Regular Council Meeting

DISTRICT OF TOFINO REGULAR COUNCIL MEETING

Council Chamber, Municipal Office 2016-February-23 at 10:00 AM

AGENDA

Click here for the District of Tofino 2015-2018 Strategic Plan Page

1. CALL MEETING TO ORDER

2. ADOPTION OF AGENDA

3. ADOPTION OF MINUTES 4 - 8 3.1 Minutes of the Regular Council Meeting held February 2, 2016 Recommendation: THAT the minutes of the regular Council meeting held February 2, 2016 be adopted. Regular Council - 02 Feb 2016 - Minutes

4. BUSINESS ARISING FROM THE MINUTES 9 - 14 4.1 Terms of Reference - Seasonal Worker Housing Consultant (Report from CAO)

Resolution No. 31/16 Moved by Mayor Osborne and Seconded by Councillor Thicke THAT staff prepare a terms of reference to engage a consultant to assist on the issue of seasonal worker housing, and bring the terms of reference forward at the February 23, 2016, regular Council meeting.

2016-02-23 Draft - RFP - Seasonal Worker Housing

5. ANNOUNCEMENTS FROM THE MAYOR

6. DELEGATIONS 15 6.1 Delegation Request from Island Health regarding Health at the Local Level - Dr. Paul Hasselback, Medical Health Officer for Central Island Delegation Request - Dr. P. Hasselback (Island Health)

16 6.2 Delegation Request from Tofino Long Beach Chamber of Commerce regarding the Tofino Ambassador Program - Jen Dart, Executive Director Delegation Request - J. Dart (TLBCC)

7. CORRESPONDENCE FOR INFORMATION ONLY

8. CORRESPONDENCE REQUIRING ACTION

9. TABLED ITEMS

10. UNFINISHED BUSINESS

February 23, 2016 Regular Council Agenda Page 1 of 238 11. REPORTS 11.1 Verbal Report from Mayor Osborne regarding Council's meeting with the Tofino Recreation Commission

[Addenda] 17 - 40 11.2 Housing Agreement Bylaw - Ventura - 511 Campbell Street (Report from Community Sustainability) Recommendation: THAT “District of Tofino Housing Agreement Bylaw No. 1217, 2016” be introduced and read a first, second and third time. 2016-02-23 RTC Ventura Housing Agreement Bylaw 2016-02-23 RTC Ventura Housing Agreement Bylaw - Appendix 1 2016-02-23 RTC Ventura Housing Agreement Bylaw - Schedule 1

41 - 51 11.3 Land Use and Procedures and Fee Bylaw Amendment (Report from Community Sustainability) Recommendation: THAT “District of Tofino Land Use and Procedures and Fee Amendment Bylaw No. 899.06, 2016” be introduced and read a first, second and third time. 2016-02-23 RTC Land Use and Procedures and Fee Bylaw Amendment 2016-02-23 RTC Land Use and Procedures and Fee Bylaw Amendment - Appendix 1

52 - 58 11.4 Zoning Bylaw Amendment - Close - 1475 Braiden Road (Report from Community Sustainability) Recommendation: THAT “District of Tofino Zoning Amendment Bylaw No. 1218, 2015” be read a second time.

AND THAT the District of Tofino accepts a 2 metre wide Statutory Right of Way along Braiden Road adjacent to the subject property and supports relief from strict compliance, pursuant to Section 75 (1)(c) of the Land Title Act, for access to water at the time of subdivision. 2016-02-23 RTC Close - Zoning Amendment (2nd) – 1475 Braiden Road 2016-02-23 RTC Close - Zoning Amendment (2nd) – 1475 Braiden Road - Appendix 1

59 - 71 11.5 Fire Protection Service Agreement Long Beach Airport (Report from Fire Chief) Recommendation: THAT Council endorse the Fire Protection Service Agreement between the District of Tofino and the Alberni Clayoquot Regional District substantially in the form attached as “Appendix 1” to the staff report “Fire Protection Agreement Long Beach Airport” dated February 23, 2016;

AND THAT the Mayor and Corporate Officer be authorized to execute the Fire Protection Service Agreement for the Long Beach Airport. 2016-02-23 RTC Fire Protection Agreement LBA 2016-02-23 RTC Fire Protection Agreement LBA - Appendix 1

72 - 232 11.6 RMI Event Granting (Report from Resort Municipality Initiative Services) Recommendation: THAT the 2016 RMI Event Support Grants be awarded, subject to any terms and conditions, as follows:

(Funding to be determined by Council at the February 23, 2016 regular Council meeting.) 2016-02-23 RTC 2016 RMI Event Grant Submissions District of Tofino Event Grant Policy 2016 RMI Event Support Grant Matrix

Applications: Bird's Land 2016 RMI Grant Application Bruhwiler Kids Classic 2016 RMI Event Grant Application Carving On the Edge Festival 2016 RMI Event Grant Application Clayoquot Oyster Festival 2016 RMI Event Grant Application Clayoquot Salmon Festival 2016 RMI Event Grant Application Clayoquot Sound of Freedom 2016 RMI Event Grant Application Cultural Heritage Festival 2016 RMI Event Grant Application Events Co-ordinator for Surfrider 2016 RMI Event Grant Application February 23, 2016 Regular Council Agenda Page 2 of 238 Pacific Rim Whale Festival 2016 RMI Event Grant Application Queen of the Peak 2016 RMI Event Grant Application Rip Curl Pro 2016 RMI Event Grant Application Tofino Boardwalk 2016 RMI Event Grant Application Tofino Clayoquot Heritage Museum Official Opening 2016 RMI Event Grant Application Tofino Food and Wine Festival 2016 RMI Grant Application Tofino Lantern Festival 2016 RMI Event Grant Application Tofino Paddle Surf Qualifier 2016 RMI Event Grant Application Tofino Public Market 2016 RMI Event Grant Application Tofino Salt Water Classic 2016 RMI Event Grant Application Tofino Shorebird Festival 2016 RMI Event Grant Application Tofino SUP Challenge 2016 RMI Event Grant Application West Coast Farm and Garden Show 2016 RMI Event Grant Application Woof-fit Tofino 2016 RMI Event Grant Application

11.7 Committee of the Whole Recommendation regarding Parking Facilities (January 25, 2016 CoW meeting) Recommendation from January 25, 2016, CoW: THAT user-pay parking be reintroduced at the municipal office lots and at Tonquin Park Road;

AND THAT staff be authorized to bring forward necessary agreements and bylaw amendments.

233 - 234 11.8 Special Committee of the Whole Minutes: THAT the minutes of the special Committee of the Whole meeting held February 3, 2016 be adopted. Special Committee of the Whole - 03 Feb 2016 - Minutes

12. BYLAWS

13. NEW BUSINESS 235 - 238 13.1 Request for Letter of Support - RCMP Detachment Recommendation: THAT the District of Tofino Council thanks the RCMP for their attendance at the February 3, 2016 Special Committee of the Whole meeting;

AND THAT District of Tofino Council reaffirms its support for the new Tofino Detachment as presented at the November 10, 2015 regular Council meeting. 2015-11-10 Tofino RCMP 3D Rendering Presentation

14. 15 MINUTE QUESTION PERIOD

15. IN CAMERA 15.1 THAT the meeting be closed to the public pursuant to sections 90(1)(a)(c)(e) and (k) of the Community Charter to discuss matters relating to:  personal information of an individuals who holds or is being considered for a position as an officer or employee  personal information of individuals being considered for a Council committee appointment  employee relations [Addenda]  the acquisition, disposition or expropriation of land or improvements  negotiations and related discussions respecting the proposed provision of a municipal service.

16. RECONVENE FROM IN CAMERA MEETING

17. ADJOURNMENT

February 23, 2016 Regular Council Agenda Page 3 of 238 REGULAR MEETING DISTRICT OF TOFINO COUNCIL

February 2, 2016 at 10:00 AM Council Chamber

MINUTES

PRESENT: Mayor J. Osborne Councillors Anderson, Baert, Blanchette, McMaster (Via Telephone), Thicke, Thorogood Robert MacPherson, Chief Administrative Officer Jane Armstrong, Manager of Corporate Services April Froment, Manager of RMI Services Elyse Goatcher-Bergmann, Office Assistant Katherine Loiselle, RMI Festival and Event Services Assistant Press, Public

1. CALL MEETING TO ORDER

Mayor Osborne called the meeting to order at 10:00 a.m.

2. ADOPTION OF AGENDA

Resolution No. 25/16 Moved by Mayor Osborne and Seconded by Councillor Thicke THAT the February 2, 2016 regular agenda be amended by removing item 11.3 - Special Event Permit Shaper Studios Self-Shaper Surf Contest. CARRIED

Resolution No. 26/16 Moved and Seconded by Councillors Blanchette/Anderson THAT the February 2, 2016 regular Council agenda be adopted as amended. CARRIED

3. ADOPTION OF MINUTES

3.1 Minutes of the Regular Council Meeting held January 12, 2016

Resolution No. 27/16 Moved and Seconded by Councillors Blanchette/Baert THAT the minutes of the regular Council meeting held January 12, 2016 be adopted. CARRIED

3.2 Minutes of Special Council Meeting held January 19, 2016

Resolution No. 28/16 Moved and Seconded by Councillors Thicke/Blanchette THAT the minutes from the special Council meeting held January 19, 2016 be adopted. CARRIED

4. BUSINESS ARISING FROM THE MINUTES None

February 2, 2016 Regular Council Meeting Minutes Page 1 of 5

Page 4 of 238 5. ANNOUNCEMENTS FROM THE MAYOR

Mayor Osborne advised of a recent Town Hall meeting with the B.C. Senior's Advocate, Isobel Mackenzie, on January 29th, 2016, at the Tofino Legion. The Advocate discussed her role, seniors’ concerns, home care issues, and access to seniors’ services and housing.

6. DELEGATIONS None

7. CORRESPONDENCE FOR INFORMATION ONLY None

8. CORRESPONDENCE REQUIRING ACTION

8.1 Correspondence from Central Westcoast Forest Society Requesting a Letter of Support

Resolution No. 29/16 Moved and Seconded by Councillors Blanchette/Anderson THAT Council supports the Central Westcoast Forest Society's application for funding to the Pacific Salmon Foundation to continue their work in the English Cove Watershed. CARRIED

Resolution No. 30/16 Moved and Seconded by Councillors Thicke/Blanchette THAT the Central Westcoast Forest Society be invited to appear as a delegation at a future Council meeting to provide an update of their work and plans for future culvert replacements. CARRIED

9. TABLED ITEMS None

10. UNFINISHED BUSINESS None

11. REPORTS

11.1 Verbal Report from Councillor Baert regarding the Community Economic Development Advisory Committee (CEDAC)

Councillor Baert delivered a verbal report regarding the recent, informal meeting of CEDAC. In her report, Councillor Baert also informed Council that the Committee had formed a focus group and had invited external stakeholders to engage in discussions regarding seasonal worker housing.

Councillor Thicke left the meeting at 10:30 a.m. and returned at 10:31 a.m.

February 2, 2016 Regular Council Meeting Minutes Page 2 of 5

Page 5 of 238 11.2 Special Event Permit Joel Tudor Duct Tape Invitational (Report from Resort Municipality Initiative Services)

Resolution No. 32/16 Moved and Seconded by Councillors Baert/Blanchette THAT staff be authorized to issue a special event permit for the use of both Cox Bay and North Chesterman Beach parking lots and beach access paths to organizers of the Joel Tudor Duct Tape Invitational event scheduled to be held May 7 & 8, 2016 including the following conditions:  Proof of permission from the Ministry of Forests, Lands and Natural Resource Operations to use the foreshore.  Provision of a $500 refundable damage deposit.  Provision of a certificate of insurance naming the District of Tofino as additional insured. CARRIED

11.3 Special Event Permit Surf's Up for Autism (Report from Resort Municipality Initiative Services)

Resolution No. 33/16 Moved and Seconded by Councillors Baert/Anderson THAT staff be authorized to issue a special event permit for the use of the North and South Chesterman Beach parking lots and beach access paths to organizers of the Surf’s Up for Autism event scheduled to be held on September 10 and 11, 2016 including the following conditions:  Proof of permission from the Ministry of Forests, Lands and Natural Resource Operations to use the foreshore.  Provision of a $1,000 refundable damage deposit.  Provision of a certificate of insurance naming the District of Tofino as additional insured. CARRIED

11.4 Special Event Permit Pacific Rim Whale Festival Parade of Wonders (Report from Resort Municipality Initiative Services)

Resolution No. 34/16 Moved and Seconded by Councillors Baert/Blanchette THAT staff be authorized to issue a special event permit to organizers of the Pacific Rim Whale Festival for temporary street closures, as outlined in the staff report “Special Event Permit Application – 2016 Pacific Rim Whale Festival” dated February 2, 2016, to accommodate the Parade of Whales and Wonders scheduled to take place on Saturday, March 12, 2016 between 9:00 am and 11:30 am, subject to organizers receiving permission from the Ministry of Transportation and Infrastructure, including the following conditions:  Provision of traffic management plan.  Provision of a certificate of insurance naming the District of Tofino as additional insured. CARRIED

11.5 Committee of the Whole

Resolution No. 35/16 Moved and Seconded by Councillors Blanchette/Thicke THAT the minutes of the Committee of the Whole meeting held January 25, 2016 be received. CARRIED

Resolution No. 36/16 Moved and Seconded by Councillors Blanchette/Thicke THAT Council review resolution No. 254/14 regarding the Tofino - Tla-o-qui-aht Higher Learning Initiative and revise the letter of intent as appropriate, to be completed by the end of March, 2016. CARRIED

February 2, 2016 Regular Council Meeting Minutes Page 3 of 5

Page 6 of 238 11.6 Design Review Panel

Resolution No. 37/16 Moved and Seconded by Councillors Baert/Thicke THAT the minutes of the Design Review Panel meeting held January 7, 2016 be received. CARRIED

11.7 Tofino Recreation Commission

Resolution No. 38/16 Moved and Seconded by Councillors Blanchette/Thorogood THAT the minutes of the Tofino Recreation Commission meeting held January 20, 2016 be received. CARRIED

Resolution No. 39/16 Moved and Seconded by Councillors Thicke/McMaster THAT Council attend the Tofino Recreation Commission meeting scheduled for February 17, 2016. CARRIED

12. BYLAWS

None

13. NEW BUSINESS

None

14. 15 MINUTE QUESTION PERIOD

None

15. IN CAMERA

Resolution No. 40/16 Moved and Seconded by Councillors Baert/Blanchette THAT the meeting be closed to the public pursuant to sections 90(1)(a)(c)(e) and (j) of the Community Charter to discuss matters relating to:  personal information about an individual who holds or is being considered for a position as an officer, employee or agent  employee relations  the acquisition, disposition, or expropriation of lands or improvements  information that is prohibited from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act CARRIED

16. RECONVENE FROM IN CAMERA MEETING

Resolution No. 45/16 Moved and Seconded by Councillors Thicke/Anderson THAT Council rise without report and return to the open meeting. CARRIED

February 2, 2016 Regular Council Meeting Minutes Page 4 of 5

Page 7 of 238 17. ADJOURNMENT

Resolution No. 46/16 Moved and Seconded by Councillors Thicke/Thorogood THAT the meeting be adjourned at 2:30 p.m. CARRIED

CERTIFIED CORRECT:

Josie Osborne, Mayor Robert MacPherson, Corporate Officer

February 2, 2016 Regular Council Meeting Minutes Page 5 of 5

Page 8 of 238

DISTRICT OF TOFINO REQUEST FOR PROPOSAL PROFESSIONAL SERVICES

SEASONAL WORKER HOUSING Scoping and Finance

Issued date:

Closing Location:

District of Tofino

P.O. box 9

121 – 3rd Street

Tofino BC V0R 2Z0

Page 9 of 238 DISTRICT OF TOFINO Seasonal Worker Housing- Scoping and Finance

INSTRUCTIONS TO PROPONENT 1.1 Invitation

The District of Tofino (“The District”) invites proposals from qualified individuals in accordance with the Request for Proposal documents. Evaluations of the proposals will be by the District’s Community Economic Development Committee (CEDAC).

Contact Person

The contact person for the District is:

Bob MacPherson, Chief Administrative Officer, telephone: 250 725-3229 ext. 27,

Email: [email protected]

1.2 Closing Time and Date

Two (2) completed hard copies and one (1) completed electronic copy (CD, DVD or USB) must be received before 3:00 PM, Pacific Time at the closing location identified on the front page of this RFP. Proposals sent by facsimile or email will not be accepted.

Proposals must be sent in sealed envelops with the outside of each envelop clearly marked:

Proponents name and address,

Proposal for Consulting Services for “Seasonal Worker Housing – Scoping and Finance”

Closing Time: 3:00 PM, Pacific Time, March 14, 2016

1.3 Late Proposals

Proposals will be marked with their receipt time at the closing location. Only completed proposals received and marked before closing time and date will be considered to have been received on time. Late proposals will not be accepted and will be returned to the Proponent. In the event of a dispute, the proposed receipt time as recorded at the closing location shall prevail whether accurate or not.

1.4 Addenda

If it comes to the attention of the District that an amendment is required to the RFP, the District will issue a written addendum to the RFP to all Proponents. Failure by the Proponent to address all addenda in the revised RFP may render a proposal invalid.

1.5 Changes to Proposal

By submission of a clear and detailed written notice, the Proponent may amend or withdraw their proposal prior to the closing date and time. Upon closing time, all proposals become irrevocable. The Proponent will

Request for Proposals – February 2016

Page 10 of 238 DISTRICT OF TOFINO Seasonal Worker Housing- Scoping and Finance

not change the working of its proposal after closing and no words or comments will be added to the proposal unless requested by the District for purpose of clarification.

1.6 Interviews

The Community Economic Development Advisory Committee (CEDAC) may, at its discretion, invite some or all of the Proponents to appear before the CEDAC to provide clarifications of their proposals.

1.7 Signature

The proposal should be signed by a person authorized to sign on behalf of the Proponent(s) and to bind the Proponent(s) to statements made in the proposal.

1.8 District’s Right to Modify Terms and Negotiate

The District reserves the right to modify the terms of the RFP at any time at its sole discretion. This includes the right to cancel this RFP at any time prior to entering into a Contract with the successful Proponent. The District reserves the right following the Closing Time and in accordance with the terms of this RFP, to negotiate with one or more Proponents any modifications or variation of the terms of the RFP, including any of the documents referred to in the definition of “Contract” herein or any modifications or variation of the terms of any proposal, including price, that the District considers to be in its best interests. For certainty and without limiting the foregoing, the District may, for the purpose of entering into a Contract with any Proponent, amend the description of the work included in this RFP so that it accurately reflects the services to be provided by the Proponent.

1.9 Definition and form of Contract

The receipt of an offer of services with a proposal wills not constitute a Contract. A Contract will not be entered into until the District accepts a proposal and the District and the Proponent enter into a full written Contract as result of this RFP. Only after a Contract is mutually agreed to and signed by both parties, will a Proponent acquire any legal or equitable rights and privileges.

1.10 Ownership of Responses

All documents, including reponses submitted to the District, become the property of the District. Disclosure of responses is subject to the provisions of the Freedom of Information and Protection of Privacy Act.

2. SCOPE OF SERVICES

2.1 Introduction

Tofino is a community of about 2,000 year-round residents living on the west coast of Vancouver Island, BC, at the western terminus of Highway 4. A popular visitor destination, Tofino's summer population swells to several times its winter size. To service the influx of visitors, Tofino relies on significant numbers of seasonal workers. Anecdotally, it has become increasingly difficult for seasonal workers to find reliable, affordable housing during the busy summer months.

Request for Proposals – February 2016

Page 11 of 238 DISTRICT OF TOFINO Seasonal Worker Housing- Scoping and Finance

2.2 Background

The District of Tofino has identified the delivery of affordable housing as a high priority in its 2015 – 2018 Strategic Plan. While there are many housing needs, the work contemplated in this RFP relates to housing that is likely to be occupied for only the busiest months by seasonal workers. The District is applying efforts elsewhere to address the need for year-round attainable housing.

2.3 Previous Studies and Reports

To assist the Proponent in preparing a proposal, a selection of reports and studies relative to Seasonal Worker Housing has been included in this RFP package as follows:

1) Housing Needs Assessment and Community Consultation Document 2) 2003 Affordable Employee Accomodation Survey

2.4 Objective

The District is committed to playing a supporting role in the community’s realization of Seasonal Worker Housing. However, it is understood that the District’s role will not include taking on financial risk to support the delivery of Seasonal Worker Housing.

Through its Community Economic Development Advisory Committee, the District wishes to facilitate the economic stability of the community by supporting research into the delivery of seasonal worker housing.

2.5 SCOPE OF WORK

2.5.1 Purpose

The purpose of the RFP is to select a qualified individual or consulting firm having experience and expertise in the area of housing development and finance.

2.5.2 Scope of Work

To enable the CEDAC to move forward in supporting Seasonal Worker Housing proposals are sought that:

• Identify and consult with stakeholders (businesses and organizations) that are prepared to participate financially in the delivery of affordable seasonal worker housing; • Quantify the extent of the demand for seasonal worker housing; • Identify a means of securing financial commitments from businesses interested in participating in the delivery of seasonal worker housing; • Identify alternatives for an existing body, or in the alternative, the creation of a new body to be a financially accountable and bankable entity that will be the owner / lessee and delivery agency for Seasonal Worker Housing; • Identify and pursue funding and in-kind opportunities available from senior levels of government and other agencies;

Request for Proposals – February 2016

Page 12 of 238 DISTRICT OF TOFINO Seasonal Worker Housing- Scoping and Finance

• In consultation with District staff, identify opportunities and barriers in the land use approvals process as related to seasonal worker housing.

Generally, the scope of work is to be completed in two (2) phases. Proponents are invited and encouraged to provide more detailed work plans and strategies based on their experience, expertise and understanding of the project in response to this RFP.

Phase 1: Review and Evaluation Services

The tasks to be performed during the completion of phase 1 shall include but are not limited to:

1. Assemble and review all existing information respecting housing needs in Tofino including: a. Tofino Housing Needs Assessment and Community Consultations on Housing Needs b. District of Tofino Affordable Employee Accommodation Survey c. Other 2. Conduct interviews with seasonal housing stakeholders including: a. The Tofino Long Beach Chamber of Commerce b. The Tofino Business Association c. Select local businesses d. Tla-o-qui-aht First Nations e. Local financial institutions f. Others as relevant 3. Prepare a summary of findings based on tasks 1 and 2 for presentation to CEDAC that includes options for an entity that can act as a financial and delivery agency for Seasonal Worker Housing.

Phase 2 - Completion:

Following input from the CEDAC, the proponent will undertake the following: 1. Work with stakeholders to establish an agency to deliver and finance seasonal worker housing or alternatively select an existing agency to deliver seasonal worker housing; 2. Identify funding partners and programs that CEDAC can pursue as appropriate; 3. Document a generic land-use approvals model that could be modified based on locations and proposed land uses.

2.5.3 Upset Price

The maximum price for the services noted in this $20,000 including disbursements.

3. Additional Services

The Proponent may be directed by the District to provide additional services which are otherwise not included in the original scope of services. These services will be provided at additional cost to the District.

Request for Proposals – February 2016

Page 13 of 238 DISTRICT OF TOFINO Seasonal Worker Housing- Scoping and Finance

4. PROPOSAL SUBMISSION AND EVALUATION

Proponents submissions will be evaluated and selected based on the following criteria:

• Project team experience; • Past performance on similar work; • Proposal methodology and deliverables; • Fee proposal.

5. GENERAL TERMS AND CONDITIONS

5.1 Proponents Expenses

Proponents are solely responsible for their own expenses in preparing, submitting proposals, and for any meetings, negotiations or discussions with the District or its representatives and contractors relating to or arising from this RFP.

5.2 Conflict of Interest

A Proponent shall disclose in its proposal any actual or potential conflicts of interest and existing business relationships it may have with the District, its elected or appointed officials or employees. The District may rely upon such disclosure.

Request for Proposals – February 2016

Page 14 of 238 Submitted January 15, 2016

Delegation Request

Name of delegate(s) and title, if applicable: Dr. Paul Hasselback, Medical Health Officer for Central Island Delegation Status: Representing an Organization Name of Organization, if applicable: Island Health Meeting type requested: Regular Council meeting Meeting date requested: 23 February, 2016 Suggested title of presentation / topic: MHO Report to Council

Provide a brief outline of your presentation: Health at the local level. Presentation of local health data and stats focused this year on: Increases in Alcohol consumption Rise in tragic outcomes from illicit drugs Changing environment for marijuana Increasing problem of prescription drug use Treatment options Role for local government

What outcome do you hope to achieve? Providing information to local governments on the above topics.

Do you wish to make a PowerPoint presentation? Yes

Contact person: Christal Lawson Address: 6475 Metral Drive City: Nanaimo Postal code: V9T 2L9 Phone: 250.739.6304 E-mail: [email protected]

Page 15 of 238 Received Feb.4, 2016

Delegation Request

Name of delegate(s) and title, if applicable: Jen Dart, Executive Director, Tofino-Long Beach Chamber of Commerce

Delegation Status: Representing an Organization

Name of Organization, if applicable: Tofino-Long Beach Chamber of Commerce

Meeting type requested: Regular Council meeting

Meeting date requested: 23 February, 2016

Suggested title of presentation / topic: Tofino Ambassador Program - year in review 2015, changes to the 2016 program

Provide a brief outline of your presentation:

I will present the 2015 Tofino Ambassador Program results, as well as outline proposed changes to the 2016 programming.

What outcome do you hope to achieve?

Our funding agreement with the District has expired and we hope to have council's support for a two- year extension.

Do you wish to make a PowerPoint presentation? Yes

Contact person: Jen Dart

Address: 632 Campbell St

City: Tofino

Postal code: V0R 2Z0

Phone: 250-735-3153

E-mail: [email protected]

Page 16 of 238

The Corporation of the District of Tofino REPORT TO COUNCIL

MEETING DATE February 23, 2016 A/T #: NA TO Mayor & Council File #: 3360-89.000 FROM Aaron Rodgers, Manager of Community Sustainability

SUBJECT Housing Agreement Bylaw - Ventura - 511 Campbell Street

RECOMMENDATION/REQUEST FOR DIRECTION

THAT “District of Tofino Housing Agreement Bylaw No. 1217, 2016” be introduced and read a first, second and third time.

CAO’S COMMENTS

I concur with the recommendation of the Manager of Community Sustainability.

PURPOSE

This report presents Council with a recommendation to proceed with three readings of the District of Tofino Housing Agreement Bylaw in support of Zoning Amendment Bylaw 1203, 2014 (Ventura).

BACKGROUND

The following provides an outline of the application materials submitted by the applicant and of the activities undertaken by staff over the past 24 months relative to the District’s review and deliberation of the Ventura mixed-use proposal.

An application to rezone the subject property to accommodate the Tofino Surf Adventures/ Tofino Early Learning Centre (ELC) development was received on November 6th, 2013.

Staff presented Council with a “permission to proceed” report on March 25th, 2014 that outlined the rezoning application. At that meeting Council passed resolution 122/14 requesting staff to provide additional information about parking, access, and affordable housing as it relates to the subject property.

On March 31st, 2014 staff met with the applicant to discuss matters relating to affordable housing, covenants, parking, access and Community Amenity Contributions (CAC’s).

On May 5th, 2014 staff presented a report to the Committee of the Whole that focused in greater detail on the issues of parking, amenities, and access for the proposed rezoning

Page 17 of 238 application.

At the May 27th, 2014 Council meeting Council endorsed a recommendation from the Committee of the Whole to proceed with the rezoning application subject to the submission of traffic study by the applicant.

THAT staff be given permission to proceed with further review of the rezoning application for Lot 9, Block 13, District Lot 114, Clayoquot District, Plan 1615 subject to a traffic study being done on the property.

A Public Information Meeting was held on May 21st, 2014 at Council chambers located at 121 Third Street from 6:30 to 8:00pm.

A traffic impact assessment report conducted by Bunt & Associates was received on June 27th, 2014.

On July 8th, 2014 Council authorized first reading of Bylaw 1203, 2014.

A request for outside agency referrals was emailed to various organizations on July 22nd, 2014.

A Design Review Panel meeting to review the form and character of the proposed was held on August 27th, 2014 at which time the committee recommended that that a development permit be issued for the development of the Tofino Surf School/Early Learning Centre accordance with the plans titled 2013-048 TOFINO SURF ADVENTURES / TOFINO EARLY LEARNING CENTER dated October 10th, 2013 and submitted as part of the applicants Development Permit application.

Second reading of the proposed bylaw amendment occurred on September 30, 2014.

A Public Hearing followed on October 21st, 2014.

A second Public Hearing was tentatively scheduled for April 14th, 2015 to introduce new information about a restrictive covenant, an additional amenity contribution, and an earthquake early warning system. This Public Hearing was cancelled at the request of the applicant in order to propose a revision to the proposed amendment.

The applicant presented a new vision for the proposed development at a Committee of the Whole meeting on April 27th, 2015 significantly altering the development proposal.

Subsequent to the Committee of the Whole meeting staff met with the applicant to determine what the exact changes were to be made to the zoning. Changes proposed by the applicant are; • Increase in residential units from 1 to 5; o Form of the residential units are studio, 1 and 2 bedroom rental units; • Removal of commercial daycare use; • New Community Amenity Contribution in the form of an affordable housing agreement for the studio unit; • Increase in building size and new setbacks; and, • Changes to the building design to accommodate the new proposal.

Page 18 of 238 On August 18th, 2015 Council chose to pause second reading of the bylaw in order to further consider the proposed amenity contribution.

A Public Hearing was held for the proposed amendment on October 13, 2015.

Third reading of Zoning Amendment Bylaw 1203, 2014 occurred on November 24th, 2015.

DISCUSSION

The recommendation for three readings of the District of Tofino Housing Agreement Bylaw No. 1217, 2016 is in support of the zoning amendment for the Ventura project. Following final reading of the housing bylaw, a covenant will be placed on title with respect to the housing agreement. The housing agreement for the one price restricted rental unit within the proposed building includes; • A price restriction on the 396 ft2 studio rental unit of $1.01/ft2 that may be increased at the same rate as the Core Consumer Price Index on an annual basis • Criteria for eligible renters • A requirement to provide the District a Statutory Declaration confirming the details of who has occupied and how much rent was charged for their restricted unit on an annual basis and subject to daily fines of $500 if in contravention of the housing agreement

Gift The applicant will be donating a gift of $10,000 to be used for a recreation program, plan or project in early March. Any funds received will be placed in a reserve account for the purposes outlined above.

CONCLUSION

This report presents a recommendation for three readings of the District of Tofino Housing Agreement Bylaw No. 1217, 2016. Adoption of both the zoning amendment and housing bylaw will be sought at a subsequent meeting of Council once all the required documents have been signed and appropriately filed.

Respectfully submitted,

______Aaron Rodgers, Manager of Community Sustainability

Appendices: 1. District of Tofino Housing Agreement Bylaw No.1217, 2016

Page 19 of 238 CORPORATION OF THE DISTRICT OF TOFINO

“District of Tofino Housing Agreement Bylaw No.1217, 2016”

Effective Date – Month X, 2016

Page 20 of 238 DISTRICT OF TOFINO

BYLAW NO. 1217, 2016

A Bylaw to enter into a Housing Agreement.

WHEREAS pursuant to Section 483 of the Local Government Act, the District may by bylaw enter into a housing agreement under that section;

AND WHEREAS the District of Tofino wishes to enter into a housing agreement with respect to that land legally described as Parcel Identifier: 000-402-125, Lot 9, Block 13, Section 114, Clayoquot District, Plan 1615;

AND WHEREAS the Council of the District of Tofino deems it desirable to establish the position of Bylaw Enforcement Officer for the purpose of enforcing municipal bylaws;

NOW THEREFORE the Council of the District of Tofino, in open meeting assembled, enacts as follows:

Citation

1. This bylaw may be cited for all purposes as “District of Tofino Housing Agreement Bylaw No.1217, 2016”

Authorization

2. Council hereby authorizes the District to enter into a housing agreement under Section 483 of the Local Government Act, with respect to the land legally described as Parcel Identifier: 000-402-125, Lot 9, Block 13, Section 114, Clayoquot District, Plan 1615, in the form attached as Schedule 1 to this bylaw (the “Housing Agreement”).

3. The Mayor and Corporate Officer are authorized to execute, on behalf of the District, the Housing Agreement and all further documents necessary or desirable to give effect to the Housing Agreement and to file in the Land Title Office a notice of the Housing Agreement as required by the section 483(5) of the Local Government Act.

Severability

4. If a portion of this bylaw is held invalid by a Court of competent jurisdiction, then the invalid portion must be severed and the remainder of this bylaw is deemed to have been adopted without the severed section, subsection, paragraph, subparagraph, clause or phrase.

READ A FIRST TIME on Month day, 2016

READ A SECOND TIME on Month day, 2016

Housing Agreement Bylaw No. 1217, 2016 2

Page 21 of 238

READ A THIRD TIME on Month day, 2016

ADOPTED on Month day, 2016

Josie Osborne, Mayor Robert MacPherson, Corporate Officer

Housing Agreement Bylaw No. 1217, 2016 3

Page 22 of 238 Schedule 1

Housing Agreement Bylaw No. 1217, 2016 4

Page 23 of 238 LAND TITLE ACT FORM C (Section 233) CHARGE GENERAL INSTRUMENT - PART 1 Province of British Columbia PAGE OF PAGES

Your electronic signature is a representation that you are a subscriber as defined by the Land Title Act, RSBC 1996 c.250, and that you have applied your electronic signature in accordance with Section 168.3, and a true copy, or a copy of that true copy, is in your possession.

1. APPLICATION: (Name, address, phone number of applicant, applicant's solicitor or agent)

Deduct LTSA Fees? Yes 2. PARCEL IDENTIFIER AND LEGAL DESCRIPTION OF LAND: [PID] [LEGAL DESCRIPTION]

STC? YES

3. NATURE OF INTEREST CHARGE NO. ADDITIONAL INFORMATION

4. TERMS: Part 2 of this instrument consists of (select one only) (a) Filed Standard Charge Terms D.F. No. (b) Express Charge Terms Annexed as Part 2 A selection of (a) includes any additional or modified terms referred to in Item 7 or in a schedule annexed to this instrument. 5. TRANSFEROR(S):

6. TRANSFEREE(S): (including postal address(es) and postal code(s))

7. ADDITIONAL OR MODIFIED TERMS:

8. EXECUTION(S): This instrument creates, assigns, modifies, enlarges, discharges or governs the priority of the interest(s) described in Item 3 and the Transferor(s) and every other signatory agree to be bound by this instrument, and acknowledge(s) receipt of a true copy of the filed standard charge terms, if any. Officer Signature(s) Execution Date Transferor(s) Signature(s) Y M D ______

OFFICER CERTIFICATION: Your signature constitutes a representation that you are a solicitor, notary public or other person authorized by the Evidence Act, R.S.B.C. 1996, c.124, to take affidavits for use in British Columbia and certifies the matters set out in Part 5 of the Land Title Act as they pertain to the execution of this instrument.

Page 24 of 238 LAND TITLE ACT FORM D EXECUTIONS CONTINUED PAGE of PAGES Officer Signature(s) Execution Date Transferor / Borrower / Party Signature(s) Y M D

______

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PART 2 – TERMS OF INSTRUMENT

HOUSING AGREEMENT AND COVENANT

(Section 483 Local Government Act and Section 219 Land Title Act)

THIS AGREEMENT dated for reference the 1st day of December, 2015, is

BETWEEN: CARLOS ESTUARDO VENTURA ZAMORA, Executor of the will of Maria Lucrecia Calderon, Deceased, see CA4971213, In Trust 4018 West 16th Avenue, Vancouver, BC V6R 3E1

(the “Owner” as more fully defined in section 1.1 of this Agreement)

AND: DISTRICT OF TOFINO, 121 Third Street, PO Box 9, Tofino, B.C., V0R 2Z0

(the “District”)

WHEREAS:

A. The Owner is the registered owner of the Lands (as hereinafter defined); and

B. Section 483 of the Local Government Act permits the District to enter into and note on title to lands, housing agreements which may include, without limitation, conditions in respect to the form of tenure of housing units, availability of housing units to classes of persons, administration of housing units, and rent that may be charged for housing units;

C. Section 219 of the Land Title Act permits the registration of a covenant of a positive or negative nature in favour of the District in respect of the use of land and construction on land; and

D. The Owner and the District wish to enter into this Agreement (as hereinafter defined) to provide affordable rental housing on the terms and conditions set out in this Agreement.

