HomeMy WebLinkAboutCSD-11-159 - 2012 Community Grants complete1
Staff Report
Krr~.~-~~,i~iER CommunityServicesDepartment www.kitthenerta
REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: November 28, 2011
SUBMITTED BY: Jeff Willmer, Deputy CAO, Community Services
PREPARED BY: Kathleen Woodcock, Manager, Service Coordination &
Improvement (519-741-2597); Renate Willms, Supervisor of
Administration (519-741-2395)
WARD(S) INVOLVED: All
DATE OF REPORT: November 17, 2011
REPORT NO.: CSD-11-159
SUBJECT: 2012 COMMUNITY GRANTS
RECOMMENDATION:
That, subject to final 2012 budget approval, the 2012 budget for Community Grants Tiers
1, 2 and 3, in kind facility grants and travel assistance grants be set at $2,487,657 and
allocated as follows:
That 2012 Community Grants Tier 1 in the amount of $1,529,440 as outlined in
Appendix A to Report CSD-11-159 be approved for community groups.
That 2012 Community Grants Tier 1 in the amount of $749,747 as outlined in
Appendix B to Report CSD-11-159 be approved for minor sports organizations.
That the 2012 budget for Community Grants Tier 2 be set at $134,216.
That the 2012 budget for Community Grants Tier 3 be set at $10,737.
That the 2012 budget for In Kind Facility Grants and Travel Assistance Grants be
set at $7,517.
That a 2012 operating grant of $56,000 be confirmed to the Creative Enterprise
Enabling Organization, as previously resolved by Council on February 1, 2010.
BACKGROUND:
The community grants budget provides funding for Community Grants Tiers 1, 2 and 3, in kind
facility grants and travel assistance grants. Tiers 1, 2 and 3 grant recommendations are brought
forward annually for Council's consideration. In kind facility and travel assistance grants are
reviewed and processed by staff upon receipt.
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Staff Report
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REPORT:
This report provides a summary of these grant processes and makes recommendations with
respect to 2012 grant allocations for Tier 1 organizations and 2012 budgets for Tiers 2 and 3, in
kind facility and travel grants.
Community Grants Tier 1
Community Groups
The City of Kitchener provides a variety of grants to a number of organizations providing
municipal services in the areas of arts and culture, special events, sports and recreation, and
community support and development. The attached Appendix A identifies those organizations
and provides details including 2011 grant amounts, 2012 grant requests and recommended
grant allocations for 2012.
Grant requests were reviewed by staff and the increase recommended is a 2% inflationary
increase except for cases where an additional increase or decrease was deemed as justified
and/or uncontrollable. The multi-year agreements developed and signed with Tier 1
organizations generally include a 2% increase for 2012, subject to final budget approval, unless
other agreements are in place. The Tier 1 agreements set out City responsibilities, grantee
responsibilities, terms of agreement and clauses regarding liability, contract termination and
inclusivitylaccess. Agreements are in length from one to five years, with grant allocations being
subject to Council approval and budget availability annually.
Staff would like to highlight the following Tier 1 community group where a significant grant
increase is being recommended in this report:
The Multicultural Theatre (MT) Space
The report recommends that The MT Space is approved an additional annual grant of
$5,000 to assist with expenses related to the biennial theatre festival IMPACT, currently
funded through the Tier 2 grant process ($10,000 approved for the 2011 event). As the
IMPACT Festival is now a biennial event, it can no longer be considered for funding through
the Tier 2 grant process since Tier 1 organizations are eligible to apply for Tier 2 funding
only for one time, special events. Due to its success, the IMPACT Festival will be held
biennially with the next event scheduled for 2013. Therefore, if the City wishes to continue
to support this event, the funding for the festival must be transferred to the Tier 1 grant
process to satisfy the criteria of the Community Investment Policy. Staff recommends that
a grant of $10,000 be approved for the IMPACT Festival, divided into annual instalments of
$5, 000.
Minor Sports Organizations
The City of Kitchener provides grants to minor, non profit sports organizations who provide
instructional, intramural, recreational, inter-city (competitive) programs and/or opportunities to
Kitchener residents who are 18 years of age or younger. The attached Appendix B identifies
those organizations and provides details including 2011 grant amounts and recommended grant
allocations for 2012.
