2. LARGE COMMUNITY EVENTS PILOT PROGRAM EVALUATION

EVALUATION DU PROGRAMME PILOT POUR LES GRAND ÉVÉNEMENTS COMMUNAUTAIRES

COMMITTEE RECOMMENDATIONS as amended

That Council approve:

1. Implementation of an ongoing Civic and Commemorative Events fund to assist local civic events organizations (including Remembrance Day and Canada Day events), and that the $25,000 Large Community Events fund and the $14,000 for Legions, be realigned into this program (total $39,000); with a simplified integrated application process similar to the Special Events in-take form (Annex 3).

2. That there be a stream-lined application form; that City staff review the applications for decision making; and, that the funding envelope be doubled for the 2009 budget.

RecommandationS modifiÉEs du comité

Que le Conseil approuve :

1. la mise en place d’un financement permanent des activités civiques et commémoratives, en vue d’aider à l’organisation de fêtes civiques locales (notamment le jour du Souvenir et la fête du Canada), et que les sommes de 25 000 $, pour le financement d’activités communautaires importantes, et de 14 000 $, pour les légions, soient réintégrées dans ce programme (total de 39 000 $), grâce à un processus de demande intégré et simplifié, similaire au formulaire d’admission aux activités spéciales (annexe 3).

2. la décision qu’il y ait un formulaire de demande simplifié, que le personnel de la Ville examine les demandes aux fins de prise de décisions et que le montant des enveloppes de financement soit doublé pour le budget de 2009.

DOCUMENTATION

1. Deputy City Manager, Community and Protective Services report dated 9 January 2008 (ACS2008-CPS-CSF-0002).

2. Extract of Draft Minute, 17 January 2008.

Report to/Rapport au :

Community and Protective Services Committee

Comité des services communautaires et de protection

and Council/ et au Conseil

9 January 2008 / le 9 janvier 2008

Submitted by/Soumis par :

Steve Kanellakos, Deputy City Manager/Directeur municipal adjoint,

Community and Protective Services/Services communautaires et de protection

Contact Person/Personne ressource : Colleen Hendrick, Director/Directrice

Cultural Services and Community Funding/Services culturels et financement communautaire

(613) 580-2424 x, 24366, colleen.hendrick@ottawa.ca

City-Wide/ à l'échelle de la Ville

Ref N°: ACS2008-CPS-CSF-0002

SUBJECT:	LARGE COMMUNITY EVENTS PILOT PROGRAM EVALUATION

OBJET :	EVALUATION DU PROGRAMME PILOT POUR LES GRAND ÉVÉNEMENTS COMMUNAUTAIRES

REPORT RECOMMENDATION

That the Community and Protective Services Committee recommend that Council approve implementation of an ongoing Civic and Commemorative Events fund to assist local civic events organizations (including Remembrance Day and Canada Day events), and that the $25,000 Large Community Events fund and the $14,000 for Legions, be realigned into this program (total $39,000); with a simplified integrated application process similar to the Special Events in-take form (Annex 3).

RECOMMANDATION DU RAPPORT

Que le Comité des services communautaires et de protection recommande que le Conseil approuve la mise en place d’un financement permanent des activités civiques et commémoratives, en vue d’aider à l’organisation de fêtes civiques locales (notamment le jour du Souvenir et la fête du Canada), et que les sommes de 25 000 $, pour le financement d’activités communautaires importantes, et de 14 000 $, pour les légions, soient réintégrées dans ce programme (total de 39 000 $), grâce à un processus de demande intégré et simplifié, similaire au formulaire d’admission aux activités spéciales (annexe 3).

EXECUTIVE SUMMARY

At its meeting of February 14, 2007 Council approved the Arts Investment Strategy and Festival Sustainability Plan which included a significant investment to festivals, fairs and special events.

As part of that report, Council directed Cultural Services Division staff to develop and implement a pilot funding program for large community events with $25,000 being redirected from the Festivals, Fairs and Special Events funding program for this purpose. Staff was asked to report back to Council in the Fall of 2007 following the evaluation of the pilot program and community consultation.

The Department supports establishment of an ongoing $39,000 Civic and Commemorative Events funding program using funds already within the Community Funding and Cultural Services envelope as outlined in this report.

RÉSUMÉ

Lors de sa réunion du 14 février 2007, le Conseil approuvait une Stratégie d’investissement dans les arts et un Plan de viabilité des festivals, qui prévoyaient des investissements importants dans les festivals, les foires et les activités spéciales.

Dans le cadre de ce rapport, le Conseil a chargé le personnel de la Division des services culturels d’élaborer et de mettre en place un programme pilote de financement des événements communautaires importants, une somme de 25 000 $ provenant du programme de financement des festivals, des foires et des activités spéciales étant réaffectée à cette fin. Le personnel a été chargé de rendre compte au Conseil à l’automne 2007, à la suite de l’évaluation de ce programme pilote et de la consultation communautaire.

Le Service soutient la création d’un programme de financement permanent, à hauteur de 39 000 $, des activités civiques et commémoratives, à partir de fonds déjà disponibles dans l’enveloppe du Financement communautaire et des Services culturels, tel que précisé dans le présent rapport

BACKGROUND

On February 14, 2007, during City Council budget deliberations, and as part of the overall approval of the Arts Investment Strategy and Festival Sustainability Plan Report (ACS2007-CPS-CSF-0001), a motion was passed that directed Cultural Services Division staff to develop and implement a pilot funding program for large community events with $25,000 being redirected from the Festivals, Fairs and Special Events funding program for this purpose. Staff was asked to report back to Council in the Fall of 2007 following the evaluation of the pilot program and community consultation.