NOW THEREFORE in consideration of the payment of $10.00 by the District to the Owner and other good and valuable consideration (the receipt and sufficiency of which is hereby acknowledged by the Owner), and in consideration of the promises exchanged below, the Owner and the District covenant and agree pursuant to section 483 of the Local Government Act and section 219 of the Land Title Act as follows:

ARTICLE 1 - DEFINITIONS AND INTERPRETATION

1.1 Definitions – In this Agreement the following words have the following meanings:

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(a) “Agreement” means this agreement together with all Land Title Office forms, schedules, appendices, attachments and priority agreements attached hereto;

(b) “CPI” means the All-Items Consumer Price Index for Vancouver, B.C. published from time to time by Statistics Canada, or its successor in function;

(c) “Daily Amount” means $500.00 per day as of January 1, 2016 adjusted annually thereafter by adding thereto an amount calculated by multiplying $500.00 by the percentage change in the CPI since January 1, 2016, to January 1 of the year that a written notice is delivered to the Owner by the District pursuant to section 5.1 of this Agreement. In the absence of obvious error or mistake, any calculation by the District of the Daily Amount in any particular year shall be final and conclusive;

(d) “District” means the District of Tofino;

(e) “Dwelling Unit” means a residential dwelling unit or units located or to be located on the Lands, and includes single family detached dwellings, duplexes, townhouses, auxiliary residential dwelling units, and apartments and includes, where the context permits, the Secured Rental Unit;

(f) “Gross Floor Area” means the habitable gross floor area of the Secured Rental Unit and includes enclosed sunrooms but does not include crawl spaces, open patios, open balconies, or parking spaces. If the Secured Rental Unit is a strata lot as defined by the Strata Property Act, the gross floor area measurements will be based on the gross floor area shown corresponding to the Secured Rental Unit on the strata plan filed in the LTO (as hereinafter defined) in respect of the Lands or a building located on the Lands. If the Secured Rental Unit is not a strata lot as defined in the Strata Property Act, the gross floor area measurements will be made in accordance with the procedure for determining gross floor area set out in the Strata Property Act as if the Secured Rental Unit were a strata lot;

(g) “Interpretation Act” means the Interpretation Act, R.S.B.C. 1996, Chapter 238, together with all amendments thereto and replacements thereof;

(h) “Lands” means the following lands and premises located at 511 Campbell Street, Tofino, British Columbia and any part, including a building or a portion of a building, into which said lands are Subdivided:

Parcel Identifier: 000-402-125 Lot 9, Block 13, Section 114, Clayoquot District, Plan 1615;

(i) “Land Title Act” means the Land Title Act, R.S.B.C. 1996, Chapter 250, together with all amendments thereto and replacements thereof;

(j) “Local Government Act” means the Local Government Act, R.S.B.C. 2015, Chapter 1, together with all amendments thereto and replacements thereof;

(k) “LTO” means the Victoria Land Title Office or its successor;

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(l) “Original Rent” means $1.01 per square foot of Gross Floor Area per month;

(m) “Owner” means the party described on page 1 of this Agreement as the Owner and any subsequent owner of the Lands or of any part into which the Lands are Subdivided, and includes any person who is a registered owner in fee simple of the Secured Rental Unit from time to time;

(n) “Qualified Tenant” means individual who can demonstrate to the satisfaction of the District that:

(i) his or her current permanent residence has been in the District of Tofino for a minimum of twenty-four (24) months;

(ii) he or she:

(A) has secured full-time permanent employment for more than one (1) year with a business that holds a valid business license within the District of Tofino; or

(B) has retired from full-time permanent employment by one or more businesses that hold a valid business license within the District of Tofino and has worked or volunteered within the District of Tofino for five (5) out of the previous ten (10) years;

(iii) he or she does not own, either directly or indirectly through a trust, business asset, or otherwise, any interest in real property anywhere in the world, at the time that such person applies to be a Qualified Tenant and for the duration of such tenancy;

(o) “Real Estate Development Marketing Act” means the Real Estate Development Marketing Act, S.B.C. 2004, Chapter 41, together with all amendments thereto and replacements thereof;

(p) “Residential Tenancy Act” means the Residential Tenancy Act, S.B.C. 2002, Chapter 78, together with all amendments thereto and replacements thereof;

(q) “Secured Rental Unit” means a Dwelling Unit designated as such in accordance with a building permit and/or development permit issued by the District and/or, if applicable, in accordance with any rezoning consideration applicable to the development on the Lands and includes, without limiting the generality of the foregoing, the Dwelling Unit charged by this Agreement;

(r) “Strata Property Act” means the Strata Property Act S.B.C. 1998, Chapter 43, together with all amendments thereto and replacements thereof;

(s) “Subdivide” means to divide, apportion, consolidate or subdivide the Lands or any building on the Lands, or the ownership or right to possession or occupation of the Lands or any building on the Lands, into two or more lots, strata lots, parcels, parts, portions or shares,

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whether by plan, descriptive words or otherwise, under the Land Title Act, the Strata Property Act, or otherwise, and includes the creation, conversion, organization or development of “cooperative interests” or a “shared interest in land” as defined in the Real Estate Development Marketing Act; and

(t) “Tenancy Agreement” means a tenancy agreement, lease, license or other agreement granting rights to occupy the Secured Rental Unit.

1.2 Interpretation – In this Agreement:

(a) reference to the singular includes a reference to the plural, and vice versa, unless the context requires otherwise;

(b) article and section headings have been inserted for ease of reference only and are not to be used in interpreting this Agreement;

(c) if a word or expression is defined in this Agreement, other parts of speech and grammatical forms of the same word or expression have corresponding meanings;

(d) reference to any enactment includes any regulations, orders or directives made under the authority of that enactment;

(e) reference to any enactment is a reference to that enactment as consolidated, revised, amended, re-enacted or replaced, unless otherwise expressly provided;

(f) the provisions of section 25 of the Interpretation Act with respect to the calculation of time apply;

(g) time is of the essence;

(h) all provisions are to be interpreted as always speaking;

(i) reference to a “party” is a reference to a party to this Agreement and to that party’s respective successors, assigns, trustees, administrators and receivers. Wherever the context so requires, reference to a “party” also includes a Qualified Tenant, agent, officer and invitee of the party;

(j) reference to a “day”, “month”, or “year” is a reference to a calendar day, calendar month, calendar or calendar year, as the case may be, unless otherwise expressly provided; and

(k) where the word “including” is followed by a list, the contents of the list are not intended to circumscribe the generality of the expression preceding the word “including”.

ARTICLE 2 - USE AND CONSTRUCTION OF LANDS AND SECURED RENTAL UNIT

2.1 Use and Construction of Lands – The Owner covenants and agrees that:

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(a) the Lands will not be developed and no building or structure will be constructed or used on the Lands unless as part of the development, construction, or use of any such building or structure, the Owner also designs and constructs to completion, in accordance with a building permit issued by the District, any development permit issued by the District and, if applicable, any rezoning consideration applicable to the development on the Lands, at least one (1) Secured Rental Unit;

(b) the Owner will design and construct the Secured Rental Unit to completion in accordance with, firstly, District of Tofino Building Bylaw No. 940, 2003, as amended or replaced from time to time, and, secondly, in accordance with the design, layout, fixture, and finishing requirements described in Schedule A annexed hereto;

(c) notwithstanding that the Owner may be otherwise entitled, the Owner shall not occupy or permit to be occupied any Dwelling Unit on the Lands unless the Owner has:

(i) constructed the Secured Rental Unit in accordance with this Agreement; and

(ii) the Secured Rental Unit is ready for occupancy in accordance with all applicable laws, regulations and bylaws.

2.2 Use of Secured Rental Unit – The Owner agrees that the Secured Rental Unit may only be used as a primary residence occupied by a Qualified Tenant. The Secured Rental Unit must not be occupied by the Owner, the Owner’s family members (unless the Owner’s family members are Qualified Tenants under a Tenancy Agreement), or any guest of the Owner for more than thirty (30) consecutive days or more than forty-five (45) days total in any calendar year.

2.3 Requirement for Statutory Declaration – Within thirty (30) days after receiving notice from the District, the Owner must, in respect of the Secured Rental Unit, provide to the District a statutory declaration, substantially in the form (with, in the District’s discretion, such further amendments or additions as deemed necessary) attached as Schedule B, sworn by a director of officer of the Owner, containing all of the information required to complete the statutory declaration. The District may request such statutory declaration in respect of the Secured Rental Unit no more than once in any calendar year; provided, however, notwithstanding that the Owner may have already provided such statutory declaration in the particular calendar year, the District may request and the Owner shall provide to the District such further statutory declarations as requested by the District in respect to the Secured Rental Unit if, in the District’s absolute determination, the District believes that the Owner is in breach of any of its obligations under this Agreement.

2.4 District Authorized to Make Inquiries – The Owner hereby irrevocably authorizes the District to make such inquiries and inspect such documents as it considers necessary in order to confirm that the Owner is complying with this Agreement.

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2.5 Discharge of Agreement – At the request of the Owner and at the Owner’s sole expense, the District will deliver to the Owner discharges of this Agreement in registrable form for each Dwelling Unit that:

(a) is a separate legal parcel; and

(b) is not a Secured Rental Unit,

provided that, where the Lands or any building on the Lands have been subdivided under the Strata Property Act, the District may withhold delivery of any discharges required to be delivered pursuant to this section until after the District has received from the strata corporation its duly authorized agreement that it will not take any action that would result in an inability to rent the Secured Rental Unit in accordance with this Agreement or would render such rental a breach of the strata corporation bylaws. The Owner acknowledges and agrees that the Owner shall not apply for a discharge of this Agreement pursuant to this section in respect of any Subdivided Dwelling Unit unless the Owner has constructed the Secured Rental Unit in accordance with this Agreement, and the Secured Rental Unit is ready for occupancy in accordance with all applicable laws, regulations and bylaws.

ARTICLE 3 - DISPOSITION AND ACQUISITION OF SECURED RENTAL UNIT

3.1 Occupancy of Secured Rental Unit – Without limiting any of the provisions in Article 2 above, the Owner must not rent, lease, license or otherwise permit occupancy of the Secured Rental Unit except in accordance with the following additional conditions:

(a) the Secured Rental Unit will only be used or occupied by a Qualified Tenant pursuant to a Tenancy Agreement;

(b) the monthly rent payable for the Secured Rental Unit will not exceed the rent, rounded to the nearest dollar, determined by multiplying the Gross Floor Area by the Original Rent. Subject always to the Residential Tenancy Act, the Owner may increase the rent payable for the Secured Rental Unit annually, beginning with the first anniversary of the day on which the occupancy permit was issued by the District for the Secured Rental Unit, and thereafter on each successive anniversary date, by an amount determined by multiplying the rent payable for the Secured Rental Unit at the time of the proposed rent increase by the percentage change in the CPI since the last anniversary date;

(c) the Owner will not require the Qualified Tenant to pay any extra charges or fees for use of any common property, limited common property, or other common area, or for sanitary sewer, storm sewer, water utilities, or property taxes. For clarity, this section does not apply to cablevision, telephone, Internet, gas utility, or electric utility fees or charges;

(d) the Owner will attach to every Tenancy Agreement a copy of this Article 3 in its entirety;

(e) the Owner will include in the Tenancy Agreement a clause requiring the Qualified Tenant and each permitted occupant of the Secured Rental Unit to comply with this Agreement;

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(f) subject to the applicable provisions of the Residential Tenancy Act, the Owner will include in the Tenancy Agreement a clause entitling the Owner to terminate the Tenancy Agreement if:

(i) the Secured Rental Unit is occupied by a person or persons other than the Qualified Tenant or Qualified Tenants;

(ii) the Secured Rental Unit is occupied by more than the number of people the District’s building inspector determines can reside in the Secured Rental Unit given the number and size of bedrooms in the Secured Rental Unit and in light of any relevant standards set by the District in any bylaws of the District;

(iii) the Secured Rental Unit remains vacant for three (3) consecutive months or longer, notwithstanding the timely payment of rent;

(iv) the Qualified Tenant fails to pay rent when due in accordance with the Tenancy Agreement and the Residential Tenancy Act; or

(v) the Owner (as landlord) is entitled, for any reason, to terminate the Tenancy Agreement in accordance with the Tenancy Agreement and the Residential Tenancy Act,

and in the case of each breach, the Owner hereby agrees with the District to forthwith provide to the Qualified Tenant a notice of termination. The notice of termination shall provide that the termination of the tenancy shall be effective thirty (30) days following the date of the notice of termination or such other time period prescribed by the Residential Tenancy Act for such breach;

(g) the Tenancy Agreement will identify all occupants of the Secured Rental Unit and will stipulate that anyone not identified in the Tenancy Agreement will be prohibited from residing at the Secured Rental Unit for more than thirty (30) consecutive days or more than forty-five (45) days total in any calendar year; and

(h) the Owner will forthwith deliver a certified true copy of the Tenancy Agreement to the District upon demand.

3.2 Qualified Tenant to Vacate Rental Unit Upon Termination – If the Owner has terminated the Tenancy Agreement, then the Owner shall use best efforts to cause the Qualified Tenant and all other persons that may be in occupation of the Secured Rental Unit to vacate the Secured Rental Unit on or before the effective date of termination.

ARTICLE 4 - DEMOLITION OF SECURED RENTAL UNIT

4.1 Demolition – The Owner will not demolish the Secured Rental Unit unless:

(a) the Owner has obtained the written opinion of a professional engineer or architect who is at arm’s length to the Owner that it is no longer reasonable or practical to repair or replace

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any structural component of the Secured Rental Unit, and the Owner has delivered to the District a copy of the engineer’s or architect’s report; or

(b) the Secured Rental Unit is damaged or destroyed, to the extent of 40% or more of its value above its foundations, as determined by the District, in its sole discretion,

and, in each case, a demolition permit for the Secured Rental Unit has been issued by the District and the Secured Rental Unit has been demolished under that permit.

Following demolition, the Owner will use and occupy any replacement Dwelling Unit in compliance with this Agreement to the same extent and in the same manner as this Agreement applies to the original Dwelling Unit, and the Dwelling Unit must be approved by the District as a Secured Rental Unit in accordance with this Agreement.

ARTICLE 5 - DEFAULT AND REMEDIES

5.1 Payment of Daily Amount – The Owner agrees that, in addition to any other remedies available to the District under this Agreement or at law or in equity, if the Secured Rental Unit is used or occupied in breach of this Agreement or the Owner is otherwise in breach of any of its obligations under this Agreement, the Owner will pay the Daily Amount to the District for every day that the breach continues after forty-five (45) days’ written notice from the District to the Owner stating the particulars of the breach. The Daily Amount is due and payable five (5) business days following receipt by the Owner of an invoice from the District for the same.

5.2 Rent Charge – The Owner hereby grants to the District a perpetual rent charge against the Lands securing payment by the Owner to the District of any amount payable by the Owner pursuant to section 5.1 of this Agreement. The Owner agrees that the District, at its option, may enforce payment of such outstanding amount in a court of competent jurisdiction as a contract debt, by an action for and order for sale, by proceedings for the appointment of a receiver, or in any other method available to the District at law or in equity. This rent charge is created both under section 205(2)(b) of the Land Title Act as an integral part of the statutory covenant created by this Agreement and as a fee simple rent charge at common law. Enforcement of this rent charge by the District does not limit, or prevent the District from enforcing, any other remedy or right the District may have again the Owner.

ARTICLE 6 - MISCELLANEOUS

6.1 Housing Agreement – The Owner acknowledges and agrees that this Agreement includes a housing agreement entered into under section 483 of the Local Government Act and a covenant under section 219 of the Land Title Act, and the District may file notice of, and register, this Agreement against title to the Lands in the LTO pursuant to section 483 of the Local Government Act and section 219 of the Land Title Act.

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6.2 Modification – Subject to section 6.1 of this Agreement, this Agreement may be modified or amended from time to time, by consent of the Owner and a bylaw duly passed by the Council of the District and thereafter if it is signed by the District and the Owner.

6.3 Management – The Owner covenants and agrees that it will provide efficient management of the Secured Rental Unit and the Owner will permit representatives of the District to inspect the Secured Rental Unit at any reasonable time, subject to the notice provisions in the Residential Tenancy Act. The Owner further covenants and agrees that it will maintain the Secured Rental Unit in a good state of repair and fit for habitation and will comply with all laws, including health and safety standards applicable to the Lands. Notwithstanding the foregoing, the Owner acknowledges and agrees that the District, acting reasonably, may require the Owner, at the Owner’s expense, to hire a person or company with the skill and expertise to manage the Secured Rental Unit.

6.4 Indemnity – The Owner will indemnify and save harmless the District and each of its elected officials, officers, directors, and agents, and their heirs, executors, administrators, personal representatives, successors and assigns, from and against all claims, demands, actions, loss, damage, costs and liabilities, which all or any of them will or may be liable for or suffer or incur or be put to by reason of or arising out of:

(a) any negligent act or omission of the Owner, or its officers, directors, agents, contractors or other persons for whom at law the Owner is responsible relating to this Agreement;

(b) the construction, maintenance, repair, ownership, lease, license, operation, management or financing of the Lands or the Secured Rental Unit or the enforcement of any Tenancy Agreement; or

(c) without limitation, any legal or equitable wrong on the part of the Owner or any breach of this Agreement by the Owner.

6.5 Release – The Owner hereby releases and forever discharges the District and each of its elected officials, officers, directors, and agents, and its and their heirs, executors, administrators, personal representatives, successors and assigns, from and against all claims, demands, damages, actions, or causes of action by reason of or arising out of or which would or could not occur but for the:

(a) construction, maintenance, repair, ownership, lease, license, operation or management of the Lands or the Secured Rental Unit under this Agreement; or

(b) the exercise by the District of any of its rights under this Agreement.

6.6 Survival – The indemnity and release set out in this Agreement will survive termination or discharge of this Agreement.

6.7 Priority – The Owner will do everything necessary, at the Owner’s expense, to ensure that this Agreement will be registered against title to the Lands in priority to all financial charges and financial encumbrances which may have been registered or are pending registration

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against title to the Lands save and except those specifically approved in advance in writing by the District or in favour of the District.

6.8 District’s Powers Unaffected – This Agreement does not:

(a) affect, fetter or limit the discretion, rights, duties or powers of the District under any enactment or at common law, including in relation to the use or subdivision of the Lands;

(b) impose on the District any legal duty or obligation, including any duty of care or contractual or other legal duty or obligation, to enforce this Agreement;

(d) relieve the Owner from complying with any enactment, including in relation to the use or subdivision of the Lands.

6.9 Agreement for Benefit of District Only – The Owner and the District agree that:

(a) this Agreement is entered into only for the benefit of the District;

(b) this Agreement is not intended to protect the interests of the Owner, any Qualified Tenant, or any future owner, lessee, occupier or user of the Lands or the building or any portion thereof, including the Secured Rental Unit; and

(c) the District may at any time execute a release and discharge of this Agreement, without liability to anyone for doing so, and without obtaining the consent of the Owner.

6.10 No Public Law Duty – Where the District is required or permitted by this Agreement to form an opinion, exercise a discretion, express satisfaction, make a determination or give its consent, the Owner agrees that the District is under no public law duty of fairness or natural justice in that regard and agrees that the District may do any of those things in the same manner as if it were a private party and not a public body.

6.11 Notice – Any notice required to be served or given to a party herein pursuant to this Agreement will be sufficiently served or given if delivered, to the postal address of the Owner set out on title to the Lands in the records at the LTO, and in the case of the District addressed to:

District of Tofino 121 Third Street PO Box 9 Tofino, B.C. V0R 2Z0

Attention: Manager of Community Sustainability

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or to the most recent postal address provided in a written notice given by each of the parties to the other. Any notice which is delivered is to be considered to have been given on the first day after it is dispatched for delivery.

6.12 Enuring Effect – This Agreement will extend to and be binding upon and enure to the benefit of the parties hereto and their respective successors and permitted assigns.

6.13 Severability – If any provision of this Agreement is found to be invalid or unenforceable, such provision or any part thereof will be severed from this Agreement and the resultant remainder of this Agreement will remain in full force and effect.

6.14 Waiver – All remedies of the District will be cumulative and may be exercised by the District in any order or concurrently in case of any breach and each remedy may be exercised any number of times with respect to each breach. Waiver of or delay in the District exercising any or all remedies will not prevent the later exercise of any remedy for the same breach or any similar or different breach.

6.15 Entire Agreement – This Agreement, and any documents signed by the Owner contemplated by this Agreement, represent the whole agreement between the District and the Owner respecting the use and occupation of the Secured Rental Unit, and there are no warranties, representations, conditions or collateral agreements made by the District except as set forth in or contemplated by this Agreement.

6.16 Further Assurances – Upon request by the District the Owner will forthwith do such acts and execute such documents as may be reasonably necessary in the opinion of the District to give effect to this Agreement.

6.17 Agreement Runs with Lands – This Agreement burdens and runs with the Lands and every parcel into which it is Subdivided in perpetuity. All of the covenants and agreements contained in this Agreement are made by the Owner for itself, its personal administrators, successors and assigns, and all persons who after the date of this Agreement acquire an interest in the Lands.

6.18 Equitable Remedies – The Owner acknowledges and agrees that damages would be an inadequate remedy for the District for any breach of this Agreement and that the public interest strongly favours specific performance, injunctive relief (mandatory or otherwise), or other equitable relief, as the only adequate remedy for a default under this Agreement.

6.19 No Joint Venture – Nothing in this Agreement will constitute the Owner as the agent, joint venturer, or partner of the District or give the Owner any authority to bind the District in any way.

6.20 Applicable Law – The laws of British Columbia (including, without limitation, the Residential Tenancy Act) will apply to this Agreement and all statutes referred to herein are enactments of the Province of British Columbia.

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6.21 Deed and Contract – By executing and delivering this Agreement the Owner intends to create both a contract and a deed executed and delivered under seal.

6.22 Joint and Several – If the Owner is comprised of more than one person, firm or body corporate, then the covenants, agreements and obligations of the Owner shall be joint and several.

6.23 Limitation on Owner’s Obligations – The Owner is only liable for breaches of this Agreement that occur while the Owner is the registered owner of the Lands provided however that notwithstanding that the Owner is no longer the registered owner of the Lands, the Owner will remain liable for breaches of this Agreement that occurred while the Owner was the registered owner of the Lands.

IN WITNESS WHEREOF the parties hereto have executed this Agreement on the Land Title Act Form C which is attached to and forms part of this Agreement.

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SCHEDULE A TO HOUSING AGREEMENT

HOUSING CONSTRUCTION STANDARDS

SUITE FURNISHINGS

1. Kitchen appliances that must be included in the finished suite are: fridge, stove, dishwasher and range hood. All appliances must meet Energy Star standards.

2. Refrigerators must be “frost-free” and a minimum size of 18 cu. Ft. Ranges/ovens must be 30 inches minimum width. Range hoods must be minimum 180 CFM two-speed and must be vented to the exterior.

3. Bathrooms must include a minimum cabinet frontage of 35 inches, 1 toilet paper holder, 1 towel bar, 1 shower curtain rod, 1 robe hook, and 1 vanity-length mirror.

4. A hot water tank must be provided at a minimum size of 40 gallons and must meet Energy Star standards.

5. Each unit must have a laundry closet or room. The laundry closet/room shall include the required plumbing, electrical and venting connections for the washer and dryer.

6. A doorbell must be provided for each unit.

7. Blinds must be provided on all windows and glazed doors. Light colours are recommended to maximize reflection of solar radiation. Vertical or horizontal aluminum “mini-blinds” are both acceptable.

FINISH CARPENTRY

1. Cabinets must be standard sizes and pre-manufactured, designed with heavy duty hardware for long lasting durability and capable of withstanding rough handling. Cabinets with front frames are generally unacceptable. If wood, must use FSC certified millwork with low VOC finishes.

2. Stair risers must not be open.

3. Baseboards must be provided on all walls (except within closets).

4. Painted wood sills must be provided for all windows.

FLOORING

1. Hard surface flooring, such as laminate, wood, textured concrete, bamboo, cork or ceramic tile must be used for durability. Low off-gassing vinyl sheet is acceptable in storage and laundry rooms.

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Page 38 of 238 Page 16

2. Carpet is acceptable in bedrooms and internal stairways. Carpet must be minimum 28 oz. carpet with a minimum 32 oz. underlay. Where practical, carpet colours should be earth tones and mottled to hide stains.

PAINTING AND WALL COVERINGS

1. Paints with low VOC and washable finish are required. Alkyd paint should be used in kitchens, bathrooms, and laundry rooms.

2. Spray texture ceiling finish is permitted, except in bathrooms and kitchens.

3. All work, interior and exterior, shall be to MPDA “Premium Grade” standards (i.e. primer plus two finish coats).

PLUMBING

1. All bathroom and kitchen plumbing fixtures must be low flow, including faucets and shower heads with aerators.

2. Toilets must be dual flush.

3. Water shut-offs must be accessible from inside the liveable portion of the suite.

4. Bathroom fixtures shall be of one uniform colour.

5. Bathtubs must be minimum 5 feet in length. Damaged or repaired tubs are not permitted.

6. Water closets must be of vitreous china with an anti-sweat tank liner.

HEATING AND VENTILATING

1. All bathrooms must have a 90 CFM fan controlled by a de-humidistat to control humidity levels with a maximum sound level of 2.5 sones.

ELECTRICAL

1. Each suite must be pre-wired for telephone, cable TV, and internet services. Outlets shall be located in conjunction with furniture layouts and utility provider’s approval.

2. Smoke detectors shall be provided as required by code.

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Page 39 of 238 Page 17

SCHEDULE B TO HOUSING AGREEMENT

STATUTORY DECLARATION (OCCUPANCY OF SECURED RENTAL UNIT)

CANADA ) IN THE MATTER OF A HOUSING ) AGREEMENT WITH THE PROVINCE OF BRITISH COLUMBIA ) CORPORATION OF THE DISTRICT OF ) TOFINO ) (“Housing Agreement”) ) TO WIT:

I, ______of ______, British Columbia, do solemnly declare that:

1. I am the owner or authorized signatory of the owner of ______(the “Secured Rental Unit”), and make this declaration to the best of my personal knowledge.

2. This declaration is made pursuant to the Housing Agreement in respect of the Secured Rental Unit.

3. For the period from ______to ______the Secured Rental Unit was occupied only by the tenants whose names and current addresses and whose current addresses appear below:

[Names, addresses and phone numbers of tenants]

4. I acknowledge and agree to comply with the Owner’s obligations under the Housing Agreement, and other charges in favour of the District noted or registered in the Land Title Office against the land on which the Secured Rental Unit is situated and confirm that the Owner has complied with the Owner’s obligations under the Housing Agreement.

5. I make this solemn declaration, conscientiously believing it to be true and knowing that it is of the same force and effect as if made under oath and pursuant to the Canada Evidence Act.

DECLARED BEFORE ME at ______, ) in the Province of British Columbia, this ______) day of ______, 20___. ) ) ) ______) ______A Commissioner for Taking Affidavits in the ) DECLARANT Province of British Columbia )

END OF DOCUMENT

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Page 40 of 238

The Corporation of the District of Tofino REPORT TO COUNCIL

MEETING DATE February 23, 2016 A/T #: CR- n/a TO Mayor & Council File #: 6440-01-Public Consultation FROM Community Sustainability

SUBJECT Land Use and Procedures and Fee Bylaw Amendment

RECOMMENDATION

THAT “District of Tofino Land Use and Procedures and Fee Amendment Bylaw No. 899.06, 2016” be introduced and read a first, second and third time.

CAO’S COMMENTS

I concur with the recommendation of the Manager of Community Sustainability.

PURPOSE

This report presents a recommendation to amend the Land Use and Procedures and Fee Bylaw to incorporate a requirement that public hearing notification signs be posted on properties in respect of public hearings for zoning and Official Community Plan bylaw amendments. The proposed amendment would specify the, size, content, timing and location of the signs. The report also introduces an updated administrative development process for information that is intended to significantly improve the opportunity for the general public to be involved with development applications.

STRATEGIC PRIORITY OF COUNCIL

#7 Ensure good governance, fiscal responsibility, open government and effective and efficient local government practices and procedures.

1. Project/Initiative: 7.h) Update procedure bylaw

FINANCIAL IMPACTS

There are no anticipated financial impacts to the District of Tofino if the bylaw amendment is adopted.

BACKGROUND

District staff are seeking to improve the current public notification process to allow for meaningful public input earlier and more often throughout the development process.

Page 41 of 238 DISCUSSION

Public hearing notification The District of Tofino’s current notification requirements for public hearings are based on the statutory requirements of sections 892 (2) and (3) of the Local Government Act (LGA). Sections 2 and 3 inform the process of notification including who receives notification, and when and how that notification must be transmitted to the wider community. Letters are mailed to all owners within 60 metres of a property; hand delivered to all residences (for tenants) and published in two issues of the local newspaper prior to the Council meeting.

Staff are proposing an additional community notification opportunity developed under the authority of sections 892 (8) and (9) of the LGA that would require a sign to be posted on property that is the subject of a public hearing.

There are a variety of approaches being used by other municipalities with respect to requiring signs as part of the public notification process. The signs generally provide a brief description of the proposed development; the proposed change of use and density; site plan and/or conceptual drawing and the date of the public hearing. Of the municipalities that take advantage of section 892 (8) almost all of the examples are quite dated and do not reflect progressive public communication and design strategies. There are a number of British Columbia municipalities which have developed signage based on an inspirational communication approach popularized by a TED talk. Two British Columbia municipalities that are doing standout work in this regard include Pemberton and North Vancouver.

Staff are proposing to develop a public notification template for both print, digital, and posting mediums that would seek to engage and inform the community about upcoming public hearings and the development process in general. The actual design of the template would be developed by a local designer and reflect the uniqueness of our community. An accompanying bylaw amendment would outline the required size, location, timing, cost, and project information. The responsibility for sign design would rest with the municipality but would be ordered and installed by the developer. If a sign was not erected in accordance with the bylaw provisions, the public hearing would be postponed until such time as the sign was properly installed.

The proposed signs would provide additional opportunity for interested members of the public to be aware of proposed land use changes within their neighborhoods and the larger community. It is proposed that all costs related to the development and installation of the signs would be borne by the developer.

Development process In conjunction with the proposed new signage for public hearings, staff have significantly amended the administrative aspects of the development process. The amendments to the process are intended to improve the meaningfulness of public consultation and increase public awareness of development within the municipality. The new administrative process is as follows:

Page 42 of 238

Process Required information Public/Council Notification Input Pre Initial discussion with -Density change? No Application staff -Early ID of issues -Community impacts/benefits COW presentation Yes, Council and Council agenda and possibly Public minutes (website, posting place) Application Cost recovery discussion - No No Information -DAIA? No No -Lot layout -Servicing -Community benefit outline -massing -setbacks -height -views -landscaping Development Permit -Presentation to the No DRP agenda and required? DRP minutes (website, posting place) Community Amenity -Impacts/mitigation No No Contribution? Council Permission To Proceed Yes, Council Council agenda and minutes (website, posting place) 1st Reading (with Yes, Council Council agenda and conditions) - minutes (website, posting place) Open House (with -Special notification to Yes, Public Newspaper, radio, social District) neighbours media, website letters -Explanation of process to neighbours (60

-Presentation of metres), poster Public Consultation Period project 2nd Reading Any changes required? Yes, Council Council agenda and minutes (website, posting place) Public Hearing -As per the bylaw Yes, Public On site for at least 14 notification sign days prior to Public Hearing Community Meeting -Community Meeting Yes, Public and Letters (mailed and and Public Hearing preceding Public Council hand delivered), (same evening meeting) Hearing to provide newspaper, onsite another opportunity signage, social media, for input from the website, email, radio community 3rd Reading (minor - Yes, Council Council agenda and

Page 43 of 238 alterations) minutes (website, posting place) Documents to be No No - conveyed (signed) Adoption Yes, Council Council agenda and - minutes (website, posting place)

CONCLUSION

The proposed bylaw amendments and updated development process are intended to increase community awareness of proposed land use changes as well as proving additional opportunities for public participation in development applications.

Respectfully submitted,

______Aaron Rodgers, Manager of Community Sustainability

Appendices: 1. Bylaw No. 899.06, 2016

Page 44 of 238 CORPORATION OF THE DISTRICT OF TOFINO

Land Use and Procedures and Fees Amendment Bylaw No. 899.06, 2016

Effective Date – Month X, 2016

Page 45 of 238

DISTRICT OF TOFINO

BYLAW NO. 899.06, 2016

A bylaw to amend “District of Tofino Land Use and Development Procedures and Fee Bylaw No. 899, 2002”

WHEREAS section 137 of the Community Charter provides that the power to adopt a bylaw includes the power to amend or repeal it;

AND WHEREAS the Council of the District of Tofino wishes to amend District of Tofino Land Use and Development Procedures and Fee Bylaw No. 899, 2002 by including additional public notification requirements for public hearings;

AND WHEREAS section 468 of the Local Government Act provides the authority in respect of public hearing to require the posting of a notice on land that is the subject of a bylaw, and specify the size, form and content of the notice and the manner in which and the locations where it must be posted;

NOW THEREFORE the Council of the District of Tofino, in open meeting, enacts as follows:

1. Citation

This bylaw may be cited for all purposes as “Land Use and Procedures and Fees Amendment Bylaw No. 899.06, 2016.”

2. Amendment

“District of Tofino Land Use and Development Procedures and Fee Bylaw No. 899, 2002” is amended as follows: a) By adding section 10.2 as follows:

“2. Properties that are the subject of a Public Hearing in respect of a Zoning or Official Community Plan Bylaw amendment are required to install a sign that provides notification to public of the proposed land use change not less than 30 days prior to the date of the Public Hearing.

(a) The design, colour, and content of the sign shall conform to Schedule C of this bylaw; (b) The sign shall measure at least 24 inches wide by 30 inches tall; (c) The sign shall be constructed of a weatherproof material such as metal, wood or coroplast; (d) The sign shall be installed on the subject property at a height and location that is visible from the adjacent highway, municipal road and sidewalk;

Land Use and Procedures and Fees Amendment Bylaw No. 899.06, 2016. 2

Page 46 of 238 (e) In the case of a corner lot the sign shall be installed diagonally on the subject lot adjacent the intersection of the two highways or municipal roads; (f) All costs relating to the development and installation of the sign shall be borne by the applicant; (g) A sign required in respect of a Public Hearing is not required if ten (10) or more parcels owned by ten (10) or more persons are the subject of the bylaw alteration; (h) If the sign has not been installed at least 30 days before the date of the Public Hearing, the Public Hearing will be postponed until such time as the provisions of this bylaw have been met. b) By adding Schedule C attached as Schedule A to this bylaw. c) By adding to Schedule A;

PUBLIC HEARING SIGNAGE $100.00

READ A FIRST TIME on Month date, 2016

READ A SECOND TIME on Month date, 2016

READ A THIRD TIME on Month date, 2016

ADOPTED on Month date, 2016

Josie Osborne, Mayor Robert MacPherson, Corporate Officer

Land Use and Procedures and Fees Amendment Bylaw No. 899.06, 2016. 3

Page 47 of 238 Schedule A

Schedule C

Land Use and Procedures and Fees Amendment Bylaw No. 899.06, 2016. 4

Page 48 of 238

Land Use and Procedures and Fees Amendment Bylaw No. 899.06, 2016. 5

Page 49 of 238

Land Use and Procedures and Fees Amendment Bylaw No. 899.06, 2016. 6

Page 50 of 238

Land Use and Procedures and Fees Amendment Bylaw No. 899.06, 2016. 7

Page 51 of 238

The Corporation of the District of Tofino REPORT TO COUNCIL

MEETING DATE February 23, 2016 A/T #: CR- 2331 TO Mayor & Council File #: 3360-Current/176.100 FROM Community Sustainability

SUBJECT Zoning Bylaw Amendment – 1475 Braiden Road

RECOMMENDATION

THAT “District of Tofino Zoning Amendment Bylaw No. 1218, 2015” be read a second time.

CAO’S COMMENTS

I concur with the recommendation of the Manager of Community Sustainability.

PURPOSE

This report presents a report recommending second reading of Bylaw 1218, 2015, a zoning amendment application for 1475 Braiden Road that proposes to rezone a split zoned RA2 (Acreage Residential District) and A3 (Forest Rural District) zoned lot to RA2 (Acreage Residential District), A3 (Forest Rural District), and A1 (Small Holdings District). The zoning amendment is in support of a proposed subdivision of the subject lot. The second recommendation supports the applicant providing a 2 metre wide Statutory Right of Way along Braiden Road for the development of future parking spaces in lieu of providing access to water.

TOP 6 COUNCIL GOALS

Not applicable.

FINANCIAL IMPACTS

Development cost charges in the amount of $18,248.00 will be payable at time of subdivision for the creation of each new lot, these charges are intended to cover the cumulative impact of development and are used for future infrastructure upgrades.

There have been no discussions with the applicant with respect to a community amenity contribution as the proposal does not involve a change in use or density.

There may be a slight increase in taxation revenues generated through the creation of new lots.

Page 52 of 238 BACKGROUND

In the spring of 2015, the applicants contacted staff to discuss a proposed subdivision of the subject lot. Planning staff and the District’s Approving Officer (AO) reviewed the proposal and provided the applicant with a general list of requirements to be met before a subdivision could be considered. One of the requirements for the applicant was to ensure that the proper zoning was in place. Following this discussion the applicants and their consultants prepared and submitted an application to rezone the property.