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Staff Report
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Minor sport organizations that receive Tier 1 funding from the City of Kitchener have applied for
and met the criteria for affiliation under the City of Kitchener's Minor Sports Affiliation Policy 1-
471. Each organization is reviewed annually by staff to ensure that these criteria are being met.
Grant requests were reviewed by staff and the increase recommended is a 2% inflationary
increase except for cases where an additional increase or decrease was deemed as justified
and/or uncontrollable. The multi-year agreements developed and signed with Tier 1
organizations generally include a 2% increase for 2012, subject to final budget approval, unless
other agreements are in place. The Tier 1 agreements set out City responsibilities, grantee
responsibilities, terms of agreement and clauses regarding liability, contract termination and
inclusivitylaccess. Agreements are in length from one to three years, with grant allocations
being subject to Council approval and budget availability annually.
Community Grants Tier 2
Community Grants Tier 2 are intended to provide assistance to not for profit
organizationslgroups that provide services within the City of Kitchener for the common good of
residents. Only organizations/groups providing municipal services in the areas of arts and
culture, special events, sports and recreation, and community support and development will be
considered for funding. Organizationslgroups applying for funding to the City of Kitchener for
the first time or those who have received a Tier 2 grant in previous years are eligible to apply.
Tier 1 organizations are eligible to apply for Tier 2 funding only for one time special projects or
events.
A Community Grants Tier 2 Peer and Staff Review Committee, comprised of community
representatives and staff, reviews applications as per a variety of assessment areas such as
community need, organizational need and capacity, partnership support and financial analysis.
This Committee allocates resources within budget availability and makes recommendations to
Council.
The application deadline for 2012 Tier 2 grants was Friday, November 4, 2011. A public
information session was held on October 19, 2011 to provide organizations an opportunity to
become familiar with the grant process and procedures. The Peer and Staff Review Committee
will review applications and make recommendations for 2012 funding, within the budget of
$134,216 as per the calculation outlined in the "Financial Implications" section of this report.
These recommendations will be brought forward for consideration at a February or March 2012
Community and Infrastructure Services Committee meeting.
Community Grants Tier 3
Also known as the "Community Services Innovation Investment Fund", Tier 3 programs and
projects are sponsored by the City of Kitchener in partnership with other community funders. As
a result of periodic meetings among funders in the community (e.g. United Ways, community
foundations, private foundations, other municipalities and other levels of government), staff will
investigate opportunities to collaborate on innovative projects with other funders and will provide
recommendations to Council for support.
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Staff Report
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In Kind Facility/Travel Assistance Grants
The City offers in kind (non cash) facility grants to groups and organizations providing a specific
event to the general public, intended for the common good of Kitchener residents, in the areas
of arts and culture, minor sports and recreation, and community support and development. In
kind facility grants are not intended for ongoing facility rentals for meetings or programming, but
rather for one time special events. The purpose of in kind facility grants is to waive facility rental
fees for events held at City of Kitchener facilities. Grants are intended to cover rental and staff
costs for a basic set-up.
The travel assistance grant applies to residents of the City of Kitchener, 18 years of age or
under, involved in non profit minor sports or cultural activities, who have qualified to compete in
sport championships/cultural events. Grants are intended to assist with the cost of travel to and
from the event location only, where round trip travel exceeds 500 kilometers.
In kind facility and travel assistance grant requests are received by staff and processed upon
receipt based on established criteria approved by Council.
Creative Enterprise Enabling Organization (CEEO)
In November 2009, Council received information from the Prosperity Council summarizing the
work of the Task Force on Creative Enterprise and proposed roles for the various levels of
government and the private sector in funding for creation and ongoing administration of an
"enabling organization" and an additional $3.0 million annual contribution to sustain arts and
culture organizations.
In December 2009, members of Council attended a joint Council meeting and participated in a
discussion of a presentation by the Prosperity Council Task Force on Creative Enterprise in
support of the November funding proposal. The Task Force reported on the work of its sub-
committees on vision, structure and resources, described two key recommendations
(establishment of a "Barnraisers' Council of Waterloo Region" and establishment of an "enabling
organization" for the creative sector) and reviewed its funding proposal.