DISCUSSION

DESCRIPTION OF THE 2007 PILOT FUNDING PROGRAM

For the purposes of the 2007 pilot program, Large Community Events were defined as local events or celebrations presented annually by Ottawa-based not-for-profit organizations, groups or associations that are targeted to Ottawa residents in a particular district of the City. Events must be large in scope with significant attendance, volunteerism and partnerships.

During the implementation of the Pilot Program it became apparent that many of the applicant organizations were not necessarily “large” within the context of events organizations, but they were “large” within their communities and wards. The majority of the organizations were not incorporated and had no staff or operating infrastructure. For this reason, within this report, applicants are referred to as community based events organizations, and no reference to size has been applied.

Table 1 – Applicant Budgets

24 Applicant Events Organizations
$5,000 and less	$5,000 to $10,000	$10,000 to $30,000	$30,000 and over
9	7	3	5

* Event organisations budget ranged from $1,000 to $136,000; Average $17,673; Median $6,874

Please refer to Annex 1 for a full description of the Pilot 2007 Large Community Events Funding Program, including Objectives, Assessment Process and Assessment Criteria.

2007 LARGE COMMUNITY EVENTS PILOT YEAR RESULTS

A total of 24 proposals were assessed for funding through a peer assessed evaluation process with 19 being awarded funding in 2007. The total request to the program was $92,430. For each application, the committee made an assessment, considered financial need and recommended a final amount. Of the 19 successful applicants, 13 were Civic or Commemorative Events of which 11 were Canada Day events. Please refer to Annex 2, for a summary of the 2007 Funding Recipients.

EVALUATION OF THE 2007 PILOT PROGRAM

Methodology

To assist in the monitoring and assessment of the different aspects of the Pilot Large Community Events funding program, Cultural Services staff developed and implemented several measures including the following:

§ Conducted a focus group meeting with key community based event organizations to gather input on the program framework, guidelines and application form

§ Obtained feedback on the application process through a direct telephone survey

§ Reviewed community evaluation panel jury notes from the assessment meeting and identified key issues

§ Analysed questionnaires from three participating jurors regarding their recommendations on the program and the evaluation process

§ Conducted an email survey on In-kind City services

§ Assessed financial needs and assistance requirements as presented on applications

§ Conducted cross-Canada research on municipal community event/celebration funding and in-kind services

§ Consulted City staff and key stakeholders (Community Funding, Events Central, Parks & Recreation)

§ Held a consultation session with eligible applicants and key stakeholders to seek feedback on draft report recommendations

Key Findings

The evaluation of the 2007 Pilot Large Community Events funding program clearly demonstrated that there are three major areas from which community based events organizations required support. They are:

In-kind City Services
City Sponsorship
Funding - with a more simplified, one-stop intake/application process

Applicants

Overall, community based events organizations were satisfied with the Large Community Events program. They felt that the application process was clear and questions were relevant. Documentation, guidelines and reporting requirements were considered to be appropriate.

Organizations noted concerns about the application form and providing requested documentation. Organizations indicated that this was time consuming and difficult for volunteers who had limited grant-writing and budget experience. Since the majority of the organizations are entirely volunteer-driven, it was hard for them to identify individuals who could afford the time required to complete the application form.

All agreed that the program was a positive first step in addressing the needs of community based events, but that further assistance was required by way of in-kind City services, sponsorship and community development.

Jurors

Jurors were selected with broad general community and event experience. Overall, jurors did not feel that there was strong evidence of financial need as many groups are considered to be self-sustaining, some with accumulated surpluses. The jurors felt that the City should not be encouraging sustainable organizations to become dependant on municipal funding through the creation of a new funding program. As a result, jury members directed funding towards those groups that rated highly and would benefit from a small funding allocation.

Similar to the applicants, jurors felt that the provision of In-kind City services, community development and a simplified application process was required.

Cross-Canada Findings

Cross-Canada research found that there is no standard model for supporting community based events and no standard for which department managed this support. Most municipalities do not have direct programs to assist their community-based events, but contribute through generic funding or in-kind City service programs available to a wide range of groups and activities.

Of the municipalities researched, only Toronto, Edmonton and Vancouver have funding programs for community based celebrations or civic events, however between them they have very different objectives in funding.

ANALYSIS

Several City Branches provide a range of services to assist community based events organizations in the provision of their activities including Events Central of By-law and Regulatory Services Branch and Community Funding and Cultural Services within CSCF Branch

Events Central - Licensing Program and Special Events

Early on in the development and implementation of the Large Community Events a correlation was made between the needs of eligible organizations and the services and policy work being done by Events Central of By-law and Regulatory Services Branch. Feedback from the 2007 jurors and applicants reaffirmed the need to strongly consider the simultaneous development work being conducted by Events Central while evaluating the 2007 program and formulating the final Council Report recommendations.

The Events Central Office became operational in 2005 and coordinates the processing of all special event applications within the City of Ottawa. Its mandate is to be the one centralized location for the coordination of City services through the processing of all special event applications; by managing and facilitating the Special Event Advisory Team (SEAT); and by tracking all City costs for events processed by Events Central.

Events Central has a simplified In-take process for each event based on gathering basic organizational information, logistical needs and required permits (insurance, police, paramedics, fire department, etc.) Please refer to Annex 3 for details related to the Application for Special Events. Many events organizations complete this form annually to receive assistance from Events Central. With some slight revisions, this form could be adapted to include information requests that could then be used to assess both funding and in-kind City service needs and allocations. This would simplify and streamline the process for both events organizations and City staff.

