REPORT

Staff Initials: Dept. Head: CAO: Page 1 of 2

To: Chair and Directors Date: June 17, 2019

From: Lyle Smith, Chief Financial Officer

Subject: Special Event Grant - South Peace Community Arts Council

RECOMMENDATION: That the Regional Board provide direction on how to proceed with the grant application from South Peace Community Arts Council for a Special Event grant in the amount of $1,500 to support the 5th Annual Multicultural Fusion Festival that took place in Dawson Creek on July 6, 2019.

BACKGROUND/RATIONALE: The Multicultural Fusion Festival is a family-friendly free event that showcases the diverse variety of cultural and ethnic backgrounds of the Peace Region. The street festival atmosphere showcased a variety of cultural performances and vendors. The event took place in Dawson Creek and was open to all areas of the Peace Region. The total cost to host the event was $16,550 and the applicant is requesting $1,500 from the Regional District. Other funding was secured from both private business and grant funding agencies like Northern Development Initiative Trust, as well as in-kind contributions from the City of Dawson Creek which contributed through the use of its park space, the allowance of street closures and provision of road barriers for this event (see attached budget). Other Special Events grants provided by the Regional District in 2019 include: High School Rodeo of BC, Senior Championships $2,500 North Peace Rod and Gun Club, BCWF Annual Conference & AGM $2,500 BC Peace Predators Hockey, Midget Girls Hockey Provincials $3,000 The South Peace Community Arts Council is a registered not-for-profit society with the Societies Act. This request meets the eligibility criteria as outlined in the policy.

ALTERNATIVE OPTIONS: 1. That the Regional Board authorize a grant in the amount $1,500, payable from Grants to

Community Organizations, Special Events, to be issued to the South Peace Community Arts Council to support their 5th Annual Multicultural Fusion Festival taking place in Dawson Creek on July 6, 2019.

2. That the Regional Board respectfully deny the grant application from South Peace Community Arts

Council and provide no grant funding for the 5th Annual Multicultural Fusion Festival.

3. That the Regional Board provide further direction.

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Report – Special Event Grant - South Peace Community Arts Council June 17, 2019

Page 2 of 2

STRATEGIC PLAN RELEVANCE:

☒ Not Applicable to Strategic Plan.

FINANCIAL CONSIDERATION(S):

The 2019 budget for Grants to Community Organizations is $346,436, which includes $11,000 allocated for Special Event Grants, of which a total of $8,000 has been paid out resulting in an available balance remaining $3,000.

COMMUNICATIONS CONSIDERATION(S): The applicant will be notified in writing of the Regional Board’s decision and if a grant is supported,

will be asked to ensure the Regional District is recognized for its contribution.

The applicant will be required to submit a final financial summary for the event within 30 days of its completion.

OTHER CONSIDERATION(S): Attachments:

1. Grant Application 2. Grants to Community Organizations, Special Events Policy

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Who will it serve:

How many will attend:

PEACE RIVER REGIONAL DISTRICT Grants to Community Organizations

- Special Event Grant Application Form -

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5th Annual Multicultural Fusion Festival

The South Peace Community Arts Council (SPCAC) is hosting their 5th annual Multicultural Fusion Festival in downtown Dawson Creek; it has become a street festival type of event, something our community has expressed an interest in. The festival has seen growth each year, we will continue to strive to offer our community a unique experience each year to keep it interesting. We will provide family fun activities throughout the day including: professional street performers, cultural dance and music performances from around our region, showcasing the diverse culture of our region in BC. This year, we will be having a Food Truck War Contest! This is something our community has never seen. We will be inviting Food Trucks form nearby communities to take part in our event with the public voting a trophy for the Best Food Truck. We have four food trucks interested, we will not charge them an entry fee to take part in it, and they take what they make, so it becomes less of a risk for them to enter. They are required to get a one-day food permit for the event (free from Northern Health) which is no cost to them, they are excited to be a part of this event and create awareness of their business. We foresee this attracting more people to our event. Our planning committee meets once a month to lend their time and expertise to the planning and festival to ensure its success. day itself.

The Festival showcases the diverse cultural groups that comprise our northern community. Each year our festival grows, in both attendance and participation. Last year we added a street festival feel to the event, in a central location downtown, partnering with the Kiwanis Performing Arts Centre (KPAC). We blocked off the street to the adjacent park across the street which allowed for roving street performers, vendors (food and artisan) as well as a children’s kids area. This location and format were a huge success, so we will continue to use this location and grow the festival each year. This event promotes a car-free activity for families as it is centrally located in our city, accessible by walking, biking, and transit. There is ample parking for those who need to drive to the event. We will approach near-by downtown businesses to have fun activities or specials they day of the event to promote shopping local.