On January 11, 2010, Community Services Committee received Report CSD-10-002 which
provided recommendations to respond to the funding proposal. That report was deferred to
permit consultation with the Arts and Culture Advisory Committee and to seek additional
information in response to the Committee's questions. This additional information was provided
to Council at the January 25, 2010 Community Services Committee meeting (Report CSD-10-
009}. Subsequently, on February 1, 2010, Council approved athree-year grant to the Creative
Enterprise Enabling Organization (2010 - $47,000; 2011 - $50,000; 2012 - $56,000). This report
recommends payment of the third instalment of $56,000 in 2012.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Community grants align with many strategic directions in the City of Kitchener strategic plan.
Alignments for each specific grant included in this report are indicated in the following table:
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Camrn unity Services Departm ent
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T pe of Communit Investment
Applicable Communit Priorit Relevant Strategic
Direction
Community Grants Tiers 1, 2 and 3 Quality of Life #3, #4
Leadership and Community Engagement #9
Diversity #2, #3
Dynamic Downtown #1, #4
Travel Assistance Grants Quality of Life #3, #4
Leadership and Community Engagement #9
In Kind (Non Cash) Facility Grants Quality of Life #3, #4
Leadership and Community Engagement #9
Environment #1
FINANCIAL IMPLICATIONS:
The 2012 budget recommended for Community Grants Tiers 1, 2 and 3, in kind facility and
travel assistance grants is $2,487,657, representing a 2.1 % increase over 2011. This report
recommends that the budget be allocated as follows:
2011 Grant 2012 Grant % Increasel
Grant Type Allocation Allocation Decrease Notes
Community Grants *$1,489,945 $1,529,440 2.65% Refer to Appendix A for details.
Tier 1 (community
groups) * Re-stated from $1,521,725 due to
transfer of Christkindl Market and
Christmas Fantasy grants to Special
Events operating budget in 2011.
Community Grants $734,326 $749,747 2.1 % Refer to Appendix B for details.
Tier 1 (minor sports
organizations)
Community Grants $144,340 $134,216 -7.0% The Tier 2 grant allocation varies
Tier 2 annually as the amount allotted to
this funding source is the balance
remaining after the other grant
sources included in this report have
been allocated their amounts.
2012 Tier 2 grant recommendations
will be brought forward at a February
or March 2012 CISC meeting.
Community Grants $10,516 $10,737 2.1 % Programs/projects to be sponsored
Tier 3 by the City in partnership with other
community funders; 2012 grant
recommendation to be brought
forward to CISC in 2012.
In Kind Facilityl $7,362 $7,517 2.1 % Grants are evaluated and processed
Travel Assistance by staff based on established criteria
Grants approved by Council.
Creative Enterprise $50,000 $56,000 12% Funding approved by Council on
Enabling February 1, 2010 (3-year agreement:
Organization 2010- $47,000, 2011 - $50,000,
2012 - $56,000).
TOTAL $2,436,489 $2,487,657 2.1%
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Staff Report
Krr~.~-~~,i~iER CommunityServicesDepartment www.kitthenerta
COMMUNITY ENGAGEMENT:
All Tier 1 grant recipients were informed of the department's recommendations for 2012 grant
allocations and were given the opportunity to attend the November 28, 2011 Community and
Infrastructure Services Committee meeting to speak to their grant requests.
The process for 2012 Tier 2 grants was advertised on the City's website, Leisure magazine and
in the fall issue of Your Kitchener. Previous Tier 2 grant recipients were also sent information
regarding the 2012 Tier 2 grant process, as were all Tier 1 grant groups.
