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Report Economic Development CommitteeU BRAMPTON
Committee of the Council ofbramptonca FlOWef QtV The Corporation of the City of Brampton
Economic Development Committee
Date April 212015 Date May f37oiS
File C60
Subject Response from Carabram Executive Board Regarding the Carabram Festival Proposal 2015
Contact Bill Grant Advisor Community Events Strategic amp Enterprise Services
(Tel 905-874-2316 E billqrantbramptonca)
Overview
Carabram is operated by a volunteer Board of Directors governed by a constitution and by-laws and incorporated as a non-profit organization
Carabram is a vital festival which celebrates and showcases Bramptons diverse cultures A proposal was presented to City Council on March 30 2015 describing the plans for the 33rd year of operation
The 2015 proposal was received by Council and after some debate there was a motion passed for the Carabram Executive to return with an energized proposal demonstrating a new model of operating the Festival this year and moving forward
On April 21 2015 the City received a letter of request from Carabram President Angela Johnson listing the efficiencies built into the new 2015 Carabram Festival proposal Staff reviewed the request and is recommending the City provide $70500 in grants made up of in-kind and financial support to the Carabram Festival in 2015 (Appendix A)
This decrease of $42000 in support is attributed to the reduced fees for transit shuttle services which have now been streamlined to service three locations and the facility rental and equipment costs being condensed to just three locations
62-2-Z
Recommendations
1 That the report from Bill Grant Advisor Festivals amp Special Events Office dated April 21 2015 to the Economic Development Committee Meeting of May 13 2015 re Response from Carabram Executive Board Regarding the Carabram Festival Proposal 2015 (RML 2013-023) be received and
2 That the City of Brampton provide support not to exceed $70500 for the 2015 Carabram Festival with $28500 available as in-kind support for facility and equipment rentals transit shuttles and fire inspection costs and an additional $42000 financial grant to assist with marketing the festival and
3 That the Mayor and City Clerk be authorized to enter into an agreement to provide the support described in recommendation 2 above and in a form satisfactory to the Chief Operating Officer and the City Solicitor
Background
Carabram is operated by a volunteer Board of Directors governed by a constitution and by-laws and incorporated as a non-profit organization Carabram is dedicated to the preservation development and promotion of the cultural heritages of the diverse ethnic communities of Brampton
For the past 12 years Carabram has presented a request for funding assistance to the City In 2014 the City provided a grant from the City-Wide Community Events account valued at $112000
Carabram is a vital festival which celebrates and showcases Bramptons diverse cultures A proposal was presented to City Council on March 30 2015 describing the plansfor the 33rd year of operation The plan was to showcase up to 12 pavilions in various facilities across Brampton and to offer patrons a free Brampton Transit bus shuttle to move from location to location throughout the City
The 2015 proposal was received by Council and after some debate there was a motion passed for the Carabram Executive to return with an energized proposal demonstrating a new model of operating the Festival this year and moving forward
Current Situation
Council directed the Carabram Executive to work closely with staff to build an efficient operating model for their 2015 festival and return to Council in the month of May with a revitalized plan for their 2015 festival This new model has been adopted by the Carabram Executive and Carabram pavilions and will be presented May 13 2015
fra-i-a
On April 202015 the City received a letter of request from Carabram President Angela Johnson (Appendix A)
Highlights of the letter include
bull The Festival will be concentrated in three locations representing East Central and West Brampton
bull The City provides reduced rent at these three facilities Brampton Soccer Centre Century Gardens and South Fletchers Sportsplex
bull The City provides all necessary staff and furnishings including a main stage at each of the three facilities as in-kind services to the festival
bull Brampton Transit provide shuttle busses to move patrons from location to location throughout the weekend
Staff recognizes that clustering a number of pavilions into only three City facilities presents some challenges in terms of furniture power and other amenities However the cost to rent this equipment is offset by less City facilities requiring City support
