Support for Community Festivals

The Economic Development Committee recommends the adoption of the report (May 3, 1999) from the Commissioner of Economic Development, Culture and Tourism, subject to amending Recommendation (2) by adding the following words:

"and during the review, the Commissioner of Economic Development, Culture and Tourism, in consultation with the general public in each of the six local communities, develop a process for approving applications for festivals and events that will recognize and ensure that residential and business amenities are protected;"

so as to read:

"(2)the Commissioner of Economic Development, Culture and Tourism, continue to review and evaluate the support currently provided to community-based festivals and events, and bring forward recommendations for harmonized services and policies for the future that (a) strengthen the capacity of the festivals and events to achieve community, economic, arts, cultural and heritage development results, (b) provide high caliber customer service, and (c) make efficient use of City resources, and during the review, the Commissioner of Economic Development, Culture and Tourism, in consultation with the general public in each of the six local communities, develop a process for approving applications for festivals and events that will recognize and ensure that residential and business amenities are protected;".

The Economic Development Committee submits the following report (May 3, 1999) from the Commissioner of Economic Development, Culture and Tourism:

Purpose:

This report addresses requests that the Commissioner of Economic Development, Culture and Tourism report to the Economic Development Committee and the Municipal Grants Review Committee on the support provided to community festivals. It summarizes the staff, financial and in-kind service support currently provided to festivals by the Department, and outlines the harmonization review which is underway.

Source of Funds:

There are no financial implications beyond the sources of funds for grants already included in the 1999 Operating Budget Submission.

Recommendations:

It is recommended that:

(1)the key role that community-based festivals and events play in helping the City build and celebrate strong communities and business districts, nurture its arts, heritage and cultural resources and attract visitors be recognized and affirmed;

(2)the Commissioner of Economic Development, Culture and Tourism continue to review and evaluate the support currently provided to community-based festivals and events, and bring forward recommendations for harmonized services and policies for the future that (a) strengthen the capacity of the festivals and events to achieve community, economic, arts, cultural and heritage development results, (b) provide high caliber customer service, and (c) make efficient use of City resources;

(3)the Economic Development Committee adopt the guideline of referring requests for City support that it receives from members of the public to the appropriate staff before considering deputations, and that staff be requested to bring forward such requests to the Committee if additional authority or resources are required to act on them (as is authorized by Section 126 of City of Toronto By-law Number 23-1998 - The Procedural By-law); and

(4)the Economic Development Committee advise that grant applicants be notified that they may appear before the Committee in support of their applications only if they wish to appeal the funding recommendations made by staff (as is authorized by Council's adoption of Clause 5 of Strategic Policies and Priorities Committee Report No. 26 on December 16 & 17, 1998).

Council Reference:

The Commissioner of Economic Development, Culture and Tourism was requested to report on "the policy for funding local community festivals" by the Municipal Grants Review Committee at its meeting on November 20, 1998, and on "a policy governing financial support for community/city festivals" by the Economic Development Committee at its meeting on January 25, 1999. The following report addresses both requests.

Comments:

It is estimated that five to six hundred community-based festivals and events a year are assisted by Economic Development, Culture and Tourism Department staff. This support recognizes the key role festivals and events play in strengthening communities, business districts, cultural, heritage and arts resources, and in attracting tourists and visitors to the City. They help promote awareness of Toronto's rich history and dynamic and diverse cultural identity for City residents and visitors alike. They provide the opportunity for communities to come together, build alliances, celebrate and educate. They also are an important economic development tool, used by local business districts to build identity and attract shoppers.

The Economic Development, Culture and Tourism Department works with and supports community festivals and special events in a number of different contexts. Each of the former municipalities followed its own policies and practices and provided different levels of staff, financial and in-kind service support. As part of the Department's harmonization process, a staff team has been formed made up of the people who work with community organizations in each Division. The team's objectives are to:

(a)improve the level of efficiency and service the department currently is providing to community-based festivals and events by articulating and communicating the forms of support now available. Appendix A to this report summarizes those services, and will form the basis of an information package that can be distributed to staff, members of Council and the community as required. Appendix B provides a list of staff contacts who work with festivals and events; and

(b)develop a harmonized approach to our work with community-based festivals and events for implementation in the Year 2000 that has the objectives of (a) providing high calibre customer service in meeting community needs, (b) making efficient use of the City's resources by eliminating duplication and building on inter-divisional synergies, and (c) strengthening the capacity of community-based festivals and events to achieve community, arts, cultural, heritage and economic development results.