ACKNOWLEDGED BY: Jeff Willmer, Deputy CAO, Community Services Department
AttanhmPnt~•
Appendix A: 2012 Community Grants Tier 1 -Community Groups
Appendix B: 2012 Community Grants Tier 1 -Minor Sports Organizations
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2012 Community Grants Tier 1
Applicant: tri-Pride Community Association Inc. (Annual tri-Pride Festival)
2011 Grant Approved by Council: $1,104 (in kind)
2012 Grant Recommendation: $1,126 (in kind)
Increase Recommended: 2%
2012 Grant Request: $9,000 ($7,500 cash; $1,500 in kind)
Increase Requested: 715.2%
Comments:
The City provides a Tier 1 grant to the tri-Pride Community Association to assist with
expenses related to hosting their annual tri-Pride festival in Victoria Park.
Tri-Pride is requesting an additional grant amount of $7,874, for a total grant of $9,000
($7,500 cash; $1,500 in kind} for their 2012 festival.
The event organizers have indicated that, as a result of a new City of Kitchener noise
restriction in Victoria Park approved by Council on March 28, 2011, the event can no longer
be held on Roos Island and they must find a new location for the event. Further details are
provided in the attached submission from tri-Pride.
Special Events staff is currently working with the event organizers to find a suitable
downtown location for the event. The event organizers are also in discussions with staff at
The Aud to determine if this venue is viable. Actual in kind costs for the event will depend on
the venue and cannot be estimated until a location and date are confirmed. Tri-Pride has
advised that the 2012 budget estimates they have prepared are based on the event being
held in downtown Kitchener.
Staff recommends that the grant increase not be approved as it cannot be accommodated
within the grant budget.
Any additional grant amounts approved for Tier 1 organizations from the community grants
budget will reduce the 2012 Tier 2 grant allocation accordingly.
8-15
tri-Pride Community Association Inc.
St, N,, Suite 13~ mailing anly~
Canada N2B 35~
November 9, 2011
ATTN: Renate lrllillms, Supervisor of Administration
Department of Community Services, City of Kitchener
20Q icing Street West, 7th Floor
Kitchener, antario Canada N2G 4G7
Dear Community and infrastructure Services Committee,
RE: 2012 Tier ~ Commuait~Grant
~~~
;;~Rs ~~ .
~sf , .
~~"~ ~°
:d~~ ~R~,
:rxa~~~
>$:'` ,v'
~~
~~~
~.
' ~ Ki#chen~t ~ Waieriao
7B-$71 Victoria
Kitchener QN,
The annual ~r1-Pride festival is a multicultural event in which ail citizens are invited to take part. Crowing steadily for more than 15 years, trr-Pride is
a significant asset to both this City's rainbow community as weal as our broader cultural mosaic. .
trr-Pride Community Association Inc. would like to appeal the 2012 Tier1 Grant allocation of ~r200 in~kind services fram the City of Kitchener, and
requests an increase of 1SOQ,QO in-bind services and 7500.Oa cash grant; the in-kind services represent additional city staff resources on the day
of, while the 75QO.OQ is all new and allows pant of the cash flow we require taensure tri-Pride happens and will not come fram another source,
The requested increase reflects irregular occurrences beyond our control, including;
1. In 2011, due to extreme, inclement weather, we chase to cancel the try-Pride 4utdaar Music Festival in consideration of public safetyr deeply
affecting our ability to generate revenue, cover all incurred costs, and satisfy our commitments to our Festival partners,lNe were proud to be
the last community festival to cancel in 1Naterloo Region that day;
2. in consideration of the new City of Kitchener noise by-law in Victoria Park, the tri-Pride Festival can no longer be held at its longstanding venue
of choice on Roos Island in Victoria Park, downtown Kitchener, and must find a new location suitable to accommodate x,000 visitors;
3. In 2012, the tri~Pride Festival must change its venue for the first time in 15 years, and we are committed to moving to an indoor~outdoor
capable location, preferably in downtown Kitchener.
The grant increase requested of the City of Kitchener is not the only increase required in support of this festival. Dur 2012 budget also reflects the
need far our corporate and municipal partnersr our fundraising effartsand aurprofit-generating activities to increase in scale as well. INe have
made every attempt to reduce the amount of increase requested of the City of Kitchener,
It should also be noted that in past years, the tri-Pride Festival has grown steadily and not requested any significant increases from the City of
Kitchener, This argani~ation has taken great pride in being primarily self-sustaining and sufficient, while other festivals within the area have
received far greater support.
