Loading...
HomeMy WebLinkAboutCSD-08-074 - International Children's Games Update and Future InvolvementJ R Community Services REPORT Report To: Community Services Committee Date of Meeting: September 29, 2008 Submitted By: Denise Keelan, Manager of Aquatics and Athletics, 2706 Prepared By: Denise Keelan, Manager of Aquatics and Athletics, 2706 Ward(s) Involved: All Date of Report: September 17, 2008 Report No.: CSD-08-074 Subject: INTERNATIONAL CHILDREN'S GAMES UPDATE AND FUTURE INVOLVEMENT RECOMMENDATION: That the outstanding debt from the City's participation in the 2005 International Children's Games in Coventry England, in the amount of $10,087 be funded from the Minor Sports discretionary fund, and, That in cooperation with the KW Sports Council, a Kitchener delegation be registered on an annual basis to attend future International Children's Games, subject to the approval of the General Manager of Community Services, ongoing community participation and pending the development of a community volunteer organization to support and assist in the management of the event; and further, That funding be allocated on an annual basis, through the Community Services Department budget to support one staff person to attend a maximum of one event per year, to act as the City of Kitchener representative responsible for the City's team at future International Children's Games. BACKGROUND: The International Children's Games "promote peace and friendship through sports to the world's youth". As the world's largest international, multi-sport youth games, the International Children's Games have allowed 24,000 children throughout 60 countries to compete internationally, experience new cultures and form lifelong friendships with fellow athletes. Participation in this event allows Kitchener minor sports teams opportunity to experience other cultures, sporting practices and network with countries regarding new and exciting sport initiatives. REPORT: The City of Kitchener has now participated in this event 5 of the last 6 years. In 2005, the city participated in the games in Coventry England. The budgeted figure to cover costs for this event was estimated at $28,000. Actual expenses totalled over $32,000. The attached chart shows the budgeted and actual figures from 2005. A number of factors contributed to the debt of these games that remain outstanding including: Report No: CSD-08-074 2 KW Sports Council at the time had committed to $8,000 of fundraising towards this event. Unfortunately no money was raised. The individuals from the committee at that time have left the organization. ~ Flight and travel costs were more expensive than anticipated. Athletes and coaches received outside grant funding directly rather than the funding flowing through the volunteer organization. Since 2005, the KW Sports Council and City of Kitchener staff have taken measures to ensure that deficits are not experienced in future years. The recommendation that this balance be forgiven will support and allow the participating groups a clear starting point for future involvement. A minor sport discretionary account is used for emergencies and needs from sport groups that arise unexpectedly. There is currently sufficient funding in the discretionary account to pay off this debt. Future Involvement Currently the approval to attend these games requires Council endorsement each year. The International Children's Games organization invites the municipality to participate in these games. A letter of invitation is sent to the Mayor of participating cities and it is a requirement that the municipality approve the participation; a sport organization cannot attend the games in isolation of a municipality's approval. The City of Kitchener has a number of ways in which participation may occur. Our role as staff may vary year to year as follows: Full Representation: Based on the level of community involvement, location of the event and the sport group's level of experience in international tournaments this would be a situation were a city representative, and potentially a Head of Delegation attend the games. For example, in the event that the sporting groups are inexperienced at international travel and tournaments, a city representative would assist in the work at the games. The staff representative may vary in order to allow for leadership development and experience throughout our department. The Head of Delegation is optional for attending. However, a member of Council with a distinct interest in the hosting city and / or sport organizations may choose to attend. Advantages to this option are numerous. Staff is afforded the opportunity to speak with other countries and cultures on their sporting practices, their facilities, volunteer practices and recreational strategies. It also provides direct staff support and expertise to those groups attending the event, during its duration. Participation with no City Representation: In the event that the games were hosted in a neighbouring municipality, the sport volunteer organisation had a strong group of experienced volunteers, or due to a lack of capacity, the city of Kitchener could authorise the participation and appoint