How it is delivered: In order to make this a success, the SPCAC will be reaching out to cultural groups and performers within our region to secure a broad range of entertainment and activities throughout the day. We will be partnering with the following groups: the Dawson Creek Literacy Society, KPAC, Northern Lights College, and the Peace Region Songwriters Group. Having a greater pool of people will create a broader approach to the events and activities and bring people together to share their knowledge, support networks, and volunteers. We receive in-kind supported from the City of Dawson Creek (barricading streets, providing a water truck, and the use of a park area across the street from KPAC for the children’s activities), Tourism Dawson Creek (marketing the event), and the Kiwanis Club of Dawson Creek.

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The Dawson Creek Literacy Society will help us connect with the Kalipi Filipino Association, and the Kerala Association of Northeast BC. Our continued relationship with the Northern Lights College will help us bridge the gap between the international students and our community, inviting them to take part in the festivities so that they can feel more welcome in our community; currently they have thirteen countries represented at the Dawson Creek campus, although the majority of students are from India. Our Aboriginal Liaison, Theresa Gladue, will help connect us to the Indigenous peoples of our region. The Nawican Friendship Centre in Dawson Creek has offered to promote our event in hopes of finding additional artists and artisans for our festival.

To help ensure a safe environment we will have the South Peace Search & Rescue provide first aid and security at our event and pay them for their service, helping another local community group instead of hiring a company.

The South Peace Community Arts Council will be reaching out to cultural groups and performers within our region to secure a broad range of entertainment and activities throughout the day. For the second year, the festival will take place in our downtown area, utilizing both the local performing arts center and the available green space nearby, along with the street and sidewalk space; giving it the street festival feel.

Community benefit and accessibility:The Multicultural Fusion Festival is a free community event with a street festival feel. It showcases the diverse variety of cultural and ethnic backgrounds surrounding our community. Dawson Creek strives to be a welcoming city, and this event encourages the open, engaged, and interested pursuit of understanding between cultures within the community. The festival is a fun, family-friendly, jam-packed day for all attendees. The variety of cultural performances and vendors attracts people from far and near to participate. The street festival atmosphere makes it enticing for foreign tourists and regional tourists alike, and encourages people to stop and see what the celebration is all about.

This event is free and accessible to the public by car, bus, foot, bike, and is wheelchair friendly.

Holding the festival in the downtown area will make it both convenient to residents and highly visible to visitors. We encourage downtown merchants to participate in the festival by offering specials that day to help increase foot traffic through their doors.

The festival provides a place for local artisans, musicians, artists, and performers to showcase their talent.

We expect visitors from the surrounding region to attend as it is a free family friendly event which happened on the weekend.

Dawson Creek attracts tourists from around the world, being the starting point of the Alaska Highway, known as the Mile ‘0’ City. The festival will give them an opportunity to stay and explore our community and walk away having a better understanding of our regions culture and diversity. KPAC houses the only

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archives in the Peace Liard Region under the auspice of the South Peace Historical Society, who’s mandate is to preserve the rich cultural history of our region.

Community Support: We will work with community groups outside our organization, Northern Lights

College, the Nawican Friendship Centre, the Kiwanis Club of Dawson Creek, as well as the City of Dawson Creek.

This festival brings together members of the community from a diverse variety of cultural and ethnic backgrounds, giving them a platform to both share their cultural identity and learn about the cultures and traditions of others.

Various community groups and individuals will help in the planning process and provide volunteers for the event.

We will reach out to local businesses to provide tent shelters for street vendors and public use.

Sustainability: We have continued to offer this festival every year so people look forward to it. Adding new elements keeps it exciting and fresh! Our street festival allows more activities which entice people passing by to come see what it is all about, the various activities inside and out encourage people to stay longer and take in the festivities. Rain or shine, the festival will go on, KPAC has multiple rooms to use if back-up space is needed. Hosting an event of this scale can be rewarding but challenging, working with various community groups and their volunteers will ease the stress and workload of our committee members, causing less chance of burn-out in the long run. The more our positive feedback we have from our community means that future funding will become more available as world of mouth is the best advertising, businesses will want to be a part of the event in some aspect.