Staff Support:

The Department provides staff support to the development and implementation of community-based festivals and events through its Festival Liaison Office, Local Partnerships Program, Recreation and Community Centres, and Community Arts and Heritage Program. Staff act as advisors and facilitators, and collectively are able to assist with all aspects of event organization, marketing, promotion and production. The different program areas share information and resources and provide referrals to one another where appropriate to meet the needs of each organization. The new Festival Liaison Office offers a concentration of specialized event-related expertise that staff in the other Divisions are able to draw on. A more detailed description of the services provided and staff contact names are set out in the appendix to this report.

The harmonization review is seeking opportunities to share resources and build on the team approach to supporting community-based festivals and events across program areas. It also will develop a more explicit framework for defining the objectives and monitoring the results of the different program areas' work with community-based festivals and events.

In-kind Services:

Section Two of Appendix A summarizes the in-kind services that may be provided to community-based festivals and events. In should be noted that practices varied considerably among the former municipalities, and have not yet been harmonized across the City. It also should be noted that the arrangements that are made for each event typically are guided by the availability of resources. For example, it may be possible to arrange in-house graphic design services for one organization but not for another if timelines of the request conflict with other priorities. Venues and equipment are booked on a "first come first served" basis, and groups cannot always be accommodated. In general, staff try to address the needs of each community organization to the extent that the program unit's resources permit.

The Department's policies respecting the provision of in-kind services to community organizations are being addressed in the harmonization review. Guiding principles include striving to achieve an equitable and more transparent access to in-kind services across the City, and identifying the cost of in-kind service provision.

Financial Support:

Section Three of Appendix A summarizes the grant programs administered by the Department through which community-based festivals and events are eligible for financial support. Four different programs are relevant, each one with different objectives and eligibility and evaluation criteria:

(a)Minor Recreation Grants serve community organizations providing leisure and sports activities. Pre-event expenses are eligible for support, but not the costs of holding the event;

(b)Economic Development Partnership Grants facilitate the initiation or expansion of projects which will have substantial long term economic development benefits. The program supports the start-up of a range of projects, including those festivals that can demonstrate potential to become significant tourist draws;

(c)Employment Area Revitalization Festivals and Special Events Grants support events organized by BIAs, business associations and community organizations that display strong business participation; and

(d)The Contingency Fund responds to grants issues arising from amalgamation and requests for support ineligible under any City of Toronto Grants Programs.

In 1998, community-based festivals and events were allocated $266,500.00 from these sources. In addition to this amount, Caribana - the City's largest community-based festival - now receives ongoing operating support of $353,000.00.

Many community based festivals and events include an artistic component, and therefore are eligible for Toronto Arts Council grants. In 1998, $814,210.00 in arts funding was allocated to forty two community-based festivals through the Toronto Arts Council and Culture Division. Economic Development, Culture and Tourism Department and Toronto Arts Council staff liaise with each other closely to ensure that each organization is referred to the most appropriate source of funds, to avoid duplication and share information.

The harmonization review will address the financial support available to community-based festivals and events. Opportunities to rationalize grant programs and improve the alignment between the resources available, program objectives and the needs of community organizations will be sought.

This component of the review will be undertaken in consultation with the Toronto Arts Council since it is an important partner in providing support to community-based festivals and events.

Starting in June 1999, the Economic Development Committee will assume responsibility for the consideration of grants administered by the Economic Development, Culture and Tourism Department. (Clause 5 of Strategic Policies and Priorities Committee Report No. 7, adopted by Council April 13, 14, and 15, 1999). These grants previously were considered by the Municipal Grants Review Committee.

In undertaking this new function, it is recommended that:

-the Economic Development Committee adopt the guideline of referring individuals and organizations seeking the City's support for their initiatives to staff before considering their deputations. Staff frequently are successful in meeting the needs of organizations within the context of their existing work programs and budgets, and additional authority from the Committee and Council is not necessary.