Community Funding - Cultural Services and Community Funding Branch

Prior to amalgamation, community events and civic celebrations received direct support from their township or municipality where a sense of ownership was felt by Councillors and residents alike. Within these communities the importance and benefit of these events in creating community cohesion and pride was clearly understood due to direct knowledge and involvement. Issues of competing events, accountability and program assessment were not as prevalent given the limited number of community events and the close relationship each community had with their local event.

Following amalgamation, all community and civic events were transitionally supported through the Community Funding Unit of the Cultural Services and Community Funding Branch, while long-term programs and priorities were being reviewed and developed. A wide variety of events organizations ranging from Canada Day events, to competitive events, to youth/child programs were funded under the One-time Funding budget.

In October 2001, Council approved a Community Special Events funding program with delegated authority as a part of the Community Project Grants Program. The purpose of the Community Special Events Program was to encourage neighbourhood cohesion and community capacity building. The total amount identified for this program was $30,000 (ACS2002-PEO-IDP-0033).

TABLE 2 – Funding History of Community Special Events

	One-time Funding Budget	Number of Groups Funded	Division
2001	$50,200	24	Community Funding
2002	$30,000	35	Community Funding
2003	$30,000	32	Community Funding
2004	No program available	0	NA
2005	No program available	0	NA
2006	No program available	0	NA
2007	$14,000 (Remembrance Day events)	14	Community Funding

In 2004, as part of the City budget deliberations, Council eliminated the one-time Community Project Grants Program ($912,000), which included $30,000 for special events. In 2005 Council reinstated $500,000 of the funding to be directed to new and emerging needs only. For the following years of 2004 to 2006 inclusive, no City funding source existed for community events.

On October 25, 2006, Ottawa City Council passed a Motion on Remembrance Day Ceremonies. This Motion recommended a Remembrance Day Fund (subject to Council’s annual budget approval) to reimburse 14 identified Legions for incidental expenses incurred to conduct Remembrance Day ceremonies on behalf of the City of Ottawa and its citizens. Council subsequently approved funds as part of the 2007 City of Ottawa budget. The process was simplified and the groups were required to demonstrate proof of expenses through invoices for Remembrance Day events.

In 2007, 7 of the 24 applicant organizations to the Large Community Events program also received funding through other eligible Community Funding programs. Funding allocations were awarded towards organizations’ operating budget in the provision of services and programs not related to the Large Community Events funding proposal.

Cultural Services – Arts Development Unit

The Arts Development Unit creates opportunities for awareness and appreciation of the arts and culture. It supports local artists and arts organization by collecting, preserving, exhibiting and promoting art; providing access to funding and facilities; and by delivering cultural programs to the public on behalf of the City. The Unit also manages the allocations of agreements to arts and heritage organizations funded by the City.

As a result of the Council direction to develop a funding program for large community events, which came about during City Council budget deliberations as part of the overall approval of the Arts Investment Strategy and Festival Sustainability Plan Report, Cultural Services staff were charged with creating and implementing the program. However, the events organizations that applied to the 2007 Pilot Program have no cultural (arts and heritage) mandate and have no funding or service delivery history with the Cultural Services Division. Staff had no previous working knowledge of these organization or their logistical or funding needs, as they do not fall into any of the Cultural funding eligibility requirements.

It was noted that, should certain organizations continue to develop a strong arts or heritage program component to their event, that they may be eligible to the Arts Funding, Heritage Funding or the Festivals, Fairs and Special Events funding programs managed by the Arts Development Unit.

ANALYSIS OF APPLICANT DATA

Table 3 – Breakdown (2007 Pilot Year, 24 applicants, 19 successful)

	Type of Organization
	Community / Recreation Association	Events Committee		Social Service or Social & Economic Development Organization
24 Applicant Organizations	11	8		5
	Type of Event
	Civic or Commemorative Event		Community Based Event
24 Applicants	14		10
	Type of Event Funded
	Civic or Commemorative Event		Community Based Event
19 Successful Recipients	13		6

In general there were three types of events organizations that had applied to the 2007 Pilot Program for Large Community Events. Community based events operated by incorporated social services or social and economic development organizations; Civic events operated by volunteer based Community/Recreation Associations; and a combination of community based events or Civic events operated by Events Committees.

Although all were eligible, it became apparent that there was a need to assist the Civic events organizations that were both struggling financially and in human resources but who had also successfully demonstrated the ability to develop community cohesion through the provision of their event.

During the same year (2007), Community Funding was managing, as directed by Council, a funding program for local Remembrance Day Events (civic events). It was identified that there was a need for a consolidated approach to any future funding program for Civic events (both Remembrance Day and Canada Day included).

5 of the 6 remaining successful applicants are either Social Service or Social and Economic Development organizations. These groups are incorporated organizations with staff and operating budgets. They have a more developed operating model that includes the ability to generate alternate sources of revenue including fundraising and other levels of government support. In-kind City Services and Sponsorship opportunities would still be available to them but not funding.

CONCLUSIONS

The 2007 Pilot year provided important data in determining the extent of financial need required by community events organizations, and which type of events organization merited on-going City of Ottawa funding assistance. Jurors concluded that a $25,000 budget was sufficient to support the modest funding requirements of eligible and meriting events organizations and that local Civic events were important ward events that accomplished the criteria of community cohesion.

In order to create a more efficient and streamlined approach to assisting community based events organizations, the 2007 evaluation of the Pilot Program determined that a simplified integrated application process should be developed based on Events Central’s current in-take forms. Community Funding would then lead the review with Events Central in making final allocation decisions.

Funding for the Legions’ Remembrance Day Events ($14,000) funded by Community Funding and the funding for the Large Community Events, Canada Day / Commemorative Events ($25,000) funded by Cultural Services, would be realigned into one program, for a total funding budget of $39,000.

