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HomeMy Public PortalAboutBy-Law 2019-31 Adopt Event Sponsorship Policy and Repeal 2016-14CORPORATION OF THE MUNICIPALITY OF TWEED BY-LAW NO. 2019-31 Being a By-law to Adopt an Event Sponsorship Policy for the Corporation of the Municipality of Tweed and to Repeal By-law No. 2016-14. WHEREAS the Municipal Act, 2001, as amended, provides the general authority for Councils to adopt policies; AND WHEREAS Council has deemed it expedient to set a policy for event sponsorship requests to the Corporation of the Municipality of Tweed; NOW THEREFORE the Council of the Corporation of the Municipality of Tweed enacts as follows: 1. That the Event Sponsorship Policy attached hereto as Schedule 'A' to this By-law is hereby adopted as the policy for event sponsorship requests in the Municipality of Tweed. 2. That the Event Sponsorship Application Form attached hereto as Schedule `B' to this By-law is hereby adopted as the standardized request form to request an event sponsorship from the Municipality of Tweed. 3. That Schedule 'A' and Schedule `B' attached hereto form part of this By-law. 4. That By-law No. 2016-14 be repealed in its entirety. 5. That this By-law shall come into force and take effect immediately upon the passing thereof by the Council of the Corporation of the Municipality of Tweed. Read a first and second time this 29th day of May, 2019. Read a third and final time, passed, signed and sealed in open Council this 29th day of May, 2019. M OR 0 ,6e4)t-- Schedule 'A' to By-law No. 2019-31 CORPORATION OF THE MUNICIPALITY OF TWEED EVENT SPONSORSHIP POLICY Purpose It is the policy of the Municipality of Tweed to establish and maintain an orderly system for the administration and control of various forms of event sponsorship contributions by the Municipality. Definitions Event Sponsorship - grants to non-profit groups or community organizations whose majority of members are residents of the Municipality of Tweed, for a particular purpose and may be either budgeted or unbudgeted in nature and provide direct benefit to the municipal residents. Community Organization — duly constituted group, club, association or society providing programs and services within the Municipality of Tweed. Objectives To ensure that Council has a consistent, equitable and transparent process to respond to requests for event sponsorship to assist organizations to provide opportunities for hosting special events which would serve to bring community members together, connect our neighbours and foster pride in Tweed. To ensure all potential applicants have equitable access to event sponsorship funding. To ensure that event sponsorship funding decisions represent value for money in achieving Council's goal of a socially just and inclusive community. Guidelines Organizations must be and remain in good financial standing with the Municipality of Tweed. Organizations that receive funding through the annual municipal budget process are not eligible. All requests for event sponsorship should be directed in writing to the Council of the Municipality of Tweed so that the request can be considered at a regularly scheduled meeting. All requests will be assessed based on availability of the requested resource, potential financial impact to the Municipality, contributions to the well-being of members of the community, recognition of a worthwhile program and overall community impact. Page 1of3 Organizations whose primary focus is not within the Municipality shall not be considered for event sponsorship. Event sponsorship made by the Municipality shall not be regarded as a commitment by the Municipality to continue such event sponsorship in the future. No event sponsorship will be considered unless specifically authorized by Council in the form of a resolution of support. In making a decision, the Municipality may impose such conditions and/or restrictions as it deems fit. Organizations shall submit a budget for the event to demonstrate the need for the event sponsorship. Organizations shall retain and make available for inspection by the Municipality or its auditors all records and books of accounts of the organization/recipient upon request from the Municipality (which may be made within two years of the sponsorship award). Eligibility Applicants must demonstrate the need for the specific request. Each request must identify a specific defined benefit and outcome. Each request must contain the date, hours, and requested municipal resources. Applicants must be non-profit community groups and organizations — individuals are not eligible. Applicants must provide the Municipality with their registration name and number on each request. The Municipality shall limit the number of sponsorships made to a particular organization to one successful application per calendar year. Event sponsorships may provide funding to groups or community organizations to fund events/activities that occur locally within the Municipality of Tweed; are open to the public (i.e. event may be offered at no charge or may charge an admission fee, but cannot be restricted to membership only); and are not the responsibility of another level of government. The Council's decisions