Such a guideline is authorized by Section 126 of the Procedural By-law which reads: "If a communication is, the opinion of the Committee Chair or its secretary, of a nature which may require advance consideration by a City official, a copy thereof shall be forwarded to the official concerned, and every such official is authorized to submit a report, which may be considered by the Committee whether or not it is included with a regular Agenda."; and

-grant applicants be advised that they may appear before the Committee in support of their applications only if they wish to appeal the funding recommendations made by staff (as is authorized by Council's adoption of Clause 5 of Strategic Policies and Priorities Report No. 26 on December 16 & 17, 1998).

The adoption of these two recommendations would not preclude a member of the public from appearing before the Committee, but would guide most requests to the avenue through which they can most efficiently be addressed.

Conclusions:

Community-based festivals and events play a key role in strengthening communities, business districts, cultural, heritage and arts resources, and in attracting tourists and visitors to the City. Nurturing and supporting their development is an important function of the Economic Development Culture and Tourism Department. By forming partnerships with the community organizations that plan the City's many festivals and events, the Department can leverage its resources and better achieve its mission.

Contact Names:

Judy Morgan,Ron Nash,

Project Leader, 395-0410Economic Development Division, 392-1006

Harold Mah,Cathy Forbes,

Special Events Division, 395-7326 Culture Division, 395-6192

Ken Jeffers,

Parks and Recreation Division, 392-7109

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Appendix A:

Support to Community Festivals Provided by

Economic Development, Culture and Tourism Department

(1) Staff Support:

(a)The Festival Liaison Office:

Special Events Division

Contact: Harold Mah, 395-7326

The Festival Liaison Office facilitates the development and efficient staging of festivals and special events managed by community-based and external producers. It supports the City's tourism, economic development, cultural, and community development objectives by contributing to the smooth execution of festivals and special events throughout the City and nurturing their development and growth. A multitude of services are provided, including consulting on road closures, permitting, sources of grants, and all aspects of event production ranging from marketing to logistics.

(b)Local Partnerships Program:

Economic Development Division

Contact: Ron Nash, 392-1006

Festivals and special events are an important economic development tool used to "brand" and promote local business districts, attract shoppers and visitors, and build community identity. As part of their overall commercial area revitalization activities, staff in the Local Partnerships Office provide advice and liaison between organizations and other City staff to assist them in carrying out successful events. In-kind services are arranged, and two small scale grant programs are administered.

(c)Recreation and Community Centres:

Parks and Recreation Division

Contacts: Central District - Doug McDonald - 392-8578; South District - Ken Jeffers, 392-7019; North District - Kelvin Seow, 395-6190 West District - Allan Graham, 394-8826; East District - Sue Bartleman, 396-5334

Community-based organizations (representing, for example, local neighbourhoods, particular cultural identities, or sports interests) hold festivals and special events to provide the opportunity to come together, build alliances and friendships, celebrate and educate. These events make a major contribution to the development of strong communities. Community Centres, parks and arenas frequently are the fulcrum for initiating, organizing and staging community-based festivals. Parks and Recreation Division staff play an important support role. The degree of involvement and support varies according to the needs of the organization. Also, each of the former municipalities had different traditions and followed different policies in working with community-based festivals, and to a large extent past practices are still being followed while a harmonization review is underway. In some cases, the City has become a partner in the event -- for example, The Lion Park of the Toronto Lion Dance Festival.

In general, staff act as consultants who may advise on every aspect of the special event, including support for corporate sponsorship, publicity and marketing, and event logistics. Groups are encouraged to apply for Minor Recreation Grants when appropriate, and assistance may also be provided to identify and apply for other sources of funding.

(d)Community Arts and Heritage Program:

Culture Division

Contacts: South District - Brad Eyre, 392-9046; North District - Laura Elkin, 395-6194; West District - Thelma Amos, 394-8390; East District - Alex Semeniuk, 396-5230.

