Please Note:When completing this form, please use the space allotted for your answers. If you need additional space or you are providing supporting documentation, please indicate where the attachment can be found i.e.: (See Attachment – page X).

 GENERAL INFORMATION & INSTRUCTIONS 

PLEASE READ THESE SECTIONS OF THE APPLICATION VERY CAREFULLY

AND FOLLOW THE INSTRUCTIONS.

The purpose of the Community Partnership Program:
To provide limited financial assistance to community groups and organizations who are engaged in programs and activities within the City of Hamilton designed to achieve the self-fulfillment of individuals and the general well-being of the community.

What type of applications will be considered under the SPECIAL EVENTS Category?

A Special Event is an annually or infrequently occurring activity that takes place within the responsibilities of the City of Hamilton. Events are conducted by non-profit organizations that do not profit an individual, a group or a company. Special Events operate under an elected Executive Board, hold an annual meeting and may have a non-profit or charitable number. Primary characteristics include: open access to the public, celebrating a specific theme, with a predetermined opening and closing date and may consist of several separate activities. Themes may be commemorative in nature.

Applicantsmust complete and submit an ORIGINAL SIGNED COPY of this application to the Corporate Services Department by October 12, 2011.

Applications received by fax or e-mail will not be accepted.

The Community Partnership Program will not fund in excess of 30% of the total EVENT budget.

Only ONE application will be accepted for EACH event.

For a complete list of approved policies and guidelines that pertain to the Community Partnership Program, please refer to the supplementary documents posted at:

APPLICATIONS MUST BE SENT BY REGISTERED MAIL OR DELIVERED IN PERSON TO:
Rosanna Melatti
Corporate Services Department
City Hall
71 Main Street West, 1st Floor, Hamilton, Ontario L8P 4Y5

INQUIRIES CAN BE MADE TO:

Rosanna Melatti – – 905-546-2424 ext. 4524

The collection, use and disclosure of personally identifying information submitted on this form is governed by the Municipal Act R.S.O. 1990, C.M. 56 and will be used to facilitate the request for funding from the Community Partnership Program, City of Hamilton. Applicants, from time to time, may be contacted by the City or a City-contracted third party for the express purposes of gathering information about the proposed event, assessing satisfaction and / or obtaining feedback on services related to the Community Partnership Program. Questions about this collection should be directed to Rosanna Melatti, Administrative Assistant & Grants Coordinator, 71 Main Street West, City Hall, 1st Floor, Hamilton, ON L8P 4Y5 – (905) 546-2424 x4524.

EVALUATION METHOD

Evaluation is based on the information contained in this application. Failure to answer the questions and provide complete and detailed information (including all attachments) will be reflected in the final score of the application. Only questions asked in this application will be part of the evaluation tool. The same evaluation tool will be used for each application in the Special Events category. However, each application is rated on its own merit and not compared to any other application.

APPLICATION CHECKLIST: 

A brief written history of the organization

Proof of incorporated non-profit status (copy of Letters Patent)

Copies of receipts for any claimed charitable donations

A copy of the organization’s Conflict of Interest Policy & Procedures

A list of the Board of Directors, including member’s position on Board, occupation and mailing

address

A copy of the organization’s by-laws or a photocopy of the table of contents of the by-laws

A copy of the most recent evaluation of the Special Event and the results of the evaluation

process (indicating participants served and the degree to which planned special event goals

and objectives were achieved)

A copyof the organization’s most recent audited financial statements. For organizations with

a budget under $100,000 a statement of financial position signed by your accountant and signed by two board members will suffice. For organizations with an annual budget less than $25,000 per year, an internally prepared statement signed by two organizing committee members will suffice.

Letters of support for the Special Event indicating community benefit, need, etc.