Staff provided in-kind and grant funding estimates to the Carabram Executive Committee which were presented and endorsed by the larger Carabram Membership at the general meeting on April 20 2015
This decrease of $42000 in support is attributed to the reduced fees for transit shuttle services which have now been streamlined to service three locations and the facility rental and equipment costs being condensed to just three locations
Corporate Implications
Financial Implications
There are sufficient funds available in the City-Wide Community Events Account 20110900101910001 to support the recommendations being made to support the 2015 Carabram Festival proposal
Strategic Plan
Recommending financial support for the 2015 Carabram Festival supports the following City of Brampton Strategic Plan Priorities
THRIVING | Economic Development Prosperity through the Creative Economy Tourism and Sport
bull Attract visitors to Bramptons venues and special events
ENGAGING | Community Engagement bull Foster a positive civic image through community pride bull Promote and attract festivals and special events
W-2-4 Conclusion
The Carabram Executive Board submitted a letter highlighting the efficiencies in the 2015 Carabram Festival proposal Staff reviewed the request and are recommending the City provide $70500 in grants made up of in-kind and financial support to the Carabram Festival in 2015 and that all future requests for support be subject to the new Community Grants Funding process
Respectfully submitted
JlUK^rant Advisor Festivals and Special Events Office Strategic and Enterprise Services
Thomas Plant MBA MPA PMP Director Strategic and Enterprise Services
Report authored by
Bill Grant Advisor Festivals and Special Events Office
Approval for Submission
Initials Date
Chair SMT h^rffo Department Chief v 1 tffiaj ^ Chief Administrative Officer m jpoundolt3
bl-lS
Appendix A
ram
April 20 2015
Members of Brampton Council 2 Wellington Street West Brampton ON L6Y 4R2
I am writing on behalf of Carabram Bramptons Multicultural Festival now in its 32nd year
As some of you know we have appeared twice before council looking for support for this years festival July 1011 and 12
We have met with City Staff and understand the new approach that Council plans to introduce for grant making in 2016 We also recognize that 2015 is a transitional year and believe that we are able to take some specific steps this year to provide efficiencies while we consider a new strategic approach to the festival in 2016 and beyond
We are asking for your support in 2015 Our request will reduce the citys contribution by $42000 Here are the key details
bull The Festival will be concentrated in three locations representing East Central and West Brampton
bull The City reduces rent by 50 the normal hourly rate for these three facilities Brampton Soccer Centre Century Gardens and South Fletchers Sportsplex
bull The City provides all necessary staff and furnishings including a main stage at each of the three facilities
bull Brampton Transit provide shuttle busses to move patrons from location to location throughout the weekend
Post Carabram 2015 we will be conducting a series of strategic workshops to create a more strategic approach to future festivals
GV2-1
Facility rental transit and marketing proposals for 2015 include the following estimates
2014 2015 NOTES and CONDITIONS Grant Proposal
Facility Rentals 30000 14500 The value of the offer is not to exceed
$14500 Includes awards night room rental
Equipment Rentals 8000 8000 Intended to cover rental costs for additional
furniture and stages
Transit Fees 25000 5000 Evaluations to be submitted along with the audited financial statement by Dec 31 2015
Fire Inspection Fees
2500 1000 Covers all pavilions
Marketing 47000 42000 A marketing plan with a breakdown on all planned efforts to be submitted to city staff by May 31 before funds can be released Citys Passport ad ($500) to be covered by this amount
TOTAL 112500 70500 City must receive an audited financial statement accompanied by a detailed summary of the 2015 event no later than December 31 2015
We understand going forward we need to consider a model with greater sustainability Moving pavilions to fewer sites allows us to consider more sponsorship
If you have any questions please ask
Best regards
Angela Johnson President Carabram
62-2-Z
Recommendations
1 That the report from Bill Grant Advisor Festivals amp Special Events Office dated April 21 2015 to the Economic Development Committee Meeting of May 13 2015 re Response from Carabram Executive Board Regarding the Carabram Festival Proposal 2015 (RML 2013-023) be received and
