REPORT - Peace River Regional District

REPORT

Staff Initials: Dept. Head: CAO: of 2

To: Chair and Directors Date: July 16, 2019

From: Lyle Smith, Chief Financial Officer

Subject: Special Event Grant - Grizzly Valley Saddle Club

RECOMMENDATION: That the Regional Board provide direction on how to proceed with the grant request from the Grizzly Valley Saddle Club in the amount of $1,550 to assist with the Grizzly Valley Horse Show being held on August 23-25, 2019 in Tumbler Ridge.

BACKGROUND/RATIONALE: The Grizzly Valley Horse Show is a regional event that is part of the larger Peace Country Circuit. The show will be host to approximately 125 entries from BC and Alberta bringing in upwards of 800 spectators from Valleyview, Beaverlodge and Fort St. John to the Peace Region. This event offers opportunities for both youth and adult competitors to participate in a number of equestrian events such as jumping, trail, equitation, pleasure and showmanship. The Grizzly Valley Saddle Club is a not-for profit-society registered and in good standing with the Societies Act. This event qualifies as a Special Event as it has not been funded by the Regional Board within the last five years as indicated in the eligibility requirements outlined in the Grants to Community Organizations, Special Events policy (attached). For reference, other Special Event Grants approved in 2019 are: BC Peace Predators Female Hockey – Midget Girls Provincials $3,000 North Peace Rod and Gun Club - BCWF Annual Conference and AGM $2,500 High School Rodeo of BC, North Region – Senior Provincials $2,500

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

Community Organizations, Special Event Grants to be issued to the Grizzly Valley Saddle Club to assist with the Grizzly Valley Horse Show being held on August 23-25, 2019 in Tumbler Ridge.

2. That the Regional Board: a. authorize a grant in the amount of $1,550, payable from Grants to Community

Organizations, Special Event Grants to be issued to the Grizzly Valley Saddle Club to assist with the Grizzly Valley Horse Show being held on August 23-25, 2019 in Tumbler Ridge; and

b. waive the Special Events policy which limits total grants for special events to $11,000

3. That the Regional Board respectfully deny the grant application from the Grizzly Valley Saddle Club and provide no grant funding for the Grizzly Valley Horse Show taking place in Tumbler Ridge from August 23 to 25, 2019.

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Report – Request for Special Events Grant - Grizzly Valley Saddle Club July 16, 2019

of 2

4. That the Regional Board provide further direction.

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 specifically for Special Event Grants. At the writing of this report, the balance remaining in the allocation is $3,000, with one other grant application request in the amount of $1,500 pending approval, and if approved will result in an available balance of $1,500.

The Regional Board may choose to approve amounts that exceed the amounts identified in the Special Events policy, which would necessitate a policy waiver and a reduction to another expense budget such as Grants to Community Organizations, Annual Events ($9,000 with an available balance of $8,000).

COMMUNICATIONS CONSIDERATION(S): The applicant will be advised of the Board’s decision in writing and will be asked to ensure the

Regional District is recognized for their contribution as per the PRRD Recognition Guidelines if approved.

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

OTHER CONSIDERATION(S): None Attachments:

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

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PEACE RIVER REGIONAL DISTRICTGrants to Community Organizations

- Special Event Grant Application Form -

N ame of Organization: __________________________________________________

A ddress __________________________________________________(include postal code):

Name of Contact Person: __________________________________________________

Telephone Number: __________________________________________________

E mail address: __________________________________________________

S ociety Registration #: __________________________________________________

N ame of Event: __________________________________________________

Type of Event: __________________________________________________

G rant request amount: $_________________________________________________

Has your organization applied forfunding from another source? Yes ______ No _________

Who will it serve: __________________________________________________

How many will attend: __________________________________________________

What is economic benefit to area: ___________________________________________

________________________________________________________________________

________________________________________________________________________

This application must include the previous year’s financial statements, if available, and an eventbudget.

The applicant must submit within ninety (90) days of event completion a final financial statement for the event.

OFFICE USE ONLY:

Amount approved: $______________ GL Code: ______________________

Date: __________________________

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Halter Classes

8. Halter W Geldings 3 & under

9. Halter W Mares 3 & under 10. Halter W Geldings 4 & over

11. Halter W Mares 4 and over

Showmanship

12. Showmanship W Senior 13. Showmanship W Int. 14. Showmanship W Junior

30 Minute Break

Western Pleasure

15. Western Pleasure W Green horse/rider

16. Western Pleasure W Senior 17. Western Pleasure W Int. 18. Western Pleasure W Junior 19. Western Pleasure W Stakes

Western Equitation

20. Western Equitation W Senior 21. Western Equitation W Int. 22. Western Equitation W Junior 23. Western Command W Open

30 Minute Break

English Pleasure

24. English Pleasure W Green Horse/Rider

25. English Pleasure W Senior 26. English Pleasure W Int. 27. English Pleasure W Junior 28. English Pleasure W Stakes

English Equitation

29. English Equitation W Senior 30. English Equitation W Int. 31. English Equitation W Junior 32. English Command W Open

Sunday, August 25, 2019 Show starts at 9:00 am

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REPORT - Peace River Regional District

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