Council Committees Tuesday, January 29,2013

Transcription

1 GC13/01a The Corporaton of the Cty of Thorold GENERAL COMMTTEE AGENDA 2013 Communty Grants/Specal Events/ Councl Commttees Tuesday, January 29,2013 6:30 p.m. Councl Chambers,,, AGENDA TEMS FNANCE SECTON tem #13-16 Drector of Fnance Report DF dated January 14, 2013 regardng Communty Grants/Councl Commttee/Economc Development Allocaton ADJOURNMENT

2 \ FNANCE DRECTOR'S REPORT DF JANUARY 14, 2013 COMMUNTY GRANTS/COUNCL COMMTTEE/ECONOMC DEVELOPMENT ALLOCATON RECOMMENDATONS 1. That the General Commttee determne the fundng allocaton for Communty Groups, Councl Commttees, and Economc Development groups. 2. That any group requestng fundng and recevng an allocaton whch has not submtted a complete applcaton be requested to provde all nformaton pror to the funds beng pad or the subsdy beng provded. 3. That all groups recevng funds from the Cty be advsed that as a condton of the fundng they must recognze the Cty as a sponsor n any advertsng/programs/sgns, etc. for Events. 4. That all groups be advsed that no requests for budget overruns wll be consdered. 5. That any un-used funds remanng for Commttees of Councl must be reflected n ther Grant submsson for the followng year n order to carry forward the funds. 6. That any un-clamed funds remanng for Communty Groups/Specal Events shall be carred forward for three months, at whch pont the funds wll become part of the general Allotment. BACKGROUND As part of the 2013 budget, Councl approved a total Communty Grant/Councl Commttee fundng envelope of $67,310 plus $20,000 under the Economc Development Budget for Canal Bank Shuffle, Town Crer and Nagara tala n Festa.

3 Page 2 DF nformaton Outstandng.,. l l As a condton of the polcy, t s a requrement that applcatons be supported by fnancal statements (ncludng balance sheet) and budget. A number of groups faled to provde the requred nformaton to support ther request. t s recommended that the groups be advsed that ther fundng approval s condtonal upon the submsson of the outstandng nformaton. Unused Grants/Budgets n some cases, external groups fal to provde the necessary nformaton at the completon of the year requred to release the last half of ther grant payment and/or Commttees of Councl do not utlze ther full budget allotment. Councl has prevously approved a polcy on unused amounts as follows: 1. Councl Commttees must reflect any unused amount as part of the next year's budget request, n order for the amount to be carred forward. 2. External groups' grants wll be carred forward for three months, wth any unclamed amount followng the three months, gong to general grants, and no longer earmarked for that specfc group. Dsbursement of Funds n order to ensure that the funds are utlzed n the manner that Councl ntends, whle provdng cash flow to the groups, the polcy provdes as follows: Dsbursement of Approved Dscretonary Grants f the approved Dscretonary Grants are: ) Less than or equal to $1000 -then 100% of the grant s payable no later than two weeks after the annual fnal tax levy by-law that adopts the budget; 1) Greater than $ % s payable on the date above -50% s payable by the later of end of the frst week n September or upon the Successful completon of the event/actvty. The groups must provde confrmaton n wrtng that the grant funds were used n accordance wth the orgnal ntent and provde statstcs as to partcpants, users, etc.

4 Page 3 DF NOTE:.1 "-1 " $ n certan nstances, Councl may choose to ssue Grants at tmes dfferent from those above. Also, the Treasurer may devate from the above dsbursement schedule, n specal crcumstances, where the above s not practcal. However, n no case shall more than 50% be pad out pror to the successful completon of the event/actvty. BUDGETARY STATUS $67,310 for Communty Grants/Councl Commttees $20,000 for Economc Development Groups CANADAN CONTENT N/A STRATEGC PLAN N/A SUBM T D BY: Mara J. M uro, CMA Drector of Fnance PROVED BY: Frank A. Fabano Chef Admnstratve Offcer DF CTY OF THOROLD GENERAL COMMTTEE: JANUARY 29,2013