2 That the City of Brampton provide support not to exceed $70500 for the 2015 Carabram Festival with $28500 available as in-kind support for facility and equipment rentals transit shuttles and fire inspection costs and an additional $42000 financial grant to assist with marketing the festival and
3 That the Mayor and City Clerk be authorized to enter into an agreement to provide the support described in recommendation 2 above and in a form satisfactory to the Chief Operating Officer and the City Solicitor
Background
Carabram is operated by a volunteer Board of Directors governed by a constitution and by-laws and incorporated as a non-profit organization Carabram is dedicated to the preservation development and promotion of the cultural heritages of the diverse ethnic communities of Brampton
For the past 12 years Carabram has presented a request for funding assistance to the City In 2014 the City provided a grant from the City-Wide Community Events account valued at $112000
Carabram is a vital festival which celebrates and showcases Bramptons diverse cultures A proposal was presented to City Council on March 30 2015 describing the plansfor the 33rd year of operation The plan was to showcase up to 12 pavilions in various facilities across Brampton and to offer patrons a free Brampton Transit bus shuttle to move from location to location throughout the City
The 2015 proposal was received by Council and after some debate there was a motion passed for the Carabram Executive to return with an energized proposal demonstrating a new model of operating the Festival this year and moving forward
Current Situation
Council directed the Carabram Executive to work closely with staff to build an efficient operating model for their 2015 festival and return to Council in the month of May with a revitalized plan for their 2015 festival This new model has been adopted by the Carabram Executive and Carabram pavilions and will be presented May 13 2015
fra-i-a
On April 202015 the City received a letter of request from Carabram President Angela Johnson (Appendix A)
Highlights of the letter include
bull The Festival will be concentrated in three locations representing East Central and West Brampton
bull The City provides reduced rent at these three facilities Brampton Soccer Centre Century Gardens and South Fletchers Sportsplex
bull The City provides all necessary staff and furnishings including a main stage at each of the three facilities as in-kind services to the festival
bull Brampton Transit provide shuttle busses to move patrons from location to location throughout the weekend
Staff recognizes that clustering a number of pavilions into only three City facilities presents some challenges in terms of furniture power and other amenities However the cost to rent this equipment is offset by less City facilities requiring City support
Staff provided in-kind and grant funding estimates to the Carabram Executive Committee which were presented and endorsed by the larger Carabram Membership at the general meeting on April 20 2015
This decrease of $42000 in support is attributed to the reduced fees for transit shuttle services which have now been streamlined to service three locations and the facility rental and equipment costs being condensed to just three locations
Corporate Implications
Financial Implications
There are sufficient funds available in the City-Wide Community Events Account 20110900101910001 to support the recommendations being made to support the 2015 Carabram Festival proposal
Strategic Plan
Recommending financial support for the 2015 Carabram Festival supports the following City of Brampton Strategic Plan Priorities
THRIVING | Economic Development Prosperity through the Creative Economy Tourism and Sport
bull Attract visitors to Bramptons venues and special events
ENGAGING | Community Engagement bull Foster a positive civic image through community pride bull Promote and attract festivals and special events
W-2-4 Conclusion
The Carabram Executive Board submitted a letter highlighting the efficiencies in the 2015 Carabram Festival proposal Staff reviewed the request and are recommending the City provide $70500 in grants made up of in-kind and financial support to the Carabram Festival in 2015 and that all future requests for support be subject to the new Community Grants Funding process
Respectfully submitted
JlUK^rant Advisor Festivals and Special Events Office Strategic and Enterprise Services
Thomas Plant MBA MPA PMP Director Strategic and Enterprise Services
Report authored by
Bill Grant Advisor Festivals and Special Events Office
Approval for Submission
Initials Date
Chair SMT h^rffo Department Chief v 1 tffiaj ^ Chief Administrative Officer m jpoundolt3
bl-lS
Appendix A
ram
April 20 2015
Members of Brampton Council 2 Wellington Street West Brampton ON L6Y 4R2
I am writing on behalf of Carabram Bramptons Multicultural Festival now in its 32nd year