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Multicultural Fusion Festival 2019 Proposed Budget Confirmed Projected In-kindRevenuesNDIT Fabulous Festivals & Events Grant Y $2,500.00 Lakeview Credit Union – CSRF Y $2,000.00 PRRD Grant N $1,500.00 Dept. of Canadian Heritage Grant N $2,500.00 Shell Canada Y $1,000.00 Gaming Grant – Province of BC Y $500.00 Dawson Creek Chambers of Commerce N $700.00 Dawson Creek Co-op N $500.00 Caribou Road Services N $500.00 KPAC N $400.00 Tourism Dawson Creek/Peace FM/SPCAC N $500.00 City of Dawson Creek - street closure, water truck, park space N $1,000.00 Literacy Society Y $500.00 South Peace Community Arts Council Y $800.00 Security – Search & Rescue Dawson Creek N $500.00 Tim Hortons Coffee for volunteers N $100.00 Ambassadors/volunteers N $700.00 Photographer N $250.00 Vendor Table Rentals ($10-$15 each) N $100.00

Total Revenue $11,800.00 $4,750.00 ExpensesVenue Space Usage – hall/grounds/buildings/stage N $450.00 $1,100.00Liability Insurance N $800.00Sound Technician - KPAC in-house N $250.00 $300.00Sound System Rental - outdoor performances N $150.00Master of ceremonies N $200.00Stage Manager & Assistant N $100.00 $200.00Socan Fees N $250.00Performances:

Professional Street Performers Contract N $1,400.00In town performers N $800.00Out of town performers/groups N $1,700.00Refreshments for artists/volunteers N $150.00

Bouncy Castle & other inflatables N $1,000.00Sparkle Tattoo or Facepainting Artist N $800.00Security/First Aid N $800.00 $500.00Administration Fees:

Event Coordinator/Project Assistant N $1,150.00 $800.00Admin. Office Expenses N $110.00

Advertising N $620.00 $500.00Posters/on-site schedules/schedule of events N $150.00Food Truck War Tropies N $120.00Door Prizes N $250.00Photographer N $250.00 $250.00Videographer N $300.00Literacy Society:

Translation Providers/Cultural Groups Coordinator Y $500.00Ambasadors/Volunteers Y $500.00Tim Hortons Coffee for volunteers Y $100.00

Total Expenses $11,800.00 $4,750.00

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Dawson Creek & District CHAMBER OF COMMERCE

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2019May29

RE: Letter of support for Multicultural Fusion Festival

To whom it may concern:

The Dawson Creek & District Chamber of Commerce have supported this important community event since it's inception. The event has grown over the years and offers our community an opportunity to learn and embrace cultures from around the world.

This event creates a stronger sense of community, welcomes all cultures to our City and encourages inclusivity and understanding. The event is enjoyed by children and adults alike and is anticipated yearly by all.

We encourage your team to approve funding for this event as it provides a great opportunity for our community to engage and participate in multiculturism

Regards,

Kathleen Connolly Executive Director Dawson Creek & District Chamber of Commerce

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View '! earning Cen Dawson Creek Literacy Society

929 -102nd Avenue, Dawson Creek, BC V1G 2B5 250 782-4211 dawcrIsPgmail.com dawsoncreekliteracy.ca

May 21, 2019

To Whom It May Concern:

Re: Annual Multicultural Fusion Festival

We are very pleased to offer this letter of support for the South Peace Community Arts' Council Annual Multicultural Fusion Festival.

The multicultural festival will showcase the diverse cultural aspects of our community as well as local talent, family activities, outdoor activities, and other fun activities.

As community partners, the Dawson Creek Literacy Society will provide our support, volunteers and will help out as needed.

Please do not hesitate to contact me if you have any concerns.

Sincerely,

Jennifer Neis Executive Director

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Support & funding provided by:

Funded by: Finance par

Immigration, Refugees Immigration, Refugies and Citizenship Canada et Citoyenneto Canada

Ministry of Jobs, Tourism and Skills Training and Minister Responsible for Labour Ministry of Advanced Education

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Province of British Columbia Success by Six/Children First, United Way of Northern BC, Lake View Credit Union

Walmart Canada, South Peace Community Arts Council, Decoda Literacy Foundation

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Nawican Friendship Centre 'Uniting the Community

;32o- w2nd-Avenue Dawson Creek, BC n'yq 206 Tei (25o) 782-521)2 :lax: (250) 782-8411

May 29, 2019

South Peace Arts Council

Please accept this letter as a sign of the Nawican Friendship Centre's support for the South Peace Art's Council's 2019 Multicultural Fusion Festival. Although we are unable to contribute in a monetary capacity, we are more than happy to accommodate promoting the event on our Facebook page, putting up posters around the Centre and would love to have a table at the event.

The Dawson Creek community is in dire need of more family friendly, multicultural events to promote all ethnic groups as our city grows with more and more people from different cultures and areas of the world. It is so nice that the South Peace Art's Council is putting this on for the citizens of Dawson Creek and the surrounding area. It also makes it a wonderful event for the many tourists that are in the area at the time of the Festival.