(new applicants only)

CERTIFICATION BY THE BOARD OF DIRECTORS
This is to certify that the attached budget and the accompanying documentation is an accurate statement of our receipts and disbursements, both actual and estimated, for the Special Event, that the amount received in prior years was used according to approved criteria; that the amount requested is necessary for proper continuance of our Special Event and that the attached application has been filled out truthfully and the answers reflect the activity of the organization.
I have read and understood the Community Partnership Program Application.
Signed: ______Title: ______
Date: ______Phone: ______

2013 – Community Partnership Program – Application for Special Events

Name of the ORGANIZATION –
Lynden Canada Day Committee
Organization’s mailing address: (street, city, postal code, etc.) –
PO Box 212, Lynden, ON L0R 1T0
Phone #: / Fax #: / E-mail: / Website:
519-647-2472 / 519-647-0510 / /
Contact Person (For inquiries on this application): Harry Droogendyk
Title: / Grants Chair / Phone #: / 519-647-2472
Signature:
This is the contact information that will be used in the event that the City of Hamilton has any questions about your application.
2013 COMMUNITY PARTNERSHIP PROGRAM REQUEST – $ / 5,000
THE CITY OF HAMILTON WILL NOT FUND IN EXCESS OF 30% OF THE TOTAL
EVENT BUDGET.
DUE TO BUDGETARY CONSTRAINTS, APPLICATIONS MAY RECEIVE LESS THAN THE AMOUNT REQUESTED.
Name of the EVENT:
A brief description of the EVENT:
  • You may want to include items such as: when and where your event is taking place, what activities will take place at your event, how many people you are expecting to attend your event, etc.
  • You may attach any marketing material to support your description.

Our charming, small town celebration of Canada Day builds community pride and spirit. We begin with a colourful parade down the main street through town, finishing up at Lion’s Park. Up to 2,000 spectator line the parade route enjoying the many floats, bands and acts entered by residents. At Lion’s Park there’s a number of activities for families, especially for the kids! Free prizes are given to every child and community relationships are renewed. A variety of food is also available for purchase. Our day is completed with a spectacular fireworks display at Lion’s Park.
In excess of 2,000 people attend Lynden Canada Day.

 ORGANIZATIONAL COMPETENCE 

This section is weighted as 30% of the total score.

The organization’s Mission Statement:

To foster community spirit and national pride by celebrating Canada’s genesis together with our friends and neighbours from the Lynden community.

Date organization was established: / 1995

Is the organization incorporated as a non-profit organization in the province of Ontario?

Yes No X (If yes, attach a copy of the Letters Patent – see checklist on page 3)

Registered Charitable # (if applicable): / Fiscal year end:

If no, is your organization in the process of incorporation? Yes No X

Have you applied to the City of Hamilton (Tax Department) for a Charitable Rebate? Yes No

If so, was it granted? Yes No

Is the organization a member of any parent organization, provincial associations, or national associations?

Yes No (If yes, please specify which ones)

Lynden Canada Day is affiliated with two significant community organizations, Lions Club of Canada and the Royal Canadian Legion, both of whom have very active branches in Lynden. Both organizations have representation on our board and are key partners in the Lynden Canada Day celebration. The original Lynden Canada Day committee was spawned from these two organizations.

The Board

Does your organization have a Board of Directors? Yes No

(If yes, please attached a list of the Board of Directors, including members’full names, position on the Board, occupation and mailing address and the number of years they have served – see checklist on page 3)

How often does the Board of Directors meet formally during the year? / 8-10 / Times/year

Does the Board have a training manual? Yes No (If yes, please attach a copy of the table of contents)

Are minutes of the Board meetings kept? Yes No

Does your organization have a constitution or governing by-law that must be followed? Yes No

Are the duties of the Directors and Executives documented and approved? Yes No

Does your organization hold an Annual General Meeting? Yes No

Each organization is required to attach a copy of their most recent audited financial statements or financial statements completed by a third party professional (please refer to the checklist on page 3). Please include the accountant’s comments / opinion.

In addition to the audited financial statements or independently prepared statements of the organization, the chart below must be completed to detail financial revenue and expenses for the event which the organization is requesting funding. ONLY expenses and revenues directly related to the planning, implementation and delivery of this event may be documented in the EVENT budget area of the charts to follow. It is acceptable to include a portion of operating expenses that are directly related to the delivery of the event. However, it is not acceptable to request funds for general operating expenses which are not event related.

THE CITY OF HAMILTON WILL FUND UP TO 30% OF THE TOTAL EVENT BUDGET FOR EACH CALENDAR YEAR OF APPLICATION.