As some of you know we have appeared twice before council looking for support for this years festival July 1011 and 12
We have met with City Staff and understand the new approach that Council plans to introduce for grant making in 2016 We also recognize that 2015 is a transitional year and believe that we are able to take some specific steps this year to provide efficiencies while we consider a new strategic approach to the festival in 2016 and beyond
We are asking for your support in 2015 Our request will reduce the citys contribution by $42000 Here are the key details
bull The Festival will be concentrated in three locations representing East Central and West Brampton
bull The City reduces rent by 50 the normal hourly rate for these three facilities Brampton Soccer Centre Century Gardens and South Fletchers Sportsplex
bull The City provides all necessary staff and furnishings including a main stage at each of the three facilities
bull Brampton Transit provide shuttle busses to move patrons from location to location throughout the weekend
Post Carabram 2015 we will be conducting a series of strategic workshops to create a more strategic approach to future festivals
GV2-1
Facility rental transit and marketing proposals for 2015 include the following estimates
2014 2015 NOTES and CONDITIONS Grant Proposal
Facility Rentals 30000 14500 The value of the offer is not to exceed
$14500 Includes awards night room rental
Equipment Rentals 8000 8000 Intended to cover rental costs for additional
furniture and stages
Transit Fees 25000 5000 Evaluations to be submitted along with the audited financial statement by Dec 31 2015
Fire Inspection Fees
2500 1000 Covers all pavilions
Marketing 47000 42000 A marketing plan with a breakdown on all planned efforts to be submitted to city staff by May 31 before funds can be released Citys Passport ad ($500) to be covered by this amount
TOTAL 112500 70500 City must receive an audited financial statement accompanied by a detailed summary of the 2015 event no later than December 31 2015
We understand going forward we need to consider a model with greater sustainability Moving pavilions to fewer sites allows us to consider more sponsorship
If you have any questions please ask
Best regards
Angela Johnson President Carabram
fra-i-a
On April 202015 the City received a letter of request from Carabram President Angela Johnson (Appendix A)
Highlights of the letter include
bull The Festival will be concentrated in three locations representing East Central and West Brampton
bull The City provides reduced rent at these three facilities Brampton Soccer Centre Century Gardens and South Fletchers Sportsplex
bull The City provides all necessary staff and furnishings including a main stage at each of the three facilities as in-kind services to the festival
bull Brampton Transit provide shuttle busses to move patrons from location to location throughout the weekend
Staff recognizes that clustering a number of pavilions into only three City facilities presents some challenges in terms of furniture power and other amenities However the cost to rent this equipment is offset by less City facilities requiring City support
Staff provided in-kind and grant funding estimates to the Carabram Executive Committee which were presented and endorsed by the larger Carabram Membership at the general meeting on April 20 2015
This decrease of $42000 in support is attributed to the reduced fees for transit shuttle services which have now been streamlined to service three locations and the facility rental and equipment costs being condensed to just three locations
Corporate Implications
Financial Implications
There are sufficient funds available in the City-Wide Community Events Account 20110900101910001 to support the recommendations being made to support the 2015 Carabram Festival proposal
Strategic Plan
Recommending financial support for the 2015 Carabram Festival supports the following City of Brampton Strategic Plan Priorities
THRIVING | Economic Development Prosperity through the Creative Economy Tourism and Sport
bull Attract visitors to Bramptons venues and special events
ENGAGING | Community Engagement bull Foster a positive civic image through community pride bull Promote and attract festivals and special events
W-2-4 Conclusion
The Carabram Executive Board submitted a letter highlighting the efficiencies in the 2015 Carabram Festival proposal Staff reviewed the request and are recommending the City provide $70500 in grants made up of in-kind and financial support to the Carabram Festival in 2015 and that all future requests for support be subject to the new Community Grants Funding process
Respectfully submitted
JlUK^rant Advisor Festivals and Special Events Office Strategic and Enterprise Services