The Report Recommendation One identifies the opportunity to create within Community Funding, a funding program for Civic and Commemorative Events. This new program would be assisted through Events Central’s in-take process with funding realigned from two existing sources.

CONSULTATION

As part of the development of the Pilot Program, a community consultation meeting was held Tuesday, April 17, 2007 to review draft program documents and to obtain feedback. Guidelines and Applications were sent to all City listed Community Associations and to all large community events and Canada Day celebrations listed with Events Central. Public service announcements were sent to all community newspapers and the new program was placed on the City web site. The deadline for applications was Tuesday, May 22, 2007.

Information has been gathered through consultation sessions, phone surveys and written feedback from user groups, community event organizations and jury members during the development, implementation and evaluation of this pilot program.

Staff from several City departments and branches (Community Funding, Events Central, Stakeholder Relations, etc.) were consulted during the preparation of this report.

As part of the evaluation of the 2007 Pilot Program, a consultation meeting was held Monday, September 17, 2007 to review the results of the evaluation, to present the draft report recommendations and to obtain community comments. All 24 applicants to the 2007 Pilot Program were sent email invitations. Community events representatives concurred with the proposed recommendations as presented in the Council report.

Copies of this report have been sent to the Chair and Members of the Arts, heritage and Culture Advisory Committee.

FINANCIAL IMPLICATIONS

There are no costs associated with this report. The $39,000 proposed to be administered through the Civic and Commemorative Events Program would use funds already within Community Funding and Cultural Services envelope with $25,000 continuing to be dedicated to the Large Community Events and the $14,000 continuing to be dedicated to Legions per the original motions.

CITY STRATEGIC DIRECTIONS

Sustainable, Healthy and Active City: Ensure that cultural and recreational programs are offered across a range of levels of activity such that every resident, and in particular every child, has a chance to participate.

SUPPORTING DOCUMENTATION

ANNEX 1: 2007 Guidelines, Large Community Events Pilot Program

ANNEX 2: 2007 Funding Recipients to the 2007 Pilot Program

ANNEX 3: Application for Special Events

ANNEX 4: Terminology

DISPOSITION

The Community and Protective Services Department will implement any direction received from Council.

ANNEX 1

GUIDELINES

2007 PILOT PROGRAM

LARGE COMMUNITY EVENTS

DEADLINE: TUESDAY, MAY 22, 2007

Applications must be received by 4 p.m.

on the deadline date or postmarked with that date

Cultural Services Division

Cultural Services and Community Funding Branch

Department of Community and Protective Services

(Pour obtenir la version française de ce document, veuillez composer le 580-2424, poste 29404)

BEFORE YOU START PLEASE READ THIS!

P Start by carefully reading through the program Guidelines. Keep the Guidelines close by for easy reference while completing the application.

P Fill out the application form, answering all the questions and providing documents as required. Incomplete applications will not be considered. Ensure that Section A is signed by two authorized officers.

P Complete the budget form with breakdowns and annotation, using an additional sheet of paper, if needed.

P Check deadline date carefully. Late applications will not be considered and will be returned to applicant.

P Application Format

o Do not use staples, binders or separators in your submission. Paper clips are acceptable.

o Provide all text material on single-sided 8½ x 11 plain white paper. All application materials are photocopied for the evaluators/jurors.

o Do not send any portion of your application, or support material, electronically via e-mail.

If you have questions regarding your submission,

contact Cultural Planner Laura Cyr, (613) 580-2424 ext 14038 or laura.cyr@ottawa.ca

Objectives of the Pilot Funding Program

Large Community Events

To recognize the role that large community events play in building community pride and enjoyment within a specific district/ward of Ottawa
To support local event organizations in promoting community collaboration and volunteerism
To encourage local partnerships within not-for-profit organizations in the provision of free community events to local residents and visitors

§ To support large local events that provide quality activities to the broad community but with an emphasis on a specific district’s / ward’s needs

Inside

FUNDING TO LARGE COMMUNITY EVENTS............... 4

ELIGIBILITY............... 4

INELIGIBLE............... 4

APPLICATION PROCESS............... 5

HOW FUNDING DECISIONS ARE MADE............... 5

IF YOU ARE AWARDED FUNDING............... 7

Funding to Large Community Events

Project funding is available to local not-for-profit collectives and organizations with a mandate to provide large community events and civic celebrations (including Canada Day events) within a specific district or ward of Ottawa.

Large Community Events are local municipal events presented annually by Ottawa-based not-for-profit organizations, groups or associations that are targeted to City of Ottawa residents. Events must be large in scope with significant attendance, volunteerism and partnerships.

The event budget must include other sources of revenue in addition to the City’s contribution.

Eligibility

Please note that in order to be eligible for funding, organizations must:

1. Be a large community event organization based in Ottawa

2. Be a not-for-profit collective or not-for profit incorporated organization

3. Provide evidence that there is an active Board of Directors or Steering Committee

4. Have been in existence for a minimum of two years

Please note that Community Events must:

§ Operate annually as a community event targeted to a specific district or ward within Ottawa

§ Provide comprehensive liability insurance coverage for both the organization and event

§ Demonstrate various revenue sources and local partnerships and/or sponsorship

§ Demonstrate cohesiveness in the neighbourhood or community it serves

§ Promote civic pride and community collaboration

§ Significantly involve the participation of the local community through volunteerism

§ Enhance or improve the City’s quality of life with activities being conducted in Ottawa

§ Build community capacity, be accessible to all and appeal to a wide range of residents and visitors

§ Be free of charge to spectators / participants

§ Take place within the fiscal year that funding is provided

Ineligible

Ineligible Organizations include:

§ Government agencies and for-profit organizations/collectives

§ Organizations whose activities come under the jurisdiction of other levels or departments of government including the City of Ottawa (schools, hospitals, libraries, business improvement associations, etc.)