PLEASE COMPLETE THE FOLLOWING SCHEDULES:

2013 COMMUNITY PARTNERSHIP PROGRAM
EXPENSES / 2011
OPERATING
ACTUAL / 2013
OPERATING
BUDGET / 2011
EVENT
ACTUAL / 2013
EVENT
BUDGET
STAFF
Staffing costs allocated to event,
planning, execution, evaluation
Organizing Committee
Volunteer Expenses (clothing,
food, recognition) / $537.08 / 500
Event Security/On-site Medical / $395.50 / 400
EVENT / PROGRAM
Entertainment / Performer Fees / $6,869.22 / 7000
Event / Program Supplies / $727.04 / 500
Equipment Rentals / Set up
(tents, portable toilets) / $1,695.00 / 1700
Production (sound, light, permits, electrical) / $268.32 / 200
Insurance / $1,512.00 / 1500
Fundraising Expenses / $1,686.88 / 1500
Fireworks / $10,739.07 / 10500
Awards & Prizes / $802.29 / 1000
PROMOTION / PUBLICITY
Marketing / Promotion
FACILITY EXPENSES
Facility / Park Rental
Property Taxes
Utilities
OTHER
TOTAL EXPENSES / $25,232.40 / $24,800
2013 COMMUNITY PARTNERSHIP PROGRAM
REVENUES / 2011
OPERATING
ACTUAL / 2013
OPERATING
BUDGET / 2011
EVENT
ACTUAL / 2013
EVENT
BUDGET
GENERATED REVENUE
Sponsorship / $9,110.00 / 8,500
Fundraising / $7,008.88 / 7,000
Vendor Fees / $395.00 / 300
Membership / Registration Fees
Parking Fees
Advertising Sales
Concession / Merchandise Sales / $583.00 / 500
SUB-TOTAL / $17,096.88 / $16,300.00
GOVERNMENT FUNDING
City Community Partnership Program / $2,598.00 / 5,000
Other Municipal Governments
Provincial Government
Federal Government / $4,240.00 / 3,500
Trillium Foundation
SUB-TOTAL / $6,838.00 / $8,500.00
TOTAL REVENUE / $23,934.88 / $24,800
SURPLUS (DEFICIT) / 0
End of Prior Year / ($2,236.79)
Current Year / ($1,297.52)
Less Surplus Returned
ACCUMULATED SURPLUS (DEFICIT) / ($3,534.31) / ($3,534.31)
Please list any programs / events delivered by your organization which are funded in whole or part by any Department of the City of Hamilton
NAME OF PROGRAM / EVENT / CITY DEPARTMENT (Specify)
n/a

Please identify what would be the impact on your event if your funding request was not granted or was reduced. Be as specific as possible.

Activities would be curtailed, afternoon entertainment cancelled, children’s games lessened, less floats & bands in the parade and a smaller, shorter fireworks display.

Would the event still be viable?

Yes, but... To scale down the activities and fireworks would adversely affect attendance which would affect sponsorship donations ( from area businesses and individuals ) which would put us in a deficit position.

Would the event cease?

No.

Will conditional funding be refused if City assistance is not received? Yes No

(If yes, please list source, address and contact person)

Please explain any unusual increases or decreases in the expenses / revenues.

We don't have very unusual changes, but more communities are putting on July 1st celebrations. There are a limited number of bands / entertainers, thus the price escalates. The economy continues to struggle somewhat, and sponsorships were down a little.

How often is financial information reviewed for this event and by whom? Please describe in detail.

Each committee meeting includes a treasurers report which is accepted by the committee after appropriate scrutiny. The organization’s budget is also reviewed and passed by the committee before it’s adopted. For the second year, the 2012 financial stmts will be reviewed by an accountant.

What steps has your organization taken to reduce costs or to find alternative sources of funding?

All labour is 100% volunteer. We shop around for prices, book less expensive entertainment where possible and seek donations wherever possible to cut costs. We also look to the Canadian Heritage & Hamilton’s CPP as a vital source of alternative funding.

List activities that your organization conducts to raise additional funds.

General mailing to environs, mailings and phone calls to past and potential sponsors. Donations are accepted along the parade route and at the gate entering Lion’s Park.