An application to rezone the subject property was received on July 22nd, 2015.

Council passed a resolution (CR-2331) directing staff to proceed with the zoning amendment at the October 13th, 2015 regular Council meeting.

On November 24th, 2015 Council passed first reading of the bylaw.

A public information session was held on January 14th, 2016 to hear feedback from the community. One people attended the meeting and asked about opportunities for affordable housing in conjunction with the rezoning.

DISCUSSION

The following section outlines the access to water discussion including comments from the Open House held on January 14th, 2016.

The LTA includes statutory requirements for subdivision that an Approving Officer (AO) must consider including access to adjacent bodies of water [Section 75 (1) (c)]. The LTA also includes provisions that can provide relief from the above requirement.[1] Relief from this requirement might be considered if the District wishes to consider an alternative to the rigid guidelines of the LTA.

Based on the discussion at the November 24th, 2015 Council meeting, the applicant and staff held an open house on January 14th, 2016 to introduce the rezoning application and the access to water discussion to the wider community. Only one person attended the meeting providing no comment on the various options open to Council with respect to the access to water question.

The access alternatives are best discussed during the rezoning process in order to provide clarity for the AO regarding relief from the s. 75 provisions when it comes time to issue a Preliminary Layout Agreement (PLA). All of the matters outlined above and all the other requirements of a subdivision application will be reviewed by the Approving Officer through the subdivision process. Any improvements occurring in this area must also comply with the District’s development permit conditions which overlay a portion of the site.

[1] Section 76 of the LTA speaks to relief from requirements of Sec 75; typically, adjacent parcels would each dedicate 10m to fulfill the 20m requirement, unless the Right of Way was needed to provide constructed road access at the time of subdivision.

Page 53 of 238

Figure 4 – Possible Access/Amenity

CONCLUSION

Based on previous discussions with Council indicating a desire to maintain the existing pedestrian orientated path as well as supporting the expansion of the Braiden Road parking lot; and no expressed concerns from the public with respect to this proposal, staff are recommending that Council accept a 2 metre wide Statutory Right of Way along Braiden Road adjacent the subject property in lieu of the applicant providing access to water through the subdivision process. In the event that Council moves forward with the recommendations, staff will ask the AO to consider relief from the appropriate provisions of the LTA based on Councils direction.

If the application is given permission to proceed, the next steps will be to: • Organize a Public Hearing and Community Information Session • Prepare SROW agreement

Respectfully submitted,

______Aaron Rodgers, Manager of Community Sustainability

Appendices: 1. Bylaw 1218, 2016

Page 54 of 238 CORPORATION OF THE DISTRICT OF TOFINO

Zoning Amendment Bylaw No. 1218, 2015

Effective Date – Month X, 2016

Page 55 of 238 DISTRICT OF TOFINO

BYLAW NO. 1218, 2015

A Bylaw to amend Zoning Bylaw 770, 1997.

WHEREAS pursuant to section 903 of the Local Government Act, a municipality may, by bylaw, regulate within a zone: • the use of land, buildings and other structures; • the density of the use of land buildings and other structures; • the siting, size and dimensions of: o buildings and other structures; and o uses that are permitted on the land; and • the location of uses on the land and within buildings and other structures, under that section.

AND WHEREAS the Council of the District of Tofino deems it desirable and expedient to amend the District of Tofino Zoning Bylaw No. 770, 1997 to support a residential subdivision.

NOW THEREFORE the Council of the District of Tofino, in open meeting, enacts as follows:

1. Citation

This bylaw may be cited for all purposes as “District of Tofino Zoning Amendment Bylaw No. 1218, 2015”.

2. Amend the Official Zoning Map

That Schedule A of “District of Tofino Zoning Bylaw No. 770, 1997” (The Official Zoning Map) be amended by rezoning Lot 1, DL 258, Plan 13173, Clayoquot Land District as identified in Appendix A of this Bylaw and as follows:

From: RA2 (Acreage Residential District) and A3 (Forest Rural District);

To: RA2 (Acreage Residential District), A3 (Forest Rural District), and A1 (Small Holdings District).

Appendices

Appendix A: Amendment to Zoning Bylaw No.770, 1997, Schedule A - The Official Zoning Map

3. Effective Date

READ A FIRST TIME on November 24, 2015

READ A SECOND TIME on Month day, 2016 Zoning Amendment Bylaw No.1218, 2015 Page 2 of 4

Page 56 of 238

READ A THIRD TIME on Month day, 2016

ADOPTED on Month day, 2016

Josie Osborne, Mayor Robert MacPherson, Corporate Officer

Zoning Amendment Bylaw No.1218, 2015 Page 3 of 4

Page 57 of 238 Appendix A

Zoning Amendment Bylaw No.1218, 2015 Page 4 of 4

Page 58 of 238

Comment [k1]: The Corporation of the District of Tofino TITLE ... REPORT TO COUNCIL

MEETING DATE February 23, 2016 A/T #: CR- n/a TO Mayor & Council File #: FROM Fire Department

SUBJECT Fire Protection Service Agreement Long Beach Airport

RECOMMENDATION

THAT Council endorse the Fire Protection Service Agreement between the District of Tofino and the Alberni Clayoquot Regional District substantially in the form attached as “Appendix 1” to the staff report “Fire Protection Agreement Long Beach Airport” dated February 23, 2016;

AND THAT the Mayor and Corporate Officer be authorized to execute the Fire Protection Service Agreement for the Long Beach Airport.

CAO’S COMMENTS

I concur with the recommendation of the Fire Chief.

PURPOSE

The purpose of this report is to obtain a resolution from council that updates the District of Tofino’s Aid Agreement for the Long Beach Airport.

STRATEGIC PRIORITY OF COUNCIL

#7 Ensure good governance, fiscal responsibility, open government and effective and efficient local government practices and procedures.

FINANCIAL IMPACTS

Indemnities that the district pays for fire calls would still be paid. No payment for services will be made by the ACRD, the exception being consumables used in connection with the incident. Insurance premiums are not affected by this agreement (I will check with Nyla on this).

BACKGROUND

The District of Tofino was operating under an outdate service agreement with Parks Canada for fire protection at the Long Beach Airport until March 10, 2015. Since the original agreement in 1999 the ownership of Long Beach Airport has changed from Parks Canada to the Alberni Clayoquot Regional District. This agreement updates the previous, notably that the ACRD is the current owner and the new operational structure for responding to emergencies at the airport.

Page 59 of 238 DISCUSSION

Within the Fire Service, it is a common practice for neighboring Fire and Rescue departments to assist Airports that do not have their own fire protection. Historically, these agreements were required to be in the form of Municipal Bylaws. However, Section 23 of the Community Charter now enables the municipalities to enter into these agreements without creating a bylaw.

The idea of a revised aid agreement for Long Beach Airport has been under discussion with the ACRD for the last year. Staff are now satisfied with the content of a draft agreement and are seeking Council’s endorsement.

If approved, the proposed new agreement (attached to this report as Appendix “1”) will enable the Tofino Volunteer Fire Department to be dispatched to the airport for structure and airplane fires. This agreement matches the commitment that the District of Ucluelet has made in responding to the Long Beach Airport.

The proposed agreement does not include the Pacific Rim National Park or First Nations communities. Each location has its own specific requirements in offering emergency assistance. Staff will work toward having specific agreements with each agency.

Respectfully submitted,

______John Gilmour, Fire Chief

Appendices: 1. Fire Protection Agreement LBA.

Page 60 of 238

FIRE PROTECTION SERVICES AGREEMENT

THIS AGREEMENT made as of the ______day of______, 2016

BETWEEN:

ALBERNI-CLAYOQUOT REGIONAL DISTRICT 3008 Fifth Avenue Port Alberni, British Columbia, V9Y 2E3

(the "Regional District") OF THE FIRST PART

AND:

DISTRICT OFTOFINO 121 3rd Street PO Box 9 Tofino, British Columbia, V0R 2Z0

(the "District of Tofino") OF THE SECOND PART WHEREAS:

A. The District of Tofino is a municipal corporation and local government under the Community Charter and the Local Government Act of British Columbia;

B. The District of Tofino has established fire and emergency response as a municipal service to the land area within its boundaries, operated through the Tofino Volunteer Fire Department;

C. The Regional District owns and operates the Long Beach Airport (CYAZ) located approximately 11 kilometers southeast of the District of Tofino;

D. The Regional District has requested and the District of Tofino is prepared to provide firefighting services to the Long Beach Airport , subject to the terms and conditions contained in this Agreement;

E. The Regional District Board of Directors has approved this Agreement and its resolution is attached as Schedule "A" to this Agreement;

F. The Mayor and Council of the District of Tofino have approved this Agreement by a Council Resolution, attached as Schedule "A" to this Agreement.

Page 61 of 238 - 2 -

NOW THEREFORE in consideration of the covenants herein contained and for other good and valuable consideration the receipt and sufficiency of which is hereby acknowledged by both parties, the Regional District and the District of Tofino, do hereby covenant and agree each with the other as follows:

1.0 DEFINITIONS

1.1 For the purposes of this Agreement, the following definitions shall apply:

“Airport Emergency Response Plan” (“ERP”) means the document which contains roles and responsibilities for a multi jurisdiction response to occurrences on airport property. The procedures contained in the ERP are published to provide guidance before, during and after any emergency involving aircraft, structures and other events affecting the operations of the airport;

"Fire Chief" means the person who is the head of the Tofino Volunteer Fire Department or that person's lawfully appointed designate;

“Fire Department” means the Tofino Volunteer Fire Department;

“Fire Service Area” means that area identified on Schedule “B” to this Agreement;

“Airport” means the Long Beach Airport (CYAZ);

"Senior Officer" means the highest-ranking Officer after the Fire Chief, or the most senior firefighter to arrive on the scene;

“Structural Firefighting Service” means emergency firefighting service responding to structural fires only for the purpose of rescue, fire control, and property conservation.

2.0 WATER SUPPLY

2.1 The District of Tofino, its elected officials and appointed officers, employees and volunteers shall not be responsible for any loss occurring as a result of the inability to fight any fire emergency on the Airport due to insufficient supply of water, insufficient water pressure or any other reason outside the Regional District’s control.

3.0 EXTENT OF SERVICE

Page 62 of 238 - 3 -

3.1 The District of Tofino, through the Tofino Volunteer Fire Department, shall provide to the Regional District, on the terms and conditions of this Agreement, Structural Firefighting Services to the Airport as of the date of this Agreement, within the Fire Service Area .

3.2 Upon the application of this agreement, , the Fire Department shall attend an emergency on the Fire Service Area and provide Structural firefighting services as needed.

3.3 Subject to this Agreement, the District of Tofino shall provide the same quantity and quality of Structural Firefighting Services required by this Agreement as such services are provided by the District of Tofino to residents of the District of Tofino generally.

3.4 This Agreement shall not be interpreted to create any greater standard of care or liability on the part of the District of Tofino in respect of the supply of fire protection services to the Airport than that which applies to the supply of such services to inhabitants of District of Tofino. Nothing in this Agreement shall require the District of Tofino to provide a fire service under this Agreement higher than the level of fire protection service provided to the District of Tofino. The Airport Emergency Response Plan (ERP) shall be used as a guide in operations.

3.5 Notwithstanding any other provision in this Agreement, the parties acknowledge and agree that the distance between the Airport and the Tofino Fire Hall will result in longer response times than the average response time within the District of Tofino. The parties acknowledge and agree that the Tofino Volunteer Fire Department has limited resources for fighting fires including limited personnel, training and equipment. Accordingly, it is acknowledged that a reduced level of services in respect of response time and overall fire protection services will be provided to the Airport.

3.6 Notwithstanding any other provision in this Agreement, the parties acknowledge and agree that the Tofino Volunteer Fire Department has limited resources to fight aircraft fires. The department will fight fires using equipment and apparatus designed for use for combating Structural Firefighting.

3.7 Nothing in this Agreement requires the Fire Chief of the Tofino Volunteer Fire Department to deploy firefighting personnel, apparatus, and equipment to the Airport, where the Fire Chief or his/her Senior Officer has determined that they are either unavailable or are required to provide fire protection within the District of Tofino fire service area. The Airport agrees that in the event of the failure of the Fire Department to respond to a call for firefighting assistance, or where the Fire Department is required to withdraw equipment and personnel to attend to a fire or emergency in the District of Tofino, the Regional District shall not make any claim of liability against the City and hereby waives any claim it may have arising from such failure to respond or withdrawal.

Page 63 of 238 - 4 -

4.0 NATURE OF SERVICE

4.1 The District of Tofino shall provide the firefighting service on a twenty-four hour on call basis from the Fire Hall, utilizing the manpower and equipment available at the time of notification of a fire.

4.2 The Airport shall give the Fire Department unrestricted vehicle access to the none airside portions of the airport within the Fire Service Area for the purpose of responding to and suppressing fires and other emergency incidents. Access to the restricted airside portions of the airport will be under the guidance of the On Scene Controller / unified command in accordance with the Long Beach Airport Emergency Response Plan.

5.0 INDEMNITY AND INSURANCE

5.1 The Airport shall afford the District of Tofino and its employees and agents the same protection from liability as is provided under the Community Charter and the Local Government Act in respect of the District of Tofino’s activities elsewhere in the District of Tofino and, without restricting the generality of the foregoing, shall defend, indemnify, and save harmless the District of Tofino from and against any and all claims, demands, actions, causes of action, losses, damages, costs, liabilities and expenses (including legal fees and costs on a solicitor and own client basis) of whatever kind or character on account of any actual or alleged loss, injury or damage to any person or to any property arising out of or in connection with the provision of or failure to provide the Structural Firefighting Services as required herein, if and to the extent that the District of Tofino, its employees or agents would have otherwise been excused from liability for such loss, injury or damage pursuant to the terms of the Community Charter and the Local Government Act but for the fact that such provision or failure to provide the Structural Firefighting Services is in respect of lands and occupiers of lands on the Fire Service Area.

5.2 Without limiting the preceding paragraph, the Airport shall release and indemnify and save the District of Tofino harmless from and against any and all claims, demands, actions, causes of action, losses, damages, costs, liabilities, and expenses (including legal fees and costs on a solicitor and own client basis) arising as a result of the District of Tofino’s failure to respond to a call for Structural Firefighting Services, the District of Tofino withdrawing Structural Firefighting Services as set out in paragraph 3.7 above, or the District of Tofino suspending or terminating the provision of Structural Firefighting Services under this Agreement.

Page 64 of 238 - 5 -

5.2 Each party to this Agreement shall maintain, throughout the Term, comprehensive general liability insurance, motor vehicle insurance, and Workers’ Compensation coverage for its own personnel. All policies of insurance required to be taken out by the Airport shall name the District of Tofino as an additional insured and the Airport shall, prior to the commencement of this Agreement and thereafter promptly upon request by the District of Tofino, provide the District of Tofino with certificates of insurance confirming the placement and maintenance of the required insurance.

6.0 FEES

6.1 The annual fee for fire protection services provided by the District of Tofino under this Agreement shall be $1 (one dollar).

6.2 The Airport shall replace any materials used by the Fire Department in providing the Structural Firefighting Services to the Airport, including firefighting foam and other operational items provided by the Fire Department.

7.0 COST OF ADDITIONAL AID

7.1 The Regional District agrees to pay the full cost of any additional firefighting manpower or equipment from another jurisdiction outside the Regional District that the Regional District considers necessary to assist with an emergency situation on the Airport.

8.0 RIGHTS RESERVED

8.1 Nothing contained or implied herein shall prejudice or affect the rights and powers of the District of Tofino in the exercise of its functions under any public or private statutes, bylaws, orders or regulations, all of which may be fully and effectively exercised in relation to the Fire Department and the fire protection services provided hereunder and any other function of the District of Tofino as if this Agreement had not been executed and delivered by the parties and the interpretation of this Agreement shall be subject to and consistent with statutory restrictions imposed on the District of Tofino under the Local Government Act and the Community Charter.

9.0 TERM OF AGREEMENT

9.1 This Agreement shall come into force as of the date of its execution by all parties and shall continue in force for 1 year or until earlier terminated as provided for in

Page 65 of 238 - 6 -

this Agreement. Upon agreement of the parties, this Agreement may be extended for a further term of 1 additional year, to a maximum of 10 years.

10.0 ASSIGNMENT

10.1 This Agreement shall not be assigned by any of the parties hereto except with the prior written consent of the others, which consent shall not be unreasonably withheld.

11.0 TIME

11.1 Time shall be of the essence of this Agreement.

12.0 INTERPRETATION

12.1 No provision of this Agreement shall be construed to create a partnership or joint venture relationship, an employer-employee relationship a landlord-tenant, or a principal-agent relationship.

13.0 HEADINGS

13.1 The headings in this Agreement are inserted for convenience and reference only and in no way define, limit or enlarge the scope or meaning of this Agreement or any provision of it.

14.0 WAIVER

14.1 The waiver by a party of any failure on the part of the other party to perform in accordance with any of the terms or conditions of this Agreement is not to be construed as a waiver of any future or continuing failure, whether similar or dissimilar.

15.0 LANGUAGE

15.1 Wherever the singular, masculine and neuter are used throughout this Agreement, the same is to be construed as meaning the plural or the feminine or the body corporate or politic as the context so requires.

16.0 BINDING EFFECT

Page 66 of 238 - 7 -

16.1 This Agreement will ensure to the benefit of and be binding upon the parties hereto and their respective successors and permitted assignees.

17.0 TERMINATION BY THE DISTRICT of TOFINO

17.1 The District of Tofino may terminate this Agreement at any time upon giving 90 days' notice in writing to the Regional District.

18.0 TERMINATION BY THE REGIONAL DISTRICT

18.1 The Regional District may terminate this Agreement at any time upon giving 90 days' notice in writing to the District of Tofino.

19.0 NOTICE

19.1 It is hereby mutually agreed that:

any notice required to be given under this Agreement will be deemed to be sufficiently given: (i) if delivered, at the time of delivery; and (ii) if mailed from any government post office in the Province of British Columbia by prepaid registered mail addressed as follows:

if to the Regional District: 3008 Fifth Avenue Port Alberni BC V9Y 2E3

if to the District of Tofino:

121 3rd Street PO Box 9 Tofino, BC, V0R 2Z0

Unless otherwise specified herein, any notice required to be given under this Agreement by any party will be deemed to have been given if mailed by prepaid registered mail, or sent by facsimile transmission, or delivered to the address of the other party set forth on the first page of this Agreement or at such other address as the other party may from time to time direct in writing, and any such notice will be deemed to have been received if mailed or faxed, 72 hours after the time of mailing or faxing and, if delivered, upon the date of delivery. If normal mail service or facsimile service is interrupted by strike, slow down, force majeure or other cause, then a notice sent by the impaired means of

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communication will not be deemed to be received until actually received, and the party sending the notice must utilize any other such services which have not been so interrupted or must deliver such notice in order to ensure prompt receipt thereof.

20.0 DISPUTE RESOLUTION

20.1 If a dispute relating to this Agreement should arise, and the Parties cannot settle the dispute through negotiation, then the Parties must attempt in good faith to resolve the dispute through mediation. If mediation is unsuccessful, the parties may submit the dispute to binding arbitration pursuant to the Commercial Arbitration Act (British Columbia).

20.2 If any dispute is referred to mediation or to an arbitrator appointed under the Commercial Arbitration Act, the costs of the mediation or arbitration shall be borne equally by the parties involved in the dispute. The parties agree that in the event of arbitration, a single arbitrator shall be appointed in lieu of a panel.

21.0 ENTIRE AGREEMENT

21.1 The whole agreement between the parties is set forth in this document and no representations, warranties or conditions, express or implied, have been made other than those expressed.

21.2 This Agreement may be amended from time to time upon terms and conditions mutually acceptable to the District of Tofino and the Regional District only if the amendments are in writing and executed by the parties hereto.

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IN WITNESS WHEREOF the parties hereto have executed this Agreement as follows:

REGIONAL DISTRICT OF ALBERNI- ) CLAYOQUOT by its authorized signatories )

) ) Name: ) ) ) Name: ) )

DISTRICT OF TOFINO by its authorized ) Signatories )

) Name: ) ) ) Name: ) )

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SCHEDULE “A”

COUNCIL RESOLUTIONS

Alberni-Clayoquot Regional District

Regular Board of Directors Meeting – xxxxxxxxxxx

“That the Alberni-Clayoquot Regional District Board of Directors enters into a Fire Protection Services Agreement with the District of Tofino for the Tofino Volunteer Fire Department to provide structural firefighting to the Long Beach Airport for a fee of $1 for a one year term”

District of Tofino

Regular Council Meeting – xxxxxxxxxxxxxxx

“That the Mayor and Council for the District of Tofino enters into a Fire Protection Services Agreement with the Alberni-Clayoquot Regional District to provide structural firefighting to the Long Beach Airport for a fee of $1 for a one year term”

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SCHEDULE “B”

Long Beach Airport (CYAZ) Fire Protection Area

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The Corporation of the District of Tofino REPORT TO COUNCIL

MEETING DATE February 23, 2016 A/T #: CR- TO Mayor & Council File #:

FROM RMI Services

SUBJECT 2016 RMI Event Grant Submissions

RECOMMENDATION

THAT the 2016 RMI Event Support Grants be awarded, subject to any terms and conditions, as follows:

(Funding to be determined by Council at the February 23, 2016 regular Council meeting.)

CAO’S COMMENTS

I concur with the recommendation of the Manager of RMI Services.

PURPOSE

The purpose of this report is for staff to receive direction on how to award the 2016 RMI Event Support Grant funds.

TOP 6 COUNCIL GOALS

Top 6 - #4 Economic Development

1. Strategic Priority: Demonstrate the impact of and ensure continuation of the Resort Municipality Initiative program beyond 2017 in collaboration with other resorts and the province 2. Strategic Priority: Actively support local economic diversification efforts

FINANCIAL IMPACTS

Funding is granted annually based on availability and is drawn from Resort Municipality Initiative (RMI) funds allocated to the Event Support project area through the District of Tofino’s Resort Development Strategy (RDS).

BACKGROUND

In May of 2013, Council resolution 342/13 directed staff to develop a policy for the granting of funds to festivals and events under the RMI Event Support budget. Since the adoption of the District’s first event grant policy later that year, RMI event support granting has directly invested $20,000 annually into community events.

Page 72 of 238 The District’s RMI event granting program differs from the District’s Arts and Culture and Council grant funding programs in that event funds granted come directly from the District’s participation in the RMI program and therefore must meet specific criteria to ensure requirements of the District’s funding agreement with the Province are met.

In October, 2015, Council approved a revised Event Grant Policy which brought the District’s policy in line with the objectives of the Tofino Event Strategy, while still meeting the requirements of the District’s RMI funding agreement with the Province.

In order to facilitate fair and equitable access to assistance, and to ensure timely decision making, the District has established a policy that clearly establishes eligibility criteria and application procedures. Events are encouraged to work towards financial independence and fiscal sustainability, therefore assistance will be provided on an annual basis only, with no guarantee of funding in future years.

Vibrant and sustainable events are recognized as an important tourism resource which drives economic growth. The purpose of the RMI Event Grant is to enable the District to invest in events which increase tourist visitation to Tofino through the expansion of existing events and development of new events, particularly in the shoulder- and off-seasons.

DISCUSSION

The amount of 2016 grant funds to be dispersed to successful applicants is $20,000. Twenty-two grant applications were submitted for the 2016 RMI Event Grant intake, in which the total requested amount is $73,030. This is an increase from 2014, in which 14 applications were submitted totaling $53,000 in requested funds.

An evaluation worksheet for each application is provided along with the application submission and event budget (if provided). The worksheet evaluates how each application best demonstrates the events ability to meet the Event Grant Policy criteria and goals set forth in the Tofino Event Strategy, which are: • Reflects community authenticity with strategies and tactics that resonate with locals and visitors. • Drives visitation • Enhances visitor experience • Grows shoulder- and off-season traffic • Promotes and/or retains the special eclectic character of Tofino • Fosters regional inclusiveness — First Nations, Pacific Rim neighbours • Supports knowledge collaboration amongst the event community • Commitment to “green” event practices

Applications for 2016 RMI Event Grant funds were submitted for the following events: 1. Bird’s Land 2. Bruhwiler Kids Classic 3. Carving on the Edge Festival 4. Clayoquot Oyster Festival 5. Clayoquot Salmon Festival 6. Clayoquot Sound of Freedom 7. Cultural Heritage Festival 8. Events Coordinator for Surfrider 9. Pacific Rim Whale Festival- 2017 10. Queen of the Peak 11. Rip Curl Pro 2

Page 73 of 238 12. Tofino Boardwalk 13. Tofino Clayoquot Heritage Museum Official Opening 14. Tofino Food and Wine Festival 15. Tofino Lantern Festival 16. Tofino Paddle Surf Qualifier 17. Tofino Public Market 18. Tofino Saltwater Classic 19. Tofino Shorebird Festival- 2017 20. Tofino SUP Challenge 21. West Coast Farm & Garden Show 22. Woof-fit Tofino

Respectfully submitted,

______Katherine Loiselle, Festival and Events Assistant For April Froment, Manager of RMI Services

Appendices: 1. District of Tofino Events Grant Policy 2. 2016 RMI Event Support Grant Matrix 3. Bird’s Land 2016 RMI Event Grant Application 4. Bruhwiler Kids Classic 2016 RMI Event Grant Application 5. Carving on the Edge Festival 2016 RMI Event Grant Application 6. Clayoquot Oyster Festival 2016 RMI Event Grant Application 7. Clayoquot Salmon Festival 2016 RMI Event Grant Application 8. Clayoquot Sound of Freedom 2016 RMI Event Grant Application 9. Cultural Heritage Festival 2016 RMI Event Grant Application 10. Events Coordinator for Surfrider 2016 RMI Event Grant Application 11. Pacific Rim Whale Festival 2016 RMI Event Grant Application 12. Queen of the Peak 2016 RMI Event Grant Application 13. Rip Curl Pro 2016 RMI Event Grant Application 14. Tofino Boardwalk 2016 RMI Event Grant Application 15. Tofino Clayoquot Heritage Museum Official Opening 2016 RMI Event Grant Application 16. Tofino Food and Wine Festival 2016 RMI Event Grant Application 17. Tofino Lantern Festival 2016 RMI Event Grant Application 18. Tofino Paddle Surf Qualifier 2016 RMI Event Grant Application 19. Tofino Public Market 2016 RMI Event Grant Application 20. Tofino Saltwater Classic 2016 RMI Event Grant Application 21. Tofino Shorebird Festival- 2017 2016 RMI Event Grant Application 22. Tofino SUP Challenge 2016 RMI Event Grant Application 23. West Coast Farm & Garden Show 2016 RMI Event Grant Application 24. Woof-fit Tofino 2016 RMI Event Grant Application

Page 74 of 238

The Corporation of the District of Tofino

Event Grant Policy

CATEGORY: Finance

Adopted: October 13, 2015 333/15 Resolution Number

Amended: [Insert Date] [Obtain CAO signature or Insert Resolution No.] Choose an item.

Repealed: [Insert Date] [Obtain CAO signature or Insert Resolution No.] Choose an item.

1. PURPOSE

The District of Tofino recognizes that promoting and hosting festivals and events is an important tourism resource which drives economic growth. The purpose of this policy is to increase tourist visitation to Tofino through the expansion of existing festivals and events and development of new festivals and events.

2. SCOPE

This policy will be made available to all grant applicants. Questions regarding the application process shall be directed to the Manager of Resort Municipality Initiative Services.

3. POLICY

The District of Tofino Council may make a limited number of Resort Municipality Initiative funds available to events which increase the number of visitors to Tofino and/or the number of visitor- nights stayed in Tofino.

Qualifying applications will be accommodated to the extent possible within the annual grant amount made available by Council in its budget deliberations. Priority will be assigned to applications which support the guiding principles of the District of Tofino’s 2015-2019 Tofino Event Strategy including:

Page 75 of 238 • Reflects community authenticity with strategies and tactics that resonate with locals and visitors. • Drives visitation • Enhances visitor experience • Grows shoulder- and off-season traffic • Promotes and/or retains the special eclectic character of Tofino • Fosters regional inclusiveness — First Nations, Pacific Rim neighbours • Supports knowledge collaboration amongst the event community • Commitment to “green” event practices

Applicant organizations must fall under one of the following categories:

• Registered non-profit societies. • Local First Nations groups. • Community associations. • Community health services societies. • Multi-cultural community groups. • Community service / volunteer organizations. • Local area improvement / merchant associations. • Groups of local citizens delivering not-for-profit community celebration.

In order to be eligible to receive assistance, the applicant organization must:

• Have a governance structure which legally authorizes the applicant to act on its behalf. • Have a defined governance structure that makes specific individuals responsible for the use of funds granted and accountable for the success or failure of the proposed festival or event. • Have sound financial and administrative management. • Have a proven track record of community service or be run by individuals with a proven track record of community service.

Successful applicants must agree to:

• Use grant funds for activity occurring within twelve (12) months of the grant being awarded. • Not use grant funds for capital projects. • Recognize the District of Tofino on all festival/event promotion and marketing materials.

4. PROCEDURES

The District of Tofino will make Event Grant applications available forty five (45) days in advance of the grant application deadline. Applications will be accepted until December 15th prior to the grant year. Applicants may be asked to address Council in person regarding their grant application to provide further clarification or information. Council as a whole will endeavor to award grants by February 15th of the grant year.

The District of Tofino will notify successful applicants in writing. Within thirty (30) days of the notification letter being issued, successful applicants must confirm in writing their intent to accept the grant. If the successful applicant does not confirm within thirty (30) days the grant will be revoked.

Page 76 of 238

All successful applicants will be expected to submit to the District of Tofino an evaluation report within ninety (90) days of the event’s completion. The evaluation report template will be provided by the District of Tofino when the grant is awarded. Failure to submit required reporting will make applicants ineligible for future granting.

This policy will be made available to all grant applicants.

ISSUED BY: Manager of RMI Services

Page 77 of 238 2015 RMI EVENT SUPPORT GRANT Evaluation Matrix

APPLICANT Comments Total Score Total RMI Funds Requested RMI Funds Received Alternative funding ControlsFinancial Community Authenticity Driving Visitation Grow non-peak traffic Tofino's Promote Eclectic Charactor Regional Inclusiveness Knowledge Collaboration Practices Event Green Grant received in 2014?  1 Aeriosa Birds Dance $5,000 3.4 3 5 4 3 3 5 2 3 3 Incomplete budget-missing revenue 2 Bruhwiler Kids Classic $1,000 3.6 2 2 5 4 3 5 3 4 4 breakdown  Incomplete budget-missing revenue 3 Carving on the Edge Festival $5,000 3.9 4 3 5 3 3 5 5 4 3 breakdown $2,500 4 Clayoquot Oyster Festival $2,580 4.4 5 4 5 5 5 5 3 3 5 Amount includes $1020 in-kind $1,000 5 Clayoquot Salmon Festival $2,500 3.8 3 4 3 3 3 4 5 4 5  6 Clayoquot Sound of Freedom $1,000 2.1 3 2 1 5 3 2 3 2015 budget provided  7 Cultural Heritage Festival $3,000 3.9 5 5 5 3 1 4 5 4 3 $2,500 8 Pacific Rim Whale Festival- 2017 $2,500 4.0 5 4 4 4 4 4 5 3 3 $2,000 9 Queen of the Peak $5,000 3.8 4 2 5 4 4 4 3 5 3 $4,500 Details for what the grant would be used 10 Rip Curl Pro $7,500 3.2 5 4 5 4 3 2 2 4 for was not included in the budget  Incomplete budget-missing revenue 11 Surfrider $9,000 1 3 4 2 2 4 3 4 5  3.1 breakdown 12 Tofino Boardwalk $3,000 3.3 3 3 4 2 2 5 3 5 3  Tofino Clayoquot Heritage 13 $1,500 3 4 2 2 4 2 3 3  Museum Official Opening 2.6 No budget provided 14 Tofino Food and Wine Festival $2,500 3.7 4 3 3 5 4 4 3 3 4  15 Tofino Lantern Festival $1,000 3.6 3 5 5 2 1 5 3 4 4 $700 Incomplete budget-missing revenue 16 Tofino Paddle Surf Qualifier $4,000 3.9 3 3 4 5 5 4 3 4 4 breakdown 

Page 78 of 238 17 Tofino Public Market $1,500 4.1 5 4 5 2 4 5 4 5 3  18 Tofino Saltwater Classic $6,000 3.2 5 3 4 4 1 3 2 4 3  19 Tofino Shorebird Festival- 2017 $2,000 3.7 3 4 4 4 4 5 4 2 3 $1,800 2015 RMI EVENT SUPPORT GRANT Evaluation Matrix Incomplete budget-missing revenue 20 Tofino SUP Challenge $500 3.4 3 3 4 4 1 4 4 4 4 breakdown  21 West Coast Farm & Garden Show $2,100 3.9 5 3 4 4 4 4 4 3 4  22 Woof-fit Tofino $4,850 3.1 2 2 4 3 3 4 3 4 3 Incomplete Budget  Total Amount Requested $73,030 $0 2016 Budget Available $20,000 $20,000 Difference -$53,030 $20,000 Page 79 of 238 2015 RMI EVENT SUPPORT GRANT Evaluation Matrix Grant received in 2015? 2015 Report Recieved?  n/a

$2,000 

$2,500  $1,500   n/a  n/a $3,000  $1,000 Due June $4,000 past due

 n/a

 n/a  n/a

 n/a $1,000  $1,000 

 n/a Page 80 of 238 $1,200   n/a $1,800 due July 2015 RMI EVENT SUPPORT GRANT Evaluation Matrix

 n/a  n/a  n/a Page 81 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Bird’s Land- Aeriosa Dance $ 5000 (25% of total grant funds available) Event Name Amount Requested

Event Date: May 25- 28, 2016

Did applicant receive previous RMI Grant?  Yes √ No Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant will be used: • Artist accommodation and travel costs • Local Hires (technical crew and project manager • Printed promotional materials & local print advertisements.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $25,000 $5000 20% Total cost of specific activity to which the grant will be applied $10, 750 $5000 46.5% Total cost of all event activities listed in application: $25,000 $5000 20%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Page 82 of 238 Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name Birds Land Organization Name Aeriosa Dance Event Website www.aeriosa.com Organization Address (Address) PO Box 417

Page 83 of 238

Tofino BC V0R 2Z0 Contact Name (First) Julia Contact Name (Last) Taffe Contact Email [email protected] Contact Phone (604) 803-2967 Event Start Date 25-May-16 Event End Date 28-May-16 At which venue(s) will your event be North Chesterman Beach and Tofino Botanical Gardens. held? Has this event been held before? Yes How many times has it been held in the 2 past? Estimated number of attendees: 600 Is this a one-time event? Approximately what percentage of 25 attendees will be traveling to Tofino for your event? How many people attended your event 300 last year? What's the organization's mission The mission of Aeriosa Dance Society is to create unexpected dance. Aeriosa statement or mandate? has a constitutional mandate to produce dance and movement-based performances for the general public and provide workshops and educational activities in dance and other performing arts to the community. We carry out our mission and mandate by dancing in non-traditional environments and proposing unusual performance scenarios to artists and audiences alike. Our vision melds artistic practice, athletic discipline and thoughtful risk management to reveal unusual perspectives of human existence in natural social and built environments. Aeriosa dancers inhabit public space, creating|choreography on location in relation to architecture and landscape, offering people from all walks of life the opportunity to witness dancers at work. Our dance production company contributes to Tofino's cultural diversity and the visibility of the local artists by rehearsing and performing outdoors and presenting free admission performances for the public.

Please describe the purpose(s) of event: The purposes of the remounting the production of Aeriosa "Birds Land" are: | |- To celebrate the cultural and natural landscape of Tofino |- To showcase the innovative work of local performing artists. |- To entertain and inspire broad audiences of all ages. |- To raise the profile of performing arts in the District of Tofino. |- To maintain the long term goal of presenting at least one professional dance performance in Tofino on an annual basis. |- To invest in the creative capacity of local performing artists and crews, enhancing the economic and cultural diversity of Tofino by contributing to the local tourism industry.

Page 84 of 238 Please provide a description of event Birds Land is a site-specific performance featuring aerial dance and activities: contemporary dance inspired by the prolific bird life of the Clayoquot Region. 4 Performances of Birds Land will take place in the forest and on the beach at North Chesterman as well as on the grounds and through the trails at Tofino Botanical Gardens. In addition to the performances there will also be collateral events including a Dancing in Nature Workshop for Children, an Artist/Audience Talk-back Reception plus open classes and rehearsals in the days leading up to the performances.