5 Communty Groups & CouncU Commttees (COUNCL COMMfEES N TALCS) Comtato Feast of the AssumpUon & S Anthon Hertage Thorld LACAC Mayor's Canada Day Pcnc 'Mayor's Youth Advsor Protecton Hose Company #1 Actve Transporteton Advsor Commtee Thorold Anglers Thorold & Beaverdams Hstorcal Socet, Thorold Communty Actvtes Group (TCAG) ThoroldHortculturalSocet' Thorold leçon Mnor Baseball Thorold legon Conservaton Thorold Reed Band ThOtoldBA Thorld Runway of Recognton Thorold Santa Claus Parade Thorold Green Commtee War 0(1812 Ctzen Volunteer Recognton Commtte 128 Ar Cadets Mscellaneous Post Budget Requests Ctv Awards & Recoçnlton ub.total,,,,,_,,,,_="v,,'"'''",=''''''m'''''"''',,=''''--=;'5:''';'',,'',,''",,,,,,lj"ts$'mj:&.ø:,:whjm'.&#ff&""..- '''''' BUDGET AVALABLE $67, $67, $ $13, $9, Cash plus 1500 Servces $1, $5, PHC Drll Team $1, $1, $2 $60,000 Cash $2,000 n Knd for Ms & Craft Plus: Tenns Court; free or reduced pool fees durng $62,000.00peakperods $ $10, $6, $5000 c;ash plus $1500 Servl $1, $3, $1,OOO.00Use $1000 Carr Forward $1, $T n Knd Only; Craft Show ( Arna;Subsded Pool Usage; Tenns Court ß' South Confed $4, Wthpantrelnng. $10000 CASH + $1750 SERVCES PlusClfd Total $3000 nothng receved Plus: $1000 Carrorward -- $3, $5, $3, $ $40,000 Cash plus See Attached $ $ $ $500 Cash Plus Servces of Cty GardenertoassstlnPlacement& Plantng of 1812Tree & Lakevew Cemetery $65.00 $5, $ $3, PlusBandshell $1, Arena Rental for Boxng Event. Proceeds to TCAG & Thorold $1,100.00Senors $6, $3,445.00Use $1445 Carr Forward $ Group to pay for ncremental $721.00StaffTf1E:Only $3, nothnçreceved -$3, $ $3300 Cast Plus use of Bandshell. 9 events $2, NolhnçReceved -$ $11, cash plus 1500 servces $ $12, $3 $500.00ArenaCoss $2, $ $S, cashplus1500servces Audt undertken by Drect Ene $10, $3 $SOO.OOLlnKndOñly;ArnaCosts $2,000.00' $ $12000 Cash Plus $2060 Servces $9, $ $ nothngreeeved -$500.00, , BUDGET SCHEDULE 1

6 '''l'' '8''=='\"..;.,:1.u"',\'R.,\S'\%'lll'tø'W&\%t'&*..;Wh,*)"\",,,0ll\ll"0Mèv."-",...,.- %_"',"( SCHEDULE 1 Communty Groups & Councl Commttees BUDGET AVALABLE $67, (COUNCL COMMTTEES N TAUCS) $67, HRS PER Subsdzd c for 12 WEEK: 336 hrseek: 288 hours Hours $20,200 plus free ce Tme 26 PLUS CE hours for Annual Show. SHOW TOTAL Estmate $17,300 plus $23,aOOPlus $3,600 for Show. TFSC Total ceanu 20,900 Subsdzed ce 2,000 hours. Estmate Subsldzedlce.1,400 TMA $ Plus Canteen hrsestmate$84,000. Plus Canteen Must submt applcalon Forn&Stalemenlsfor contnued free use of Soccr Feld & Thorold Soccer Club nothng receved ClubHouse lookng for ce rates to stay the same. Councl already approved ncrease to $110 commencng start of2013/2104 season. $3, Lookng for ncrease of 600 hours and same rate as before. Councl approved ncrease to $110 commencngstartof season. Budget assumes 1,400 hours Must submt applcalonforn& Slatements for contnued free use of Soccer Feld & ClubHouse $45, Subsdzed ce 150 hours. Est $3.300 p", looker room and lobby Only. Non Youlh use of lobby for subsdyejmnatedln Oldlmers tournaments,,,",worn'",'of Budgel2012 Non Youth Subsdy Elmnated n Budget2012 $1, $166,516.00

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8 _'_' '_"""_""_U''===_=='=Ã"W,'-"="'"=c=o.""="""='J_%"':'jw-m=,,,,"===,,_= =""_,, "'2ml&"'Th",.,.Jl"W:; &"W'f TCAG REQUESTS 1 Cash llllrf,l: "f ';'íp:l_""_'" 2 Arena Arts & Crafts Show 3 Free Pool Use for Summer Camp Partcpants & Volunteers Durna Closed to Publc Lunch Hour 4 Free Pool Use for Recreatonal Swm Programs Pror to and After Regular Pool Hours 5 Battle of Beaverd::m: Park Concerts $ 40, $ 1, $ 6, $ l 6, ?;gn' 61Summer Use of Arenas '$ $320-$ days per week durng July & August 1-2 hours per day; $40/hour plus $48.75/hour ncremental staff tme f outsde regular busness hours 6blSummer Use of Arena - Ball Hockey League 2 nghts per week Aprl- September $ $40/hour plus $48.75 ncremental staff tme 2 nghts per week. Assume 1 hour per nght Aprl 1 - August 31 st 71Wnter Use of Arenas for HockevTournaments & TCAG Holrfay Camp Kds &" Storaae $195 oer hour Tournament would conflct wth Regular schedulng of Prme Tme ce. 81Confed Park Tenns Courts 91Use of Pavlon for TCAG Pcnc & lunch Area 10lBocce Courts for Summer Camo & Possble Bocce Leaaue Staff recommend agänst grantng exclusve rghts. Property s publc & should be open to all resdents on a frst come frst serve bass Staff recommend aganst grantng exclusve rghts. Propert s publc & should be open to all resdents on a frst come frst serve bass Staff recommend aganst grantng exclusve rghts. Propert s publc & should be open to all resdents on a frst come frst serve bass 111Solash Pad durna Swm Lesson Tmes 121 McMllan or South Confed Baseball Damond Use Staff recommend aganst as pool staffs attenton must be on Patron, payng for swmmng lesson and the partcpants requre unterrupted focus Staff recommend aganst as ths schedulng conflcts wth tradtonal Legon Mnor baseball schedule