Through their cultural festivals and celebrations, community arts and heritage organizations contribute to the strength of the broader community by promoting creativity, accessibility and opportunities for participation. These events help promote awareness of Toronto's rich history and preserve and enhance its dynamic and diverse cultural identity for City residents and visitors alike. Culture Division staff provide assistance to the City's arts and heritage groups in these endeavours by accessing suitable facilities and venues, providing promotional support, assisting with volunteer training and development, advising on program content and necessary resources, brokering partnerships and co-operative ventures and, nurturing emerging groups, especially in the diverse ethno-cultural communities, who are seeking to showcase their rich cultural traditions.

(2)In-kind Services and Facilities

Not all of the services listed below can be arranged for every event requesting them. Decisions as to the level of in-kind support provided are based on (i) availability of facility, staff or equipment, (ii) whether or not financial support towards the event is also being provided, (iii) the group's access to alternative resources. Also, each of the former municipalities followed different policies and practices in providing in-kind services. In most cases, past practices are being followed in 1999 while harmonization reviews are underway.

(a)For events held on Nathan Phillips or Mel Lastman Square: production equipment, set-up and consultation.

(b)Requests for the free use of Parks, Recreation and Culture equipment (e.g. portable stage, display panels) are met subject to availability..

(c)Business associations working in partnership with the Local Partnerships Office have been provided with access to parks, municipal services (e.g. street cleaning, printing, advertising, promotion and mailing) and city-owned equipment (e.g. street and stage risers).

(d)Community-based festivals and events receive access to Parks & Recreation facilities free of charge; caretaking staff generally perform all of the regular duties with respect to event set-up and clean-up, frequently assisted by volunteers from the community group; transportation of equipment and other necessary items are generally provided within regular staff shifts.

(e)Assistance may be provided in planning communications strategies, including media contacts, and in designing, printing and distributing press releases, posters and other promotional material.

(f)Assistance is provided in linking organizations to other City Departments and services (e.g. Protocol, Roads, Permits).

(3) Grant Programs

(a)Minor Recreation Grants

Purpose: To provide grants to community organizations that provide a leisure or sports activity which help them respond effectively to the needs of citizens and to improve the quality of life in the City of Toronto. Pre-festival expenses required to organize and plan community-based festivals related to leisure or sports activities are among the projects eligible for support.

Eligibility: Groups must be not-for profit, be accountable to the community through an elected board or executive, the majority of whom must be Toronto residents, utilize volunteers in all aspects of the organization, demonstrate operational efficiency, financial viability and fundraising ability, network and coordinate with other community organizations including the Parks and Recreation Division, set priorities and evaluate programs and services, and sign a non-discrimination policy.

Programs and services must be provided within the boundaries of the City of Toronto primarily for Toronto residents, serve clearly identified community needs not adequately addressed by other organizations, be affordable to participants and demonstrate adequate regard for participants' safety.

Ineligible Requests: Requests submitted by individuals, religious organizations,, Landlord/Tenant and condominium Corporations, daycare centres or nursery schools.

Costs associated with donations, banquets, receptions, uniforms, equipment, research and/or demonstration projects, capital costs, deficit retirement, educational programs, political activities, mortgages, community newsletters, transportation and travel, and the staging of fairs and festivals (pre-event expenses for planning, organization, etc. are eligible).

Funding Criteria or Limitations:. Maximum grant is 49 percent of the total projected revenue. Funding is not provided for programs, projects and services that could be included in City budgets or for which duplicate funding is available from other sources.

Applicants must demonstrate financial support from all sectors, including self-generated revenue and corporate support. When evaluating applications, weight is given to the value of in-kind donations and the development of a short term business plan incorporating fundraising and activity plans. Priority is given to organizations that offer a new service, operate in a relatively underserved area, are unique in the needs which they address and thereby add to the diversity of services, and are small to medium sized.

1999 Budget: $443,900.00

Application Deadlines: March 15, 1999

Contact: Cathi Forbes, 395-6192

(b)Economic Development Partnership Program:

Purpose: To facilitate the initiation or expansion of projects which will have substantial long term economic development benefits for the City of Toronto by contributing to the size of the local economy and/or to the generation of future economic growth and job creation. Festivals which are or have the potential to become significant tourist draws are among the projects eligible for support.