In the current year how much net revenue was generated for these activities? / $16,118.88
What % of this event’s budget will be generated through fundraising? / 67 %

Is there a participant fee for this event? Yes / Amount No

(If yes, attach participant fee schedule)

How is the fee determined?

What % of the event costs do the participant fees cover? / 0 %

Is there a participant fee for suppliers / vendors to take part in this event? Yes No

What % of the l event costs does the participation fee cover? / ??? %

Of the funds identified on your organization’s balance sheet are there any amounts which are restricted in their use? Yes No (If yes, specify the amount and nature of these restricted funds)

 MERIT 

This section is weighted as 30% of the total score.

EVENT Name: / Lynden Canada Day Celebration
EVENT Date: / July 1, 2013

Describe the event in general and explain its merit*.

Our charming, small town celebration of Canada Day builds community pride and spirit. We begin with a colourful parade down the main street through the centre of town, finishing up at Lion’s Park on Governors Rd. At Lion’s Park there’s a number of activities for families, especially for the kids! A variety of food is also available for purchase. Our day is completed with a spectacular fireworks display at Lion’s Park.
This event is vital to our community as we seek to foster civic pride and participation. It’s imperative that we remember and honour our roots and our unique Canadian heritage. What better way to do that than by celebrating the birth of our country together !
* Merit – worth, value, excellence of the event

Please identify the main goals/objectives for the event for which City funding is being sought.

  • celebrate our great country together !
  • encourage community participation
  • build community pride
  • encourage patriotic inclinations

Does any event coordination take place between organizations providing the same type of event to the Hamilton community? Yes No

If yes, please describe any joint projects below.

The Lynden Canada Day Celebration is an event unique to our small community. We are on the most western boundary of Hamilton and as such, are uniquely able to serve the rural / small town population around us. We cannot lose the small town celebration that the people of western Hamilton so greatly value. We’d encourage you to come out and celebrate with us and the positive flavour of the event will be evident. We have members of the Lynden Lions Club, Royal Canadian Legion, Lynden church and the local Masonic Lodge on our committee to ensure all information is shared and no duplication of effort occurs.
If no, explain what steps your organization takes to ensure no duplication of Events exists within the community.

Please list any free programming available for families to participate together at this event.

Everything is free at this event !!
Parades are for families !! Children’s games, the enormous, free children’s draw ( donated prizes ), the clown balloon artists, dunk tank, the list of family-friendly activities goes on…. The evening fireworks display is a great event for families. 99% of our participants are families

Please list any free programming available to children / youth attending this event.

Everything is free at this event !!
Every event, draw and game is freely available to all children and youth at no cost. That includes the parade, candy, assorted games, draws ( EVERY child receives a prize ), fireworks, ornate balloon art, and face painting.

Does your event currently have an event or strategic plan? Yes No

If yes, how was the plan developed (please include a copy)?

Our plan is to simply continue to put on this very successful event. The residents of west Hamilton love what they experience and they continue to enthusiastically support the Lynden Canada Day Celebration.
How often is the plan reviewed or updated?
In our post-Canada Day meeting we carefully review the events of the day, feedback received from participants and attendees and tune our process accordingly. Our aim is to ensure each year is better than the previous. Attendance continues to increase so we’re doing something right!
If no, do you have any plans to develop an event or strategic plan? Yes No
Timelines?
How will you do it?

How will the event be evaluated to ensure that it is meeting the goals and objectives identified on page 13? Be as specific as possible.

We have a large, experienced committee, most of them long-term members. We have an online information repository ( see print-out of contents ) where all documents are stored and readily accessible to committee members. Volunteer turnover is low though we do have some new members join each year. There is good continuity and communication.
Are participant satisfaction surveys used? Yes No / How often?
Statistically significant results are not available. We distributed hundreds of surveys and only received 2 with any answers. HOWEVER!! They keep coming back year after year. ;-)
Please provide a sample survey and results.

 COMMUNITY IMPACT 

This section is weighted as 40% of the total score.

How will this event help to fulfill the City of Hamilton’s Strategic Plan 2012-2015? (The Strategic Plan is posted under the Information heading at the link listed below) Please make specific referenceto the City’s vision, mission, values, priorities and strategic objectives and provide examples from the event.