Admission Combination of free and paid events Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. "Birds Land" is designed to appeal to the general public of all ages, attracting audiences who appreciate the beauty of natural landscapes and enjoy the expressive power of live performance. Chesterman Beach and Tofino Botanical Gardens are well-known regional destinations. The easy access performance locations will attract passers by visiting the beach as well as dedicated dance audiences traveling to see the show. "Birds Land" was conceived and created by Tofino resident and professional dance artist Julia Taffe, during Aeriosa's 2014-2015 artistic residency project at Tofino Botanical Gardens. The original performance and collateral events were only marketed to local audiences. Now that the work is complete Aeriosa intends to promote 2016 performances in the metro-Vancouver market where Aeriosa has a well-established presence and loyal audiences, as well as advertising in other Vancouver Island regions.

How do you intend to track event Head counts will be performed by front of house staff and event statistics attendance? will be entered into the Canadian Arts Data Base.

Describe how you intend to grow event This year, for the first time we will promote the performance in of metro- attendance this year and/or long-term Vancouver as well as Vancouver Island communities such as Port Alberni, capacity in future years. Courtenay-Comox, Nanaimo and Victoria. It is Aeriosa's long term goal to present regular dance and performance events in Tofino through the summer season and remounting "Birds Land" will help our organization build our profile in the Tofino region so we can accomplish this goal. In future years we intend to expand on our performance offerings, programming not just Aeriosa, but also bringing other dance artists to Tofino and establishing an annual dance festival that will attract audiences and artists from across BC, Canada and beyond to present high-quality, dynamic, and diverse performing arts programming and contributing to the shared vision of "Tofino as a community of the arts" (quote was the topic of the Tofino Arts Council Arts Roundtable Meeting held in March 2014).|

Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/3625716 3/229606033/36257163_15adstofinormi_eventbudget.docx

Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy.

Page 85 of 238 Amount Requested 5,000 Name to appear on cheque AERIOSA DANCE SOCIETY Is your organization a not-for-profit Yes operating within the District of Tofino List the specific activities for which the - Artist accommodation and travel costs grant will be used. |- Local Hires (technical crew and project manager) |- Printed promotional materials & local print advertisements.

Describe briefly how the event will be Aeriosa will engage publicist/owner Jodi Smith of JLS Lightspeed marketed to attract visitors to Tofino. Entertainment to promote "Birds Land" in the metro-Vancouver market. Past partnerships with Jodi have yielded media articles in publications such as Georgia Straight, Vancouver Sun, 24 hours, Metro Daily and TV interviews on Urban Rush, and on CBC North-by-Northwest and other radio programs and stations.

What key messages will be used to Tofino is emerging as a unique community of the arts, attracting artists and market the event. audiences inspired by the vibrant natural and cultural environment.

Describe the financial controls and Organizational Structure ||Founded as a collective named The On Earth administrative management process of Project in 2002, Aeriosa became a BC non-profit in 2005 and a registered the organization. charity in 2009. A voluntary board governs Aeriosa Dance Society. The artistic managing director Julia Taffe is the founder of the organization and she has successfully led the company since 2002. Aeriosa engages independent bookkeeping from Quantum Accounting Services in Vancouver. The company has maintained an annual budget in the range of 100,000- 160,000 since 2009. The company benefits from public funding provided by City of Vancouver, BC Arts Council and BC Gaming Grants. The company also produces workshops and performances that provide additional revenue. The company operates on a cash in cash out basis, it does not borrow funds. Year end Review Engagement Financials were produced in 2014 and they are available on request.

Please describe the strategy for long- Aeriosa intends to grow this one time performance to build a profile and term financial sustainability of the produce annual dance event into a festival with ticket sales revenues and event. diverse community partnerships in future years. | |Aeriosa has invested and will continue to invest in training and hiring local artists and technicians to run this event. This will help manage costs in the future.

List all event partners and collaborators District of Tofino: event permits, funding partner. and describe briefly their role with the |Tofino Botanical Gardens: venue provider, accommodations, event event. production support |Aeriosa Dance Society: administrative, artistic, financial support.

Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements:

Page 86 of 238 Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria.

Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Checkbox I agree to recognize the District of Tofino on all promotion and marketing materials. Checkbox I agree to submit within 90 days of the proposed event, a post-event evaluation report following the template provided by the District of Tofino.

2016 Aeriosa “Birds Land” Tofino Live Production Budget

Requested Expenses Description Total Cost from DoT e.g. Room rental 2 days @ $200/day $400 $200 Artists Accommodations 6 artists x 5 nights shared accommodation 1,500 500 Room rental Rehearsals/classes/receptions x 5 days 750 Artist Fees 6 artists x $250/day x 6 days 9,000 Artists Travel from Vancouver Car/Ferry/Fuel from Vancouver 1,000 1,000 Prod Manager/Tech Director Local Hire: 21 days 2,700 1,000 Artists Per Diems $50/day x 5 x 6 days 1,500 Dancer Safety & Rigging Director Local Hire 10 days 2,000 1,000 Tree Rigging Specialist Local hire 5 days 1,000 1,000 Supplies/Equipment/Insurance/WCB Rigging Gear/Hospitality/Overhead/Rentals 1,500 Marketing Fees Vancouver Publicist (media calls, interviews) 1,500 Advertising & Printed Promotion Posters/Programs/Media Ads/Graphic Design 2,550 500 Total Expenditures 25,000 5,000

Confirmed Funding Requested Funding Sources of Funding Total Cash In-kind Cash In-kind District of Tofino RMI Event Grant 5,000 5,000 Your organization’s contribution 10,000 2,500 12,500 Clayoquot Biosphere Trust 2,500 2,500 District of Tofino Arts Grant 2,500 2,500 Tofino Botanical Gardens 750 750 1,500 Tourism Tofino 1,000 1,000 Total Revenue 25,000

Page 87 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Bruhwiler Kids Classic $ 1000 (5% of total grant funds available) Event Name Amount Requested

Event Date: Sept.17-19, 2016 Did applicant receive previous RMI Grant? √ Yes  No

Does this application meet all submission requirements? √ Yes  No Incomplete budget-missing revenue breakdown Specific Activities for which the event grant will be used: • funding of contest production and prizing and judges for expansion of the event over 2 days

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: Not provided Total cost of specific activity to which the grant will be applied $1200 $1000 83% Total cost of all event activities listed in application: $4,400 $1000 25%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Incomplete budget provided, no formal organizational structure

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Comments:

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong Comments:

Page 88 of 238

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments:

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Comments:

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments:

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Kid’s art contest, Tofino Boardwalk (Arts Council), Beach Clean up

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Comments: Beach clean up

Page 89 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name Bruhwiler Kids Surf Classic Organization Name Bruhwiler Kids Surf Classic Event Website www.bruhwilerkidsclassic.com Organization Address (Address) PO Box 482 Organization Address (Address2) Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Catherine Contact Name (Last) Bruhwiler Contact Email [email protected] Contact Phone (250) 266-1997 Event Start Date 17-Sep-16 Event End Date 19-Sep-16 At which venue(s) will your event Depending on the conditions, it may be held at: be held? |North Chestermans |South Chestermans |OR |Cox Bay Has this event been held before? Yes How many times has it been held 2 in the past? Estimated number of attendees: 350 Is this a one-time event? Approximately what percentage 20 of attendees will be traveling to Tofino for your event? How many people attended your 300 event last year? What's the organization's mission To offer a free event that creates inspiration for youth and for celebration of statement or mandate? community, our beaches and ocean, our local youth talent, and raises more awareness of our Canadian surf culture. The event provides an avenue for expression, healthy living, fitness, and fun in our local outdoor environment for youth and adults by providing a day that is inclusive to all with equal opportunity regardless of age, skill level, and access to the beach and access to gear.

Page 90 of 238 Please describe the purpose(s) of To provide a beach day and surf competition to all children 18 years and younger event: and their families. We aim to provide those children with interest in competitive surfing the exposure and experience of contest rules, etiquette, and procedures, as well as provide a place for those children who choose not compete to have free access to equipment to have a safe, controlled space to explore and experience the ocean and showcase their surfing also. We also want to provide incentive to get families down to the beach by providing games, art tents, food, etc. to help educate others on the importance of keeping our ocean and environment clean and accessible.

Please provide a description of - Beach Clean Up event activities: |- Competitive Surfing Divisions (U10, U14, AND U18 Girls and Boys) |- Non Competitive Expression Sessions |-games all day |- Award Ceremony | Admission Free admission Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target Families from all over Canada (primarily the families the West Coast including market. Ucluelet, Ahousaht, Port Alberni and Bamfeild, Vancouver Island, the lower Mainland, Whistler/Squamish, Northern Coastal USA and Hawaii)

How do you intend to track event Registration, social media followings, and raffle/draw prize entries attendance? Describe how you intend to grow Every year we are expanding who we send marketing information (posters, event attendance this year and/or website information, etc.) to. We plan to send posters to many surf, skate, snow, long-term capacity in future and outdoor living shops all over the island, mainland, Whistler and Squamish, years. mainland USA, and Hawaii. |Our social media following is literally growing every day. |We are considering making this event a two day event in order to accommodate the increased interest every year. |We are going to have a presence in our local market this year.

Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 337469/36257163_kids_classic_2016_working_budget_pdf.pdf

Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested 1000 Name to appear on cheque Bruhwiler Kids Surf Classic Is your organization a not-for- Yes profit operating within the District of Tofino

Page 91 of 238 List the specific activities for funding of contest production and prizing and judges for expansion of the event which the grant will be used. over 2 days Describe briefly how the event Ads, posters, and articles in the Westerly newspaper, the Tofino Times, and the will be marketed to attract Alberni Valley Times to attract attention to the event to visitors in and outside of visitors to Tofino. Tofino. Social Media and website exposure via Tourism Tofino, Tofino App, and many local businesses will be used. Coastal B.C., a website that features surf events all over the Pacific Northwest, includes the Kids Classic. A small radio interview outlining event details on Long Beach Radio. Posters distributed to surf shops on the Island and lower mainland. A table set up at the market throughout the summer, selling contest tees, hats and kids art and talking to locals and many visitors about the event. To encourage participants and ensure that no child was left unable to participate, registration is free, and if the participant required any surf equipment it is also provided free of charge. What key messages will be used A free event that creates inspiration for youth and for celebration of the to market the event. community, our beaches and ocean, and raises more awarenes of our Canadian Surf Culture. The event is an avenue for expression, healthy living, fitness, and fun in our local outdoor environment mainly for youth but also for adults by providing a day that is inclusive to all with equal opportunity regardless of age, skill level, and access to the beach and gear. There is a focus on environmental awareness with a beach cleanup and incentive to ride bikes to the beach.

Describe the financial controls Income and expense tracking and administrative management |Working towards a non profit in which proper financial controls will be process of the organization. implemented. |Management of the event and finances are done by the volunteers of the event, namely Catherine Bruhwiler, Kristin Bruhwiler, and Joey Rukavina Please describe the strategy for We are creating a non-profit organization that will support youth and surfing in long-term financial sustainability Canada through many different programs including the contest. Community of the event. fundraising is the primary fundraising venue at this point and this is done by selling contest merchandise and kids art at the Saturday markets in Tofino. We will be looking at offering a few other fundraising events such as movie nights. The event should be primarily run on a volunteer basis but there is still small production costs to be covered every year. In the next year or so the event should be at a point where it will be fully sustainable without the need to request grant funding.

List all event partners and Global and local businesses: Advertising, Socail media, Prizing collaborators and describe briefly |PRAS: Local kids' surf art displayed during their festival, and surfboard art exhibit their role with the event. on the beach |Tourism Tofino: Promoted event, VW art tent |District of Tofino: Garbage/Equipment/Grants |Wildside Grill: Beach BBQ |Volunteers: Fundraising, Pre Contest Events, Registration, Media, Advertising, judging, contest production |

Please acknowledge below that Grant funds will not be used to fund capital acquisitions. you agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria.

Page 92 of 238 Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

WORKING BUDGET Original Cost Working Cost Staffing $700 Marketing $1,000 Permits $500 Prizing $700 Production $500 Pre Event Arts & Culture Programs 1000 TOTAL $4,400

Page 93 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Carving On the Edge Festival $ 5000 (25% of total grant funds available) Event Name Amount Requested

Event Date: Sept. 12-22, 2016

Did applicant receive RMI Grant? √ Yes  No

Does this application meet all submission requirements? √ Yes  No Incomplete budget-missing revenue breakdown Specific activities for which the grant will be used: • Festival Coordination • Venue Support • Production Support • Accommodation Support • Food Support for presenters • Honorariums to Presenters • Supplies for Workshops/Festival

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: Other funding sources not specifically identified RMI Request Total projected revenues/contributions: $34,000 $5000 14.7% Total cost of specific activity to which the grant will be applied $22,000 $5000 23% Total cost of all event activities listed in application: $34,000 $5000 14.7%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 94 of 238

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Comments: Tremendous potential to drive visitation but formal strategy not in place.

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Page 95 of 238 Not liable I understand that neither the District of Tofino nor Tourism Tofino shall be liable for any incidental, indirect, special or consequential damages, injury or any loss of use, revenue or profit of the applicant arising out of or in any way related to the festival or event. Event Name 2016 Carving on the Edge Festival Organization Name Carving on the Edge Festival Society Event Website www.carvingedgefestival.com Organization Address (Address) Box 796 1398 Pacific Rim Highway Tofino BC V0R 2Z0 Contact Name (First) Norma Contact Name (Last) Dryden Contact Email [email protected] Contact Phone (250) 726-5230 Event Start Date 12-Sep-16 Event End Date 22-Sep-16 At which venue(s) will your event be Shore Tofino - Events Building held? Has this event been held before? Yes How many times has it been held in 6 the past? Estimated number of attendees: 2500 Is this a one-time event? Approximately what percentage of 75 attendees will be traveling to Tofino for your event? How many people attended your 2000 event last year? What's the organization's mission Our mandate, vision and reason for being to celebrate and enhance the carving statement or mandate? arts that are so natural and organic to our region while celebrating the carvers themselves. This annual festival showcases the rich artistic and cultural history of this region and supports the emergence of artistic and cultural economies for local residents. It entertains and informs visitors and residents about local talent and histories through presentations and demonstrations and builds cultural bridges with First Nations communities in our region. It is a UNIQUE festival in BC and has drawn attention from international visitors as well as in the US and throughout Canada. It also addresses many values and wishes expressed in the District of Tofino's Cultural and Heritage plans. Please describe the purpose(s) of To create opportunity to build cultural bridges through art - bridges to many event: cultures; But specifically to have a festival where the communities can get to know one another through their strengths - in particular the long and celebrated history of coastal arts. The festival advances the understanding and celebration of local talent and creates inspiration and synergy amongst the artistic community, youth and the public. |

Page 96 of 238 Please provide a description of event The program schedule will include a 10 day fine arts carving show; 3 days of activities: intensive carving workshops that range from beginners to master carving classes; two evenings of presentations on contemporary art, historical studies, cultural dancing & singing, film & documentaries, and artist profiles; an 8-day demonstration of master carving artists working on a major project in public view; a carvers' forum with inspirational speakers, cultural tours from a hand- carved canoe, and a carvers' dinner. These events attract an estimated 2000 participants. We expect these numbers to grow in 2016.

Admission Free admission Is your event aligned with a political No or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target market. The event attracts people who are interested in regional cultural arts and heritage, Tofino visitors and those interested in the carving arts. We target visitors to Tofino, lower mainland, Vancouver Island & outlying communities, youth, master artists and emerging artists. We talk to each participant and collect information on their residency - country, city and locale. We count attendance at public presentations, through the gallery door, and estimate all- day open exhibitions. How do you intend to track event In 2016 we intend to limit entrance through one narrow doorway to ensure a attendance? better count on participation, and to conduct more surveys by using volunteer greeters throughout the festival.

Describe how you intend to grow We are in the final stages of our application as a Charities designate; which in event attendance this year and/or turn will give us broader opportunity for funding. This in turn will allow us to long-term capacity in future years. build the festival from the six years of experience and added participation. We have also extended our Board of Directors to include both north and south Vancouver Island carvers. This will broaden the participation from the artistic and cultural communities; and we will be able to offer more extensive programming. The festival was developed from the start with a long-term strategy of building the festival with the goals of advancing the cultural and artistic expressions of traditional and contemporary carving. We have extended the festival each year in spite of our limits on funding, and have been successful in growing the festival with more carvers, workshops, presentations and festival goers. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/2 29596638/36257163_2016_rmi_grant_application_.xlsx Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested 5000 Name to appear on cheque Carving on the Edge Festival Is your organization a not-for-profit Yes operating within the District of Tofino List the specific activities for which Festival Coordination - $1000 the grant will be used. |Venue Support $1000 |Production Suppoet - $500 |Accommodation Support - $800 |Food Support for presenters - $500

Page 97 of 238 |Honorariums to Presenters - $800 |Supplies for Workshops/Festival - $400 Describe briefly how the event will Website, Facebook, Programme, Free postcards year round in public places, be marketed to attract visitors to Attractive poster, Newspaper ads, TV promotions, Internet attraction listings Tofino. with Harbour Living, Aboriginal BC,

What key messages will be used to First Nations culture, Carving arts, Something for everyone in the family, world market the event. class carvers sharing their knowledge, Area carving map, Festival calendar is jam-packed. Unique festival in BC Describe the financial controls and The festival is managed by a seasoned and experienced Board of Directors, each administrative management process has a position portfolio for the success of the festival. The co-chair is the head of the organization. of administration, one Board member is the treasurer. A local bookkeeper keeps the books, while an accountant produces an official notice to reader, as required by larger granting agencies. Our bookkeeping system identifies project0by-project financial summaries for easy and transparent review, including a Statement of Operations. Please describe the strategy for We are in the final stages of receiving a CRA Charitable Status, which will widen long-term financial sustainability of our ability to see arts funding for the Festival. This also involves detailed the event. reporting to CRA. With a wider cast, the Festival has possibilities to grow. Each year we have spread our wings in new ways, all with a strategic direction to grow. We have developed this direction with a dynamic board who had a vision at the outset. List all event partners and Tourism Tofino is a strategic partner in advancing marketing development each collaborators and describe briefly year. BC Arts Council offers specific funding for Community Development, their role with the event. Festival and Youth Engagment; Wickaninnish Inn provides the Carving Shed events, House of Himwitsa is now hosting events, Tofino Coop & Common Loaf give support, District of Tofino provides editing, grant writing help, and growing Events support. Accounting Firm offers discount, Tofino Time gives extra support. Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District. Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Page 98 of 238

Event Budget

Requested Expenses Description Total Cost from DoT e.g. Room rental 2 days @ $200/day $400 $200

Festival Coordination Co-Producer - 3 months $3,000.00 $1,000.00 Festival Key Coordinator $3,000.00 Venue 10-day rental $5,000.00 $1,000.00 Legal Fees/Accounting $2,000.00 Production Expense Lights, Mikes, Sound 2 evenings $1,000.00 $500.00 Advertising/Marketing $7,000.00 Accommodations Key Presenters $6,000 $800.00 Food Support Artists & Prsenters $2,000.00 $500.00 Honorariums to Speakers Key Speakers $3,000.00 $800.00 Supplies/Tools/ Workshops Supplies/Tools/ Workshops $2000.00 $400.00 Total Expenditures $34,000 $5,000

Confirmed Funding Requested Funding Sources of Funding Total Cash In-kind Cash In-kind District of Tofino $5000 $5000 Your organization’s contribution $25,000 $4,000 $29,000

Total Revenue $34,000

Page 99 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

$1560 cash + $1020 in-kind Total: $2580 (13.5% of total grant funds Clayoquot Oyster Festival available) Event Name Amount Requested

Event Date: Nov.17-20, 2016 Did applicant receive previous RMI Grant? √ Yes  No Does this application meet all submission requirements? √ Yes  No

Specific activities for which the grant will be used: • 13 blue plastic 5 gallon pails to catch discarded oysters • recycling liners, and the making of waste signage and mounting materials • waste management coordination fee • Inlet Tour Coordination

In kind request: • 2 smoker poles that don't require water or sand to extinguish the cigarette • 2 green Slim Jim Rubbermaid containers that can be used for collecting paper products in washrooms • 6 flat red lids that fit the existing red garbage cans that will have a hole cut in the top to collect bottles. • 1 Rubbermaid recycling centre.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $9,920 $1560 15.7% Total cost of specific activity to which the grant will be applied $1900 $1560 82% Total cost of all event activities listed in application: No provided

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Page 100 of 238

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 101 of 238

2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name Clayoquot Oyster Festival Organization Name Clayoquot Oyster Festival Event Website http://www.oystergala.com Organization Address (Address) P.O. Box 1233

Organization Address (Address2)

Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Cindy Contact Name (Last) Hutchison Contact Email [email protected] Contact Phone (250) 266-4138 Event Start Date 17-Nov-16 Event End Date 20-Nov-16 At which venue(s) will your event The Shore be held? Has this event been held before? Yes

How many times has it been held 19 in the past? Estimated number of attendees: 700

Is this a one-time event? Approximately what percentage 60 of attendees will be traveling to Tofino for your event?

How many people attended your 680 event last year?

Page 102 of 238 What's the organization's mission The Clayoquot Oyster Festival Society is a group that seeks to promote and statement or mandate? recognize the region's sustainable aquaculture industry by hosting four days of events coinciding with the beginning of the area's oyster harvest. From food to entertainment, our mandate is to support and admire our favourite bivalve. We aim to bring enjoyment to both locals and visitors alike all for the love of Oysters.

Please describe the purpose(s) of As a well established event the purpose of our events are to entertain and to event: celebrate the shellfish growers, chefs, and bivalve; the oyster. Our intention is to offer local residents and visitors the chance to create a new underwater costume for the Mermaid's Masquerade or shine up their favourite dancing shoes to dance the night away during our deep dark winters.

Please provide a description of Over the past 19 year the Clayoquot Oyster Festival has shifted and grown. What event activities: was once a very local celebration has expanded into a multiple day festival offering everyone who participates a great experience. Although the festival is responsible for organizing and hosting the Mermaid Masquerade and Oyster Gala, many wonderful community partners have stepped up and offered complementary activities to keep festival goers coming back for more. Remote passages now offers Oyster Farm Inlet Tours, The Wickaninnish Inn offers an evening with Victor & Cathy from Outlandish Shellfish, and the newest addition is the Wolf In The Fog hosting the festival's kick off party Thursday night. 2015 was a big year in that we saw the festival move to The Shore on Main Street and our capacity grow slightly. This allowed us to inject some new excitement into the festival as we move into our 20th year this 2016. Since this will be the 20th Anniversary of the Festival we are looking forward to some exciting opportunities that will add even more value to this already priceless event. A key aspect of the event we'd like to focus on is our commitment to green event practices and developing further areas of collaboration with keys community partners to grow the event outside of our two night festivities. We are also interested in exploring the possibility of developing merchandise opportunities alongside our online ticket sales and the development of a special memory/cookbook to celebrate the 20th Anniversary of the Clayoquot Oyster Festival. Admission Paid admission Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target Our demographic is middle aged, middle to high income people who live in Tofino/ market. Ucluelet, on Vancouver Island, in the lower mainland, Alberta, and the Pacific Northwest region of the US. The visitors attending have a passion for food, arts, culture and the Clayoquot Sound.

How do you intend to track event We are able to track our engagement via on-line ticketing that gathers basic attendance? location information and how many tickets are sold on-line vs in person in Tofino. We also are able to obtain demographic information from our accommodation partners prior to and after the festival.

Page 103 of 238 Describe how you intend to grow Physically our event is likely as large as it can be unless we take over a event attendance this year and/or neighbourhood block. Therefore we intend to grow our long-term capacity but long-term capacity in future making sure the festival always has a new exciting aspect within it and festival years. attendees always feel excited to be there for their 1st time or their 19th time. With the 20th Anniversary ahead we hope this year will inspire more community partners to get involved with the festival in their own way, specifically growing our partnership with Remote Passages and the Inlet Tours through the addition of a chef on board the boat giving visitors another activity to discover. We intend to grow our long-term capacity for future years by establishing a level of green event practices that other festivals can look to for greening their events. We are essentially the older sibling and feel it's time to lead by example. Many festival attendees now recognize the importance of minimizing their impact and by featuring it predominately we hope visitors will be appreciative. We also intend to update our website to make it easier to purchase merchandise online when you purchase your ticket which in turn create more brand awareness.

Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 556700/36257163_clayoquot_oyster_festival_2016_budget.pdf

Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $1560 + $1020 inkind Name to appear on cheque Clayoquot Oyster Festival Is your organization a not-for- Yes profit operating within the District of Tofino List the specific activities for The specific activities the grant will be used for are as follows:|1) We would like which the grant will be used. the $1020 in-kind amount requested to be used by the district to add the following items to their event inventory as we feel they are items missing that would be valuable for not just our event but for all event in Tofino - especially in regards to green event practices. 2 smoker poles that don't require water or sand to extinguish the cigarette, 2 green Slim Jim Rubbermaid containers that can be used for collecting paper products in washrooms, 6 flat red lids that fit the existing red garbage cans that will have a hole cut in the top to collect bottles. (We found last year that the red containers worked great for large amounts of beverage containers however it would make sorting easier on the back side if there were lids with holes so that people wouldn't throw garbage into them.) and one Rubbermaid recycling centre. We have sourced these items out and would be happy to coordinate the purchase or talk further on adding them into the District of Tofino's Event Inventory.|2) On the topic of greening our event practices we require 13 blue plastic 5 gallon pails to catch discarded oysters, recycling liners, and the making of waste signage and mounting materials. |3) Paying a waste management coordination fee to organize volunteers needed as well as set up of stations and management of them through out the entire event.|4) Inlet Tour Coordination. In the past the Remote Passages Inlet Tours have been run and organized by them and this year in the spirit of collaboration we'd like to organize the addition of a chef to be onboard to add an additional element for visitors to partake in.

Page 104 of 238 Describe briefly how the event We are marketing through our website, social media, and posters. Promoted via will be marketed to attract Tourism Tofino and featured in Eat magazine's Upcoming events sections for the visitors to Tofino. month of November.

What key messages will be used Key messages used to market the event will be the celebration of our favourite bi- to market the event. valve in Clayoquot Sound and "Keeping Tofino's Population Growing since 1997"

Describe the financial controls Interim Board of Directors overseas the financial controls and administrative and administrative management management process. process of the organization. |Bobby Lax |Ashley Adams |Liam McNeil |Cindy Hutchison |Michael Mullin Please describe the strategy for The strategy for long-term financial sustainability of the event is to continue to fine long-term financial sustainability tune our offerings with community partners and create unique packages through of the event. our accommodation providers. We are seeking out ways to utilize our online traffic during ticket sales by offering merchandise through our website which in turn will help generate extra profit for future events such as limited edition prints of the poster, shucking knifes, etc.

List all event partners and Outlandish Shellfish Guild, Jack Greig, Mac's Oysters - Oyster providers|Tofino's collaborators and describe briefly Restaurants for providing amazing oyster dishes for Saturday night|Tourism of their role with the event. Tofino - Marketing Partners|District of Tofino - RMI partners|Smashing Glasses - Rentals|Mermaid Tales Bookshop & Tofino Sea Kayaking - Ticket Sales|Tofino Light & Sound Co. - Entertainment/Production Crew|Marika Swan - Artist of 20th Anniversary |Epic Pharmacy - sponsor|Red Can & Solidarity Snacks - Provider of Volunteer food|Red Can & Tacofino - CanapÃ© providers for Saturday night||||

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District. Checkbox Grant funds will be managed by the applicant organization. Checkbox Grant funds will not be used to fund other bodies or organizations.

Page 105 of 238 Revenues C/P Project Forecast Actual Amount GST/PST In-kind Value Notes

1 Earned Revenues

2 Single Admissions 3 Discounted Admissions

4 Limited Edition Prints

5 Concessions/Merchandise sales

6 Program Advertising

7 Workshop fees/tuition

8 Donations

9 Memory/Cookbook 10 On Site Fundraising

11 Total Earned Revenues $ 0.00 $ 0.00 12 Private sector Revenues

13 Fundraising: Corporate

14 Individuals 15 Sponsors

16 Bank Interest

17 Clayoquot Oyster Festival Society Contribution C $ 3,940.00

18 Total Private Sector Revenues $ 3,940.00 $ 0.00

19 Grant Revenues

20 Dept. of Canadian Heritage (specify)

21 Other ( Federal) specify

22 Page 106 of 238 23 District of Tofino : RMI Event Grant P $ 1,560.00 $ 1,020.00 24 Tourism Tofino Marketing Support Application P $ 2,400.00 $ 1,000.00

25 District of Tofino: Arts & Culture 26 District of Tofino: Council Grants

27 Total Grant Revenues $ 3,960.00 $ 2,020.00

28 Total All Revenues $ 9,920.00

29 Summary 30 Total All Revenues $ 9,920.00

31 Total Expenses $ 9,920.00

32 Surplus/(Deficit) $ 0.00 33

34 35

Expenses C/P Projected Forecast Projected Forecast In-Kind Value In-Kind Value DoT Tourism Tofino DoT Tourism Tofino

1 Production Expenses

2 Coordinator/Entertainment Fees: (Specify) 3 Artists

4 Entertainment

5 Waste Management Coordination P/C $ 700.00

6 Inlet Tour Coordination P/C $ 1,000.00

Page 107 of 238 7 Materials: (Specify)

8 2 x Smoker Pole P $ 239.00

9 2 x green slim jim rubbermaid P $ 139.00 10 6x flat lid red P $ 148.00

11 rubbermaid recycling center P $ 494.00 12 13 x blue plastic 5 gallon pail P $ 110.00

13 blue recycling trash liners P $ 60.00

14 Waste Signage/mounting P $ 30.00

16 Technical Expense: ( Specify)

18 19

20 Media/Marketing Expense: ( Specify)

21 Website maintenance/update/overhaul P $ 3,500.00

22 Cookbook photography P $ 2,500.00

23 Marketing Inlet Tours w/ Chefs Saturday P $ 1,000.00 AM

25 26

29 Total Production Expenses $ 1,900.00 $ 6,000.00 $ 1,020.00 $ 1,000.00 Page 108 of 238

Page 109 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Clayoquot Salmon Festival $2,500(12.5% of total grant funds available) Event Name Amount Requested

Event Date: Oct. 12-19, 2016 Did applicant receive previous RMI Grant?  Yes √ No

Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant will be used: • High Profile Concert • Salmon Celebration Gala • Salmon Symposium • Documentary Screening

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong Comments: RMI Request Total projected revenues/contributions: $25,400 $2,500 9.8% Total cost of specific activity to which the grant will be applied $5,250 $2,500 47.6% Total cost of all event activities listed in application: $17,880 $2,500 14%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Page 110 of 238

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Page 111 of 238 Organization Address (Address2) Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Jeh Contact Name (Last) Custerra Contact Email [email protected] Contact Phone (250) 725-4218 Event Start Date 12-Oct-16 Event End Date 19-Oct-16 At which venue(s) will your event Venues are not confirmed, but may include: be held? |Tofino Community Hall |Clayoquot Sound Theatre |The Shore |Tin Wis |Wickaninnish Inn |Darwin's Cafe |Ecolodge Meeting Room |Common Loaf Bake Shop |Tofino Sea Kayaking |The Village Green Has this event been held before? Yes How many times has it been held 1 in the past? Estimated number of attendees: 600 Is this a one-time event? Approximately what percentage 50 of attendees will be traveling to Tofino for your event? How many people attended your 200 event last year? What's the organization's mission Our mission is to be peaceful, courageous advocates in protecting the ancient statement or mandate? temperate rainforest, ocean, rivers and biodiversity of Clayoquot Sound.

Please describe the purpose(s) of Celebrating the migration and return of the Pacific salmon spawn and fundraise for event: salmon conservation efforts. Please provide a description of For 2016, we are envisioning a number of events including:|- Welcoming and event activities: kickoff event with Tla-o-qui-aht Tribal Parks|- A high profile concert|- Salmon celebration gala including food, fundraising auction, music and dance|- Children and families parade involving Wickaninnish - - Community School and Tofino Nature Kids|- Beach cleanup organized with Surfrider Pacific Rim|- Salmon habitat restoration organized with Central West Coast Forest Society|- Salmon habitat tours to view ecologically sensitive areas|- Salmon science and traditional ecological knowledge symposium|- Documentary hosted with Monday Night Movies|- Art exhibit of coastal artists|- Sustainable seafood cooking with local chefs|All events will include recycling, and minimize the use of one-time use materials.

Admission Paid admission

Page 112 of 238 Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target The festival aims to offer Pacific Rim residents and visitors an opportunity to market. reflect upon, and build an active appreciation for, the irreplaceable value of salmon in Clayoquot Sound. The events are designed to offer something for everyone, from elders to youth. The primary target markets are environmentally conscious adults and seniors, adventurous travellers, families and children. | How do you intend to track event The concert, gala and film will be ticketed events. The parade and stream attendance? restoration will have advance registration. Other events will have sign-up sheets and organizers will do head counts at all events.

Describe how you intend to grow - Increase the depth of partnerships with other like-minded organizations including event attendance this year and/or Tla-o-qui-aht Tribal Parks and Central Westcoast Forest Society. long-term capacity in future |- Working with our Festival partners to ensure that we provide events for a range years. of audiences to make th

Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 605692/36257163_clayoquotsalmonfestival_budget.docx

Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $2,500 Name to appear on cheque Friends of Clayoquot Sound Is your organization a not-for- Yes profit operating within the District of Tofino List the specific activities for High Profile Concert which the grant will be used. |Bringing together musical talent from abroad and locally to celebrate the return of the salmon. | |Salmon Celebration Gala |This event includes food, fundraising auction, music and dance. | |Salmon Symposium |Speakers from a variety of backgrounds provide information regarding the current science as well as traditional ecological knowledge of salmon and their habitat. | |Documentary Screening | A salmon documentary will be shown emphasizing the ecological and economic significance of healthy salmon both locally and internationally.

Page 113 of 238 Describe briefly how the event We will use our networks to increase the profile of the Festival outside of Tofino will be marketed to attract through promotion by: visitors to Tofino. | |- Partnering with Tourism Tofino |- Advertising in print media including Tofino Time, The Westerly, Ha-Shilth-Sa, Ukeedaze, What's On Digest, and Harbour Living. |- Earned media advertising with Canadian Geographic, The Globe and Mail, CBC, The Times-Colonist, Vancouver Sun, The Tyee, BC Living, Pacific Rim Magazine, Focus, Common Ground, and Watershed Sentinel. |- Stand alone Festival website. |- Marketed through the FOCS networks via e-news, and newsletter |

What key messages will be used - Celebrating the migration and return of the Pacific salmon spawn. to market the event. |- Emphasizing the ecological and economic significance of healthy salmon to Clayoquot Sound and all coastal communities in BC. |- Highlighting the importance of respect for the environme

Describe the financial controls - Board of Directors oversight. and administrative management |- Revenue and expenses are tracked on a project by project basis. process of the organization. |- Financial records are kept up to date by a contract bookkeeper using in-house Simply Accounting software. |- Annual income statements and balance stateme Please describe the strategy for - Secure sustaining partnerships and shared resources with other organizations. long-term financial sustainability |- Approach candidates for long term sponsorship of the event. of the event. |- Ticket sales for some events within the Festival. |- Partnerships with academic institutions. |- Gain a broad List all event partners and Partners:||Tla-o-qui-aht Tribal parks would play a crucial role in the welcoming collaborators and describe briefly and kickoff event, as well as a recipient of any funds generated. |Central West their role with the event. Coast Forest Society to host a Salmon stream restoration session open to the public to increase public awareness of issues faced by salmon||Collaborators:||Surfrider - Beach Cleanup with the intent to protect special ocean and coastal places before they are threatened.|Tofino Nature Kids - Games for kids and families at the Saturday market, as well as involvement in a "Salmon Run Parade" with the Wickaninnish Community School.|Monday Night Movies - Documentary film screening

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Page 114 of 238 Checkbox Grant funds will not be used to fund other bodies or organizations.