Thomas Plant MBA MPA PMP Director Strategic and Enterprise Services
Report authored by
Bill Grant Advisor Festivals and Special Events Office
Approval for Submission
Initials Date
Chair SMT h^rffo Department Chief v 1 tffiaj ^ Chief Administrative Officer m jpoundolt3
bl-lS
Appendix A
ram
April 20 2015
Members of Brampton Council 2 Wellington Street West Brampton ON L6Y 4R2
I am writing on behalf of Carabram Bramptons Multicultural Festival now in its 32nd year
As some of you know we have appeared twice before council looking for support for this years festival July 1011 and 12
We have met with City Staff and understand the new approach that Council plans to introduce for grant making in 2016 We also recognize that 2015 is a transitional year and believe that we are able to take some specific steps this year to provide efficiencies while we consider a new strategic approach to the festival in 2016 and beyond
We are asking for your support in 2015 Our request will reduce the citys contribution by $42000 Here are the key details
bull The Festival will be concentrated in three locations representing East Central and West Brampton
bull The City reduces rent by 50 the normal hourly rate for these three facilities Brampton Soccer Centre Century Gardens and South Fletchers Sportsplex
bull The City provides all necessary staff and furnishings including a main stage at each of the three facilities
bull Brampton Transit provide shuttle busses to move patrons from location to location throughout the weekend
Post Carabram 2015 we will be conducting a series of strategic workshops to create a more strategic approach to future festivals
GV2-1
Facility rental transit and marketing proposals for 2015 include the following estimates
2014 2015 NOTES and CONDITIONS Grant Proposal
Facility Rentals 30000 14500 The value of the offer is not to exceed
$14500 Includes awards night room rental
Equipment Rentals 8000 8000 Intended to cover rental costs for additional
furniture and stages
Transit Fees 25000 5000 Evaluations to be submitted along with the audited financial statement by Dec 31 2015
Fire Inspection Fees
2500 1000 Covers all pavilions
Marketing 47000 42000 A marketing plan with a breakdown on all planned efforts to be submitted to city staff by May 31 before funds can be released Citys Passport ad ($500) to be covered by this amount
TOTAL 112500 70500 City must receive an audited financial statement accompanied by a detailed summary of the 2015 event no later than December 31 2015
We understand going forward we need to consider a model with greater sustainability Moving pavilions to fewer sites allows us to consider more sponsorship
If you have any questions please ask
Best regards
Angela Johnson President Carabram
W-2-4 Conclusion
The Carabram Executive Board submitted a letter highlighting the efficiencies in the 2015 Carabram Festival proposal Staff reviewed the request and are recommending the City provide $70500 in grants made up of in-kind and financial support to the Carabram Festival in 2015 and that all future requests for support be subject to the new Community Grants Funding process
Respectfully submitted
JlUK^rant Advisor Festivals and Special Events Office Strategic and Enterprise Services
Thomas Plant MBA MPA PMP Director Strategic and Enterprise Services
Report authored by
Bill Grant Advisor Festivals and Special Events Office
Approval for Submission
Initials Date
Chair SMT h^rffo Department Chief v 1 tffiaj ^ Chief Administrative Officer m jpoundolt3
bl-lS
Appendix A
ram
April 20 2015
Members of Brampton Council 2 Wellington Street West Brampton ON L6Y 4R2
I am writing on behalf of Carabram Bramptons Multicultural Festival now in its 32nd year
As some of you know we have appeared twice before council looking for support for this years festival July 1011 and 12
We have met with City Staff and understand the new approach that Council plans to introduce for grant making in 2016 We also recognize that 2015 is a transitional year and believe that we are able to take some specific steps this year to provide efficiencies while we consider a new strategic approach to the festival in 2016 and beyond
We are asking for your support in 2015 Our request will reduce the citys contribution by $42000 Here are the key details
bull The Festival will be concentrated in three locations representing East Central and West Brampton
bull The City reduces rent by 50 the normal hourly rate for these three facilities Brampton Soccer Centre Century Gardens and South Fletchers Sportsplex
bull The City provides all necessary staff and furnishings including a main stage at each of the three facilities
bull Brampton Transit provide shuttle busses to move patrons from location to location throughout the weekend
