a Civic Event have to be non-profit, based in Ottawa and in existence for a
minimum of two years with an active Board of Directors or Steering
Committee.
Application Process
A public announcement and information regarding the
availability of Civic Events Program funding was communicated starting on March
4, 2009. The information was sent to local, neighbourhood newspapers. The
City’s website also provided information on the program, as well as the name of
a staff member available to answer questions regarding the application process.
Information was sent by e-mail to recreation and community
associations; health, recreation and social service agencies funded through the
Renewable Funding Program in the Community Funding Division; as well as
previous applicants to the 2008 Civic Events Funding Program.
The deadline for application submissions was
April 22, 2009.
Review Process and Decisions
Customer
Relations, Community Development and Funding (CRCDF) received 61 applications
totaling $162,433 in requests. The Allocations Committee approved 38
applications for Civic Events totaling $25,500. This represents 15.7% of the total amount
requested. The Allocations Committee included representation from Events
Central staff and CRCDF staff. The
maximum allocation allowed for a project was $3,000, as per the 2009 Civic
Events Funding Guidelines and Application Form. The maximum amount approved for an event was $1,000.
Agency Notification
During the week of
April 27, successful applicants were contacted by phone initially and were
requested to return a signed Letter of Agreement, outlining terms and
conditions of funding. Those agencies that were successful in securing funding
for a Victoria Day Civic Event were contacted by staff to sign their Letter of
Agreement in person to expedite the release of funds. All agencies were
notified by mail of the Allocations Committee’s decisions and agencies will be
given feedback on their proposal, if requested.
Evaluation
As part of the overall evaluation process,
staff sought feedback from the Allocations Committee on the entire application
and allocations process. This information
will be analyzed and incorporated in the planning of the 2010 Civic Events
Funding Program.
As part of the evaluation, contact will be made
with each organization that received funding to gain an approximate number of
people who attended, as well as successful outcomes of the event.
Rural Implications
The Civic Events Funding Program includes rural
and urban areas of the City of Ottawa.
Nine out of 38 organizations represent rural areas.
Financial Implications
As a result of a 2% cost of
living increase approved by Council as part of the 2009 Budget, an amount of $25,500 was available for Civic Events Funding
allocation.
Supporting Documentation
Annex 1: 2009 Civic Events Funding Program – Civic Events Approved for Funding
Conclusion
The Civic Events Funding Program provides an
opportunity for local non-profit organizations to deliver a civic event in a
specific geographic district in Ottawa that is free for residents to
attend. It provides a mechanism to
develop community cohesion and foster civic pride in the community.
Aaron Burry
General Manager,
Recreation and Community Services
c.c. Steve
Kanellakos, Deputy City Manager, City Operations
Kent
Kirkpatrick, City Manager