Clayoquot Salmon Festival: Event Budget

Requested Expenses Description Total Cost from DoT

Organizing event coordination 200hr x $18/hr 3600 logistics organization 40hr x $18/hr 720 public and relations staff 60hr x $18/hr 1080 Total 5400

Venue Costs venue rentals Tofino Community Hall , Clayoquot Sound 2000+ $1,500 Theatre, The Shore, Tin Wis, Wickaninnish Inn, sound/lights 600 venue supplies 150 food 1000 Total 3450+

Performer and Speaker Costs performer contracts $1500 Main Act, $1250 Support Acts, 3250 $1,000 $500 Local Acts speaker honorariums $100/speaker for 8 speakers 800 accommodations $150/night for 12 performers and 8 speakers 3000 transportation $0.42/km 1680 Total 8730

Total Event Expenditures $17,880+ $2,500

Page 115 of 238 Clayoquot Salmon Festival: Marketing Budget

In-Kind Cash Contribution Requested Expenses Description Total Cost Requested from of Tourism Tourism Tofino Tofino

Marketing Needs communications strategy 500 $500 branding and design 1600 $1,600 website design 5400 $5,400 interactive event map 400 $400 blog posts 700 $700 social media mentions 800 $800 event photography 900 $900 event videos 2700 $2,700 media outreach 200 $200 media tours 1800 $1,800 Total 15000 $15,000

Basic Marketing Expenses printing 1500 rackcards and 150 posters 440 $440 radio Tuff City Radio and CBC 560 $280 digital promotion Facebook ad 1120 $560 print/traditional media ad buys in established publications 3660 $1,220 TOTAL 5680 $2,500

Total Marketing Expenditures $20,680

Clayoquot Salmon Festival: Funding Sources

Confirmed Funding Requested Funding Sources of Funding Total Cash In-kind Cash In-kind Friends of Clayoquot Sound $5,400 $5,400 District of Tofino $2,500 $2,500 Tourism Tofino $2,500 $15,000 $17,500

Total Revenue $25,400

Page 116 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Clayoquot Sound of Freedom $1000 (5% of total grant funds available) Event Name Amount Requested

Event Date: July 5- Aug. 30, 2016 Did applicant receive previous RMI Grant?  Yes √ No Missing 2016 Budget ( 2015 Budget Does this application meet all submission requirements?  Yes √ No provided)

Specific activities for which the grant will be used: • Development of new presentation for 2017

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong Comments: RMI Request Total projected revenues/contributions: Not provided Total cost of specific activity to which the grant will be applied Not provided Total cost of all event activities listed in application: Not provided

*No details provided

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong Comments: *Project details not provided

Page 117 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Event in July and August

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: None described in application

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 118 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name Clayoquot Sound of Freedom Organization Name Clayoquot Action Society Event Website clayoquotaction.org/events Organization Address (Address) Box 511 Organization Address (Address2) Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Dan Contact Name (Last) Lewis Contact Email [email protected] Contact Phone (250) 726-8136 Event Start Date 05-Jul-16 Event End Date 30-Aug-16 At which venue(s) will your event Clayoquot Community Theatre be held? Has this event been held before? Yes How many times has it been held 16 in the past? Estimated number of attendees: 450 Is this a one-time event? Approximately what percentage 95 of attendees will be traveling to Tofino for your event? How many people attended your 400 event last year? What's the organization's mission Clayoquot Action is a Tofino-based conservation society committed to protecting statement or mandate? the biocultural diversity of Clayoquot Sound.

Please describe the purpose(s) of To get people stoked on maximizing their recreational opportunities while here, to event: make them want to return, to describe the ecology of the region and its conservation heritage.

Please provide a description of Weekly multimedia presentation designed for all ages. Tuesdays through July & event activities: August.

Page 119 of 238 Admission Free admission Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target Visitors who enjoy nature and outdoor activities, and care about conservation of market. nature. How do you intend to track event Volunteer counts attendees with a clicker. attendance? Describe how you intend to grow We will be hosting an event for summer staff in early June to present the show and event attendance this year and/or encourage them to help promote it. long-term capacity in future years. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 604623/36257163_2015.ca.summershowbudget.pdf

Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $1,000 Name to appear on cheque Clayoquot Action Society Is your organization a not-for- Yes profit operating within the District of Tofino List the specific activities for Development of new presentation for 2017-$1000. which the grant will be used. Describe briefly how the event Advertising in Tofino Time, and listing on all Tofino event websites. will be marketed to attract visitors to Tofino. What key messages will be used A lively multimedia journey through the visually stunning landscape, wildlife and to market the event. cultures of Clayoquot Sound. | |Entertaining, informative and inspiring evening. Everyone welcome. Free admission. | |My daughters and I attended your presentation last night. Thank you so much for sharing that educational, inspiring and critically important information. Your message was positive, potent and real in a way that my 17-year-old daughter was lifted by, and also so creative and beautiful that the 10-year-old sat engrossed. Describe the financial controls Paid administrative staff, Board of Directors, Tofino Bookkeeping Services. and administrative management process of the organization. Please describe the strategy for Continue to build a strong annual event which is supported by local businesses, by long-term financial sustainability clearly describing benefits to businesses. Continually updating the presentation of the event. with fresh images and stories so locals and visitors alike can enjoy the event annually.

Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Page 121 of 238

Clayoquot Sound of Freedom 2015 Column A Column B Column C Comments Amount of EXPENDITURES (Round to nearest dollar) Total Project Total Explain How the Total Cost Amounts in Amount Cost (Cash Project Column A Were Derived. Attach Requested and In-Kind) Cost That is Additional Paper If Needed. In-Kind Staff Costs Research & Development $1,000 $0 $1,000 40 hours @ $25/hour. 72 hours @ $25/hour = coordinating Organisation & Promotion $1,800 $0 $1,800 logistics and volunteers, weekly social media promotion, postering & postcard distribution. Speakers Fees $3,200 $0 $3,200 8 shows x 2 speakers @ $200/show/each. Staff Sub-total: $6,000 $0 $6,000

Direct Costs Per diem $320 $320 $0 16 meals at $20/person Direct Costs Sub-total: $320 $320 $0

Communications Promotional postcard $990 $0 $990 Print & ship 5,000 postcards Poster & ad / design & layout $600 $100 $500 Friendly discount, Estimate from designer Posters $200 $0 $200 Print & ship 125 posters. Weekly drive to Tofino Visitor Centre and Distribution $100 $0 $100 all businesses enroute. 8 x 25 km @ $.50/km. Tofino Time ads for 3 months @ $500 each, Advertising $2,250 $1,500 $750 (in-kind). Westerly Post-It ads 10 @ $75 = 750 (includes free half-page colour ad to thank sponsors) Communications Sub-total: $4,140 $1,600 $2,540

Overhead Clayoquot Action office space, hydro, Administration $800 $400 $400 phones, internet, & photocopier. Clayoquot Community Theatre Rental for 8 Theatre Rental $880 $230 $650 shows. Discounted locals rate. Overhead Sub-total: $1,680 $630 $1,050

TOTAL EACH COLUMN $12,140 $2,550 $9,590

Page 122 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Cultural Heritage Festival $3000 (15% of total grant funds available) Event Name Amount Requested

Event Date: Aug. 28- Sept. 4, 2016 Did applicant receive previous RMI Grant? √ Yes  No

Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant funds will be used: • an Art and Artifacts Exhibit • a Contemporary Art Show • an Art Installation, video screening and Story Telling at the Kwisitis Visitor Centre • a Play about Emily Carr • a Book Reading evening & Discussion with author of "Emily Carr's BC", Laurie Carter • a Cultural Tour of Hitacu where Emily Carr spent some time painting scenes in the village

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $29,5000 $3000 10% Total cost of specific activity to which the grant will be applied $8000 $3000 38% Total cost of all event activities listed in application: $29,5000 $3000 10%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Registered charity, stable funding, event in 5th year

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Comments: 2016 Event – Emily Carr

Page 123 of 238

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: End of August/September Long-weekend

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: Regional event, First Nations participation

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Collaborating with PRNP, AV Museum, Ucluelet Historical Society, Clayoquot Community Theatre

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 124 of 238

2016 Resort Municipality Initiative (RMI) Event Grant Application

Has this event been held before? Yes How many times has it been held 4 in the past? Estimated number of attendees: 3500 Is this a one-time event? Approximately what percentage 75 of attendees will be traveling to Tofino for your event? How many people attended your 3318 event last year?

Page 125 of 238 What's the organization's mission PRAS' vision is to provide a lively, diverse and self-sustaining arts and culture statement or mandate? program as an integral part of a healthy and viable community. Its mandate is |a) to offer local residents arts and culture experiences that will bring them together within a social context - activities that are essential to build a strong community but challenging in an age of easy media access; |b) to expose local residents to top-quality arts events at affordable prices and encourage the growth and development of local audiences, artists and participants; |c) to provide opportunities for local artists and artisans to present their work to the local communities and to the many tourists who visit our region each year; |d) to raise the profile of arts and culture in the region, with the eventual aim of having the arts and culture sector play a significant social and economic role in a region where economic diversity is needed.| Please describe the purpose(s) of The purpose of the Cultural Heritage Festival (CHF) is to explore the many event: expressions of traditional art on the west coast and to strengthen long-standing cultural traditions by engaging members of the community in the exploration of art forms that represent the cultural diversity of the West Coast. The activities of this festival are intended to educate the public on the many ways art tells a story. These stories can express a sense of pride in our local heritage and culture, and in addition, they encourage youth and emerging artists to engage in their community to continue our living cultures. Please provide a description of The topic for the 2016 festival will be "Emily Carr", her depiction of the West Coast event activities: and the story it tells about Nuu-chah-nulth culture. Emily Carr's engagement with the First Nations and the awareness that she brought about their art & rich cultural heritage to the outside world will be explored throughout the festival. | |Some of the activities will be: |-an Art Exhibit |-a Contemporary Art Show |-an Art Installation and Story Telling at the Kwisitis Visitor Centre |-a Play about Emily Carr |-a Book Reading evening & Discussion with author of "Emily Carr's BC", Laurie Carter |-a Cultural Tour of Hitacu where Emily Carr spent some time painting scenes in the village Admission Combination of free and paid events Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target Residents from Tofino, Ucluelet, and local First Nations communities. Tourists market. from Vancouver Island and Vancouver who will travel to Tofino specifically for our festival. Tourists from across Canada and abroad who have a particular interest in our local culture and heritage. Our events will engage people of all ages. How do you intend to track event We always do a headcount at all of our events. Some events will be ticketed, so attendance? we will be able to track sales.

Page 126 of 238 Describe how you intend to grow We have hired a marketing coordinator who will be working specifically on event attendance this year and/or audience development strategies. The marketing coordinator will ensure that long-term capacity in future strategies are put in place for the marketing and promotion of this festival in order years. to capture not only local residents, but audiences from the greater Vancouver Island region and mainland BC.

Upon evaluation of this year's festival, the marketing coordinator will develop a strategy to identify gaps in our audience demographics in order to grow event attendance in future years.

Hiring a marketing coordinator will also relieve the event coordinator from these duties so that he/she can focus on program content and delivery, thus improving our programs overall. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 417519/36257163_2016_chf_budget.xlsx

Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $3,000 Name to appear on cheque Pacific Rim Arts Society Is your organization a not-for- Yes profit operating within the District of Tofino List the specific activities for The festival components for which the grant will be used are as follows: which the grant will be used. an Art and Artifacts Exhibit a Contemporary Art Show an Art Installation, video screening and Story Telling at the Kwisitis Visitor Centre a Play about Emily Carr a Book Reading evening & Discussion with author of "Emily Carr's BC", Laurie Carter a Cultural Tour of Hitacu where Emily Carr spent some time painting scenes in the village Describe briefly how the event To attract visitors from out of town we will send information about our event and will be marketed to attract the link to our website to: Harbour Living, Festival Seekers, Tourism Vancouver visitors to Tofino. Island Official Guide and their Outdoor guide, the VanDopp Cultural Guide, and more (see Marketing & PR Activity attachment). We hope to have funding to advertise in local newspapers across Vancouver Island and in Vancouver. We will also use social media extensively. ||We have hired a part-time marketing coordinator to implement the above and devise new strategies to attract visitors to Tofino through our festival.||For the benefit of visitors who have already arrived in Tofino, posters and a program guide will be posted and delivered around Tofino in strategic places to attract their attention. The event will also be publicized in the Westerly, Tofino Time and local radio stations.

What key messages will be used Experience the natural beauty of the West Coast through the eyes of Emily Carr. to market the event. Retrace her footsteps as she explores Nuu-chah-nulth culture and communicates her newfound perspective through art.

Page 127 of 238 Describe the financial controls The Pacific Rim Arts Society Board consists of up to eight board members including and administrative management a President, Vice-President, Treasurer and Secretary and four other board process of the organization. members who are all responsible for the approval of operating and program budgets for the society. A treasurer is responsible for the cheque writing and deposits and makes sure that the money is spent according to approved budget allocations. The Society's Executive Director is responsible for the grant application and report writing and works with the financial committee on budgets. She also works with the treasurer to ensure that the money is spent on activities as detailed on successful grant applications. Annual Charity reports, BC Gaming Account Summary reports are written by ED and verified and signed by a member of the financial committee. Board members are fiscally responsible for all PRAS' financial transactions.

Please describe the strategy for The festival, now in its 5th year, has gained leverage and is certainly more long-term financial sustainability recognized year by year. This helps with sponsorship and the ability to secure of the event. support from the community. We have just hired a marketing coordinator, a Tofino resident who has previous experience in marketing, and she will develop strategies to increase attendance at our festivals.||We are an established organization that has a successful track record of acquiring funding for our various annual events. We are currently working towards securing multi-year funding for the Cultural Heritage Festival.

List all event partners and Each year, depending on the theme of the festival we look for other community collaborators and describe briefly partners who who help us with content, for example, the Alberni Valley Museum, their role with the event. this year we are approaching the Royal BC Museum and Archives. | |-The Kwisitis Visitor Centre in the Pacific Rim National Park Reserve and the Ucluelet and Area Historical Society for the Art/Artifact Exhibition. They provide us with venues and resources for the educational aspect of the festival. |-Black Rock Oceanfront Resort for the Contemporary Art Show component. They provide a free venue for the show and free accommodation for our guests. This year we are planning to approach The Shore in an attempt to have this event in Tofino. |-Clayoquot Community Theatre will be approached for hosting the Play on Emily Carr. |-The Westerly, Tuff City Radio, Ukee Radio, & RTown have been partnering with us to provide advertisement for the festival offering us a reduced rate package. |-Mermaid Tales Bookstore and Blackberry Cove Bookstore. We would like to work with these businesses to feature books on the theme of Emily Carr during the festival, including Laurie Carter's "Emily Carr's BC". We will be pursuing these two bookstores and Caffe Vincente's as possible locations for our Book Reading events.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Page 128 of 238 Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

PACIFIC RIM ARTS SOCIETY Fiscal Year begins Sept. 01 Cultural Heritage Festival 2015-2016

REVENUES **confirmed in bold** GOVERNMENT GRANTS Deferred contributions (Grants) Grants: BC Gaming - for 4 programs 8,000 BC Arts Council basic assistance 1,000 District of Tofino 3,000 District of Ucluelet 1,000 TOTAL GOVERNMENT GRANTS 13,000

FUNDRAISING: Business Sponsors 1,000 Clayoquot Biosphere Trust 3,000 Koerner Foundation (Cultural Heritage Fest) 3,000 Raffles & fundraising events 2,000 Vancouver Foundation 5,000 Total Fundraising 14,000 EARNED REVENUE Sales 1,250 Concert door 1,250 Sub-total of Earned Revenue 2,500 TOTAL REVENUE(CASH) 29,500

IN-KIND REVENUE Labour 4,000 Material 400 Accomodation 2,500 Venue 3,000 Promotion & Marketing 5,000 Transport/walls &equipment 500 TOTAL IN-KIND REVENUE 15,400

Page 129 of 238 GRAND TOTAL REVENUE 44,900

EXPENSES: Artist Accomodation 1,000 Advertising 1,000 Artist fees 3,000 Artist Payment on Art Sold 1,000 Honorarium and gifts 400 Coordinator fees 4,000 ED oversight 1,000 Fundraising expenses 100 Office Expenses and supplies 100 Meals, Receptions / Opening Ceremonies 1,500 Equipment rental (production) 500 Promotion & Marketing 3,920 Printing 1,500 Supplies 500 Technical Support 500 Travels 700 Venue rental 1,500 Wages 7,280 TOTAL EXPENSES (CASH) 29,500

IN-KIND EXPENSES Labour 4,000 Material 400 Accomodation 2,500 Venue 3,000 Promotion & Marketing - 5,000 Transport/walls &equipment 500

TOTAL IN-KIND EXPENSES 15,400 GRAND TOTAL EXPENSES 44,900

SURPLUS/ DEFICIT 0

Page 130 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Events Co-ordinator for Surfrider $9000 (45 of total grant funds available) Event Name Amount Requested

Event Date: Jan. 1- July 1, 2016 Did applicant receive previous RMI Grant?  Yes √ No Incomplete budget-missing revenue Does this application meet all submission requirements?  Yes √No breakdown

Specific activities for which the grant will be used: • To hire a part time events co-ordinator to help grow the Surfrider events for 2016

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: Not provided Total cost of specific activity to which the grant will be applied $9000 $9000 100% Total cost of all event activities listed in application: $9000 $9000 100% Grant funds will be used for part time events coordinator. No specific event(s) listed.

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Specific event(s) and or event date(s) not described. Requesting coordinator wage for overall event program coordination. Board of directors, financial records submitted monthly Surfrider headquarters in California and receive accounting support.

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 131 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Collaborating with Shorebird Festival, surf contests, Ocean Day, Earth Day

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 132 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Not liable I understand that neither the District of Tofino nor Tourism Tofino shall be liable for any incidental, indirect, special or consequential damages, injury or any loss of use, revenue or profit of the applicant arising out of or in any way related to the festival or event. Event Name Events Co-ordinator Organization Name Surfrider Pacific Rim Event Website http://www.surfrider.org/ Organization Address (Address) PO BOX 964 Organization Address (Address2) 1292 Organization Address (City) tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Michelle Contact Name (Last) Hall Contact Email [email protected] Contact Phone (250) 522-0142 Event Start Date 01-Jan-16 Event End Date 01-Jul-16 At which venue(s) will your event Tofino, Uculelet, Pacific Rim BC Parks be held? Has this event been held before? No How many times has it been held in the past? Estimated number of attendees: 50 Is this a one-time event? No Approximately what percentage 20 of attendees will be traveling to Tofino for your event? How many people attended your event last year? What's the organization's mission Our mission is the protection and enjoyment of oceans, waves and beaches statement or mandate? through a powerful activist network.

Please describe the purpose(s) of Multiple events to raise awareness & funds for the protection of the ocean, waves event: and beaches. Please provide a description of Looking to hire a part time events co-ordinator to arrange events including; event activities: remote beach cleans, film nights, surf competitions, art competitions, blue water task force projects, earth day, ocean day, community meet ups, photography contests, ocean garden workshops, shore bird festival, recycling, BBQ's, business collaborations Admission Combination of free and paid events Is your event aligned with a No political or religious agenda?

Page 133 of 238 Is your event openly accessible to Yes the public? Describe your event's target Everyone who LOVES the beach and ocean and want to play in safe clean water, on market. pristine beaches free from pollution. The beaches are the number 1 reason tourists are coming to Tofino!!! Surfrider wants to promote events that will continue to keep these places healthy, and free from pollution, taking care of marine life and eco systems. How do you intend to track event With sign up/sign in lists, asking for volunteer sign ups. Voluteers will man the attendance? events to track attendance. Describe how you intend to grow Growing the surfrider group, bringing more awareness to the community, event attendance this year and/or collaborating with business and companies in Tofino, asking for sponsors, having long-term capacity in future ambassadors in the community that will bring attention to the events, bringing years. global issues to Tofino and working with surfrider internationally to highlight what we are doing in Tofino. Monthly clean ups, and write ups in Tofino Times, facebook, instagram, website and being present at events that we can keep bringing awareness to that are associated with keeping the beaches and ocean clean, and enjoying these things! Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 562981/36257163_part_time_events_co.docx

Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested 9000 Name to appear on cheque Surfrider Pacific Rim Is your organization a not-for- Yes profit operating within the District of Tofino List the specific activities for To hire a part time events co-ordinator to help grow the Surfrider events for 2016. which the grant will be used. |These surfrider events will be purely connected to the protection & enjoyment of the beaches, waves and ocean.

Describe briefly how the event Social media, surfer global websites, Tofino times will be marketed to attract visitors to Tofino. What key messages will be used That the beaches are the number 1 reason tourists are visiting Tofino! Surfrider is to market the event. the only group in Tofino that is directly working to keep them pollution free, and working on campaigns that support that.

Describe the financial controls Board of directors including Chair, vice, secreatary, treasurer, volunteer and administrative management coridnator. Surfrider Pacific Rim fundraise for use within Tofino only.|Decisions are process of the organization. made within the board, but with direction of its members too.|Surfrider HQ is in california and we submit financial records to them monthly, and receive accounting support. Please describe the strategy for A part time events co-ordinator can grow the awareness for the 2016 events, and long-term financial sustainability streamline these so that after the post has been completed, the volunteers can of the event. take over and continue with the events thereinafter.

Page 134 of 238 List all event partners and As many business & orgs in Tofino who are working with the same mission to collaborators and describe briefly protect and enjoy the oceans and beaches. their role with the event. Please acknowledge below that Grant funds will not be used to fund capital acquisitions. you agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Budget Part time events co-ordinator Working 25 hrs per week for 6 months $15 per hour = $375 per week $1500 per month =$9000 for 6 months.

Page 135 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Pacific Rim Whale Festival- 2017 $2500 (12.5% of total grant funds available) Event Name Amount Requested

Event Date: March 11-26, 2017 Did applicant receive previous RMI Grant? √ Yes  No *Due to timing of event, funding is Does this application meet all submission requirements? √ Yes  No requested for 2017. Specific activities for which the event grant will be used: • The grant allocation would be used to bring in educational speakers in Tofino, First Nation workshops, specifically the Cedar Weaving workshop with the Wilson Family as well as hosting live entertainment during the BBQ and opening ceremony after the Parade.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $ $ -- -- % Total cost of specific activity to which the grant will be applied $ $ -- -- % Total cost of all event activities listed in application: $ $ -- -- % * 2016 budget provided.

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Board of Directors, paid coordinator, bookkeeper, 30 year event

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Comments: Events for locals and visitors alike

Page 136 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Comments: 2500 attendees in 2015, 35% were visitors

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: March – Kicks off event season each year

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: Regional festival, many First Nations components

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 137 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act. freedom of information I understand that neither the District of Tofino nor Tourism Tofino shall be liable for any incidental, indirect, special or consequential damages, injury or any loss of use, revenue or profit of the applicant arising out of or in any way related to the festival or event.

Not liable Event Name Pacific Rim Whale Festival Organization Name Pacific Rim Whale Festival Society Event Website www.pacificrimwhalefestival.com Organization Address (Address) PO Box 955 Organization Address (Address2) Organization Address (City) Ucluelet Organization Address (State) BC Organization Address (Zip) V0R 3A0 Contact Name (First) Susan Contact Name (Last) Payne Contact Email [email protected] Contact Phone (250) 522-0041 Event Start Date 12-Mar-16 Event End Date 27-Mar-16 Multiple venues are used for this festival in Tofino, Pacific Rim National Park and Ucluelet. In Tofino these include the Tin Wis, the Community Centre, Remote Passages boathouse, At which venue(s) will your event be Tofino Botanical Gardens and the Village Green/Gazebo area and the Shore. held? Has this event been held before? Yes How many times has it been held in 29 years the past? Estimated number of attendees: 3000 Is this a one-time event? Approximately what percentage of 70 attendees will be traveling to Tofino for your event? How many people attended your 2800 event last year? To inspire, educate and entertain. Marking its 30th year, the Pacific Rim Whale Festival celebrates the continued protection and annual return of migrating Pacific grey whales to the coastal waters of the communities of Tofino, Ucluelet and Pacific Rim National Park Reserve. Supported by volunteers, business sponsorships, and an array of local education and research organizations, the Pacific Rim Whale Festival's fundraising efforts benefit local What's the organization's mission marine field-based research initiatives, which in turn support the whales. statement or mandate? Our intention is to share the celebration of the onset of spring, the wonderful communities that surround us, as well as our West Coast way of life with visitors from across province and beyond. It is also an excellent financial boost to the business community setting off the Please describe the purpose(s) of beginning of the busier season, and giving much needed cash flow. event:

Page 138 of 238 The festival consists of many educational presentations as well kids activities, family oriented events and events for both locals and visitors alike. In addition, this year we are Please provide a description of event partnering with a number of non-profit entities to help in their fundraising as well. activities: Admission Combination of free and paid events Is your event aligned with a political No or religious agenda? Is your event openly accessible to the Yes public? Locals - children, families and adults Visitors - children, families and adults Describe your event's target market. Attendance is taken at each event by the festival volunteers and recorded yearly. At the outset of each festival, attendance of events is compared to previous years as a benchmark. If a particular event has very low attendance, we may change of remove it from the events list. In addition statistical information is garnered through our facebook and website analytics and that is reviewed as well. Comparison of previous years data help How do you intend to track event us to hone our marketing, as we have a very small budget for this, giving us the best bang attendance? for our marketing buck. This year is our 30th anniversary, so history is a big theme. We have expanded the festival to two weeks rather than 9 days in hopes of alleviating some of the issues with a fully compressed agenda. This will help volunteer and attendee burnout and/or making choices between events they would like to attend. Marketing is a very large consideration as well, Describe how you intend to grow and we are working well ahead of schedule to start promoting events earlier. We will event attendance this year and/or decide whether or not to continue the festival through the full two weeks after the success long-term capacity in future years. of 2016 has been determined. https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229

366963/36257163_cash_flow_budget.pdf Upload event budget here Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested 2500 Name to appear on cheque Pacific Rim Whale Festival Society Is your organization a not-for-profit Yes operating within the District of Tofino The grant allocation would be used to bring in educational speakers in Tofino, First Nation List the specific activities for which workshops, specifically the Cedar Weaving workshop with the Wilson Family as well as the grant will be used. hosting live entertainment during the BBQ and opening ceremony after the Parade. The Whalefest markets to the mainland, provinces of BC and Alberta as well as the Pacific Northwest primarily. However we do get extended coverage through many national tourism websites and Destination BC. Our facebook page currently has 13,683 followers, which is very helpful to disseminate event information. This year we have leveraged part of Describe briefly how the event will our budget with Black Press to include all BP Island newspapers as well as many on the be marketed to attract visitors to mainland. Tofino. Inspire, Educate and Entertain continue to be the ongoing message - however 2016 What key messages will be used to celebrates our 30th anniversary of the festival and we will be promoting that heavily this market the event. year. We have one paid coordinator who oversees most expenditures in keeping with budget. Oversight is continual by the treasurer and co-chairs. Bookkeeping is done by Endless Wave bookkeeping and the financials are audited each year by a CPA agency. Administrative Describe the financial controls and management is done by the coordinator for the most part. Two signatures are always administrative management process needed for cheque authorization. of the organization.

Page 139 of 238 The festival has continually depended on grant funding and sponsorship to make it happen. In the last few years, the directors have wanted to make it less dependant on this type of funding and more self-sufficient through event fundraising. This however, can vary from year to year depending on visitation and the weather. We are continuing to follow through with this mindset, and continue to grow events that may help support the festival. New Please describe the strategy for long- initiatives will be implemented this year in order to eventually achieve success. term financial sustainability of the event. The Wickaninnish Inn is our largest supporter holding the Gala and Auction each year. Other major sponsors that contribute cash and/or in-kind; Jamie's Whaling Stn, Remote Passages, Ocean Outfitters, PRATO, Subtidal Adventures, DOT, DOU, PRNPR, Black Rock Resort, TT, TU, RTown, Westerly News, Whiskey Landing Lodge, Pacific Sands, Tin Wis, Jamie's Rainforest Inn, Canadian Princess Resort as well as over 100 small businesses in both communities that support the festival through prizes, auction items and in-kind donations. In addition, the Tla-o-qui-aht FN, Ucluelet FN and Toquart FN partner is various List all event partners and event offerings, as well as the Pacific Rim National Park being one of our main partners for collaborators and describe briefly event venues. their role with the event. Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: The applicant organization does not have exclusionary or discriminatory membership Checkbox eligibility criteria. Grant funds will be applied only to activities specified in this application. Checkbox Any grant funds not used during the event year indicated on this application will be Checkbox returned to the District. Checkbox Grant funds will be managed by the applicant organization. Checkbox Grant funds will not be used to fund other bodies or organizations. I agree to recognize the District of Tofino on all promotion and marketing materials. Checkbox I agree to submit within 90 days of the proposed event, a post-event evaluation report following the template provided by the District of Tofino. Checkbox

Page 140 of 238 Cash Flow Budget Worksheet 2016 PRWF 2016 Pacific Rim Whale Festival

November December January February March April May June July Aug Sept Oct Total Beginning Cash Balance 36,145 $23,372 $61,479 $54,861 $53,861 $55,321 $59,671 $74,481 $74,331 $74,181 $74,081 $73,981 Cash Inflows (Income): 2015 2016BUDGET Accts. Rec. Collections 0 Proceeds from 2015 28,131.97 28,132 28,132 Sales & Receipts 0 Other: Grants 9500 Tofino 2500 2500 2500 Ucluelet 2500 2500 2500 ACRD 1000 1000 1000 Other 0 sponsorships 0 Tofino 8250 11,000 2,000 4,000 3,000 2,000 11,000 Ucluelet 2100 5000 1,000 1,000 3,000 5,000 outside area 2,000 1,000 1,000 2,000 42,317 42,317 0 Sales / Events Auction & Gala 17120.5 15,000 15,000 15,000 Buttons 1542 2000 2,000 2,000 Opening / Closing 800 800 800 Education (donations) 300 300 300 EVENT income 9273.91 12,000 12,000 12,000 Merchandise 1600 1,600 1,600 29,132 29,132 Total Cash Inflows $47,786 $83,832 $29,132 $44,317 $5,000 $7,500 $16,700 $8,500 $15,000 $0 $0 $0 $0 $0 $126,149 Available Cash Balance $47,786 $83,832 $29,132 $67,689 $66,479 $62,361 $70,561 $63,821 $74,671 $74,481 $74,331 $74,181 $74,081 $73,981 Cash Outflows (Expenses):

General and Admin 0 Accting / Legal/ bkkpg 1861.4 2000 1,400 50 50 90 90 90 90 50 50 40 2,000 Bank Service Charges 0 Director expense/milage 0 0 Insurance 2138 2140 2,140 2,140 Interest 0 0 Internet 0 0 Inventory Purchases 0 0 Meetings (AGM) 402 600 300 300 600 Membership fees 94.5 100 100 100

Page 141 of 238 Office Supplies 120.32 150 150 150 PO Box fee 157.5 157.5 158 158 Storage Unit 1200 100 100 100 100 100 100 100 100 100 100 100 100 1,200 Website 61.05 500 250 250 500 Coordinator expense WAGES 21,084 23,760 3,960 3,960 3,960 3,960 3,960 3,960 23,760 Page 1 Cash Flow Budget Worksheet 2016 PRWF 2016 Pacific Rim Whale Festival

November December January February March April May June July Aug Sept Oct Total Payroll Taxes 0 0 0 0 Fees / Dues 0 0 Rent or Lease 0 0 WCB Expense 106.38 0 Milage / Expenses/phone 801.67 500 150 100 250 500 Cost of Goods sold Buttons 1176 1200 1,200 1,200 Merchandise 1121.26 1000 1,000 1,000 0 0 0 Marketing 0 Advertising (print) 5232.98 6000 2000 2000 2000 6,000 Advertising ( on-line) 500 250 250 500 Posters 1452.36 1500 1,500 1,500 marketing merch 0 1000 1,000 1,000

Sponosrship sponsors/dir•• Wrap-up 1500 1,000 500 1,500 Framed posters 997.3 1000 1,000 1,000 0 Events 16190.72 GALA 500 500 500 Opening/closing 500 500 500 Education 2000 2,000 2,000 Entertainers 3000 3,000 3,000 Event / supplies 1000 1,000 1,000 Raffle items permanent props 1803.2 0 0 Volunteers/shirts 1500 1,500 0 1,500

Subtotal $54,800 $53,308 $5,760 $6,210 $11,618 $8,500 $15,240 $4,150 $190 $150 $150 $100 $100 $140 52,308 0 Subtotal $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 0 Total Cash Outflows $5,760 $6,210 $11,618 $8,500 $15,240 $4,150 $190 $150 $150 $100 $100 $140 28,720 83 $23,372 $61,479 $54,861 $53,861 $55,321 $59,671 $74,481 $74,331 $74,181 $74,081 $73,981 $73,841 613,753 $748,088 0 Ending Cash Balance -7013.32 $0 starting bal for 2016 28131.97 $748,088

Page 142 of 238 Incoming 2016 52,600

Page 2

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Queen of the Peak $5000 (25% of total grant funds available) Event Name Amount Requested

Event Date: Sept. 30 – Oct. 16, 2016 Did applicant receive previous RMI Grant? √Yes  No

Does this application meet all submission requirements? 2015 Post Event Report has not √Yes  No been received (due Jan. 2)

Grant Funds will be used for the following: • The grant will be used to grow the contest by increasing the prize purse to attract more top level athletes. These top athletes bring more exposure and media attention. They raise the level of competition and inspire locals women to continue pushing the level of female surfing in Tofino.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong Comments: RMI Request Total projected revenues/contributions: $24,960 $5000 20 % Total cost of specific activity to which the grant will be applied $10,000 $5000 50% Total cost of all event activities listed in application: $35,500 $5000 14%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: No formal organizational structure

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Does the application adequately demonstrate the event’s capacity to drive visitation?

Page 143 of 238 Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Comments: Women’s surf contest

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Event Festival Partners: Otalith, Phramasave (Zumba), Coastal Bliss Yoga

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

2016 Resort Municipality Initiative (RMI) Event Grant Application

Page 144 of 238 Organization Address (Address) Box 21, 625 Campbell St, Tofino, BC V0R 2Z0 Organization Address (Address2) Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Krissy Contact Name (Last) Montgomery Contact Email [email protected] Contact Phone (250) 725-4456 Event Start Date 30-Sep-16 Event End Date 02-Oct-16 At which venue(s) will your event Cox Bay or North Chesterman's Beach be held? Has this event been held before? Yes How many times has it been held 6 in the past? Estimated number of attendees: 1500 Is this a one-time event? Approximately what percentage 30 of attendees will be traveling to Tofino for your event? How many people attended your 1000 event last year? What's the organization's mission The Queen of the Peak aims to showcase surfing and the destination of Tofino by statement or mandate? attracting female athletes to a professionally organized contest that inspires locals, youth and visitors to embrace the sport of surfing and a healthy lifestyle. Please describe the purpose(s) of The Queen of the Peak is a professionally run contest that aims to showcase event: female surfers, foster the growth of the sport in Tofino, attract visitors and enthusiast to the town during a 'off season', unite the surfing community and provide entertainment for locals and visitors. Please provide a description of Zumba, yoga, surf contest, movie premier, food and wine tasting, dance party, event activities: music. Admission Free admission Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target everyone. Visitors and locals of all ages. market. How do you intend to track event through the help of Tourism Tofino and the events coordinator. We can make attendance? estimations based on crowds, traffic, and participants. We will track online through google and website analytics.

Describe how you intend to grow keep working on brand and contest recognition event attendance this year and/or o increase prize purse to draw international athletes|-consider working with long-term capacity in future the years. o World Surfing league to be included as an event stop o tie in 'breast cancer' awareness more (create a running event beforehand

Page 145 of 238 Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 926260/36257163_qop_contest_2016_budget.pdf

Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $5,000 Name to appear on cheque Queen of the Peak Is your organization a not-for- No profit operating within the District of Tofino List the specific activities for The grant will be used to grow the contest by increasing the prize purse to attract which the grant will be used. more top level athletes. These top athletes bring more exposure and media attention. They raise the level of competition and inspire locals women to continue pushing the level of female surfing in Tofino.

Describe briefly how the event With the help of Tourism Tofino the contest will be marketed as an anchor event will be marketed to attract during Tofino Surf Month campaign. QOP, Shelter, Surf Sister and our other visitors to Tofino. sponsors will use their networks and resources to market the contest.

What key messages will be used o healthy lifestyle to market the event. o professionally organized and run surf contest o high level of female surfing in Canada o Tofino as a year around destination o Surfing in Tofino's off season Describe the financial controls Krissy Montgomery (Surf Sister) & Mike Jacobsen (Shelter) manage all finances for and administrative management QOP. We have successfully worked within our budget for the past 6 years and have process of the organization. never operated at a loss.

Please describe the strategy for To become self sufficient and financially sustainable in the long term we will need long-term financial sustainability to attract high level athletes and larger corporate sponsorship. By growing the of the event. budget, professionalism and prize purse we have begun to go down this path, but will need much larger backing to reach a larger audience. The QOP brand has become synonymous with female surfing in the PNW and we would like to build on the success so it becomes known internationally.

Page 146 of 238 List all event partners and Organizers/founders/primary sposnor - Krissy Montgomery Surf Sister & Mike collaborators and describe briefly Jacobsen Shelter their role with the event. Competition Director - Shannon Brown Site logistics and Social Media - Drew Burke Contest Employees - Judges, Beach Marshals, Spotters, Merchandise, First Aid,

Set Up Take Down, (approx 20 employees all paid)

Sponsors Cash Contribution: o District of Tofino o Billabong o Pacific Sands o Wickaninnish Inn o Ocean Village o Tourism Tofino o Wildside Grill o Pharmasave o Tofino Brewing Co.