§ National or provincial organizations

§ Political parties and religious organizations

Ineligible Events include:

§ Major Festivals, Fairs and Special Events with a City wide mandate

§ Events funded by other City programs and departments

§ Marketing activities and fundraising initiatives

§ Capital projects

§ Commercial ventures and tradeshows

§ One-time only events (non-reoccurring)

§ Tourism activities

§ Competitions, tournaments and sporting events

§ Events presented outside the City of Ottawa boundaries

§ Neighbourhood block parties, picnics, parades, street markets and other small events

Please note that funding requests may not exceed $5,000.

Application Process

Application

All applicants must complete the application form and answer all of the questions provided. Attach all required documentation. Incomplete applications will not be considered.

Support Material

Support material is additional documentation of your event that provides the evaluators with evidence of the merit of your past and proposed activities.

How Funding Decisions Are Made

Peer Assessment Principles and Process

The City of Ottawa’s Large Community Events Funding Program uses a peer assessment model of jurors that involves community events leaders in the evaluation process. Evaluators are selected for their knowledge and awareness of a broad range of community events and activity.

The committee consists of three to five members who assess all funding requests. For each application the committee makes an assessment, considers financial need and recommends final funding amounts.

Criteria for Assessing Funding Applications

Large Community Events organizations are assessed according to the specific criteria listed below.

Organizational Capacity

Must demonstrate the ability to deliver large community events

§ Experience, skills and qualification of the event leader

§ Track record of event planning, implementation, organization and evaluation

§ Programming that responds to the needs of the targeted district or ward and adapted to the event resources. The organization has:

- Organizational systems needed to deliver the proposed programs:

- Safety measures (i.e. insurance, policy, licenses, etc.)

- Broadly based membership involved in the organization of the event

- Communication plan, active program to recruit volunteers, logistics, etc.

Financial capacity and partnerships

Must demonstrate that other sources of funding have been identified and partnerships are developed

§ Balanced budget that includes various revenue sources (fundraising, sponsorships,
in-kind, etc.)

§ Partnerships developed with other community and private groups, when appropriate, in planning and coordination initiatives

§ Local businesses as sponsors

§ Financial and operational stability

Community Impact/Accountability

Must involve citizens in the determination, organization and evaluation of activities, whenever possible

§ Event program review/evaluation activities make explicit provision for input from the district or ward it serves

§ Participation and leadership of the Board of Directors / Steering Committee

§ Accessibility to a broad range of the community and visitors

§ Participation of local community through volunteerism

§ Initiatives that encourage community capacity, civic pride and positive local image

Along with these assessment criteria, consideration is given to financial need. Applicants with budgetary surpluses must clearly explain their intended use of the City funds. If a deficit exists, the applicant must demonstrate that a realistic deficit reduction or elimination plan is in place. Funding received from the Large Community Events Funding Program may not be used to increase a surplus or to offset an existing financial deficit.

Allocation of Funding

An applicant’s success in obtaining funding depends upon the committee’s final evaluation and the funding available within the program. Funding is subject to the annual approval of the City budget. City Council has approved a budget envelope of $25,000 for 2007. The amount requested is not necessarily the amount awarded.

Conflict of Interest

All evaluations are screened for potential conflict of interest according to the City’s Conflict of Interest Policy. If you wish to receive a copy of the policy please contact Cultural Services at infoculture@ottaws.ca or (613) 580-2424 ext 29404.

Information provided by the applicant with this submission may be made available to City of Ottawa staff, committees, and members of the jury. Personal information contained therein shall be dealt with on a confidential basis pursuant to the Municipal Freedom of Information and Protection of Privacy Act.

If You Are Awarded Funding

Release of Funds

If you are awarded funding, you will receive a letter from Cultural Services informing you of the amount funded. A cheque from the City’s Financial Services will follow. The letter will also include the Terms and Conditions document which describes special conditions for the funding allocation.

Use of Funds

Funds shall be used only for the purposes identified in the original Large Community Events funding application. Any changes to the scale and activities, including changes in budget, leadership structure and partnerships, must be reported in writing to the Cultural Planner, Cultural Services Division.

Please read the Terms and Conditions document for more information on the use of funds. It is the responsibility of an organization receiving funding to share this information with the board of directors or governing body.

Reporting and Follow-Up

All successful applicants are required to submit an activity report detailing how City funds have been used. Failure to provide a report will result in you or your organization being ineligible for subsequent City of Ottawa funding.

Your activity report must include the following information:

§ a detailed summary of the final event

§ event budget reflecting how the funds were used

§ financial statements for the event (when available)

§ listing of marketing/promotional materials with samples attached

§ statistics on community participation and volunteer contribution

If You Are Not Awarded Funding

All results are final. There is no appeal of evaluators’ decisions regarding the merit of your activities or the committee’s recommendation of an award amount. The Large Community Events Funding Program allows for reconsideration, only in cases where a review of the application and the committee’s deliberations reveal evidence that the original application was not assessed according to the procedure and assessment criteria.

