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Civic Receptions - Council Policy

Sponsor:

General Manager Public Affairs

Date Approved: 9 April 2003
Date Reviewed: 10 December 2008
File Reference: 42/6

Community Outcome:

Vibrant and Creative
2.4 - Respects and celebrates its diverse communities.

Objective

To provide a guideline by which a Civic Reception will be approved or declined.

Scope

Open to any organisation, community group or individual that has made or will make a significant contribution to the City of Hamilton, in line with the Corporate Vision.

Policy

Acceptance of any request for a Civic Reception or Function is at the discretion of The Office of the Mayor.

Applicants are considered against the following criteria:

  1. That the organisation, community group or individual has made or will make a significant contribution to the City of Hamilton.
  2. That the Civic Reception or Function reflects the mission of Hamilton City Council:
    • To work in partnership with the people of Hamilton to ensure the function contriubtes to Hamilton City Council's vision of a vibrant and creative Hamilton.
    • That the Civic Reception or Function is of benefit to the City of Hamilton and where value to the rate payer can be demonstrated.

Guidelines

  1. The support and assistance provided is available to community groups, organisations and individuals working within or for the benefit of the City of Hamilton only.
  2. Staff will refer to the document Civic Reception Check-sheet in order to confirm all details needed when communicating with organisations and individuals.
  3. Following approval by the Office of the Mayor, the Civic Event Co-ordinator will provide support to the event organiser and financial assistance within the agreed budget amount and terms as determined by the Office of the Mayor.
  4. The Office of the Mayor may only approve Civic Receptions or Functions if their cost can be met within the approved budget. Any event that will result in the budget being exceeded requires the approval of Council.
  5. Financial assistance for Civic Receptions or Functions is not generally available for events, projects or ventures that have received funding from Hamilton City Council's Event Sponsorship Fund, Community Assistance Programme (CAP) or other Council funding support. In these cases, if a Civic Function is approved then costs will be the responsibility of the organisation concerned.

Previous Review Dates

13 May 2005
18 March 2008