Sponsors In Kind: o Shelter o Surf Sister o Tofino Brewing Co. o Billabong o Wickaninnish Inn o Tourism Tofino o Pacific Sands o Ocean Village o Wildside Grill o Pharmasave o Rhino Coffee o Crab Apple Floral o Nixon o Mizu o Otalith o Pacific Rim Chiro o Caravan Beach Shop o Lisa Fletcher Jewelry o (probably forgetting)

Contest Partners Paid Contractors o Photo - Kyler Vos o Video - Adam Chilton o Live Feed - Sports Canada/Surfcam o Coastal Flagging o Benoit Scaffold o Metamorphic Design o Santarossa Design o Otalith Sound

Event Festival Partners o Otalith o Phramasave (Zumba) o Coastal Bliss Yoga

Page 147 of 238 Please acknowledge below that Grant funds will not be used to fund capital acquisitions. you agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Page 148 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Rip Curl Pro 2016 $7500 (37.5% of total grant funds available) Event Name Amount Requested

Event Date: May 27- 29, 2016 Did applicant receive previous RMI Grant?  Yes √No

Does this application meet all submission requirements? √Yes  No Specific activities for which the grant will be used: • WITH THIS YEARS EVENT MOVING TO THREE DAYS THERE ARE SIGNIFICANTLY INCREASED EXPENSES ON ALL AREAS OF THE BUDGET. SPECIFIC INITITAIVES INCLUDE: o WOULD ALLOW US TO CONDUCT AN INDEPENDANT ECONOMIC IMPACT STUDY BY ONE OF CANADA'S LEADING DATA ANALYST (DATA JUNGLE) o INCREASING PRIZE MONEY TO ATTRACT SURFERS FROM FURTHER (PRIMARY TARGET CALIFORNIA)

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $89,000 $7500 8 % Total cost of specific activity to which the grant will be applied Not provided Total cost of all event activities listed in application: $99,000 $7500 7.5% Grant funds will be used for an independent economic impact study. Details not included in the budget.

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong Comments: Operated and financially supported by Rip Curl Canada. Event in 10th year.

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 149 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: May 27-29, shoulder season – not a long weekend

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Comments: Beach clean-up, recycling centres

Page 150 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

North Vancouver BC V7H 3B2 Contact Name (First) Nick Contact Name (Last) Russell Contact Email [email protected] Contact Phone (604) 765-3661 Event Start Date 27-May-16 Event End Date 29-May-16 At which venue(s) will your event at cox bay tofino be held? Has this event been held before? Yes How many times has it been held 10years in the past? Estimated number of attendees: 1000 Is this a one-time event? Approximately what percentage 85 of attendees will be traveling to Tofino for your event? How many people attended your 2000 event last year? What's the organization's mission The Rip Curl Pro Canadian Surfing Championships is Canada's largest and longest statement or mandate? running surf competition. The nation's best surf talents, including: Noah Wegrich, Peter Devries, Dave Anderson and Ben Murphy, battle for 25,000$ in cash and prizes. The Rip Curl Pro Tofino attracted spectators and competitors from all around North America to the beach at Cox Bay. Bringing Canada's surf community together and celebrating surfing. The Rip Curl Pro provides and incredible amount of excitement around surfing and an awesome exposure in core and mainstream media.

Page 151 of 238 Please describe the purpose(s) of The Rip Curl Pro Canadian Surfing Championships is Canada's largest and longest event: running surf competition. The nation's best surf talents, including: Noah Wegrich, Peter Devries, Dave Anderson and Ben Murphy, battle for 25,000$ in cash and prizes. The Rip Curl Pro Tofino attracted spectators and competitors from all around North America to the beach at Cox Bay. Bringing Canada's surf community together and celebrating surfing. The Rip Curl Pro provides and incredible amount of excitement around surfing and an awesome exposure in core and mainstream media. Please provide a description of The Rip Curl Pro Canadian Surfing Championships is Canada's largest and longest event activities: running surf competition. The nation's best surf talents, including: Noah Wegrich, Peter Devries, Dave Anderson and Ben Murphy, battle for 25,000$ in cash and prizes. The Rip Curl Pro Tofino attracted spectators and competitors from all around North America to the beach at Cox Bay. Bringing Canada's surf community together and celebrating surfing. The Rip Curl Pro provides and incredible amount of excitement around surfing and an awesome exposure in core and mainstream media. Admission Free admission Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target The Rip Curl Pro Canadian Surfing Championships is Canada's largest and longest market. running surf competition. The nation's best surf talents, including: Noah Wegrich, Peter Devries, Dave Anderson and Ben Murphy, battle for 25,000$ in cash and prizes. The Rip Curl Pro Tofino attracted spectators and competitors from all around North America to the beach at Cox Bay. Bringing Canada's surf community together and celebrating surfing. The Rip Curl Pro provides and incredible amount of excitement around surfing and an awesome exposure in core and mainstream media.

How do you intend to track event Previously we have had two methods of tracking attendance. 1/ manual counts of attendance? spectators on the beach and 2/ in depth questionaire sent out to all competitors.

This year we are hoping to conduct an in depth economic impact study by one of the leading data companies in Canada. We are seeking financial assistance to have this done. Describe how you intend to grow Up until 7 years ago this was very mucj a local competition. Our goal was to make event attendance this year and/or this a truly National competition and have developed strategies to achieve this, long-term capacity in future including working with the Westshore Classic in Kincardine Ontario and seeding years. the winners of each category of that event into the Rip Curl Pro Tofino. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 567057/36257163_rcpt16_budget.xls Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested 7,500 Name to appear on cheque Rip Curl Canada Is your organization a not-for- No profit operating within the District of Tofino

Page 152 of 238 List the specific activities for WITH THIS YEARS EVENT MOVING TO THREE DAYS THERE ARE SIGNIFICANTLY which the grant will be used. INCREASED EXPENSES ON ALL AREAS OF THE BUDGET. SPECIFIC INITITAIVES INCLUDE: - WOULD ALLOW US TO CONDUCT AN INDEPENDANT ECONOMIC IMPACT STUDY BY ONE OF CANADA'S LEADING DATA ANALYST (DATA JUNGLE) - INCREASING PRIZE MONEY TO ATTRACT SURFERS FROM FURTHER (PRIMARY TARGET CALIFORNIA)

Describe briefly how the event - PRINT, ONLINE AND IN STORE ADVERTISING ACROSS NORTH AMERICA will be marketed to attract - PR AGENGY TO BE APPOINTED TO DRIVE PRE, DURING AND POST EVENT visitors to Tofino. EDITORIAL - PRODUCTION TEAM APPOINTED TO PRODUCE EXTENSIVE PRE AND POST EVENT COVERAGE, MASS DISTRIBUTION VIA TV & ONLINE What key messages will be used - CANADIAN NATIONAL SURFING TITLES to market the event. - TOFINO, CANADA'S SURF CITY - 10TH ANNIVERSARY RIP CURL PRO - CANADA'S BEST SURFERS AT CANADA'S PREMIERE SURFING EVENT - SURF CULTURE (RIP CURL PRO PHOTOGRAPHER SHOWDOWN

Describe the financial controls - THE EVENT BUDGET IS MANAGED BY RIP CURL CANADA VICE-PRESIDENT SALES and administrative management AND MARKETING, AND OVERSEEN BY THE NORTH AMERCIAN CFO. process of the organization. - ALL PAYABLES ARE MANAGED THROUGH THE RIP CURL NORTH AMERCIAN FINANCE TEAM - BUDGETS ARE DEVELOPED LINE BY LINE AND SUBMITTED

Please describe the strategy for - THIS YEAR MARKS THE 10TH ANNIVERSARY OF THE RIP CURL PRO TOFINO, long-term financial sustainability WHICH SHOWS RIP CURL'S COMMITMENT TO DEVELOPING THIS EVENT of the event. - SPONSORSHIP & GRANTS PLAY AN IMPORTANT ROLE IN RUNNING THE BEST EVENT POSSIBLE AND LEVERAGING MEDIA TO ITS FULL POTENTIAL

List all event partners and - CANADIAN SURFING ASSOCIATION - SANCTIONING PARTNER|- MONSTER collaborators and describe briefly ENERGEY - LONG TERM PRESENTING SPONSOR |- MEDIA PARTNERS - SURFLINE, their role with the event. TELUS TV, LATER MAGAZINE, ZONE 91.3 |- COORS BANQUET, SPY OPTICS - ASSOCIATE SPONSORS |- SURFRIDER FOUNDATION - ENVIRON Please acknowledge below that Grant funds will not be used to fund capital acquisitions. you agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Page 153 of 238 Rip Curl Pro Tofino 2016 Working Budget

EXPENSE SUMMARY CAD Funds CODE 1 Prize Money MON $ 17,550 $ 2 Staging/Tenting STA 4,000 3 Insurance INS $ - $ 4 Event Website WEB 2,500 $ 5 Security SEC 6,200 $ 6 Staffing/Judges JUD 7,500 $ 7 City Admin fee CIT 1,000 $ 8 DJ/PA PA 2,000 $ 9 Trophies TRO 2,700 10 Promo and Media PRO $ 17,000 11 Permit Applications CIT $ 150 12 Toilets/Clean-up TOI $ - $ 13 Printing PRI 4,700 15 Misc. MISC $ 900 $ 16 Travel / Shuttle Bus TRA 3,250 17 Accomodation ACC $ 10,000 18 Parties PAR $ 10,750 $ 19 Retail Promotions RET 9,700 $ TOTAL 99,900

Page 154 of 238

EXPENSE DETAIL

1 Prize Money CAD Funds Mens Pro 1st $ 10,000 $ 2nd 1,500 3rd $ 750 4th $ 500 5th x 2 $ 250 7th x 2 $ 100 Womens Pro $ 1st 1,500 2nd $ 600 3rd $ 250 4th $ 100 Longboard Men 1st 2nd 3rd 4th Longboard Women 1st 2nd 3rd 4th Monster Expression $ Session 1,000 Wave of the Day 1 $ 500 Wave of the Day 2 $ 500 $ Subtotal 17,550

2 Staging/Tenting CAD Funds 3 days rental Scafolding $ 3,000.00 Staging and Audio $ 1,000.00

Page 155 of 238 $ Subtotal 4,000

3 Insurance CAD Funds 3 day/$5 million liability $ - $ Subtotal -

4 Event Website CAD Funds Site build and maintenance $ 1,500.00 Digital Promotion Advertising $ 1,000.00 $ Subtotal 2,500

5 Security & Services CAD Funds 6 security @ $15/hr Fri Sat Sun Contract $4,200 Flagging Sat Sun Contract $2,000 Subtotal $6,200

6 Staffing/Judges CAD Funds Head Judge/First Aid $ 800 $ Payment to Judges 2,500 Beach Marshell Jay Rosene $ 300 $ Flights for judges Matt Myers, John Fluke 1,000 $ Beach Support Banners / trash 1,200

$ Food for staff 2,500

$ Subtotal 7,500

7 Administration Fees CAD Funds

Page 156 of 238 $ 1,000.00 $ Subtotal 1,000

8 DJ/PA CAD Funds Music Tom Curren $ 2,000.00 2 days PA/Systems $ Subtotal 2,000.00

9 Trophies CAD Funds 10th Anniversary plaques $ 1,000.00 34 Trophies @ $50 $ 1,700.00 $ Subtotal 2,700

10 Promo and Media CAD Funds Video Production $5,000 Radio $1,500 $ PR Agency 4,000 $ RCPT Merchandise 5,000 Stickers $ 500 $ Rip Curl shwag 1,000 $ Subtotal 17,000

12 Toilets/Clean -up CAD Funds 2 Toilets Rental $ - Subtotal

13 Printing CAD Funds Window wraps 12 locations $ 2,000.00 Posters 1000 large format posters $ 2,700.00

Page 157 of 238 $ Subtotal 4,700

15 Misc. CAD Funds

Contest Site Materials $ 500 ie. Ropes, horns, ties, etc. $ 100 Score Board $ 300 $ Subtotal 900

16 Travel CAD Funds

Ferries X 3 ferries return at $200/each $ 600 $ Gas 1,000 U-Haul Rental $ 150 $ Event Shuttle 1,500 $ Subtotal 3,250

17 Accomodation CAD Funds $ Cox Bay Resort 3,000 $ LBL Long Beach Lodge 5,000 $ Misc 2,000 $ Subtotal 10,000

Promotion Launch Events and Photographer 18 Showdown CAD Funds Vancouver, Victoria, Pre Event Parties Whistler $ 2,000.00 10th Anniversary Gala event TBC $ 4,000.00 Venue Rental - Photographer Showdown The Shore $ 1,750.00

Page 158 of 238 $ Photo Showdown expenses / prizing 3,000

$ Subtotal 10,750

Retailer Promotion CAD Funds $ Flights QUE, ONT, ALB 5,000 Ferries $ 600 Van 5 days $ 800 Gas two tanks $ 300 $ Food (Friday-Sunday 3 meals) 1,500 $ Promo 1,500 $ Subtotal 9,700

REVENUE SUMMARY CAD Funds

$ 1 Entries 6,000 $ 2 Beverage 30,000 3 Eyewear $ 4 Alcohol - Beer 3,000 5 Alcohol - Liquor 6 Tech 7 Govt/Tourism $ 8 Still to come (Target) 11,000 $ TOTAL 50,000

REVENUE DETAIL

1 Entries CAD Funds Subtotal $6,000 Page 159 of 238

2 MONSTER CAD Funds $ Presenting Sponsor 30,000.00

3 SPY OPTIC CAD Funds Exclusive Eyewear Sponsorship

4 COORS BANQUET CAD Funds $ Exclusive Beer Sponsorship 3,000.00

5 FLOR DE CANA CAD Funds Exclusive Liquer Sponsorship

6 CAD Funds Sponsorship

7 CAD Funds

8 Tourism Tofino CAD Funds Sponsorship

CAD Funds $ Sponsor REVENUE TOTAL 39,000.00

Page 160 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino Boardwalk $3000 (15% of total grant funds available) Event Name Amount Requested

Event Dates: July 1- Nov. 16, 2016 Did applicant receive previous RMI Grant?  Yes √No

Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant will be used: • Supporting a portion of the Tofino Boardwalk curator Fees. The curator is responsible for keeping the project on track, liaising with artists and sponsors, moving the collection to specific events including set up, take down and being present during the event, and promotion of the events. • The transportation and travel of the surfboards to each of the local events. From our experience with the pilot project in 2015 we realized that it will take a large vehicle and many hands to set the boards up and take them down for each of the events totalling 6 days and two Saturday at the Tofino Public Market for the greatest exposure to the general public. • Set up and take down cost including display materials for holding the boards on the beach. Many boards will be mounted at the sponsoring locations so specific stands will be needed for the traveling aspect to all the surf events.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $34,500 $3000 8.7% Total cost of specific activity to which the grant will be applied $6000 $3000 50% Total cost of all event activities listed in application: $34,500 $3000 8.7%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: • Board of Directors • Isn’t an annual event

Page 161 of 238

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: Little collaboration outside of Tofino

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Collaboration with numerous Tofino events.

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 162 of 238

2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name Tofino Boardwalk Organization Name Tofino Arts Council Society Event Website http://tofinoartscouncil.com/ Organization Address (Address) P.O. Box 1141 Organization Address (Address2) Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Maureen Contact Name (Last) Fraser Contact Email [email protected] Contact Phone (250) 725-2008 Event Start Date 01-Jul-16 Event End Date 07-Nov-16 At which venue(s) will your event All around Tofino and at the local surf events including Bruhwiler's Kids Surf be held? Classic, Queen of the Peak, & Tofino Paddle Surfs SUP Invitational. The boards will also visit the Tofino Saturday Public Market, Information Centre & downtown visitor's kiosk. The pilot project surfboards will fill in and promote the Tofino Boardwalk at Tofino Food & Wine and RipCurl Pro events prior to the 2016 boards being ready to go. Has this event been held before? Yes How many times has it been held Once as a pilot project in the past? Estimated number of attendees: 1000 Is this a one-time event? Approximately what percentage 75 of attendees will be traveling to Tofino for your event? How many people attended your 1000 event last year?

Page 163 of 238 What's the organization's mission Tofino Arts Council is a non-profit society formed to support and encourage arts statement or mandate? and culture activities in the community of Tofino and surrounding areas of Clayoquot sound. The purpose of our society is to build and integrate the arts into the fabric of daily life in Tofino. Tofino Arts Council recognizes that arts and culture activities are essential to the vitality of our remote community because they contribute to the wellbeing of residents in the region. Arts and culture activities are also a significant factor in our area's tourism industry, benefiting visitors and helping to sustain our regional economy by supporting the livelihoods of many artists and cultural workers in our diverse, creative population.

Please describe the purpose(s) of The community of Tofino moves with the ebb and flow of the sea around us. event: Much of the life that is found here comes from the ocean by way of surfing, the arts, or by how we make a living. The idea for the Tofino Boardwalk was born with the intention to connect all aspects of our community and to build relationships that are waiting to blossom. This project will connect individual artists with sponsoring businesses or community members and transform 16 surfboards into commissioned works of art. These boards will then be transported to events around town with the intent to collaborate with the surf events to add depth to the events offerings. A central goal of Tofino Boardwalk is to highlight the eclectic nature of Tofino and it's new and emerging artists by allowing them a chance to shine next to established artists who have helped make Tofino an artistic haven. On top of 13 boards supported by sponsors, three surfboards will highlight our talented youth and one 'wild card' board by an up and coming artist under 25.

Please provide a description of Inspired by the format used for Venice Biennale Collateral Events, which scatter event activities: arts installations throughout city neighbourhoods for the duration of the famous art expo. The boards will be displayed around town at the sponsoring businesses and a Tofino Boardwalk map will be produced to guide visitors and locals to view these boards to celebrate our diverse regional talents. All of this will coincide with Tourism Tofino's 2016 surf season promotional campaign and all the local surf competitions August 1st -October 31st. Along with the map the boards will also be displayed as a traveling art exhibit with an inspiring beach backdrop at annual surf events including the Bruhwiler Kids Surf Classic, Queen of the Peak, and the Tofino Paddle Surf SUP Invitational. Earlier in 2016 we will be displaying the pilot project surfboards at the Tofino Food & Wine Festival and RipCurl Pro event to drum up awareness of the 2016 Tofino Boardwalk Project.

Admission Free admission Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target The Tofino Boardwalk's target market is quite vast. Our target market is the wide market. range of Tofino's visitors that come into our community every year. We intend to connect with the entire range of visiting public through displays at Tofino Public Market, two visitor centre location, and the pilot project boards that are already displayed around town at sponsoring locations. We intend to see followers of established artist come out and be involved along with up & coming artist friends and family, the surf community and attendees of the 3 local surf events.

Page 164 of 238 How do you intend to track event We plan on tracking engagement with the Tofino Boardwalk via social media attendance? (Facebook & Instagram) & the engagement with each sponsoring business. We will also track engagement based on the quantity of contest entries we receive from our Tofino Boardwalk Map.

Describe how you intend to grow We intend to grow the Tofino Boardwalk by reaching out to all our sponsors and event attendance this year and/or artist to invite and promote through their circles. We will be promoting the event long-term capacity in future at each of the local surf events, through the Tofino Boardwalk Map, Tofino Times, years. social media and on our website. While this is a one time event, we hope this project will grow long term capacity within the arts and event community by showing how collaboration within different subcultures highlights our diversity and authenticity. A collaborative spirit ultimately fosters regional inclusiveness which visitors coming to Tofino will see year after year.

Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/229 503027/36257163_tofinoboardwalkbudget.pdf Would you like to apply for the Yes 2016 RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $3,000.00 Name to appear on cheque Tofino Arts Council Society Is your organization a not-for- Yes profit operating within the District of Tofino List the specific activities for The activities for which the grant will be used are as follows: which the grant will be used. |1) Supporting a portion of the Tofino Boardwalk curator Fees. The curator is responsible for keeping the project on track, liaising with artists and sponsors, moving the collection to specific events including set up, take down and being present during the event, and promotion of the events. |2) The transportation and travel of the surfboards to each of the local events. From our experience with the pilot project in 2015 we realized that it will take a large vehicle and many hands to set the boards up and take them down for each of the events totalling 6 days and two Saturday at the Tofino Public Market for the greatest exposure to the general public. |3) Set up and take down cost including display materials for holding the boards on the beach. Many boards will be mounted at the sponsoring locations so specific stands will be needed for the traveling aspect to all the surf events. Describe briefly how the event Our marketing of the Tofino Boardwalk will rely on the use of social media will be marketed to attract (specifically Facebook & Instagram) engaging with both artist, sponsors and their visitors to Tofino. audiences. We will also be partnering with Tofino Adventure Map - a map that many visitors pick up and navigate around town with. We will promote it though Tofino Times, and will seek the guidance and expertise of Tourism Tofino with help around our map contest.

What key messages will be used We want the messages of the project to be one of inclusion and cooperation. That to market the event. is what we want visitors, locals, artist, businesses, and the surf community to feel. We all greatly rely on one another and we wish to celebrate this.

Use and reference the resort development strategies.

Page 165 of 238 Describe the financial controls Non-profit society managed by a Board of Directors consist of : and administrative management |Maureen Fraser - President process of the organization. |Norma Dryden - Vice President |Robert Renna - Treasurer |Kim Hoag - Secretary |Directors at large: |Julia Taffe |Marion Symes |Christy Feaver |Andrea Fergusson |Jen Steven |Georgina Valk Please describe the strategy for Our strategy for long-term financial sustainability with the Tofino Boardwalk is long-term financial sustainability long-term investment in arts and culture involvment in all aspects of life in Tofino, of the event. including events, to retain the special eclectic character that makes this place so special. This collaborative spirit amongst different layers within our community (i.e. surf community and arts community) ultimately fosters regional inclusiveness which visitors coming to Tofino will see, creating for them lasting positive impressions and driving visitation back year after year.

how collaboration within different subcultures highlights our diversity and authenticity. A collaborative spirit ultimately fosters regional inclusiveness which visitors coming to Tofino will see year after year.

List all event partners and Tofino Arts Council - Organization holding the project collaborators and describe briefly Cindy Hutchison- Project Coordinator/Curator their role with the event. Queen Of The Peak, Bruhwiler Kids Classic, Tofino Paddle Surfs SUP Invitational - local surf events District of Tofino - 2015 Pilot Project Supporters Tourism Tofino - 2015 Pilot Project Supporters Stefan Aftanas - Surfboard shaper & supplier Shelter, Surf Sister, Wickaninnish Inn, Ocean Village, Pacific Sands & Common Loaf Bakeshop - 2015 Pilot Project Contributors

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District. Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Page 166 of 238

Expenses C/P Projected Forcast RMI Tourism In-Kind Value Notes Tofino

1 Production Expenses

2 Salaries: Artist 3 Technicians/Curators

4 Benefits 5 Contract Fees: Artists P $ 3,200.00

6 Boardwalk Curator Fees P $ 4,000.00 1000

7 Materials: (Specify) 8 13 Local Project Contributors P $ 13,000.00 Commissions

9 2 Youth ( Elementary/ P $ 2,000.00 Secondary school)

10 1 ‘Wild Card’ Up & Coming P $ 1,000.00

11 16 Custom Manufactured P $ 2,400.00 Display Stands

12 Other Mounting Materials P $ 200.00 200

13 Technical Expense: ( Specify)

14 16 Surfboard Socks P $ 1,600.00 ( Protective covers with logo)

15 Royalties

16 Production/Program Space Rental 17 Artists’ Travel & Transportation

18 Surfboard Travel & Transportation P $ 1,800.00 1800

19 Shipping 20 Media/Marketing Expense: ( Specify)

21 Social Media P 2000

22 Individual Post Cards of each P $ 2,000.00 board 250qty = $92.50 sell for $.75 each and make $95 made in print

23 Boardwalk Map Design/layout/ P $ 700.00 500 partnership with Tofino Surf Maps

24 Video Diary Filming/ Editing P $ 3,000.00 2000 25 Video Diary copy for each P $ 400.00 participant to use as

26 Plaques P 100

27 Artist Info Plaques/Frames P 50

28 Website Updates

29 Total Production Expenses $ 35,450.00 3000 2500

Page 167 of 238

Revenues C/P Project Forecast Actual Amount GST/PST In-kind Value Notes

1 Earned Revenues

2 Single Admissions 3 Discounted Admissions

4 Guarantees

5 Concessions/Merchandise sales 6 Program Advertising

7 Workshop fees/tuition 8 Donations

9 Raffle

10 On Site Fundraising 11 Total Earned Revenues $ 0.00

12 Private sector Revenues

13 Fundraising: Corporate

14 Individuals

15 Sponsors C $ 16,000.00

16 Bank Interest

17 TAC Cash Reserves Contribution C $ 1,000.00

18 Total Private Sector Revenues $ 17,000.00

19 Grant Revenues 20 BC Arts Council : Operating

21 Project P $ 9,500.00 Government of BC (specify)

Page 168 of 238 22

23 Canada Council: Operating

24 Project 25 Other (specify) 26 Dept. of Canadian Heritage (specify)

27 Federal Employment Programs 28 Other ( Federal) specify

29 District of Tofino : RMI Event Grant P $ 3,000.00

30 Tourism Tofino Marketing Support Application P $ 2,500.00 2000

31 District of Tofino: Arts & Culture P $ 2,500.00

33 Total Grant Revenues $ 17,500.00

34 Total All Revenues $ 34,500.00

35 Summary

36 Total Revenues $ 34,500.00

37 Total Expenses $ 35,450.00

38 Surplus/(Deficit) $ (950.00)

Page 169 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino Clayoquot Heritage Museum Official Opening $1500 (7.5% of total grant funds available) Event Name Amount Requested

Event Date: *TBC- during 2016 Whale Festival Did applicant receive previous RMI Grant?  Yes √No

Does this application meet all submission requirements?  Yes √No Missing Budget & Event Date

Specific activities for which the grant will be used: • An official opening of the Tofino Clayoquot Heritage Museum.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: Not provided Total cost of specific activity to which the grant will be applied Not provided Total cost of all event activities listed in application: Not provided No budget provided

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Registered Charity, Board of Directors, on- time event , no expenses identified

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 170 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: Not identified in application

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Event will be part of the 2016 Pacific Rim Whale Festival

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 171 of 238

2016 Resort Municipality Initiative (RMI) Event Grant Application

Event Name Tofino Clayoquot Heritage Museum Official Opening Organization Name Tofino Clayoquot Heritage Society Event Website n/a Organization Address (Address) Po Boc 429

Tofino BC V0R 3A0 Contact Name Maureen Fraser Contact Name Lorne Ayres Contact Phone 250-725-2008 250-725-3787 Event Start Date Pacific Rim Whale Festival 2016 Event End Date At which venue(s) will your event Tofino Clayoquot Heritage Museum, Main Street, Tofino be held? Has this event been held before? No Is this a one-time event? Yes Estimated Number of Attendees 100 + What's the organization's mission We are a Society dedicated to the exploration, preservation and interpretation of statement or mandate? the rich and diverse heritage of the west coast. Our purpose and mandate is to establish and operate a museum and archives facility and activities ancillary to that. As per the goals of the RDS, we believe a museum will increase awareness of Tofino’s eclectic nature and provides a visitor amenity which promotes Tofino’s cultural experience year round.

Please provide a description of The official opening of the museum will be part of the 2016 Pacific Rim Whale event activities: Festival. It will be a catered event with invitations going out to people with historical connections to Tofino as well as the general population and visitors. There will be displays of artifacts, interpretation, panels and audio visual displays.

Admission Free admission Is your event aligned with a No political or religious agenda? Is your event openly accessible to Yes the public? Describe your event's target Tofino residents and visitors during the 2016 Pacific Rim Whale Festival market.

Page 172 of 238 How do you intend to track event Because of the enclosed nature of the venue, we will be able to count those who attendance? enter the museum.

Describe how you intend to grow We intend to have rotating displays which can highlight different aspects of event attendance this year and/or Tofino’s cultural heritage throughout the year. long-term capacity in future Ie. whaling, fishing, surfing, artistic, environmental years. Checkbox I have read and understand the above Policy. Amount Requested $1500 Name to appear on cheque Tofino Clayoquot Heritage Society Is your organization a not-for- Yes profit operating within the District of Tofino List the specific activities for An official opening of the Tofino Clayoquot Heritage Museum. which the grant will be used. Describe briefly how the event It will be marketed as an event of the Pacific Rim Whale Festival will be marketed to attract visitors to Tofino. What key messages will be used The emphasis will be on how Tofino`s rich and varied past informs and is part of to market the event. our vibrant present and future.

Describe the financial controls Tofino Clayoquot Heritage Society is a non profit society and a registered charity and administrative management recognized by the Canada Revenue Agency. We operate with a board of director process of the organization. which includes a president, vice president, treasurer/secretary.

Please describe the strategy for The official opening will be a onetime event. The museum will then be operated long-term financial sustainability using volunteer support until such time as ongoing operational funds are obtained. of the event. List all event partners and Logistics of the Official Opening: collaborators and describe briefly • Tofino Legion their role with the event. • Catering Companies • Sign Companies • Audio Visual Companies Please acknowledge below that Grant funds will not be used to fund capital acquisitions. you agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Page 173 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino Food and Wine Festival $2,500 (12.5% of total grant funds available) Event Name Amount Requested

Event Date: June 3- 5, 2016 Did applicant receive previous RMI Grant? √ Yes  No

Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant will be used: • The grant will be used to cover food costs for participating chefs/restaurants/farmers/purveyors under the 'Farm to Festival Subsidy Program' that we have started. We work with TUCG to facilitate orders, costs and liaising with local chefs/restaurants/farmers/purveyors. The program covers the main ingredient that will be featured and showcased by the restaurant ie local fish, island cheese, oysters, island chicken, bison, etc.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $88,000 $2,500 2.84% Total cost of specific activity to which the grant will be applied $2,500 $2,500 100% Total cost of all event activities listed in application: $76,550 $2,500 3.26 %

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Managed by Festival Producer and GM of Tofino Botanical Gardens (TBG) and Director of TBG Foundation, 14 time annual event

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 174 of 238

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Shoulder-season (June 3-5th) event

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Comments: Promotes local food, TUCG, outdoor setting

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 175 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name Tofino Food and Wine Festival Organization Name Tofino Botanical Gardens Foundation Event Website http://www.tofinofoodandwinefestival.com/ Organization Address (Address) 1084 Pacific Rim Highway PO Box 886 Tofino BC V9M 2Z0 Contact Name (First) Kira Contact Name (Last) Rogers Contact Email [email protected] Contact Phone (250) 218-3515 Event Start Date 3-Jun-16 Event End Date 5-Jun-16 At which venue(s) will your event be Signature Event 'Grazing in the Gardens' to be held at Tofino Botanical held? Gardens Has this event been held before? Yes How many times has it been held in the 13 years past? Estimated number of attendees: 650 Is this a one-time event? Approximately what percentage of 65 attendees will be traveling to Tofino for your event? How many people attended your event 640 last year? What's the organization's mission Tofino Botanical Gardens Foundation has a mission to inspire conservation of statement or mandate? the world's temperate, coastal rainforests. The Foundation provides a space for art exhibits, community food garden, as a venue for special events and meetings and acts as an outdoor living classroom where future generations will learn about the natural and cultural history of Clayoquot Sound and the remaining coastal temperate rainforests of the world.

Page 176 of 238 Please describe the purpose(s) of The purposes of Grazing in the Gardens include:|Raise money for Tofino event: Botanical Garden Foundation|Raise money for local initiative via Silent Auction|Promote culinary tourism on the west coast|Drive tourists/traffic to Tofino for a culinary filled weekend|Celebrate the food/wine/hospitality community/culture|Showcase local (BC) food and beverage products

Please provide a description of event Grazing in the Gardens is host to showcase 30+ BC wineries, cider houses activities: and breweries. Local chefs provide gourmet canapes using local/BC ingredients. Guests get to sample all of these products along with live music from multiple bands/musicians and access to a silent auction promoting local west coast art, accommodations, restaurants and BC wine, beer and cider. All other events surrounding the weekend are hosted by individual restaurants, chefs and hotels while featuring guest winemakers and guest chefs.

Admission Paid admission Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. Our target market includes food and wine lovers, hospitality professionals and guests/groups who are looking for a culinary destination weekend on the west coast. Age demographic ranges from 25-55 years, and is about 65- 70% female. Out of town guests travel from all over Vancouver Island (North Island, Mid Island, South Island), Vancouver/Lower Mainland, Alberta (Calgary/Edmonton areas) as well as Manitoba and Ontario. We also host guests from different US states, who have a strong interest in food and wine. How do you intend to track event This is tracked through our ticket sales which are sold online, in Tofino, attendance? around Vancouver Island (Comox Valley and Victoria) as well as snail mail.

Describe how you intend to grow event In the future, this event could continue to grow if the local chefs continue to attendance this year and/or long-term support by participating in Grazing in the Gardens, if local restaurants and capacity in future years. event organizers host other food and wine related events during the weekend (giving locals and tourists additional culinary experiences/options during the weekend). Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163 /229466730/36257163_tfwf_budget_2016_-_tt_summary.pdf Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested 2500 Name to appear on cheque Tofino Botanical Gardens Foundation Is your organization a not-for-profit Yes operating within the District of Tofino List the specific activities for which the The grant will be used to cover food costs for participating grant will be used. chefs/restaurants/farmers/purveyors under the 'Farm to Festival Subsidy Program' that we have started. We work with TUCG to facilitate orders, costs and liaising with local chefs/restaurants/farmers/purveyors. The program covers the main ingredient that will be featured and showcased by the restaurant ie local fish, island cheese, oysters, island chicken, bison, etc.

Page 177 of 238 Describe briefly how the event will be The event is marketed as a destination foodie event, using all mediums marketed to attract visitors to Tofino. including TV, print, online and radio whenever possible. We also partner up with hotels to create festival packages for contesting that is promoted across BC and Alberta.

What key messages will be used to Key messages include fundraising for 2 initiatives, Tofino Botanical Gardens market the event. Foundation and local community initiative such as Wickaninnish School Garden Project. It is marketed as a destination weekend for foodies. It is a showcase of local culinary talents and local food and wine. Describe the financial controls and Financial controls are managed by the festival producer, the general administrative management process of manager of Tofino Botanical Gardens and the director of the Tofino Botanical the organization. Gardens Foundation. Festival account belongs under the umbrella of the Tofino Botanical Gardens Foundation and expenditures payments require two signers on cheques.

Please describe the strategy for long- The strategy to sustain this event is to maintain existing sponsorships and term financial sustainability of the partnerships while looking for new partners to help off set festival costs. IE event. Safe Ride Home Sponsor, Media Sponsor, Farm to Festival Subsidy Sponsor.

List all event partners and collaborators Long Beach Lodge Resort-Accommodations Parnter and Farm to Festival and describe briefly their role with the Subsidy Partner. Tofino CoOp-Farm to Festival Subsidy Partner. CTV VI-TV event. Media Partner. Hester Creek Winery-Cedar Plate Partner. Tourism Tofino- Media Partner. Georgia Straight-Media Partner. EAT Magazine-Media Partner. Four Frames Photo Booth-Marketing Partner with Tourism Tofino or other partner. Pacific Sands Beach Resort-Accommodations Partner. Jamie's Rainforest Inn-Accommodations Partner. Local participating restaurants- various-guest at Grazing in the Gardens and/or side event host. Cascadia Liquor-ticket retailer and partner for chef thank you bags. Tofino Sea Kayaking-ticket retailer.

Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District. Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Page 178 of 238 14th Annual Tofino Food and Wine Festival Budget 2016 - preliminary

Expenses - working budget 2016 Accommodations 5,000.00 Administrative Fees 1,400.00 Entertainment 2,650.00 Farm to Festival Subsidy with TUCG 8,500.00 Marketing and Merchandising 21,000.00 Discretionary Funds 2,500.00 Rentals - Alberni Septic 11,500.00 Staffing 24,000.00 Total Estimated Cost 76,550.00

Estimated Revenue - Tickets and Sponsorship Sponsorships and Grants 10,000.00 Ticket Sales 650 78,000.00 Total Estimated Revenue 650 88,000.00

Estimated Profit 11,450.00

Page 179 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino Lantern Festival $1,000 (5% of total grant funds available) Event Name Amount Requested

Event Date: Aug. 14, 2016 Did applicant receive previous RMI Grant? √ Yes  No

Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant will be used: • This grant will be used to contract a Lantern Festival Coordinator. The Festival Coordinator will be in charge of purchasing Lantern Festival supplies, coordinating lantern making workshops, and organizing volunteers and entertainment for The Tofino Lantern Festival. The Lantern Festival Coordinator will be a contract position for the months of July & August.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $6,000 $1,000 16.7% Total cost of specific activity to which the grant will be applied $2,000 $1,000 50% Total cost of all event activities listed in application: $6,000 $1,000 16.7%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Registered charity, managed by board and exec director, third party accountant, event has revenue model, fundraising

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 180 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Event is held during peak-season (August)

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Collaborates with Aeriosa Dance Society, art installations and performances

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 181 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

Organization Address (Address) PO Box 815 Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Dan Contact Name (Last) Harrison Contact Email [email protected] Contact Phone (250) 725-2560 Event Start Date 14-Aug-16 Event End Date 14-Aug-16 At which venue(s) will your event be Tofino Botanical Gardens held? Has this event been held before? Yes How many times has it been held in the 15 past? Estimated number of attendees: 2000 Is this a one-time event? Approximately what percentage of 60 attendees will be traveling to Tofino for your event? How many people attended your event 2000 last year? What's the organization's mission The Raincoast Education Society (RES) is an independent non-profit society statement or mandate? and registered Canadian charity. The RES was established in August 2000 with a mission to help shape an environmentally sustainable future for the Clayoquot and Barkley Sound region through education and community stewardship. Our aim is to enable citizens within and beyond the Clayoquot and Barkley Sound region to participate knowledgeably, effectively and responsibly in the work of shaping this future for our region and for our planet. |We seek to accomplish our mission by delivering a broad range of high- quality educational and interpretive programs, such as guided walks, seminar series, summer camps, courses, school programs, and festivals focused on the natural environment, cultures, and communities of the Clayoquot and Barkley Sound region. We also conduct research and monitoring programs in the Clayoquot Sound region.