Sincerely,
Thom Ryan, Director
on behalf afthe tri-Pride 2011 Board of Directors
Attachments: X012 tri-Pride Festival Budget with 20.0 tri-Pride Budget Comparison; 2010 tri-Pride Festival Financial Audited Statements din
lieu of 2011 statements which do not reflect a mare regular festival budget year.
8-16
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8-18
~'~n~~~tc:i~t1 t~t~~~~~~xt,~
Year }+,~~~~er~ ,1~~1y ~~, 2(~i(~
{ U-rrx~~rlr'r~rc! - ~~~ ~'V~~~~ce 7~~ l~~~r~der~
8-19
'1`~~~-~'~ID~~ ~~~I~~[~N~~`Y E1~~~~~~~CIN
It~(~~x tQ ~~I11~11iCi~~~ t~~te[~1e~~tS
~e~zr ~x~c~ed ,~u~~r ~~, 210
~ Ur~c~cr~li~c~r~ - ~~'e~~ rVr~~ic~e 7'v ~~c~~rrl~}r~
~1~7"~C~'I"~ RI1I~UFR
FIN~~NCI~I~ 5~'r~'I'~~~iI:N'I'~~
Stat~t~~e~t of Fir~~r~ct~~t i'c~s~rian
State~i»~it of ~h~n~~~ in ~1~t ~~ssets
~~atenl~i~t a~ I~~vent~cs clJ](~ Lxp~t]dltllf~,4
Natcs to ~~rzancia~ ~tat~~~i~nts
~'{ale
1
3
8-20
- }
i
C~1r.~~r~r~r-r~t~ ~~r~nr.~r~tc.~.,~ts~
{~r~ cf~c E~asas of ~r~fnr'trratic~tr ~r~vitlcc! ~y miri~i~g['',~~1~'rC~, 4~rc~l~avr~ cn~7~gilc~c! tf~c stt~leln~~rt cif t1~-at~c.~ia~ ~~c~siti~n cif Tri~
PrE~e C~~mrnr~rrity ~ssoci4tti~n ~~s ~t duly ~ 1, 2{~I~ ~~nd tf~e statcmc:r~ts t~f r~v~nuc,~ a~~d ~;x~~~~~clilures and cfr{~~~~cs in
nct assts tar tie ye{rr thc~« ct~~ia~i.
~Ve ~~av~: srnt pt~rfori~~e~f ~~n t~u~iit or a r~vit;w ~~~~a~c~Er7~rit i~~ respcc;t c}f't~cs~: !"mar~ciaf s~tz[c~ncn~s ~r«{.~, a~~c~rc3ir~~ly, wc;
c,~~~•c~ss no tresr~r~rrrcc c~~cr'cc~n,
l~eaclcrs ~rr~ ca4rti~~7ec! th~rt l1~~sc s~tr~emc~xts n~{iy r~(~t f~~ ~l~prc~pri~rtc ~c~r ~1~cir ~r~r~r~scs.
~~
~Virtc~~loo, (~n4aric~ - ~Yrrrcrc~n ~cflcr ~ ~c~n~~an
{~~tabcr ~5, ~(~ l ~~ {:f7ar~e~~cd Accc~unt7nts
I~ic~nscc~ l'rrbiic Accu~~n~ir~~rs
~~t~(l !.)u~Ic~r~ !)rive, ~ui~c ~1-:~, ~1+'~~t~flt~r~, (~~~~~l~~ic~ ~?~,, ~~i-[7
C1~1~11~: t11~(1~~C~111~#,4ll~+r,~~~1.c:~~
i
8-21
'~'~I-P~~i~~C ~~~II~~UNIrC~ A~~QIf~'~'iU~i
~~€~te~~~ett~t~f ~ii~azi~t~~i Po~itio~~
Jujy 31, 2~1U
~Urlarr~ltEe~f - Sc~~ r1~o~ic~ Tu ~er~rf~r•)
~1~~~ ?fl~~~
t155~~
C [11~REN~'
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1'CCl}~11€~ G~'(~lL'I~SL'S
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I~~~1~~31`LI~'I~5 ~NI] N~~~' A~'>~~
C UIiRENT
accounts ~ay~b~c: ~t~d accrued li~l}ilities
Nl`~' ~15>1"I'S
~on~ribt~tc~l surplus
Gc~leral fund
'~ i~,~~~ ~ f 1,2?2
• ~~1~
.7'# 1 r~ ~ L
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3,~~1 3,~~ 1
1_S ~~U 7,~~~
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F 3,55 $ l ~,~ ~ ~
~rrrr~~ru~~ ~e~~cr- ~~ 'cafrrp~~ri ~,
22
'C`!~~-I'C~I~~C~ ~~~~~Cl~t~1NC'1'Y ~~~~C~~~'!`IC)~! .