Post Carabram 2015 we will be conducting a series of strategic workshops to create a more strategic approach to future festivals
GV2-1
Facility rental transit and marketing proposals for 2015 include the following estimates
2014 2015 NOTES and CONDITIONS Grant Proposal
Facility Rentals 30000 14500 The value of the offer is not to exceed
$14500 Includes awards night room rental
Equipment Rentals 8000 8000 Intended to cover rental costs for additional
furniture and stages
Transit Fees 25000 5000 Evaluations to be submitted along with the audited financial statement by Dec 31 2015
Fire Inspection Fees
2500 1000 Covers all pavilions
Marketing 47000 42000 A marketing plan with a breakdown on all planned efforts to be submitted to city staff by May 31 before funds can be released Citys Passport ad ($500) to be covered by this amount
TOTAL 112500 70500 City must receive an audited financial statement accompanied by a detailed summary of the 2015 event no later than December 31 2015
We understand going forward we need to consider a model with greater sustainability Moving pavilions to fewer sites allows us to consider more sponsorship
If you have any questions please ask
Best regards
Angela Johnson President Carabram
bl-lS
Appendix A
ram
April 20 2015
Members of Brampton Council 2 Wellington Street West Brampton ON L6Y 4R2
I am writing on behalf of Carabram Bramptons Multicultural Festival now in its 32nd year
As some of you know we have appeared twice before council looking for support for this years festival July 1011 and 12
We have met with City Staff and understand the new approach that Council plans to introduce for grant making in 2016 We also recognize that 2015 is a transitional year and believe that we are able to take some specific steps this year to provide efficiencies while we consider a new strategic approach to the festival in 2016 and beyond
We are asking for your support in 2015 Our request will reduce the citys contribution by $42000 Here are the key details
bull The Festival will be concentrated in three locations representing East Central and West Brampton
bull The City reduces rent by 50 the normal hourly rate for these three facilities Brampton Soccer Centre Century Gardens and South Fletchers Sportsplex
bull The City provides all necessary staff and furnishings including a main stage at each of the three facilities
bull Brampton Transit provide shuttle busses to move patrons from location to location throughout the weekend
Post Carabram 2015 we will be conducting a series of strategic workshops to create a more strategic approach to future festivals
GV2-1
Facility rental transit and marketing proposals for 2015 include the following estimates
2014 2015 NOTES and CONDITIONS Grant Proposal
Facility Rentals 30000 14500 The value of the offer is not to exceed
$14500 Includes awards night room rental
Equipment Rentals 8000 8000 Intended to cover rental costs for additional
furniture and stages
Transit Fees 25000 5000 Evaluations to be submitted along with the audited financial statement by Dec 31 2015
Fire Inspection Fees
2500 1000 Covers all pavilions
Marketing 47000 42000 A marketing plan with a breakdown on all planned efforts to be submitted to city staff by May 31 before funds can be released Citys Passport ad ($500) to be covered by this amount
TOTAL 112500 70500 City must receive an audited financial statement accompanied by a detailed summary of the 2015 event no later than December 31 2015
We understand going forward we need to consider a model with greater sustainability Moving pavilions to fewer sites allows us to consider more sponsorship
If you have any questions please ask
Best regards
Angela Johnson President Carabram
GV2-1
Facility rental transit and marketing proposals for 2015 include the following estimates
2014 2015 NOTES and CONDITIONS Grant Proposal
Facility Rentals 30000 14500 The value of the offer is not to exceed
$14500 Includes awards night room rental
Equipment Rentals 8000 8000 Intended to cover rental costs for additional
furniture and stages
Transit Fees 25000 5000 Evaluations to be submitted along with the audited financial statement by Dec 31 2015
Fire Inspection Fees
2500 1000 Covers all pavilions
Marketing 47000 42000 A marketing plan with a breakdown on all planned efforts to be submitted to city staff by May 31 before funds can be released Citys Passport ad ($500) to be covered by this amount
TOTAL 112500 70500 City must receive an audited financial statement accompanied by a detailed summary of the 2015 event no later than December 31 2015
We understand going forward we need to consider a model with greater sustainability Moving pavilions to fewer sites allows us to consider more sponsorship
If you have any questions please ask
Best regards
Angela Johnson President Carabram