Page 182 of 238 Please describe the purpose(s) of event: To celebrate the old growth forests of Clayoquot Sound in an informal, fun and creative event. Please provide a description of event The Festival is a candle-lit lantern festival in the Tofino Boatnical Gardens, activities: complete with live music, dance performances, costumes, and other performers. The old growth forest trails are lit by hand-made candle lanterns. Admission Paid admission Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. Family friendly, though widely attended by people of all ages.

How do you intend to track event We keep detailed admissions numbers at the gate. attendance? Describe how you intend to grow event Increase artistic performances and lantern installations. attendance this year and/or long-term capacity in future years. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/362571 63/229427313/36257163_2016_tofino_lantern_festival_budget.xlsx

Would you like to apply for the 2016 RMI Yes Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $1,000 Name to appear on cheque Raincoast Education Society Is your organization a not-for-profit Yes operating within the District of Tofino List the specific activities for which the This grant will be used to contract a Lantern Festival Coordinator. The grant will be used. Festival Coordinator will be in charge of purchasing Lantern Festival supplies, coordinating lantern making workshops, and organizing volunteers and entertainment for The Tofino Lantern Festival. The Lantern Festival Coordinator will be a contract position for the months of July & August.

Describe briefly how the event will be We market our event through our partnership with Tourism Tofino. In marketed to attract visitors to Tofino. addition we advertise the event on our website, Twitter, Facebook, and Tofino Time, as well as through our email list of over 1000 people and the Tofino Chamber of Commerce email list.

What key messages will be used to The key messages we use are the following: market the event. 1. A family-friendly magical event in the Tofino Botanical Gardens 2. An incredible venue for seeing local live music & different genres of music 3. A fundraiser for the Raincoast Education Society (including a brief synopsis of what the fundraiser supports: outdoor education for children).

Page 183 of 238 Describe the financial controls and The Raincoast Education Society produces an internal annual financial administrative management process of report as well as an external year-end financial report from our the organization. accountants. The "notice to reader" year end financial report from our accountant is included as part of our annual charities return to maintain our charitable status. We have successfully competed this process and maintained our charitable status for 15 years.|The Raincoast Education Society is managed by the Executive Director, with oversight and guidance from the RES Board of Directors. Bookkeeping duties and regular financial updates are completed by a third party and inform all financial reports, including grant funding reports. The RES is in good standing with all past and present funders and has successfully completed audits for several projects.

Please describe the strategy for long-term Our strategy is two-fold: financial sustainability of the event. 1. Admissions to the lantern festival (after we pay for supplies, staff, and the rental fee we generally raise about $2,000 in revenue, which we apply to our outdoor education programming). 2. Fundraising through grants. List all event partners and collaborators Our event partners are the: and describe briefly their role with the 1. Tofino Botanical Gardens - They provide the space to hold the Festival. event. We pay them 20% of admissions to host the Festival. 2. Aeriosa Dance Society - They provide entertainment before and during the Festival. Please acknowledge below that you agree Grant funds will not be used to fund capital acquisitions. to the following grant requirements:

Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District. Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Page 184 of 238

2016 Tofino Lantern Festival Expenses

Expenses DoT Funds Other Contributions Total Cost Coordinator $1,000 $1,000 $2,000 Entertainment $0 $2,000 $2,000 Venue $0 $2,000 $2,000

Total $1,000 $5,000 $6,000

Source of Funding Description Amount District of Tofino RMI Grant $1,000 Festival Revenue Event Admissions $5,000 Total $6,000

Page 185 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino Paddle Surf Qualifier $4,000 (20% of total grant funds available) Event Name Amount Requested

Event Date: Oct. 21 – 23, 2016 Did applicant receive previous RMI Grant?  Yes √ No Part of grant funds will be used for Does this application meet all submission requirements? marketing purposes. Incomplete  Yes √ No budget-missing revenue breakdown Specific activities for which the grant will be used: Marketing: • Social Media Expert/Nation wide poster distribution • Photographer/Videographer for event capture and 2017 marketing.

Production: • Build registration/participation capacity (staffing and venue)

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: Not provided Total cost of specific activity to which the grant will be applied $5,500 $4,000 72.7% Total cost of all event activities listed in application: $15,800 $4,000 25.3%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Operated by owners and staff of Tofino Paddle Surf. Event in third year.

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 186 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Comments: 95% of attendees travel to Tofino.

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Event is held in October (Tourism Tofino “surf month”), 95% visitors, expanding event to include women’s and youth divisions and extending event to 3 days.

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Collaborating with Tofino Boardwalk and Surfrider.

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Comments: Surfrider Beach clean-up

Page 187 of 238

2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act. Not liable I understand that neither the District of Tofino nor Tourism Tofino shall be liable for any incidental, indirect, special or consequential damages, injury or any loss of use, revenue or profit of the applicant arising out of or in any way related to the festival or event. Event Name Tofino Paddle Surf Qualifier Organization Name Tofino Paddle Surf Event Website www.tofinopaddlesurf.com Organization Address (Address2) Box 482 Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Catherine Contact Name (Last) Bruhwiler Contact Email [email protected] Contact Phone (250) 266-1997 Event Start Date 21-Oct-16 Event End Date 23-Oct-16 At which venue(s) will your event be Cox Bay or North Chesterman's Beach held? Has this event been held before? Yes How many times has it been held in 2 the past? Estimated number of attendees: 300 Is this a one-time event? No Approximately what percentage of 95 attendees will be traveling to Tofino for your event? How many people attended your 150 event last year? What's the organization's mission This annual, fun, competitive event invites talented and committed standup statement or mandate? paddle surfers and surfers in Canada and beyond to shred the waves in Tofino every October. The event encourages the growth of the sport and industry, elevation of skill for SUP and surf in Canada and brings people to our beautiful area in a time of year that is not traditionally sought out as a time to holiday in Tofino. Qualifying surfers are stoked, educated, and part of our epic and growing international SUP and surf community.|By adding a 'surf' contest component this year, we hope to create an environment of mutual respect between all disciplines of surf and provide an opportunity to bring people together to share their love of surf and their community and to have a good time together.|We are proud to announce that this event is sanctioned as the official Canadian Surfing Associations Qualifying Event for representation at the ISA World SUP Games for both men and women's divisions, as well as looking to have our 'surf contest' component act as one of the upcoming regional qualifiers for the Annual National Surf Title at the Rip Curl Pro.

Page 188 of 238 Please describe the purpose(s) of This annual, fun, competitive event invites talented and committed standup event: paddle surfers and surfers in Canada and beyond to shred the waves in Tofino every October. The event encourages the growth of the sport and industry, elevation of skill for SUP and surf in Canada and brings people to our beautiful area in a time of year that is not traditionally sought out as a time to holiday in Tofino. Qualifying surfers are stoked, educated, and part of our epic and growing international SUP and surf community. |By adding a 'surf' contest component this year, we hope to create an environment of mutual respect between all disciplines of surf and provide an opportunity to bring people together to share their love of surf and their community and to have a good time together. |We are proud to announce that this event is sanctioned as the official Canadian Surfing Associations Qualifying Event for representation at the ISA World SUP Games for both men and women's divisions, as well as looking to have our 'surf contest' component act as one of the upcoming regional qualifiers for the Annual National Surf Title at the Rip Curl Pro. Please provide a description of event Registration event Oct 20 evening activities: |SUP qualifying event Oct 21 all day |SUP and Surf event Oct 22 all day |Event Baquet and party Oct 22 evening |SUP and Surf event Oct 23 all day Admission Combination of free and paid events Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. Our event's target market is SUP enthusiasts at an amateur level and professional level from arose the Globe and primarily across North America and Canada (male and female). SUP athletes and enthusiasts range in age from kids to grandparents, but primarily come from decent to high income professionals age range 35-50 (see registrations from 2015 event). 90% of the event attendees come from across Canada, as far as Nova Scotia, Ontario and the NWT, with a majority coming from Alberta, the Lower Mainland and Vancouver Island. 5% come from the US (primarily Oregon, California and Hawaii) and another 5% are from Tofino or Ucluelet. The majority of the Surf contest participants are from Tofino/Ucluelet, with about 5-10% coming from across Canada (NS, ON, Van Island). |In 2015, there were 83 SUP Competitors and 48 Surf Competitors. Most of the out of town competitors traveled with a spouse, a few friends and many brought their families. Many of our clients came out for the weekend just to 'check it out', volunteer for the event and be part of the fun. Our sponsors were also about 90% from out of town and they travelled here with at least one co-worker or family members (approx 20 people). |In 2016 we will be added a kids division which will encourage more families to come and be part of the event.

How do you intend to track event Attendance is tracked by contest registrations and event tickets sold. A larger attendance? percentage of contest participants bring friends and families to Tofino with them for the weekend and many are making this their annual trip to Tofino and staying for a week or so, as they are traveling from fair distances from around North America.

Page 189 of 238 Describe how you intend to grow We intend on growing the event by adding a kids division which will event attendance this year and/or encourage more families to come and be part of the event. We will also be long-term capacity in future years. adding a women's amateur division to encourage more women to participate for fun and in a less competitive way (not looking for a spot on the national team) - this is something that was requested by many women who want to participate in the years to come. We will also need to add one more day to the event as it grows to accommodate all the requests we had this year that we had to turn away (contest registrations) due to time constraints. The surf event will grow by another day potentially as it will become a mandatory regional qualifying event for the Rip Curl Pro, so we will see many more participants from across Canada looking to compete to secure a spot in the National event (Rip Curl Pro). We are currently working with the Canadian Surfing Association on this. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/ 224724310/36257163_working_budget_sup_contest_2016_excel.xlsx

Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested 4000 Name to appear on cheque Tofino Paddle Surf Is your organization a not-for-profit No operating within the District of Tofino List the specific activities for which the Marketing: grant will be used. |Social Media Expert/Nation wide poster distribution | |Photographer/Videographer for event capture and 2017 marketing. | |Production: |Build registration/participation capacity (staffing and venue) Describe briefly how the event will be event website marketed to attract visitors to Tofino. |tourism tofino |social media |cross marketing through sponsors |cross marketing through postering and press: print and web distribution through SUP and Surf websites, magazines, organizations (including the Canadian Surfing Association), shops across Canada and the Pacific Northwest |Community calendars and rec guides | | What key messages will be used to National Qualifiers market the event. |SUP Event |Canada's only SUP Surf event |SUP and Surf |Tofino Describe the financial controls and Administered by the owners and staff of Tofino Paddle Surf. administrative management process of the organization.

Page 190 of 238 Please describe the strategy for long- By increasing the scope and profile of the event, growing registration and term financial sustainability of the ensuring the return of participants, the event will become sustainable as our event. database and support from sponsors continues to grow.

List all event partners and Tofino Tourism - inkind advertising support collaborators and describe briefly their |District of Tofino - resource support role with the event. |Sponsors - marketing, prizing and revenue |Pacific Rim Arts Society - Surfboard project |Surfrider - 2016 | Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

WORKING BUDGET original details working cost cost Staffing 3300 Head Judge, Judges, Volunteer Coordinator, Banquet Coordinator, Production Assistant, volunteer recognition Marketing/Advertising 2000 web, print, signage, sponsor recognition

Contest Production 3500 design, permits, competitor tees, staging, sound, etc, office, photographer/videographer, firstaid

Banquet Production 3000 sound, music, staff, rentals

Webcast 3000

Prizing 1000

TOTAL EXPENSES 15800

Page 191 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino Public Market $1,500 (7.5% of total grant funds available) Event Name Amount Requested

Event Date; May 21 -0 Oct. 8, 2016 • On Saturdays Did applicant receive previous RMI Grant? √ Yes  No Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant will be used: • $1,000 will be used to book interactive workshops on the gazebo stage - the goal would be one workshop per month during the Market season (5 in total). This would include a First Nations cedar weaving workshop, which has been very popular in past years. Other possible workshops by the Clayoquot Writer's Group, the Community Theatre Association, Aeriosa dance company and something geared towards children. These workshops will enhance the visitor experience, giving visitors an added reason to attend the event and stay to participate • $500 will be used towards signage on the gazebo. There is currently one banner hung on the tennis courts, however feedback has been that it is not visible enough. We would like a Tofino Public Market banner to hang accross the stage, which would provide enhanced photo opportunities for our website and social media. We would also purchase a chalkboard-type sign for the gazebo, advertising the names and times of entertainment acts so visitors know when the performances will happen.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: Supported by vendor fees and partnerships RMI Request Total projected revenues/contributions: $19,300 $1,500 7.8% Total cost of specific activity to which the grant will be applied $1,500 $1,500 100% Total cost of all event activities listed in application: $15,933 $1,500 9.4%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Society, Board of Directors and hired market coordinator. Vendor fees support most operations.

Page 192 of 238

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Event begins in shoulder-season (May) and has been extended to the second week in October.

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: Local art and food, First Nations art and Culture, local musicians and dance performances

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Collaborating with CSCTA, Aeriosa, PRAS, Carving on the Edge Festival, Tofino Community Food Initiative, Tofino Arts Council

Page 193 of 238 Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name Tofino Public Market Organization Name Tofino Public Market Society Event Website www.tofinomarket.com Organization Address (Address) PO Box 56 Organization Address (Address2) Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Anne Contact Name (Last) Weeks Contact Email [email protected] Contact Phone (250) 266-5006 Event Start Date 21-May-16 Event End Date 8-Oct-16 At which venue(s) will your event be Tofino Village Green held? Has this event been held before? Yes How many times has it been held in 8+ years the past? Estimated number of attendees: 14000 Is this a one-time event? Approximately what percentage of 70 attendees will be traveling to Tofino for your event? How many people attended your 14000 event last year? What's the organization's mission The Tofino Public Market promotes and coordinates a community of local statement or mandate? artisan vendors representing the West Coast of Vancouver Island. Our motto is "Make it, bake it, grow it and gather it".

Page 194 of 238 Please describe the purpose(s) of To showcase Tofino artisan culture, including food, music and the arts, in a event: festive marketplace that is accessible to everyone.

Please provide a description of event Market vendors sell their local artisan wares, food, crafts and up-cycled activities: creations. Other activities include First Nations art and culture, a Kids Arts & Crafts tent, and live music/workshops on the gazebo stage for all ages.

Admission Free admission Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. The Market is targeted towards visitors and locals of all ages and backgrounds. We incorporate arts and food culture, First Nations art and culture, activities geared towards children and families, live music for all ages and a wide variety of artisan products for everyone to enjoy.

How do you intend to track event The Market Coordinator visually keeps track of vendor and visitor attendance? demographics throughout the season (performing random approximate counts of attendees), and the Market is included in the Tourism Tofino Visitors Experience Survey, which tracks the event as a visitor attraction (we rated at 18% in 2015).

Describe how you intend to grow This year the Market will focus more on social media, with plans to post on- event attendance this year and/or site photos to the Market Facebook page during each Saturday (which has not long-term capacity in future years. been done in the past), in addition to featuring vendors and possible contests/giveaways that will increase page followers/shares and increase traffic to the Market website. The Market will also continue to apply for grants to help fund additional Island-wide advertising to help attract out of town customers. Finally, by keeping current with what other Island markets are charging for vendor fees, we will continue to gain revenue through drop- in and reserved vendors.

Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/ 229202058/36257163_market_budget_estimate_2016_pdf.pdf

Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $1,500.00 Name to appear on cheque Tofino Public Market Society Is your organization a not-for-profit Yes operating within the District of Tofino

Page 195 of 238 List the specific activities for which the $1,000 will be used to book interactive workshops on the gazebo stage - the grant will be used. goal would be one workshop per month during the Market season (5 in total). This would include a First Nations cedar weaving workshop, which has been very popular in past years. Other possible workshops by the Clayoquot Writer's Group, the Community Theatre Association, Aeriosa dance company and something geared towards children. These workshops will enhance the visitor experience, giving visitors an added reason to attend the event and stay to participate.|$500 will be used towards signage on the gazebo. There is currently one banner hung on the tennis courts, however feedback has been that it is not visible enough. We would like a Tofino Public Market banner to hang accross the stage, which would provide enhanced photo opportunities for our website and social media. We would also purchase a chalkboard-type sign for the gazebo, advertising the names and times of entertainment acts so visitors know when the performances will happen.

Describe briefly how the event will be Marketing and advertising includes ads in Tofino Time and The Westerly marketed to attract visitors to Tofino. News, Tofino Public Market website and facebook page (including weekly posts featuring each artist/performance booked), Tourism Tofino events calendar and Twitter feed, listing on Tofino-bc.com, email blasts and Chamber of Commerce redirects, posters, rack cards and Market Coordinator networking with the resorts.

What key messages will be used to One of the key messages is the Market motto "Make it, bake it, grow it, market the event. gather it", which upholds the integrity of the products sold within the Market (ie handmade on Vancouver Island) and promotes local artisan wares, crafts and up-cycled creations to visitors. |The Market experience raises visitor awareness of local tourism assets in arts, music and food culture. It drives visitation and enhances the visitor experience, while promoting the eclectic character and artisans of Tofino. Describe the financial controls and The administrative functions are carried out by the Market Coordinator administrative management process throughout the year, who reports to the Board of Directors. The of the organization. financial/accounting duties are performed by the Treasurer of the Board of Directors, with support from the Coordinator.

Please describe the strategy for long- The Market continually researches and adjusts their vendor fees according to term financial sustainability of the the cost of production and competitive Island market rates. In response to a event. waiting list for vendors over the past two years, in 2015 we re-designed the set up in order to fit more vendors, and we will continue to look at ways to accommodate more vendors. Vendor fees pay for the majority of base operating costs, and the Coordinator is responsible for applying for grants to fund additional costs, such as the entertainment and projects like the Kids Arts & Crafts tent. The Coordinator will also continue to source out mutually beneficial partnerships, such as the one created this year with the Tofino Community Food Initiative. | List all event partners and Pacific Rim Arts Society - collaborated on performers during the PRAS collaborators and describe briefly their Summerfest, sponsored the Kids Arts & Crafts tent role with the event. |Carving On The Edge Festival - free carving workshop on the gazebo stage |Tofino Arts Council - funding towards new sound equipment |Tourism Tofino - funding towards marketing support (2015) |Tofino Community Food Initiative - partnership in creation of a booth to offer Island produce |RMI/District - funding towards Market entertainment (2015)

Page 196 of 238 Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Page 197 of 238 TPMS BUDGET REPORT 2016

INCOME VENDORS Reserved Vendor $8,000.00 Day Fee $3,500.00 Increasing daily drop-in rate from $15 to $20 in 2016 GRANTS/FINANCIAL SUPPORT Resort Municipality Initiative $1,500.00 Gazebo entertainment support, including workshops & signage Tourism Tofino $2,000.00 Marketing support (tofino-bc.com listing, Twitter & FB, Tofino Time) District of Tofino - Arts & Culture Grant $2,000.00 Gazebo live music support PRAS $2,000.00 Kids Arts & Crafts Tent Tofino Arts Council $300.00 New speaker for gazebo music TOTAL INCOME $19,300.00

EXPENSES Market Coordinator $6,500.00 Wages throughout the year, pre-and-post season included Music/Entertainment $2,000.00 Average $100/Market x 20 Saturdays (District Grant) Music Equipment $300.00 Replace broken speaker (TAC Grant) Workshops $1,000.00 First Nations Cedar Weaving, theatre/dance/literature (RMI Grant) Kids Tent $2,000.00 (PRAS grant) Office Supplies/Gifts & Promo $150.00 FEES Chamber Membership $42.00 Society Annual Fee $40.00 Liability Insurance $705.00 Bank $120.00 PO Box $157.00 Cell Phone $205.00 MARKETING Signage $500.00 New gazebo banner & signage (RMI Grant) Westerly News $100.00 Opening weekend ad Tofino Time $827.00 5 month listing (TT Grant) Tofino-BC.com $500.00 5 month listing (TT Grant) Tourism Tofino Media Posts $500.00 Facebook “boost”/Twitter (TT Grant) Website/Tofino Internet Services $150.00 Website tech support Website hosting $137.00 TOTAL EXPENSES $15,933.00

Page 198 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino Salt Water Classic $6,000 (30% of total grant funds available) Event Name Amount Requested

Event Date: July 1 – 3, 2016 Did applicant receive previous RMI Grant?  Yes √ No

Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant will be used: • Expenses associated with 125 person fundraiser dinner at the Shore, including room rental, tent rental, tables, chairs, dishes, linens, food and beverage costs, liquor license fee, and bid sheet printing for silent auction. • Partial food and beverage costs for pre-event fundraiser at Shell Beach (some costs are donated by the Wickaninnish Inn) • Advertising in regional news and sports outlets • Promotional items such as T-shirts and hats

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: Revenue producing event with proceeds donated to several local community initiatives RMI Request Total projected revenues/contributions: $100,000 $6,000 6% Total cost of specific activity to which the grant will be applied $9,100 $6,000 66% Total cost of all event activities listed in application: $29,250 $6,000 20.5%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Organizational structure not described. Volunteer board. Revenue producing event in 7th year.

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 199 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Comments: 75% visitors

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Event is held on Canada Day long weekend in peak-season.

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Ball hockey event with local children. Raises awareness of local community initiatives.

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 200 of 238

2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name Tofino Saltwater Classic 2016 Organization Name Tofino Saltwater Classic Event Website www.tofinosaltwaterclassic.com Organization Address (Address) P.O. Box 1182 Organization Address (Address2) #3-671 Industrial Way Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Sarah Contact Name (Last) Stoski Contact Email [email protected] Contact Phone (250) 726-6463 Event Start Date 1-Jul-16 Event End Date 3-Jul-16 At which venue(s) will your event be Shell Beach at the Wickaninnish Inn, The Wickaninnish Elementary School, held? Wolf in the Fog, The Shore, and the Marina West.

Has this event been held before? Yes How many times has it been held in 6 the past? Estimated number of attendees: 225 Is this a one-time event? Approximately what percentage of 75 attendees will be traveling to Tofino for your event? How many people attended your 225 event last year? What's the organization's mission In its seventh year, the Tofino Saltwater Classic (TSC) fishing derby was statement or mandate? created by former National Hockey League (NHL) player Brendan Morrison (who is also a part time resident of Tofino) as a fundraiser for Tofino community initiatives. To date, the TSC has raised more than $250,000 to support local non-profit organizations such as the Wickaninnish Elementary Parent Advisory Council (WEPAC) healthy food and scholastic programs, Wickaninnish Community School Society after school care program, Tofino Hospital Foundation, Tofino Salmon Enhancement Society, Tofino Parks and Recreation, and many more local grass roots programs.

Page 201 of 238 Please describe the purpose(s) of To raise considerable funds and increase awareness for local community event: initiatives. To celebrate our world class sport fishing industry. To attract visitors and their families and friends to our beautiful town and all of its visitor attributes.

Please provide a description of event - Fundraiser dinner at Shell Beach at the Wickaninnish Inn activities: |- Ball hockey game with local kids and NHL stars at the school. |- Friday night meet & greet kick-off event with Brendan at the Wolf in the Fog |- Saturday night anglers dinner and silent auction Admission Combination of free and paid events Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. Anglers and their families, outdoor and sports enthusiasts, and media outlets from all over North America. Many of our return anglers are an affluent demographic with philanthropic values who share a genuine love of fishing in Tofino and giving back to the Tofino community. How do you intend to track event Participant registration is tracked online through our website and PayPal attendance? registration system, then transferred to our own tracking spread sheets. A personal familiarity with return anglers and their families/guests has provided an important level of visitor data such as room occupancy and other activities, besides fishing, that guests enjoy. The Thursday fundraiser dinner attendance (approximately 40 people) is tracked by the Wickaninnish Inn and provided to us. For other events, such as the ball hockey game with Brendan and his friends, we count both the kids and the audience that comes to watch.

Describe how you intend to grow An aggressive marketing campaign is underway that includes a new website event attendance this year and/or that works well for mobile devices, a number of direct email campaigns, long-term capacity in future years. ongoing social media posts, media outreach, press release postings, media hosting, and advertising (online and print). We plan to move the event's Saturday dinner from the Marina West to the Shore to be able to host more people, but venue capacity has always been a challenge to grow the dinner event. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/ 229418801/36257163_tsc_2016_marketing_budget_rev2.xlsx Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $6,000.00 Name to appear on cheque Tofino Saltwater Classic Is your organization a not-for-profit Yes operating within the District of Tofino

Page 202 of 238 List the specific activities for which the 1.) Expenses associated with 125 person fundraiser dinner at the Shore, grant will be used. including room rental, tent rental, tables, chairs, dishes, linens, food and beverage costs, liquor license fee, and bid sheet printing for silent auction. |2.) Partial food and beverage costs for pre-event fundraiser at Shell Beach (some costs are donated by the Wickaninnish Inn) |3.) Advertising in regional news and sports outlets |4.) Promotional items such as T-shirts and hats

Describe briefly how the event will be Regular social media posts beginning in December 2015, a new and improved marketed to attract visitors to Tofino. website with online registration capability, direct email campaigns to previous and new participants, media outreach to more than 30 regional outlets to encourage pre-event coverage, listings in Events sections of more than 30 regional and fishing publications, press release postings, media hosting, advertising (online and print.) Key sponsors such as Gas 'N Go will also help promote the event through their own marketing channels.

What key messages will be used to World Class fishing destination with a variety of accommodation and culinary market the event. options. |Wide variety of additional Family Activity options |All proceeds (after prizes) benefit Tofino community initiatives. Describe the financial controls and TSC BOARD OF DIRECTORS|Chairman: Brendan Morrison|Treasurer: Erin administrative management process Morrison|Secretary: Sarah Stoski|Voting Board Members: Lynda Kaye, Todd of the organization. Byrnes, Steve Rae, Melody Rae.||Budgets are determined by the Finance Committee (Brendan and Erin Morrison, Sarah Stoski and Lynda Kaye.) Funds are collected, tracked and allocated by the entire Board. Banking is done by the Treasurer. Beneficiaries are decided by the Board and cheques are distributed within 4 weeks following the event. Please describe the strategy for long- With a 6 year history of successfully and steadily increasing funds each year, term financial sustainability of the we plan to continue to use this model for continued success. We will also event. continue to seek out new and more prominent sponsors, both locally and beyond. We also work hard to ensure that our celebrity NHL players such as Willie Mitchell (also a part time Tofino resident) and some of our most generous private and corporate donors remain involved with the event each year. By maintaining the community's support and the integrity of this event, its long-term financial sustainability is promising.

Page 203 of 238 List all event partners and Gas 'N Go: Presenting Sponsor. collaborators and describe briefly their |Wickaninnish Inn: Supporting event venue, accommodation specials, role with the event. donations. |Pacific Sands, Ocean Village Resort, Long Beach Lodge, Chesterman Beach B&B: Accommodation specials, donations. |Marina West: Weigh Station venue, accommodation specials, angler registration venue, awards ceremony venue, donations. |Wolf in the Fog: Supporting event venue, monetary supporter. |Other sponsors include: Lowrance, Mercury, Scotty, Gibbs Delta, Harbour Chandler, Berkley, Vancouver Canucks, Calgary Flames, Chicago Blackhawks, Breakaway Matting, Yamaha, Stormlight outfitters, Long Beach Automotive, Trilogy Fish Store, West Pacific Seafoods, Orca Airways, Rod's Power and Marine, Surf Sister, Method Marine, Hetherington Industries, Port Boat House, Pacific Salmon Foundation, StumpArtist, SOBO, Kitetail Lures, Coast Mountain Construction, Red Can Gourmet, Wildside Grill, Tofino Brewing Co, Outlandish Shellfish Co., B&C food, TUCG, Sysco, Ballistic Pig, Whale Center, Vickers Gallery, Mark Hobson Gallery, Tuff City Radio, Black Press, Westerly News, BC Outdoors, SportfishingBC, Kaye Public Relations, White Paper Co, Tourism Tofino, and many more.

We also have many volunteers that this event could not run without including the above mentioned board of directors (all volunteer), as well as Charles & Kari-Anne McDiarmid, Jeff Mikus, Warren Barr, Rick Moore, Tim May, Danielle Fox, Maureen Wells, Lucia Lyons, Samantha Hackett, Kimi Henderson, Marnie Helliwell, Jeff Hale, Alex Cutler, Cameron Dennison, Geoff Johnson, Jim & Jane Toso, Ryan Toso, Britt Chalmers, Cosy Lawson, Melody Rae, and many more. Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Page 204 of 238

2016 Planning & Budget

EVENT FACTS & HISTORY

2015 Revenue $101,215 2015 Funds Donated to Tofino Community Initiaitives $68,000

Total Funds Donated to Tofino Community Initiaitives (since event inception) $250,000 Approximate number of out of town visitors attending 2015 event 100 Approximate number of room nights sold during 2015 event 225

2015 Beneficiaries

Tofino Hospital foundation $10,000

Tofino Clayoquot Heritage Society $1,500 West coast Multiplex society $2,500

Tofino Salmon Enhancement Society $15,000

Wickaninnish Community School Society Reading Program $3,000

Wickaninnish Elementary School PAC Healkthy Lunch Program$20,000

Legion Branch 65 $2,000

St Francis of Assisi Women in Need Program $2,000

Tofino Parks & Rec ($6,000)

Raincoast Education Society ($6,000)

Estimated 2016 Income (Registrations, Fundraiser and Silent Auction) $100,000 Estimated 2016 Expenses

Angler Prizes $13,000.00

Saturday Dinner F&B, Rentals $4,800.00

Fundraiser Dinner F&B $1,300.00

Meet & Greet F&B $1,200.00

Sponsor & Event Signage $1,000.00

Website Design & Updates $1,000.00

Media housing, expenses $1,000.00

Brochure Design and Printing $900.00

Shirts, hats $3,000.00

Silent Auction printing/setup $150.00

PayPal fees $1,100.00

Square fees $800

TOTAL $29,250.00

Page 205 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino Shorebird Festival-2017 $2,000 (10% of total grant funds available) Event Name Amount Requested

Event Date: May 5 - -6, 2017 Did applicant receive previous RMI Grant? √ Yes  No *Due to timing of event, funding is Does this application meet all submission requirements? √ Yes  No requested for 2017.

Specific activities for which the grant will be used: • This grant will be used to contract a Shorebird Festival Coordinator. The Festival Coordinator will be in charge of developing and scheduling event programs, securing guest speakers, facilitating all festival events, liasing with local businesses. The Festival Coordinator will be the primary contact person for the festival. We have already confirmed a candidate for this position: Mark Maftei is a bird biologist with the Canadaian Wildlife Service, and an esteemed bird educator at Bamfield Marine Sciences Centre and Quest University, Squamish. As a leading birder and bird researcher in BC, Mark is very well connected and is able to access high-level educators as well as understand how to attract birders to the region.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $4,800 $2,000 41.7% Total cost of specific activity to which the grant will be applied $2,000 $2,000 100% Total cost of all event activities listed in application: $4,800 $2,000 41.7%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Registered charity. 2017 will be event’s 20th year.

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 206 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Comments: 90% of attendees travel to Tofino, 200 participants in 2015

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Event will be May 5-May 6 in 2017

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: Collaborating with PRNP

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 207 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

Has this event been held before? Yes How many times has it been held in 19 the past? Estimated number of attendees: 300 Approximately what percentage of 90 attendees will be traveling to Tofino for your event? How many people attended your 200 event last year? What's the organization's mission The Raincoast Education Society (RES) is an independent non-profit society statement or mandate? and registered Canadian charity. The RES was established in August 2000 with a mission to help shape an environmentally sustainable future for the Clayoquot and Barkley Sound region through education and community stewardship. Our aim is to enable citizens within and beyond the Clayoquot and Barkley Sound region to participate knowledgeably, effectively and responsibly in the work of shaping this future for our region and for our planet. |We seek to accomplish our mission by delivering a broad range of high- quality educational and interpretive programs, such as guided walks, seminar series, summer camps, courses, school programs, and festivals focused on the natural environment, cultures, and communities of the Clayoquot and Barkley Sound region. We also conduct research and monitoring programs in the Clayoquot Sound region.

Page 208 of 238 Please describe the purpose(s) of To celebrate and educate people about the return of migrating shorebirds to event: Clayoquot Sound, the largest wildlife migration on the West Coast of Vancouver Island. Please provide a description of event Birding Workshops, Guided Seabird Voyages, Kayak Tours, Mudflat and Beach activities: Workshops, Evening Lectures. Admission Combination of free and paid events Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. Our event targets adults and seniors, the largest birding demographic. Birding is one of the largest growing forms of tourism in North America. Despite world-class birding opportunities, bird-watching tourism recieves little attention in the Tofino area. For 19 years, the Tofino Shorebird Festival has attracted groups of birders to the region, despite minimal advertisement for the festival. This past year we witnessed over 200 people attending the festival, largely from Vancouver Island and the lower Mainland, with a few groups coming from central Canada and the Eastern United States. How do you intend to track event At all events, we survey participants and track demographics. attendance? Describe how you intend to grow This year we will be hiring a Shorebird Festival Coordinator. The Festival event attendance this year and/or Coordinator will be in charge of developing and scheduling event programs, long-term capacity in future years. securing guest speakers, facilitating all festival events, liasing with local businesses. The Festival Coordinator will be Mark Maftei, the same organizer as in 2015 and 2016, thereby building capacity of the festival and improving efficiencies. Mark Maftei is a bird biologist with the Canadian Wildlife Service, an esteemed bird educator at Bamfield Marine Sciences Centre and Quest University, Squamish. As a leading birder and bird researcher in BC, Mark is very well connected and is able to access high-level educators as well as understand how to attract birders to the region. His work to date as grown the festival significantly, and he has big plans for the future of the 20th year of the Shorebird Festival. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/ 229423950/36257163_2017_tofino_shorebird_festival_budget.xlsx

Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $2,000 Name to appear on cheque Raincoast Education Society Is your organization a not-for-profit Yes operating within the District of Tofino

Page 209 of 238 List the specific activities for which the This grant will be used to contract a Shorebird Festival Coordinator. The grant will be used. Festival Coordinator will be in charge of developing and scheduling event programs, securing guest speakers, facilitating all festival events, liasing with local businesses. The Festival Coordinator will be the primary contact person for the festival. We have already confirmed a candidate for this position: Mark Maftei is a bird biologist with the Canadaian Wildlife Service, and an esteemed bird educator at Bamfield Marine Sciences Centre and Quest University, Squamish. As a leading birder and bird researcher in BC, Mark is very well connected and is able to access high-level educators as well as understand how to attract birders to the region. Describe briefly how the event will be We will advertise our event in Birder, Birding and Tofino Time magazines, as marketed to attract visitors to Tofino. well as through BC Nature, BC Field Ornithologists and other Field Naturalist Organizations throughout BC. We will work with local businesses to market the festival and develop packages for the event. We will also work with Tourism Tofino to ensure the festival serves as a draw for the region in the shoulder season (beginning of May). With an event coordinator we will have the festival organized with ample time to advertise the event widely. In addition, we advertise the event on our website, Twitter, Facebook, and Istagram, as well as our email list of over 1000 people. What key messages will be used to 1. Premier birding event in Western Canada market the event. |2. Top educators and birding programs for all levels |3. Variety of events, from guest speakers, birding by kayak, seabird cruises, etc. |4. Largest wildlife migration on the West Coast Describe the financial controls and The Raincoast Education Society produces an internal annual financial report administrative management process as well as an external year-end financial report from our accountants. The of the organization. "notice to reader" year end financial report from our accountant is included as part of our annual charities return to maintain our charitable status. We have successfully competed this process and maintained our charitable status for 15 years.|The Raincoast Education Society is managed by the Executive Director, with oversight and guidance from the RES Board of Directors. Bookkeeping duties and regular financial updates are completed by a third party and inform all financial reports, including grant funding reports. The RES is in good standing with all past and present funders and has successfully completed audits for several projects. | Please describe the strategy for long- The Tofino Shorebird Festival has been successful in raising adequate funding term financial sustainability of the to pay for all festival events for 19 years. We have done so through our annual event. fundraiser with the Wickaninnish Inn (Brunch for the Birds), among other smaller events. We also charge admission for some festival events. The challenge has always been raising funds for a festival coordinator. We anticipate that with a paid festival coordinator that the festival will attract more people and bring in greater revenue that will in turn support the wage of a festival coordinator in the long-term. List all event partners and 1. Tofino Botanical Gardens - Provide space for speaker events and birding on collaborators and describe briefly their the Mudflats. role with the event. |2. Jamie's Whaling and Rainforest Inn - Partner to host birding programs on the Mudflats as well as deliver offshore bird cruises as part of the festival. |3. Tofino Time - Advertising |4. Tofino Sea Kayaking - Partner in delivering Birding by Kayak programs |5. Pacific Rim National Park - Knowledge Partner.