L~lsrf~rnc~af ~~1' C~l~ar~~#;~.~~ en l~~t t~swets
Ye~~r Cinrle~~ ,]~~ly I, ~(iif~
~(l~tc~~rrlilc+r~ • ,7C'~' rVr~1~~`~ 7'r~ l~r~c[rl~~r~
Nft1'C -1~,~T -13I~G~N~rNr(r F ~'~?~rl ~~
~;~ccss cat' ~€;~+~E~uc t~u~:r ~x~7~.~~~~c~
`~i'alli 14~-~~,~~ ~ 11N i.F ~~~{ l ~1i~~4
7,~3? ~,(~~13
~~ I~,1~~ ~~ ~,~f7
Ccr~rxrxr'~~~t c~l~~~ C;t~rrr~r~~t~~,
8-23
r~,l~A~~ltllJi~ L~1^~~~4J11~~~,~ t1~i.14.+~~~{il~
tape:~~~r~t of'I~eve~~ii~~ rr~~d i~.xp~~a~lit~~r~s
Ye~~r ~~~~t~ecl ,~u~y 31} 2U~~
~ ~l~rcrr~r~ir~~~ - Sc~c ~Vorr"ce 'f r~ f~ecrct~r~
~~10 --- - ---- -- _ 2U~
~~1V~y~~
,~1d~~erti~in~ revcrtrte
~'1i13(irc~l~li1~
1~rid~ ~il~ t'~vellllt;
Spc~nsorship ~r~~~i {~r~n{rti~~~r r~v~rr~e
~~k'~~.~i~~t~5
~~ccour7tirr fc:c~
~~~r~rtising an~# 1~r~rt~oliorr
i~3~tti ~c;bts
~3ank char~~s arr~i `t»t~rest
i~~~ndrai~~r~~ ~~~per~s~
Zt~surancc
Uti#i~~ e~tp~r~~es
~'t~iti~ Day ~x~eras~,s
~~~~~i~l] ^!1`, ~~i Y li1~l1I~ 1.1 ! ~:+~\ P~2'~~~il~l:~~
~,55~ ,$ :#,~9#)
~~~}~'~~ 13,1 ~ 1
y~~US~#~ .,.~ ~,?7~
~~,7i~9 ~~,286
78~ 7~8
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73~ 3 ~~~
1,0~~ 75
~~,~28 l t~,~55
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cr~rrc~r•r~,r. e~~~r• ~~ ~'arrrp~~rr~y
8=24
'l'RZ-I'I~II~~~ C[~1~I1~~C1~'~`Y f~[~~~1~'~I~~
illotes Ire I~ ~~~~sn~ia~ t~~tcrx~ent,~
Year ~~~c~ec~ ,~u~y ;i 1, ?O i f}
~U~~r~irc~rr~r~ • ~~"~e ~~fr~ric~ 7~~ Rc~crr~~f')
I~G~~~~I~'I'I~N (~I{ ~~C~SrI~~~~~
'C'ri-]'ride Cc~i~7mur~ity a~so~i~rcir~r~ w~~s incc~r'~~or4~Cec~ un J;~~r~~ary lf~, ?{~[~3 ~~i~~~c~~rt s~t~rc ~api~~~~ ~i~ld~:~ Che
~~r~~vi~ir}ns o~ t~~~: ~r~x~~ri~ 63R~sin~ss a~~c~ratiur~s Act.
~'rrrrrc~r•r~1fi ~"~~~cyr• c~ ~io~xr~~arr~r
8-25