In Friendship,

Jannah Kohlman Executive Director Nawican Friendship Centre

Naw ic an friends ftiy Cent reUniting the Community

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May 29,2019

South Peace Arts Council

Please accept this letter as a sign of the Nawican Friendship Centre's support for the South Peace Art's

Council's 2019 Multicultural Fusion Festival. Although we are unable to contribute in a monetary

capacity, we are more than happy to accommodate promoting the event on our Facebook page, putting

up posters around the Centre and would love to have a table at the event.

The Dawson Creek community is in dire need of more family friendly, multicultural events to promote all

ethnic groups as our city grows with more and more people from different cultures and areas of theworld. lt is so nice that the South Peace Art's Council is putting this on for the citizens of Dawson Creek

and the surrounding area. lt also makes it a wonderful event for the many tourists that are in the area

at the time of the Festival.

ln Friendship,

Jannah Kohlman

Executive Director

Nawican Friendship Centre

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August 8, 2019

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Elltif7creek SPECTRA

dawsoncreekeventscentre.com | SpectraExperiences.com

ANGELA KEECH Manager, Visitor Services, Spectra Venue Management

Tourism Dawson Creek

Visitor Centre

900 Alaska Ave Dawson Creek, BC Canada V1G 4T6

O: 250.782.9595 M: 250.719.7371

angela@tourismdawsoncreek.com

May 23, 2019 To Whom it May Concern, Re: Tourism support of Multicultural Fusion Festival On behalf of Tourism Dawson Creek this letter is to show our support for the South Peace Community Arts Council’s event – Multicultural Fusion Festival. In the tourism industry these local events play a huge role in attracting visitors to the area. July is a very high tourist season in Dawson Creek, attracting hundreds of tourists daily, most of whom are travelling the Alaska Highway and starting their journey here at Mile 0. Also, the local community look forward to the different experience this Festival brings. We are very eager to offer advertising and marketing on our events calendar and social media outlets for this Festival and we are happy to direct and provide information to our visitors and also local residents to participate in this exciting event. Kind Regards, Angela Keech Manager, Visitor Services

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KIWANIS PERFORMING ARTS CENTRE

10401 – 10th Street Dawson Creek, BC V1G 3T8 250-782-9325 www.kpacdc.ca

May 21, 2019

This letter is written in support of the South Peace Community Arts Council’s annual Multicultural Fusion

Festival. This event is held in our centre, at the Calvin Kruk Centre for the Arts. Our multi-use facility is

an optimal setting not only due to its centralized location in Dawson Creek, but also due to the network

of community groups involved within our facility. These groups all contribute in unique ways to

Multicultural Fusion Festival, whether they are performance based, visual arts based or food vendors.

The nature of the event facilitates a broad range of performers, vendors and volunteers from many different vicinities, leading to a colourful day showcasing so much in our isolated northern locale. Our community is incredibly lucky to have such a festival, offering an inclusive, multicultural experience which is accessible to everyone.

With regards,

Shayna Hammer Executive Director Kiwanis Arts Centre Society

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gu Peace River Regional District

Grants to Community Organizations / Special Events Grants

POLICY

Grants to Community Organizations That special regional or geographically larger events, neither recreational nor cultural in nature, (with the exception of #7 below), grant funding be incorporated into the Grant to Community Organizations function budget contingent on the grant requests meeting the criteria outlined below:

1. funding request to be received no later than January 15th;2. event has an economic benefit to the region;3. larger regional or sub-regional in nature;4. applicant is currently registered as a not-for-profit society or organization;5. application to include the previous year-end financial statement and a

budget for the event;

6. all authorities participate (with the exception of #7 below); and7. notwithstanding #6 above, at the discretion of an Electoral Area Director a

request for a small grant, which may include recreational and cultural activity, may be chargeable to one jurisdiction.

Special Event Grants

1. the event has regional impact;2. the event has an economic benefit to the region;3. the event has not been funded in the Region in the past 5 years;4. must be a current registered not-for-profit society or organization;5. the application must be accompanied by the event’s budget;6. the applicant must submit, within thirty days of the event completion, a

final financial statement of the event;7. all authorities participate; and8. annual budget of $11,000.

Note 1: All previous policies and criteria relating to “Grants to Community Organizations – Special Events” have been rescinded, effective May 25, 2006.

Note 2: A new line item category: Grants-in-Aid – Annual Event – Support – is to be added to the Budget.

Dated June 29, 2006

for one time special events generally occurringonce every 5 years and $9,000 for annual events.

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