The program currently is under review, with the objective of aligning new program funding with the key economic sectors served by the Economic Development Division - i.e. Medical/Biotechnology, food processing, information technology, telecommunications, new media and tourism.

Eligibility: Non-profit organizations may apply for grants. Private corporations may request the City to purchase a sponsorship or advertisement for which a commensurate service or benefit is provided. Projects must take place within the City of Toronto and substantially benefit City businesses or residents.

Ineligible Requests: Projects initiated by City of Toronto Departments or Agencies; deficit reduction; projects which already have been completed; ongoing operating activities; promotional or advertising material for individual events or facilities; and skills development and other training initiatives

Funding Criteria or Limitations:.

(1)The maximum grant is the lesser of 25 percent of the budget or $50,000.00. Components of the project that can be funded from another source or supported through the provision of in-king services are not eligible.

(2)Projects may be funded for a maximum of five years with the maximum support in the fourth and fifth year set at 50 percent and 25 percent respectively of the level of support provided in the third year.

(3)Priority in funding is given to projects that address the directions set out in the City's economic development strategy, which have a good potential of becoming self-sustaining within the five year time frame of the program, where the requested support will make a substantive contribution to the viability or feasibility of the project, and which involve substantive partnerships with the private sector.

1999 Budget: $337,000.00

Application Deadlines: April 20, 1999; September 4, 1999

Contact: Alicia Bulwik; 392-3830; Eva Pyatt; 392-3378

(c)Employment Area Revitalization Festivals and Special Events Grants:

Purpose: To support local festivals and special events that will:

-create local community economic development benefits by attracting visitors and enhancing the district's image;

-build volunteer commitment;

-develop strong organizational structures; and

-broaden financial support.

Eligibility: Business Improvement Areas (BIAs), non-profit business associations, and community organizations that display strong business participation.

Funding Criteria or Limitations: Demonstration of matching grants, in-kind services and volunteer resources are highly desirable, especially for repeat applicants. Festivals are expected to demonstrate decreased reliance on City resources and increased self-sufficiency over time.

1999 Budget: $ 44,400.00

Application Deadlines: April 30,1999 (Spring/Summer events) and September 7,1999 (winter)

Contact: Ron Nash; 392-1006

(d)Contingency Fund

Purpose: The Contingency Fund was set up in 1998 to deal with grants issues arising from amalgamation and to address requests that were ineligible under any City of Toronto Grants Programs.

Eligibility: Not-for-profit applicant organizations must either be ineligible within any City Grants Programs or experiencing financial difficulty through the transition as a result of amalgamation.

Ineligible Requests: Funding is not available to individuals, for-profit organizations, or as donations to charitable causes.

Funding Criteria or Limitations: The measurables used in evaluating requests include the project's value and prestige to the City and its image, economic spinoffs, tourist attractions, and residents needs and benefits. There are no specified grant maximums or limitations.

1999 Budget: $150,000.00

Application Deadlines: none

Contact: Cathi Forbes, 395-6192

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Appendix B

Economic Development, Culture and Tourism Department

Staff Contacts for Community Festivals and Events

Special Events Division: Festival Liaison Office - Harold Mah, 395-7326

Economic Development Division:

-Local Partnerships Program - Ron Nash, 392-1006

-Economic Development Partnerships Program - Alicia Bulwik, 392-3830;

Eva Pyatt, 392-3378

Culture Division:

-South District - Brad Eyre, 392-9046

-North District - Laura Elkin, 395-6194

-West District - Thelma Amos, 394-8390

-East District - Alex Semeniuk, 396-5230

-Minor Recreation Grants - Cathi Forbes, 395-6192

Parks and Recreation Division:

-Central District - Doug McDonald - 392-8578

-South District - Ken Jeffers, 392-7019

-North District - Kelvin Seow, 395-6190

-West District - Allan Graham, 394-8826

-East District - Sue Bartleman, 396-5334

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The Economic Development Committee submits the following report (May 10, 1999) from the City Clerk:

Recommendation:

The Municipal Grants Review Committee on May 10, 1999, recommended to the Economic Development Committee the adoption of the attached report (May 3, 1999) from the Commissioner of Economic Development, Culture and Tourism, respecting support for community festivals.