ANNEX 2

2007 Funding Recipients to the Pilot Program

	Organization	Event	2007 Funding
1.	Centre de ressources communautaires de la Basse-Ville	Basse-Ville en fête	$1,000
2.	Community Activities Group Ottawa East Incorporated	The Main Event	$1,000
3.	Dunrobin Community Association	Canada Day	$1,000
4.	Greater Orleans Canada Day Celebration	Canada Day	$3,000
5.	Greely Community Association	Canada Day	$800
6.	Havenlea Chapman Mills Community Association	Canada Day	$595
7.	Hintonburg Economic Development Committee	Hintonburg Harvest Festival	$595
8.	Jamaican Ottawa Community Association	JamDay	$1,000
9.	Kanata Canada Day Inc.	Canada Day	$2,500
10.	Muslim Association Canada	Muslim Summer Festival	$3,000
11.	North Gower Recreation Association	Canada Day	$1,500
12.	Osgoode Canada Day Committee	Canada Day	$1,000
13.	Pinecrest Terrace Community House	Canada Day	$1,500
14.	Queenswood Heights Community Association	Family Fun Day	$1,000
15.	Riverside Park Community and Recreation Association	Victoria Day	$1,500
16.	Russell Heights Community House	Canada Day	$760
17.	Stittsville Village Association	Canada Day	$1,500
18.	Vernon Community Association	Canada Day	$750
19.	Wabano Centre for Aboriginal Health	Aboriginal Day Children’s Powwow	$1,000

ANNEX 3

APPLICATION FOR SPECIAL EVENTS

City of Ottawa

Event Central 101 Centerpointe Drive, 3^rd Floor

Ottawa, Ontario K2G 5K7

Phone 580-2424 EX 14613 Fax 613-580-2719

A. ORGANIZATION INFORMATION

Organization Name: ______________________________________________________________

Name of Event: __________________________________________________________________

Is your group a Non-Profit/Charitable Organization? Yes No

If yes, does it have a Charitable Donation number? Yes # __________________________

Event size- large 300+ ____ small 300- ____ Category __________________________

(fair, festival, Exhibition etc.)

Will the event include a parade Yes ____ No _____

Organization Address

B. CONTACT INFORMATION

Provide three contacts that we may communicate with for city approvals. These contacts will be for internal city use only.

	Main Contact	Secondary Contact	Contact day of event
Name
Address (Street, City, Postal Code)
Telephone residence
Telephone Business
Cell
Fax
Email

C. EVENT INFORMATION

Is this an annual event? Yes No

Event Name		Ward	Councillor
Event Location		Anticipated attendance
Event Date (s)		Event Time (s)
From: (mm/dd/yyyy)	To: (mm/dd/yyyy)	From: (hh:mm)	To: (hh:mm)
1		1
2.		2.
3.		3.
Set up dates		Set up times
From: (mm/dd/yyyy)	To: (mm/dd/yyyy)	From: (hh:mm)	To: (hh:mm)

Please indicate rain date if applicable__________________________________

EVENT DESCRIPTION (Briefly describe the event you are planning)

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________

DETAILED MAP OR SITE PLAN

Please draw a map in the area below specifying the locations in which you propose to erect any tents or other structures, beer gardens, fencing, first aid stations, barricades, spectators, fireworks, the location you will require vehicle access, relevant street names, intersections, corners. (attach additional information on separate sheet if required). PLEASE PROVIDE ELECTRONIC VERSION OF MAP OR SITE PLAN.

D. ACTIVITIES

For each activity or item check yes or no and provide additional information as required and appropriate

	Yes	No	Date(s) (mm/dd/yyyy)	Time(s) (hh:mm)	Provide details (location, purpose, dimensions, numbers)
Alcohol
Banners / Temporary Signs
Fireworks
Food
Open Fires
Road Closures
Sound systems / amplification A$50.00 application fee will apply for a Noise Exemption, payable to the City of Ottawa, 101 Centerpointe Dr., 3rd floor, Ottawa, On K2G 5K7,Attention: Noise Exemptions
Temporary Structures (tents)
Vehicle access (this must also be shown on map)
Bicycle Parking Required
Vendors
Amusement Rides
Animals (petting, exotic)

G. INSURANCE

At least 10 days prior to the event, the Organizer must provide proof that a General Liability Insurance Policy is carried with limits of not less than TWO MILLION DOLLARS ($2,000,000.00) inclusive per occurrence for bodily injury, death and damage to property, including loss of use thereof. The General Liability Insurance Policy shall be in the name of the Organizer and shall name the City as an additional insured there under. The General Liability Insurance Policy shall include coverage for Cross liability and shall contain an endorsement to provide the City with thirty (30) days written notice of cancellation or material change that would diminish coverage.

Fireworks

If fireworks are used in the event, all of the same terms and conditions of insurance shall apply and, in addition, the insurance certificate must include fireworks as an insured activity and the limits of the General Liability Insurance Policy must be increased to not less than FIVE MILLION DOLLARS ($5,000,000.00).

If liquor is to be provided, the Organizer must comply with all of the requirements set out in the City’s Municipal Alcohol Policy including, but not limited to, providing an insurance certificate containing coverage for Host Liquor Liability.

AGREEMENT TO WAIVE, INDEMNIFY AND HOLD HARMLESS

In consideration of the granting of a Special Events Permit, the undersigned applicant agrees to save harmless and indemnify the City of Ottawa and its elected representatives, officers, employees and agents from and against any and all claims, demands, suits, actions, causes of action and/or proceedings that may be brought against or made upon the City and/or its elected representatives, officers, employees or agents by any person or persons arising out of matters in any way related to any act, failure to act or otherwise of the applicant and/or its employees, officers, servants, volunteers and agents in respect of ,or pertaining to, the special event described in this application or anything pertaining to the Special Events Permit should one be granted. In addition, the undersigned applicant hereby releases, waives and forever discharges the City and its elected representatives, officers, employees and agents from all liability to itself and its heirs, executors, administrators and assigns for all loss or damage and any claims or demands for such loss or damage on account of injury to person or damage to property for which the City may be responsible in respect of the conduct of the said event.

SIGNED, SEALED AND DELIVERED at the City of Ottawa, in the Province of Ontario, this_ day of2007(year)

Authorized signature of applicant Witness

By signing this application, I/we hereby consent that the City of Ottawa conduct and/or cause to be conducted, a credit investigation including confirmation of employment, income and financial well-being and I/we further agree that such information may be shared with any other party with whom I/we have, or propose to have, a financial relationship.

The personal information on this form is collected for the purposes of the administration of Special Events applications at the City of Ottawa. Questions regarding this collection may be addressed to: Event Central, 101 Centerpointe Dr. 3^rd Floor, Ottawa, Ontario K2G 5K7, (613) 580-2424 EX 14613

The Applicant consents to this Application, as well as the information provided herein, being disclosed to such individuals, groups or organizations as may have an interest in the event and which the City deems necessary or desirable.

ANNEX 4

TERMINOLOGY

Special Events

The term “special event” generally encompasses a wide range of activities that take place in parks, streets and other City-owned (or NCC owned) spaces, including runs, walks, demonstrations, picnics, parades, block parties, and a variety of festivals, fairs and celebrations.

Events organizations eligible to the 2007 Pilot Program for Large Community Events came under one of the following definitions of Community Based Events.

Community Based Events

Community-based Celebrations: Free one to two-day events encompassing a broad range of activities (face painting, bbq, clowns, etc). Events are held in a specific geographic area for the benefit of the residents within those areas. Residents generally operate the event as part of a volunteer events committee. However, the event could be managed by an incorporated organization that provides the event as one of many other activities and services provided by the organization. i.e. neighbourhood block parties, family fun fairs, etc.

2. Civic Events: Free event that fosters civic pride, held for the benefit of local residents. Generally managed through a volunteer based organization such as a City Community or Recreation Association. Celebration linked to a civic/statutory holiday that is also celebrated by other municipalities across Canada. Residents often have a sense of ownership and entitlement towards the event. i.e. Remembrance Day, Canada Day, Victoria Day, National Aboriginal Day, etc.

LARGE COMMUNITY EVENTS PILOT PROGRAM EVALUATION

EVALUATION DU PROGRAMME PILOT POUR LES GRAND ÉVÉNEMENTS COMMUNAUTAIRES

ACS2008-CPS-CSF-0002 CITY WIDE / À L'ÉCHELLE DE LA VILLE

Colleen Hendrick, Director of Cultural Services and Community Funding, gave a detailed overview of the report in a PowerPoint presentation. A copy is held on file.

Committee members expressed concern about the time, effort and resources that went into this report and the detail provided. There was also concern about the complicated application process organizations must go through to apply for a very small amount of money and the time and effort spent having to do that.

Responding to these concerns, Ms. Hendrick indicated that this report is before the Committee as a direction of Council, that staff provide feedback in terms of what the pilot program looked like and what some of the issues were in operating it the way the did last year. She felt it was important to bring those issues forward in terms of how staff had implemented it. With regards to simplifying the process, she commented that staff too struggled with this particular aspect. She explained that the attachment in the report is an example of information that is currently captured by Special Events Central (SEC) for groups seeking assistance and support from the City to help them get permits in place and this level of detail is required as part of that process. She clarified by stating that is not to say this is what the form will look like for groups applying to this program, but staff intend to work with SEC to simplify their application and potentially look at a 1-pager of information that would be required. The staff time that would be required to review the applications received would be approximately a half day, multiplied by four to six staff that would be involved.

Given the salaries these staff make and taking into account the information that has to be sent out to all the organizations, et cetera, Councillor Bédard believed this program would cost more to administer than the money it provides to the community.

Councillor Harder remarked that the small amount of funding ($25,000) was something determined by Council and commented on the fact that while the City funds large festivals and events, it does not provide sufficient support for community-based events. Also, she did not believe that the applications being reviewed by a jury of staff would receive the same emphasis as a ward councillor who represents the area and knows whether or not the event is worthy of being funded. She thought it was better if councillors were given a specific amount of funding for community events and they were the ones who determined who got what. She supported the position that Council should increase the funding envelope for this to happen.

Councillor Qadri made note of the fact that some community organizations receive a lot of money from the City and, because these are tax dollars, suggested that the organization should go through a tendering process to ensure checks and balances. Steve Kanellakos, Deputy City Manager, Community and Protective Services did not necessarily agree with this position, in terms of putting this imposition on a community agency. He reminded the councillor that they have a board of directors and there are other checks and balances to ensure they abide by their by-laws. He thought it would be a burden and an imposition and preferred to ensure that staff do their due diligence as per the recommendations of the Auditor General in 2003. He added that as part of his 2008 workplan, the Auditor General will be looking at grants and contributions and he presumed there would be more recommendations coming to them regarding accountability. He reminded Committee that this is a small amount of money that Council removed from a larger fund and it is a question of how to properly administer a program that has requests that exceed the amount of money in the fund.

Councillor Qadri recommended that the item be referred to Council in terms of each councillor looking after a portion of some of this money, if this is possible.

Councillor Feltmate believed this small amount of money is important seed money for local organizations, but the more important piece is that it also connects them to Events Central. As such, Council should recognize the importance of these events in those communities. She remarked that the downtown wards have a number of festivals and events that are much bigger and people from all over the city attend those events, but these smaller events are very important to the local people and are about community building. She was concerned about the suggestion made to turn this back to the individual councillors because some community events have a greater impact than just in the immediate community and she wondered how those events would be dealt with.