Page 210 of 238 Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

2017 Tofino Shorebird Festival Budget

DoT Expenses Description Total Funding RES Staff Time 8 days @ 225/day $1,800 0 Honoraria for presenters 10 people @ $100 person $1,000 0 Festival Coordinators 10 days @ $200/day $2,000 $2,000 Total $4,800 $2,000

Source of Funding Description Amount District of Tofino RMI Grant $2,000 Fundraiser Revenue Shorebird Brunch at Wick Inn $1,800 Festival Revenue Event Admissions $1,000 Total $4,800

Page 211 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Tofino SUP Challenge $500(2.5% of total grant funds available) Event Name Amount Requested

Event Date: July 23 – 24, 2016 Did applicant receive previous RMI Grant?  Yes √ No Incomplete budget-missing revenue Does this application meet all submission requirements? √ Yes  No breakdown Specific activites for which the grant will be used: • Safety (Boat Support) on the Saturday for the long distance race.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: Not provided Total cost of specific activity to which the grant will be applied $500 $500 100% Total cost of all event activities listed in application: $3,300 $500 41.7%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Operated by owners and staff of Tofino Paddle Surf. Event in second year.

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Comments: 65% visitors

Page 212 of 238 Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Event is in July

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: Tla-o-qui-aht welcome at each event

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Collaborating with Surf Rider. Financially assists other events: Surf’s Up for Autism and Tofino Paddle Surf Qualifier

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Comments: Surfrider beach clean up

2016 Resort Municipality Initiative (RMI) Event Grant Application

Page 213 of 238 Event Name Tofino SUP Challenge Organization Name Tofino Paddle Surf Event Website www.tofinopaddlesurf.com Organization Address (Address) Box 482 Organization Address (Address2) Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Catherine Contact Name (Last) Bruhwiler Temple Contact Email [email protected] Contact Phone (250) 266-1997 Event Start Date 23-Jul-16 Event End Date 24-Jul-16 At which venue(s) will your event be Mackenzie Beach (Sunday am, July 24) and Chesterman's Beach (Saturday am, held? July 23) Has this event been held before? Yes How many times has it been held in 1 the past? Estimated number of attendees: 100 Approximately what percentage of 65 attendees will be traveling to Tofino for your event? How many people attended your 60 event last year? What's the organization's mission To provide a fun, family-oriented event that supports the massive growing statement or mandate? sport of SUP racing in the nation's most spectacular area for this type of event. The event caters to all levels of skill from races for tiny kids to very serious and internationally ranked SUP Race Athletes. This series of short and long course SUP races is part of a Vancouver Island Race Series and BC Race Series in which racers compete for a National title with points gained in the various races. Please describe the purpose(s) of To provide a fun, family-oriented event that supports the massive growing event: sport of SUP racing in the nation's most spectacular area for this type of event. The event caters to all levels of skill from races for tiny kids to very serious and internationally ranked SUP Race Athletes. This series of short and long course SUP races is part of a Vancouver Island Race Series and BC Race Series in which racers compete for a National title with points gained in the various races.

Page 214 of 238 Please provide a description of event SUP races that start on the beach and follow a simple course around natural activities: features and buoys. The set up includes a few tents & tables, a simple sound system and beach awards at the end of the event on Sunday afternoon. Races for all ages and skill levels. We have a welcome done by a member of the Tla-o-qui-aht Nation at all the events and a component of fundraising for a local non- profit organization (Clayoquot Action for the Race and Surf's Up for the SUP Surf Qualifier Event in October). |Discounted rentals are available that day with rental proceeds going to a local environmental non- profit group every year. We are hoping to have Surfrider on the beach this year selling simple food by donation as way for them to fundraise as well. We host a beach cleanup with prizes and various beach games during both events. Admission Combination of free and paid events Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. Locals and visitors alike. We had quite a few participants in 2014 from Ucluelet and the rest of the registrations was about a 50-50% split of people (including almost 20 kids) from Tofino. Being a summer event this is a very family-oriented event. The event caters to all levels of skill from races for tiny kids, to team relays, to long distance races for very serious and internationally ranked SUP Race Athletes, as it is part of a race series on Vancouver Island as well as BC that feeds into the Canadian National Race Championships. |Discounted rentals are available that day with rental proceeds going to a local environmental non- profit group every year. |The activity of SUP racing is very accessible across all demographics and does not require a high level of expertise at the amateur level. Our hope is to draw attendance from all areas of the west coast this year including Ahousaht, Port Alberni, Bamfeild.

How do you intend to track event Attendance is tracked by race registrations. A larger percentage of contest attendance? participants bring friends and families to Tofino with them for the weekend and many are staying for a week or so.

Describe how you intend to grow With the sport of SUP growing continuously and attracting people who event attendance this year and/or appreciate the zero environmental impact sport that encourages healthy long-term capacity in future years. living, nature appreciation and family/community, this event will grow annually by default as more people get into the sport. We will have more visibility every year and more people wanted to come and participate. This same race (same dates) was run 3 years on the same weekend by a company out of Comox and they have handed it over to us to organize. With more local involvement, we already last summer had a massive increase of local participants come out for the day at the beach. As more people start paddle boarding, they too will want to come out and do the serious or any of the fun, non-competitive races during the event. The number of people that can head out together on the water during any of the races is basically unlimited and does not tie us to any time constraint. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163/ 225523527/36257163_working_budget_sup_chanllenge_2016_excel.xlsx

Page 215 of 238 Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested 500 Name to appear on cheque Catherine Bruhwiler Is your organization a not-for-profit No operating within the District of Tofino List the specific activities for which the Safety (Boat Support) on the Saturday for the long distance race. grant will be used. Describe briefly how the event will be event website marketed to attract visitors to Tofino. |tourism tofino |social media |cross marketing through sponsors |cross marketing through postering and press: print and web distribution through SUP and Surf websites, magazines, organizations (including the Canadian Surfing Association), shops across Canada and the Pacific Northwest |Community calendars and rec guides |cross promotion via the companies across BC also running series events that tie into this race (van island series and bc sup cup series) **please contact me for more details regarding this if needed

What key messages will be used to SUP |tofino|challenge (think market the event. marathons)|fun|family|beach|nature||surf/ocean - this is the only 'surf style' race in all of Canada and will create a big draw for anyone who's racing (ps Canada has some of the world's top and fastest rated racers at the moment). anyone who is involved in racing in canada and part of the race series will not miss this race. It will be the biggest destination race in the country.

Describe the financial controls and Administered by the owners and staff of Tofino Paddle Surf in conjunction administrative management process with the board members of the CSA and the organizers of the Vancouver of the organization. Island Race Series and the BC SUP Cup Series

Please describe the strategy for long- Growing registrations and sponsor support will sustain the event in the years term financial sustainability of the to come as it becomes more known and support is rolled into sponsor event. budgets. In 2017, this event will be held in June instead of July for all years to come.

List all event partners and Tofino Tourism - advertising support collaborators and describe briefly their |District of Tofino - resource support role with the event. |Sponsors - marketing, prizing and revenue |8 businesses from Vancouver Island and BC who run other races as part of the 2 SUP race series that the Tofino SUP Challenge is part of (the Vancouver Island Race Series and the BC SUP Cup Race Series) |Surfrider - 2016 |CSA - Canadian Surfing Association (SUP Surf contest also! - forgot to include this!) making the events qualifiers for the Annual World SUP Contests

Page 216 of 238 Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application.

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Table 1 WORKING BUDGET original cost working cost Staffing 1000 Marketing/Advertising 500 Contest Production 1000 Safety Boat Day 1 Long 500 Distance Race Prizing 300 TOTAL EXPENSES 3300

Page 217 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

West Coast Farm and Garden Show $2,100(10.5% of total grant funds available) Event Name Amount Requested

Event Date: Feb. 27 – 28, 2016 Did applicant receive previous RMI Grant?  Yes √ No Does this application meet all submission requirements? √ Yes  No Specific activities for which the grant will be used: The activities for which the grant will be used for are as follow: • Production cost including audio/visual rentals, tent rentals for outside classroom in February and heater rental • A portion of event coordination fees for the event

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: RMI Request Total projected revenues/contributions: $24,983 $2,100 8.4% Total cost of specific activity to which the grant will be applied Unclear Total cost of all event activities listed in application: $24,160 $2,100 8.6%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Not for profit community group. First time event.

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 218 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Comments: Predicting 50% of attendees to be visitors to Tofino

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Feb 27 and 28, 200 attendees expected – 50% visitors

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Comments: Event focuses on local and regional food. Partnerships with ACRD and Alberni Valley Transition Town Network.

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Does the application have a commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 219 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

freedom of information I understand that the information provided in this application is subject to disclosure under the Freedom of Information and Protection of Privacy Act.

Event Name West Coast Farm and Garden Show Organization Name Tofino Community Food Initiative Event Website https://www.facebook.com/groups/tofinolocalfood/ Organization Address (Address) P.O. Box 391 Organization Address (City) Tofino Organization Address (State) BC Organization Address (Zip) V0R 2Z0 Contact Name (First) Cindy Contact Name (Last) Hutchison Contact Email [email protected] Contact Phone (250) 266-4138 Event Start Date 27-Feb-16 Event End Date 28-Feb-16 At which venue(s) will your event be The Tofino Botanical Gardens held? Has this event been held before? No Estimated number of attendees: 200 Is this a one-time event? Yes Approximately what percentage of 50 attendees will be traveling to Tofino for your event? What's the organization's mission The Tofino Community Food Initiative is a not for profit community group statement or mandate? formed to encourage a greater collective knowledge around food and the growing of food. Through gardening workshops, community gardens, community projects and more the Tofino Community Food Initiative seeks to collaborate with key community groups to foster greater food security within the Clayoquot Sound Region. Please describe the purpose(s) of The purpose of the West Coast Farm & Garden Show is to connect local event: producers and backyard enthusiast with the tools and knowledge they require to grow and farm. And while farming is not a term you hear every day on the West Coast, we would like to highlight and promote farming of aquacultures specifically around kelp and shellfish. This event also aims to collectively pull together our community , our region, and Vancouver Island to share thoughts and knowledge so that we, both visitors and local, can all come away with ways to make our life a bit more sustainable. We wish to connect growers with their eaters so that we can all learn and give feedback to one another.

Page 220 of 238 Please provide a description of event Saturday will begin with yoga for gardeners in the garden then there will be activities: vendors setting up, including locals and visitors. Each day we will have 2 presentation (1hr) and 3 workshops (45mins). We will have the seed exchange table set up for people to come in and exchange last years seeds, a children's planting table and child minding for both days to help parents coming to the event. We also have secured shuttle transportation from Ucluelet, Port Alberni, and Tofino and boat transportation to the event for surrounding first nations communities. We will have Earth Mama Love helping us out with the Sunday Luncheon and providing opportunity for local food vendors to set up for Saturday Lunch. Saturday night will be the 'Meet Your Maker' Grazing event which will provide an opportunity for locals and visitors to come and connect with their farmers and producers. We will have a mix of Tofino's fine food talent on hand to prepare donated food from farmers for the event and working with Picnic Charcuterie to prepare farm fresh meat. We have been working with the Alberni-Clayoquot Regional District and Alberni Valley Transition Towns to get producers and farmers out here for the event with great success. We have also partnered up with the Tin-Wis, Ocean Village, and Tofino Botanical Gardens Ecolodge to provide people coming to the event from out of town with accommodation packages for the weekend. Admission Combination of free and paid events Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. Our target market ranges from families with small children to the older generations of farmers and producers. How do you intend to track event We are using online form intake sheets for vendors and participants and also attendance? setting up ticket sales online. Describe how you intend to grow event We intend to grow event attendance this year by working with key partners attendance this year and/or long-term within the community and region to reach as many people as possible with capacity in future years. this event. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163 /229601166/36257163_westcoastfgbudget.pdf

Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $2,100 Name to appear on cheque Tofino Community Food Initiative Is your organization a not-for-profit Yes operating within the District of Tofino List the specific activities for which the The activities for which the grant will be used for are as follow: grant will be used. |1) Production cost including audio/visual rentals, tent rentals for outside classroom in February and heater rentals |2) A portion of event coordination fees for the event Describe briefly how the event will be We have been marketing the event through the ACRD Agricultural team marketed to attract visitors to Tofino. which has been helping us connect with grower and farmers, Island Farm & Garden Magazine, Tofino Time, Social Media on farming and food groups around the island, placing posters island wide and inclusion in radio programs.

Page 221 of 238 What key messages will be used to Key message to be used to market the event will be 'Showcasing regional market the event. farmers, growers and backyard enthusiasts producing food on the West Coast' Describe the financial controls and The financial controls and administrative management of the organization is administrative management process of made up of a board. The board includes: the organization. |Leah Austin |Josie Osborne |Cindy Hutchison |Tanya Dowdall |April Robson |Michelle Hall |Louise Rodgers |Jennifer Heckert Please describe the strategy for long- Our long-term financial sustainability of the event will come through the term financial sustainability of the collaboration of key community groups and we hope to see the 'Meet Your event. Maker' Grazing Event raise enough money to put back into future events through the Tofino Community Food Initiative. List all event partners and collaborators Leah Austin & Cindy Hutchison - Co-coordinators of the TCFI|District of and describe briefly their role with the Tofino 2015 Council grants - contributor towards presenter fees, children's event. planting table and rental of Tofino Botanical Gardens|Eat West Coast - contributor towards shuttles and rentals for Grazing event|City of Port Alberni - contributor toward advertising|Alberni Valley Transition Town Network - contributor|Alberni-Clayoquot Regional District - in-kind contribution to connect with farmers/producers|Farmers and Producers - donations of food and support|Tofino Botanical Gardens - event venue|Earth Mama Love - lunch contributor|Picnic Charcuterie - Grazing contributor|Seed Vendors, Garden Vendors, Young Agrarians - event vendors |Nature Kids - child minding|Tofino Ucluelet Culinary Guild - in-kind contributor to connect us with restaurants|Presenters including but not limited to: Marcus Lobb (AVTTN), Louis Druehl (Canadian Kelp Resources), Robyn Sturley ( Merville Organics Growers Co-op), Hayley Bennet (Nanaimo Beekeeping Club), Louis Rodgers ( Tofino Urban Farm), Connie Kuramoto ( Garden's on the Go) Please acknowledge below that you Grant funds will not be used to fund capital acquisitions. agree to the following grant requirements: Checkbox The applicant organization does not have exclusionary or discriminatory membership eligibility criteria. Checkbox Grant funds will be applied only to activities specified in this application. Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District. Checkbox Grant funds will be managed by the applicant organization. Checkbox Grant funds will not be used to fund other bodies or organizations. Checkbox I agree to recognize the District of Tofino on all promotion and marketing materials. Checkbox I agree to submit within 90 days of the proposed event, a post-event evaluation report following the template provided by the District of Tofino.

Page 222 of 238 Revenues Project Forecast In-kind Value Legend C Or P = Confirmed / Pending E = Estimated 1 Earned Revenues Single Admissions E $ 400.00

Discounted Admissions

Grazing Event Tickets E $ 3,000.00 70 tickets

Liquor Sales E $ 362.00

Program Advertising

Workshop fees/tuition E $ 600.00 30 workshop packages

Tofino Local Food Merchandise/ Preserves E $ 400.00

Donations

Farmers/Producers

Total Earned Revenues E $ 4,762.00 $ -

Private sector Revenues Fundraising: Corporate

Individuals

Sponsors - Co-op C $ 500.00 Gift Card for volunteer food, presenter snacks, kids snacks Donations P $ 500.00 Food for Grazing Event

Tofino Community Food Initiative Contribution C $ 2,500.00 In-Kind time

Total Private Sector Revenues $ 500.00 $ 3,000.00

Grant Revenues ACRD - AG Team C $ 1,000.00

City of Port Alberni C $ 800.00 For Advertising Page 223 of 238 Eat West Coast C $ 2,000.00 Meet Your Maker & Boat/Van Shuttle

District of Tofino : RMI Event Grant P $ 2,100.00

Tourism Tofino Marketing Support Application P $ 145.00 $ 2,000.00 Schedule Brochures & In - kind marketing Alberni Valley Transition Towns Network C $ 3,000.00 Transportation from Port & Child Minding

Growing Forward 2 C $ 4,600.00 Presenters fees/ half facility fee/ transport/webcast videos

District of Tofino: Council Grants 2015 C $ 2,100.00

Total Grant Revenues $ 14,745.00 $ 3,000.00

Total All Revenues $ 20,007.00 $ 6,000.00

Summary

Total All Revenues $ 26,007.00

Total Expenses $ 25,970.15

Surplus/(Deficit) $ 36.85

Page 224 of 238 Friday Feb 26th, 2016

7:30 PM Cedar, Salmon, and Weed - Book Launch Louis Druehl Darwin's Café

Saturday Feb 27th, 2016

9:00 AM Yoga For Farmers & Gardeners Renee Ecolodge Classroom 10 AM - Noon Child Minding Begins Nature Kids & Marcus Nature Kids Classroom & Children’s Pavilion 10 AM - 4 PM Vendor Market Seed & Garden Vendors Darwin’s Café 10 AM - 4 PM Seed Exchange Table Outside Darwin's 10:00 AM From Farm to Farm-School: How your farm can be a training Marcus Lobb Ecolodge Classroom space for the next generation.

11 AM - 2 PM Pony Rides Children’s Pavilion 11:00 AM Long Term Planning In The Garden Barbara Ebell - Nanoose Ecolodge Classroom Edibles

11:00 AM Lunch for Purchase in Cafe Flo, Solidarity Snacks Darwin’s Café 1 PM - 4 PM Child Minding Begins - Afternoon Nature Kids & Marcus Nature Kids Classroom & Children’s Pavilion 1:00 PM The Kelp of Vancouver Island: Its diversity, uses and potential Louis Druehl Ecolodge Classroom 2:45 PM 15 Minute Break Coffee & Snack Ecolodge & Darwin’s Café 3:00 PM Beekeeping Local Beekeepers Ecolodge Classroom 6:30 PM Grazing Evening

Sunday Feb 28th, 2016

10 AM - Noon Child Minding Begins Nature Kids & Marcus Nature Kids Classroom & Children’s Pavilion 10 AM - 4 PM Vendor Market Seed & Garden Vendors Darwin’s Café 10 AM - 4 PM Seed Exchange Table Outside Darwin's 10:00 AM Seed Saving Robyn Sturley (Green Arrow Ecolodge Classroom Farm/ Merville Organics growers Co-op

11 AM - 2 PM Pony Rides Tiger Lily Farm Children’s Pavilion 11:00 AM Poultry Keeping Calliope Gazetas Ecolodge Classroom 11:30 AM Family Luncheon & Tea Earth Mama Love Darwin’s Café 1 PM - 4 PM Child Minding Begins - Afternoon Nature Kids & Marcus Nature Kids Classroom & Children’s Pavilion 1:00 PM Oyster Farming April & Jeremy Ecolodge Classroom

2:15pm - 2:30pm 15min Break - - 2:30 PM - 4 PM Getting to Know your Neighbours - Conversations with Producers/ Buyers/ TUCG/Eat Ecolodge Producers about how we can work better together. West Coast/ACRD Ag Team, Alberni Farmers’ Institute

2:30 PM Intensive Spacing for Vegetables Connie Kuramoto Darwin’s Café

3:15 PM Worm Composting/ Composting Leah Austin/Louise Rodgers Children's Pavilion

Legend Suggested Donation FREE or by Suggested Donation Advance Producer/Buyer $10 donation $5/Workshop or $20/ Weekend Tickets Networking Workshop Pass $50

Page 225 of 238 Revenues Project Forecast In-kind Value Legend C/P Est. Cost Est. Cost Est. Cost Est. Cost Est. Cost Est. Cost Est Cost Est. Cost In-Kind In-Kind In-Kind In-Kind In-Kind IN-Kind Notes Actual GST/PST C Or P = Confirmed / Pending TCFI City of Eat West RMI- DoT Tourism AVTTN Growing DoT TCFI ACRD Eat DoT Tourism Donation Amount E = Estimated Port Coast Tofino Forward Council West Tofino Alberni 2 Grants Coast

1 Expenses 2 Coordinator/Contract/Entertainment Fees: (Specify)

1 Earned Revenues In-Kind 3 Coordinator Fees $307.00 $2,100.00 $3,600.00 2 Single Admissions E $400.00 4 Entrance/Volunteers $360.00Volunteer- Based on 24hrs x $15

3 Discounted Admissions 5 Parking Management $180.00Volunteer - Based on 4 Grazing Event Tickets E $3,000.00 70 tickets 6 Presenters Fees & Travel fees $620.00 $1,280.00 $200 x 4 Presentations $100 x 6 Workshops 5 Liquor Sales E $362.00 7 Child Minder Fees $1,000.00 6 Program Advertising 8 Children’s Planting Table Supplies & Activities $265.00 7 Workshop fees/tuition E $600.00 30 workshop packages 9 Tofino Tech Garden Rental & Accommodation 8 Tofino Local Food Merchandise/ Preserves E $400.00 10 Tofino Botanical Gardens Venue Rental $708.15 $358.85$1,793.00 $2,860.00 9 Donations 11 On The Beach Video 806.40 10 Farmers/Producers 12 16238.4 11 Total Earned Revenues E $4,762.00$0.00 13 Shuttle: (Specify) 12 Private sector Revenues 14 Boat Shuttle Stipens $500.00 13 Fundraising: Corporate 15 Town to Gardens Shuttle $225.00 14 Individuals 16 Ucluelet - Gardens Shuttle $225.00 15 Sponsors - Co-op C $500.00 Gift Card for volunteer food, presenter snacks, kids snacks 17 Port Alberni carpool Stipens $500.00 Farmers $1,450.00 16 Donations P $500.00Food for Grazing Event 18 Production/ Logistics: (Specify) 17 Tofino Community Food Initiative Contribution C $2,500.00In-Kind time 19 Audio/Visual Rentals 18 Total Private Sector Revenues $500.00$3,000.00 20 Table Rentals $126.00Botanical Gardens Inventory 19 Grant Revenues 21 Chair Rentals $177.00Botanical Gardens Inventory 20 ACRD - AG Team C $1,000.00 22 Heaters Rentals $300.00Shelter Restaurant 21 City of Port Alberni C $800.00 For Advertising 23 Parking Management vests/pylons $25.00 DoT Event Inventory 22 Eat West Coast C $2,000.00 Meet Your Maker & Boat/Van Shuttle 24 Waste Containers $30.00 DoT Event Inventory 23 District of Tofino : RMI Event Grant P $2,100.00 25 Pony rides $1,010.00 $100/hr for 3hrs/ day + $288 travel 24 Tourism Tofino Marketing Support Application P $145.00$2,000.00Schedule Brochures & In - kind marketing 26 $1,668.00 25 Alberni Valley Transition Towns Network C $3,000.00 Transportation from Port & Child Minding 27 Meet Your Maker Grazing Event: (Specify) 26 Growing Forward 2 C $4,600.00 Presenters fees/ half facility fee/ transport/webcast videos 28 Wine plate Rentals $37.00Oyster Festival 27 29 Glassware Rentals $33.75 28 District of Tofino: Council Grants 2015 C $2,100.00 30 Permits $25.00 29 Total Grant Revenues $14,745.00$3,000.00 31 Catering/Servers $150.00 30 Total All Revenues $20,007.00$6,000.00 32 Food $500.00Eat west coast/farmer donation 31 Summary 33 LIquor $1,300.00 32 Total All Revenues $26,007.00 34 Farmer Features $46.00 33 Total Expenses $25,970.15 35 Name Tags $30.00 34 Surplus/(Deficit) $36.85 36 Drink Tickets $7.00 35 37 Bar Staff $150.00 36 38 Linens/Decor $60.00Borrowed from personal inventory & $2,338.75 37 Darwin’s

38 39 40 41 Nature Kids Food Supplies $100.00

42 Volunteer Food vouchers $300.00 $400.00

43 Administrative: (Specify) 44 Ofﬁce Supplies $20.00 45 Float $200.00

46 $220.00

47 Media/Marketing Expense: ( Specify) 48 Poster / Program Design Fees $328.00 49 Social Media $1,000.00 50 TCFI Webpage addition $160.00

51 Poster Printing $35.00 $35.00 52 Program Printing $45.00 $120.00 53 Ads in Westerly, AVTimes, Comox Vally Times $472.00 54 organizing & grant writing $460.00 $1,000.00

55 $3,655.00 56 Total Production Expenses $3,340.15 $880.00$2,000.00 $2,100.00 $0.00$3,000.00 $4,600.00 $2,100.00 $0.00$3,600.00 $1,000.00 $0.00$55.00$1,155.00 $2,140.00 57

59 60 Page 226 of 238

Resort Municipality Initiative Event Support Grant 2016 Application Worksheet

Woof-fit Tofino $4,850 (24.3% of total grant funds available) Event Name Amount Requested

Event Date: June 19, 2016 Did applicant receive previous RMI Grant?  Yes √ No Does this application meet all submission requirements? √ Yes  No Incomplete budget

Specific activities for which the grant will be used: • Please note, that The Smiling Blue Skies Cancer Fund operates ALL over Canada. We work with people and pets in all communities.The grant would be used for: o Participant Bags, Triathlon Bibs for each person, Smiling Blue Skies bandanas for each dog, Top Three Pledge Earner prize package components, including Smiling Blue Skies Jewelry (all reclaimed pure fine silver), Animal Wellness cookbooks, organic dog treats, toy, gift certificates from local businesses, Tofino Tourist information package, printing, refreshments, and for a yoga instructor.

Does the application demonstrate an effort by the applicant to secure other sources of funding?

Very Weak Weak Fair Strong Very Strong

Comments: Incomplete budget RMI Request Total projected revenues/contributions: Not provided Total cost of specific activity to which the grant will be applied $3650 $4,850 133% Total cost of all event activities listed in application: $5000- $4300 $4,850 97%

Does the application adequately demonstrate sound financial controls, administrative management process and a strategy for the event's long-term financial sustainability?

Very Weak Weak Fair Strong Very Strong

Comments: Event organized by individual. First time event.

Does the application reflect community authenticity with strategies and tactics that resonate with locals and visitors?

Very Weak Weak Fair Strong Very Strong

Page 227 of 238 Does the application adequately demonstrate the event’s capacity to drive visitation?

Very Weak Weak Fair Strong Very Strong

Comments: 20% of participants expected to be visitors

Does the application demonstrate how the event will grow shoulder- and off-season traffic?

Very Weak Weak Fair Strong Very Strong

Comments: Event is June 19th (shoulder-season)

Does the application express how the event will promote and/or retain the special eclectic character of Tofino?

Very Weak Weak Fair Strong Very Strong

Does the application foster regional event inclusiveness — First Nations, Pacific Rim neighbours?

Very Weak Weak Fair Strong Very Strong

Does the application support knowledge collaboration amongst the event community?

Very Weak Weak Fair Strong Very Strong

Comments: Collaborating with CARE network PAWS for the Cause, PRAS (kid’s zone)

Does the application have a Commitment to “green” event practices?

Very Weak Weak Fair Strong Very Strong

Page 228 of 238 2016 Resort Municipality Initiative (RMI) Event Grant Application

Please describe the purpose(s) of The purpose of this event is to raise awareness of cancer in dogs (and other event: pets) and to raise money that will fund crucial research, that benefits BOTH the precious pets and people in our lives, no matter where you live. At this time, Smiling Blue Skies is supporting dogs living with cancer in Tofino.

Please provide a description of event Mini-triathlon for dogs and their owners, that combines a land, water, and activities: yoga/doga component. We will also offer a special "Kids Zone" with an arts centred activity, e.g., t-shirt design and painting, multi-media mini canvasses. Food and beverages will also be available at the event, free of charge to both participants and passers-by/observers.

Admission Combination of free and paid events

Page 229 of 238 Is your event aligned with a political or No religious agenda? Is your event openly accessible to the Yes public? Describe your event's target market. Primary audience is dogs and their owners, but everyone is welcome, as a participant and/or observer. Please note, that we will have a veterinarian on-site, Dr. Glynis Newman, DVM, Hillside Veterinary Hospital, Victoria BC. How do you intend to track event People have to register on-line (through the on-line giving site, that is, attendance? people will be able to set up their own page) in order to participate or they can print out a pledge form, prior to the event, or they can register on-site, on the day of the event. This will provide us with information about the numbers of participants and the donors. Donors will be sent tax-receipts for all donations over $20.00.

Describe how you intend to grow event This is the first time we are hosting the event in Tofino, but we hope that it attendance this year and/or long-term will become an annual tradition for members of the Tofino community, as capacity in future years. well as visitors to the area. The event will be promoted through a variety of media, including print, on-line, radio, and community television, in Tofino and Victoria. Please note, that a very similar event has been held in the Greater Toronto Area for the past three years, and has been very successful. Upload event budget here https://s3.amazonaws.com/files.formstack.com/uploads/1525848/36257163 /227045455/36257163_budget_template_-_woof-fit_tofino_- _smiling_blue_skies_cancer_fund.docx Would you like to apply for the 2016 Yes RMI Event Grant? Checkbox I have read and understand the above Policy. Amount Requested $4,850.00 Name to appear on cheque Susan Beber Is your organization a not-for-profit No operating within the District of Tofino List the specific activities for which the Please note, that The Smiling Blue Skies Cancer Fund operates ALL over grant will be used. Canada. We work with people and pets in all communities.||The grant would be used for: Participant Bags, Triathlon Bibs for each person, Smiling Blue Skies bandanas for each dog, Top Three Pledge Earner prize package components, including Smiling Blue Skies Jewelry (all reclaimed pure fine silver), Animal Wellness cookbooks, organic dog treats, toy, gift certificates from local businesses, Tofino Tourist information package, printing, refreshments, and for a yoga instructor. Describe briefly how the event will be 1/ Posters and Flyers marketed to attract visitors to Tofino. |2/ Media connections in Victoria and Tofino |3/ Facebook dog communities |4/ Community television |5/ Community businesses What key messages will be used to 1/ This promises to be a fun event for both people and their dogs, that also market the event. supports a great cause, that benefits ALL of us. |2/ Money raised, funds cancer research in Canada, that benefits "BOTH" the precious pets and people in our lives. |3/ This event will offer something new and unique to do in Tofino.

Page 230 of 238 Describe the financial controls and Smiling Blue Skies Â® is partnered with the Ontario Veterinary College, administrative management process of University of Guelph Pet Trust, which is run by a Board of Directors. I work the organization. directly with the Managing Director of Pet Trust, Kim Robinson. All funds raised, support The Smiling Blue Skies Cancer Fund ~ Greatest Needs, and The Smiling Blue Skies Fund for Innovative Research, the Canada wide Tumour Bank, and the coordinator's position for clinical research and oncology trials. Please describe the strategy for long- 1/ Annual budget bequest from OVC Pet Trust, in collaboration with the term financial sustainability of the Managing Director of Pet Trust. event. |2/ Personal financial support, something I have been doing since founding The Smiling Blue Skies Cancer Fund, in the spring of 2001. We began with a one page website back then. |3/ Volunteer support.

List all event partners and collaborators Please note, that a few of these "event partners" need to be confirmed, and and describe briefly their role with the there will be additions.||1/ Ontario Veterinary College, University of Guelph event. Pet Trust: funding body|2/ Pacific Rim Arts Society: Assistance with Kids Zone|3/ Katherine Loiselle, RMI Festival and Event Services Assistant: ongoing direction|4/ CARE Network, Paws for a Cause: Volunteer Support|5/ Dr. Glynis Newman, DVM: Event Support|6/ Holger Konarski " West Coast Pet Portrait:" Event Photos|7/ Wickaninnish Inn: Food and Beverages|8/ Tofino Soap Company: Participant Bags and Volunteer Support|9/ Endless Pawsibilities: Organic Dog Treats and Volunteer Support|10/ West Coast Canine Life: Mini Muffins for Dogs

Checkbox Any grant funds not used during the event year indicated on this application will be returned to the District.

Checkbox Grant funds will be managed by the applicant organization.

Checkbox Grant funds will not be used to fund other bodies or organizations.

Page 231 of 238

Event Budget

Requested Expenses Description Total Cost from DoT e.g. Room rental 2 days @ $200/day $400 $200 Permit For use of North Chesterman Beach $150 None Refreshments Food and Beverages for Participants/Passers-by $2000 Participant Bags 50 swag bags for participants Prizes for Top Three Pledge This includes a piece of jewelry, organic dog $150 Earners treats, toy, book Kids Zone Art centred activity for kids, not participating in $500 the triathlon event Event Information Printing Costs, e.g., posters, flyers $1,000 Yoga Instructor Time and accommodation, if needed $500

Total Expenditures $5000 $4850

Confirmed Funding Requested Funding Sources of Funding Total Cash In-kind Cash In-kind District of Tofino Your organization’s contribution

Total Revenue

Page 232 of 238 COMMITTEE OF THE WHOLE MEETING DISTRICT OF TOFINO COUNCIL

February 3, 2016 at 9:30 AM Council Chamber

MINUTES

PRESENT: Mayor J. Osborne Councillors Anderson, Baert, Blanchette, Thicke, Thorogood Robert MacPherson, Chief Administrative Officer Jane Armstrong, Manager of Corporate Services Press, Public ABSENT: Councillor McMaster

1. CALL MEETING TO ORDER

Mayor Osborne called the meeting to order at 9:38 a.m.

2. ADOPTION OF AGENDA

Moved and Seconded by Councillors Blanchette/Baert THAT the February 3, 2016 special Committee of the Whole meeting agenda be adopted. CARRIED

3. DELEGATIONS

3.1 Delegation from the RCMP regarding the Proposed Tofino Detachment Building -  Blaine Mumford, Detachment Commander, Tofino/Ahousaht RCMP;  Fiona Wright, Senior Project Manager, Strategic Planning and Project Management Unit RCMP;  Shaleena Meghji, Regional Manager, Strategic Planning & Project Management Asset and Procurement Management Section Corporate Management & Comptrollership Branch RCMP;  Deborah Skaey, Communication Strategist, BC RCMP Communication Services (Via Telephone)

Mayor Osborne summarized discussions and decisions regarding the Tofino RCMP detachment to date.

The RCMP provided an overview of the funding arrangements and budget cycles with the province. Information provided included:  Tofino is a provincial detachment, funded 70% by the province and 30% by the RCMP  RCMP must consult and obtain provincial approval for all provincial detachment projects  Tofino has been added to the Provincial Capital Detachment Replacement plan, and is scheduled to go to tender shortly, pending provincial approval

The RCMP also reviewed the public consultation process regarding the project, and the rationale for selecting detachments for replacement including security, health and safety, and operational concerns.

4. 20 MINUTE QUESTION PERIOD

February 3, 2016 Special Committee of the Whole Minutes Page 1 of 2

Page 233 of 238

4.1 The press asked questions regarding when the public first had access to design drawings and the timelines for the project.

The public expressed concerns about the public consultation process and the proposed detachment's integration with the look and feel of the rest of the community.

5. ADJOURNMENT

Moved and Seconded by Councillors Thicke/Blanchette THAT the meeting be adjourned at 11:18 p.m. CARRIED

CERTIFIED CORRECT:

Josie Osborne, Mayor Robert MacPherson, Corporate Officer

February 3, 2016 Special Committee of the Whole Minutes Page 2 of 2

Page 234 of 238 TOFINO RCMP DETACHMENT 3D Rendering Image A Page 235 of 238 TOFINO RCMP DETACHMENT 3D Rendering Image B Page 236 of 238 TOFINO RCMP DETACHMENT 3D Rendering Image C Page 237 of 238 N

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The Copyright to this drawing and its contents is reserved, and remains at all times the exclusive property of Stantec Architecture Ltd., and shall not be used, modified, or reproduced without the expressed written consent of Stantec C D Architecture Ltd. 0+000 0+016

The Contractor shall verify all dimensions, and immediately report any errors or omissions to Stantec Architecture Ltd.

Do not scale drawings.

8.6% 3.1% 13.6% NOTES:

1. UNDERGROUND UTILITIES AND SURFACE FEATURES 0+000 0+014 SHOWN ON THE DRAWING MAY BE INCOMPLETE OR INACCURATE AND SHALL BE CONSIDERED APPROXIMATE 4.0% ONLY. THE CONTRACTOR IS RESPONSIBLE FOR FIELD 4.0% VERIFYING THE EXACT SIZE AND LOCATION OF ALL SURFACE FEATURES AND UNDERGROUND UTILITITES. ANY CONFLICTS SHALL BE REPORTED TO THE ENGINEER PRIOR TO CONSTRUCTION. FFE: 17.532

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EXISTING ASPHALT 18.28 TO BE REMOVED

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A DESCRIPTION J.P. YYYY-MM-DD

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PROJECT Tofino, British Columbia Public Safety Building

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