a non staff person representative to act as the Head of Delegation. This may occur in future games as our volunteers and sport groups gain experience at these events. Staff would need to ensure that this would only occur where the volunteer group is very competent and there is comfort that the proper support to the groups attending the event is ensured. No Participation in the Games: A specific upcoming ICG may occur that the city has no interest, the necessary resources„ or does not have the community support to attend. The City would therefore not send any participating teams or delegation. To streamline the invitation process and allow for our department to make the decision we ask that Council consider the recommendation that would allow the General Manager the authority to determine the participation level each year. Key Facts and Highlights In 2007 the city successfully sent a delegation to Reykjavik Iceland with no outstanding debt or balance owing. In 2008 the city sent a delegation to San Francisco and was successful in the budgeting and expenses for these games. Report No: CSD-08-074 3 ~ Some participating cities do not send a city representative or head of delegation. CSD staff view this experience as a training and leadership opportunity as well a means of providing support to our sport groups who may wish to participate. We recommend one staff attend when deemed appropriate, with the understanding that the staff person may be a different individual, each set of games to allow for growth within the Community Services Department. ~ At present, based on the recent Sport Tourism strategy and the staffing resources available in our department, there is no immediate intent or commitment for the City of Kitchener to host a future set of International Children's Games. ~ The upcoming ICG for 2009 have 2 potential dates for participation. In February of 2009 a winter games is scheduled in Riviera Switzerland. The summer games are booked for Athens, Greece in July of 2009. Our level of commitment for 2009 and future years will be community driven and attendance at any set of games is contingent on the minor sport commitment to provide volunteers. ~ All meals and accommodations for each city delegation are paid for by the host community. ~ Athlete and coaches expenses are paid for by parents and the participating minor sport organization. ~ The KW Sports Council has agreed to pay the team entry fee and to assist the families with fundraising. FINANCIAL IMPLICATIONS: It is recommended that the 2005 debt be paid out using the minor sport discretionary fund within the Athletics budget, which is to be used for minor sport needs in emergency situations. This fund is currently at $17,705.92. The Community Services Department believes that covering this debt will not impact on any future needs of sport groups in this calendar year. The yearly cost to send one city representative to these games would be a maximum of $2,500. The Athletic budget would be able to cover the costs for a staff person to act on behalf of the department. Should a member of Kitchener council wish to attend as Head of Delegation, we recommend those costs would be supported through a separate council fund. Participating sports organizations are often, but not restricted to, affiliate sports groups with the City of Kitchener. The City of Waterloo provides financial assistant to the Waterloo athletes through their travel grant program. CONCLUSION: Support of this recommendation will clear the outstanding debt from the 2005 games. The volunteers currently committed to support of these games are hoping for closure on this balance. Ongoing commitment from council will allow athletes and coaches an opportunity to participate in future international ICG competitions. In discussion with coaches and parents that have participated in previous years the overwhelming observation is that this experience creates an invaluable life altering change in the young athlete. The community enthusiasm and commitment is growing based on the last 2 years successful participation. The funding commitment is worthwhile to support the international interactions, tremendous learning and leadership development. Denise Keelan Manager of Athletics and Aquatics 2005 International Children's Games Income Statement Bu~cd et Actual KW Sports Council Donation Sports Groups Donation Kitchener Sports Donation(given to athletes / as opposed to city as revenue) City of Kitchener Donation Breithaupt Centre Snack Bar Donation Minor Donations Total Fundraising Donation Revenue Expenses Wages & Benefits Postage Travel & Accomodation Expenses Food Program Supplies Uniform Purchases Printing Total Expenses Total Fundraising Donation Revenue Less Total Expenses $ 8, 000.00 $ - 8,000.00 15,814.00 8, 000.00 - 4,000.00 5,000.00 1,000.00 - 985.00 $ 28,000.00 $ 22,799.00 $ 300.00 $ 35.39 200.00 90.95 21,225.00 28,294.51 2,500.00 470.64 200.00 755.77 3,200.00 2,521.42 375.00 718.20 $ 28,000.00 $ 32,886.88 $ - $ (10, 087.88} l/arianr_A -$ 8, 000.00 7,814.00 - 8, 000.00 1,000.00 1,000.00 985.00 -$ 5,201.00 $ 264.61 $ 109.05 -$ 7, 069.51 $ 2, 029.36 -$ 555.77 $ 678.58 -$ 343.20 -$ 4,886.88 $ (10, 087.88)