9 ø n-knd From Dave Akrgg Mayors Canada Day Pcnc - $1,750,00 n 2013 Santa Claus Parade - $2, n 2013 Arts & Crafts Show - $1,600,00 n 2013 Nagara talan Festa - $1, n 2013 Thorold Hortcultural tree plantng - $65.40 n 2013 l, TCAG $40,000 Cash plus $1,600 Arts & Crafts Show PLUS: Plus Use of Confed Park; - as n other years there s no cost ncurred by the cty No cost Confed Park Tenns Courts, M to F, 9am to 12 noon & 6pm to 9pm - staff's recommendaton s aganst grantng such encompassng, exclusve rghts. Ths property s publc and should be open to all resdents on a "frst come, frst serve", bass. No cost. Splash Pad durnq Swm Lesson Tmes, - t s staff's recommendaton that pool staff's attenton must be on the patrons, payng for swmmng lessons and the partcpants requre unnterrupted focus. Free Pool use for all summer camp partcpants & counsellers & volunteers One hour per day; - conducted durng the regular "closed to publc", lunch hour. Staff feels, as n the past, a $.50 charge per partcpant s more than reasonable. Staff realzes approxmately revenue of $25 to $30 per day (cty cost of lfe guards for 1 addtonal hour per day s approx. $105.00). (60 kds per day X $1.00 X 5 days per week X 8 weeks) $2, (lfeguard costs- $ per day X 5 days per week X 8 weeks) $4, = $6, use of Pavllon for TCAG pcnc & lunch area: - staff's recommendaton s aganst grantng exclusve rghts as property should be open to all resdents on a "frst come, frst serve', bass. No cost.

10 , " ', l ï,. Use of Bocce Courts for Summer Camp & Possble Bocce LeaQue; - staff's recommendaton s aganst grantng exclusve rghts as property should be open to all resdents on a "frst come, frst serve', bass. No cost Use of Pool for Recreatonal Swm ProQrams pror to and after Reaular Pool Hours; - Not recommended by staff, Staff costs for pool to be opened for every addtonal hour are approx. $ Also to consder s addtonal hours wll result n pool staff havng to work extra hours (Orr at tme and a half 0 double tme) or the hrng of addtonal pool staff. t s assumed, the request s that the pool be opened 1 hour early, Monday to Frday, for "early mornng swm tme" and reman open 1 extra hour every Monday, Tuesday and Wednesday for "after pool hours programs". Ths request wll ncrease the fully guarded pool hours by 8 hours per week (8 X $ or $840.00). $840,00 X 8 week season = $6, Summer use of the Arena: - The Whyte Arena s used to house the Parks Department durng the off season and wll not be avalable. Regularly scheduled use of Doherty Arena may be a possblty but only f properly supervsed and proper nsurance wll need to be obtaned. -The daly rate (based on a 16 hour day, 8:00am to 12:00mdnght) s $ HST = ($721.05). For lmted hourly use, the rate would be $39.88/hour + HST = ($45.06) f actvtes are conducted durng regular busness hours (Monday through Frday, 8:00am to 4:00pm). - Actvtes outsde of regular busness hours would requre an addtonal charge for staff tme = $48.75, per hour or "actual costs" Wnter use of the Arena for Hockey Tournament & Arena Tme for TCAG Holday Camp Kds & Storage; A hockey tournament s not recommended by staff as such an actvty would conflct wth the regular schedulng of Prme Tme ce. Holday Camp skates are a possblty based on avalablty. Consultaton wth Arena Supervsor wll be requred. Hourly Prme Tme rate = $ per hour Use of Parks- McMlan or South Confed baseball Damond Wedensday 6-8 July & August; Not recommended, by staff, as ths schedulng conflcts wth that of tradtonal Legon Mnor baseball schedule.

11 Batte of Beaverdams Parks Concert July 27th & Aug 16th Park fee of $50,00 per event and $48.75 per hour, per staff member, for every hour worked outsde regular busness hours. July event - 5 hours X $ $50.00 fee = $ August event - 6 hours X $ $50.00 park fee = $ '; î j, j