Councillor Cullen posited that this program would be encompassed within existing resources by staff that are already handling hundreds and hundreds of applications under the various departments. There are hundreds of thousands of dollars that go through this and what is being presented today is a very slimmed down version of that. He was not in favour of having individual councillors left to arbitrate which organizations get funded from a pot that is already too small.

With respect to in-kind services, Councillor Leadman asked staff to explain what kind of support the festival office provides. Susan Jones, Director of By-Law and Regulatory Services advised that Events Central reviews the application and determines the amount of City services that can be provided. Whether in-kind services are provided or not is not necessarily up to Events Central, as this depends on the service area that is providing the service. If the applicable branch is able to do it within their existing budget they will do so but she confirmed there is no set policy in terms of what is provided.

Responding to additional questions posed by the councillor, Ms. Jones indicated that staff works with a variety of stakeholders and when they know an event is going to take place, the organization that contacts the various branches will be directed back to Events Central. This has become a good venue to track the information and to bring the appropriate stakeholders together to ensure they can serve the event in the best way possible and hopefully without additional requirements for funding.

In response to a question posed by Councillor Leadman about the application form referred to in the report, Ms. Hendrick explained that this is the application currently used by Events Central for the permits and support referred to by Ms. Jones. Staff intend to work together to develop a more simplified application for 2008, probably two or three pages which would deal with the special events components and the financial component.

Following on the comment made previously about community events that are not ward related, and if the funding for small community events reverts back to the individual councillors, Councillor Leadman inquired whether those organizations’ needs would be addressed because the other festival funding envelope is different. Ms. Hendrick responded by stating that the other cultural funding program is very much based on having a cultural component and they would have to apply for and be eligible within the other funding programs to meet the criteria. This program is intended to be civic and commemorative, looking at maintaining the support for the legions and the civic focus is concretely there for community groups delivering Canada Day type events in their communities. She went on to state that when looking at broader, diversity-oriented initiatives, then councillors would need to identify whether or not they are prepared to put additional funds in, in order to support other community cohesion-building opportunities. For the program before the Committee today, staff would be looking at narrowing down the criteria even further to define it as being Canada Day related events.

With regards to liability issues, Councillor Leadman wondered how a community association would apply for insurance to cover the events for which the City provides funding. Ms. Hendrick advised that staff have been working with the City and Risk Management to look at opportunities to consolidate and maximize access to a group insurance program. There are currently provisions in place, and they are looking at further expanding this because there are groups that are currently not accessing it. The councillor doubted that a community association could bear the liability that might come along with an event.

Councillor Bédard asked whether staff had looked at the possibility of transferring the money to the Festival Network, noting that if there is accountability and transparency, they could take care of the distribution of funds and the Committee and Council need not get involved with petty amounts of money for smaller groups. Ms. Hendrick understood that many of these community groups are not members of the Network and suggested there may be issues involved, including fees, administration, reporting and accountability, and staff have not talked to the Festival Network about this. The councillor indicated that the Network administers monies from different pockets and have been very efficient and effective. He did not know if one had to be a member to get money from them, but suggested they may be interested if asked to administer this program. He reiterated the fact that it would be unreasonable to establish a huge bureaucracy to deal with the disbursement of such limited funds.

Councillor Holmes proposed the following:

That there be a one-page application form; that City staff review the applications for decision making; and, that the funding envelope be doubled for the 2009 budget.

The councillor suggested that Council may want to discuss whether councillors want to budget for groups from within their communities, but suggested she would want to add to that funding envelope because it is quite evident the amount is too small for the number of groups out there seeking this kind of financial assistance for their community events. She believed it was time to start being more sympathetic to small local groups that mean so much to some of these communities.

Councillor Bellemare cautioned the Committee about streamlining the process. He noted that what is being discussed is a pilot project for large community events, and he thought that maybe part of the problem is the lack of definition of what is considered a large community event. For example, the application form refers to 300+ attendees as a large event and less than 300, a small event. He inquired that if a group applying for a small event would automatically be eliminated from the process which is for large community events. Ms. Hendrick clarified that the application referred to by the councillor is the one used by Special Events. They were using this to gauge and assess how large the community was that was applying for funding support and she confirmed that number was not used as being the criteria for funding for this program. Ms. Jones added that the number referred to on the application was to give Events Central an idea of how big the event is going to be, and which resources might have to be pulled in from other branches. For example, for a smaller event, more than likely staff could handle the application without calling upon other areas; however, anticipating more than 300 attendees could mean having to deal with traffic issues, use of paramedic services, et cetera.

The councillor pointed out that of the groups that were allocated funds, he recognized a few of them to be either a few hundred, a few thousand or tens of thousands, which was quite a range for this particular program. He thought that what was needed was to find a more stream-lined process for smaller events, perhaps tied to a certain level of discretion to the ward councillor for neighbourhood-based events or multiple ward events where a number of councillor can group together and direct funds. He believed that while there were few applications received in 2007 for a relatively small amount of money, as that level of funding becomes more permanent, he believed the number of applications would increase and then it will be a more difficult process to handle for individual councillors.

Chair Deans suggested and Councillor Holmes agreed to amend her Motion to replace “one page” with “stream-lined” to give staff more flexibility.

Moved by R. Chiarelli

That the question be put.

CARRIED, with Councillor Cullen dissenting.

Moved by D. Holmes

That there be a streamlined application form; that City staff review the applications for decision making; and, that the funding envelope be doubled for the 2009 budget.

CARRIED, with Councillors Chiarelli and Qadri dissenting.

CARRIED, as amended, with Councillor Chiarelli dissenting