regarding eligibility are final. Procedures All requests must be submitted in writing on our request form stating the purpose of the event, the benefits and the amount requested. All requests must be submitted to the Council of the Municipality of Tweed. Applications must be legible, completed in full, signed and include all required documentation. Request forms are available at the Municipal Office at 255 Metcalf Street, Tweed and on the municipal website at www.tweed.ca. O Page 2 of 3 All event sponsorships will be dealt with on a "first come — first served" basis according to the yearly budget. Organizations should submit their requests before the 31st of January each year for consideration during Council budget deliberations for that year. Successful applicants will be required to acknowledge the financial support of the Municipality of Tweed in advertising and promotion related to the event for which the event sponsorship was approved. Recognition Organizations and groups receiving an event sponsorship from the Municipality of Tweed shall acknowledge and demonstrate the support of the Municipality. Demonstration of the financial contribution of the Municipality of Tweed through various means such as printed materials, social media and verbal recognition associated with these sponsored events will positively highlight the Municipality's commitment to supporting our volunteer community, engaging our citizens and connecting our residents. 0 Page 3 of 3 Schedule 'B' to By-law No. 2019-31 Municipality of Tweed EVENT SPONSORSHIP APPLICATION FORM 1. Applicant/Organization Information: Applicant/Organization: Address: Postal Code: Email: Telephone: Website: Contact Person: Position In Organization: Email: Telephone: Mission Statement/Statement of Purpose: a) Is your organization based in the Municipality of Tweed? Yes / No b) Is your organization not -for-profit? Yes / No Not -for -Profit Incorporation Number: c) Is your organization volunteer? Yes / No d) How many years has your organization been in operation? e) What services or activities does your group provide to members of the Tweed community? 0 2. Event Information: Name of Event: Description of Event: Date of Event: Location of Event: Attendance Projections of Event: No Charge: Event Admission Fee: $ per Event Budget Attached: Yes / No Event Partners (if applicable): Organization: Contact: Phone: Organization: Contact: Phone: Funding Amount Requested: $ In -kind Service: Previous Year Received: $ O 3. Details of how funds will be expended: 4. Additional Information — Any additional information which you would like to provide. 5. If successful, indicate the recognition opportunities and other benefits included in the sponsorship: 0 Community Event Sponsorship Applicant Declaration and Acceptance of Conditions Applicant Name: Address: 1. In the event that the funds allocated are not used as described in the application, or if there are misrepresentations in the application, the amount of the financial assistance will be re -payable forthwith to the Municipality. 2. If there are any changes to the application subsequent to approval, the applicant will notify the Municipality for review and determination if the changes are within the scope of the original application. 0 0 3. The applicant will make or continue to make attempts to secure funding from other sources aside from the Municipality of Tweed. 4. The applicant will keep proper books of accounts of all receipts and expenditures relating to the event described in the application. 5. The applicant will retain and make available for inspection by the Municipality or its auditors all records and books of accounts of the organization/recipient upon request from the Municipality (which may be made within two years of the grant award). 6. If the event proposed in the applicant's application is not commenced, or is not completed and there remain municipal funds on hand, of if the event is completed without requiring the full use of the municipal funds, such funds shall be returned to the Municipality. 7. The applicant agrees that the event shall not be represented as a Municipal event, without prior approval and that the applicant does not have the authority to act as an agency of the Municipality in any way, the only relationship being that the Municipality has approved and granted financial assistance to the applicant. 8. Upon request, the applicant agrees to provide the Municipality a year end summary confirming the financial assistance provided by the Municipality was used for the event as described in their application. Failure to provide such documentation when requested will rule the applicant ineligible for further financial assistance under this program. 9. The sponsorship recipient shall indemnify and hold harmless the Municipality of Tweed against any claims, costs, causes of action, fines or any other losses or other penalties the Municipality of Tweed suffers related to the giving and usage of the grant to the grant recipient. We certify that, to the best of our knowledge, the information provided herein is accurate and complete and is endorsed by the Organization, which we represent. Signature: Signature: Name: Name: Title: Title: Date: Date: