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HomeMy WebLinkAboutCS 08-23 Report to Council Report Number: CS 08-23 Date: March 27, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: Pickering Community Parades -File: A-1440-001 Recommendation: 1. That report CS 08-23 be received for information; 2. That staff be directed to coordinate and implement the 2023 Santa Claus Parade as outlined in this report; 3. That the Director, Finance & Treasurer be authorized to include the gross cost of the Santa Claus Parade in the amount of $74,100.00 in the 2023 Current Budget; 4. That staff be directed to coordinate and implement the 2024 Easter Parade as outlined in this report; 5. That staff begin preparations for a 2024 Easter Parade in the fall of 2023 and that the gross cost of the 2024 Easter Parade in the amount of $47,100.00 be included in the 2024 Current Budget for Council consideration; and 6. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Executive Summary: At the Executive Council Meeting on January 9, 2023, Council directed staff, through the Office of the CAO, to bring forward a substantive report on options to provide community parades, and that staff report back in advance of the 2023 Budget Meeting in April 2023. The City of Pickering has supported two major parades annually that have historically been run by community organizations. The Santa Claus Parade has been led by the Kinsmen & Kinette Club of Pickering and is typically held the fourth Saturday morning in November. The Easter Parade has been led by the Pickering Legion Branch 606 and is held on the Saturday of Easter Weekend. The Kinsmen & Kinette Club last held the Santa Claus Parade in November 2019 (Pre-COVID -19), and have notified the City that they will not be running a parade in 2023 (see Attachment 1). The Pickering Legion Branch 606 will be hosting the Easter Parade on April 8, 2023, however have notified the City that 2023 will be their last year organizing the parade (see Attachment 2). This report will provide Council with an option for these parades to be led and operated by City staff including a high level overview of the proposed events and associated budget. This report CS 08-23 March 27, 2023 Subject: Pickering Community Parades Page 2 will also outline how third party organizations wishing to operate parades on City roads, in future, can apply to host parades. Financial Implications: The anticipated cost for the City of Pickering to take the lead on the 2023 Santa Claus parade is $74,100 and 2024 Easter Parade is $47,100. Proposed Draft Budget City-led Santa Claus Parade Budget Estimate Revenue Float Entry Fees (25 local businesses x $100) $ (2,500) Expense Lead event Staff: Coordinator, Community Events (Part Time, Term) $ 8,500 Support event Staff: Community Event Leaders (Part Time, Term) $ 1,100 Overtime: Roads, Parks and Bylaw $ 7,000 Policing and Security $ 3,500 Council float décor or classic car hire $ 6,000 Parade Bands (10 x $1,500) $ 15,000 Santa Float (rental of sleigh and trailer + Santa fee/honorarium) $ 4,500 Community Group grant for float décor $ 7,500 Event materials $ 10,000 Volunteer Support $ 1,000 Marketing and Signage $ 10,000 Total Projected Cost for 2023 $ 74,100 Proposed Draft Budget City-led Easter Parade Budget Estimate Expense Lead event Staff: Coordinator, Community Events (Part Time, Term) $ 8,500 Support event Staff: Community Event Leaders (Part Time, Term) $ 1,100 Overtime: Roads, Parks and Bylaw $ 5,000 Policing and Security $ 3,500 Council float décor or classic car hire $ 6,000 Parade Bands (5 x $1,500) $ 7,500 Easter Bunny Hire + Carriage $ 4,500 Event materials $ 5,000 Volunteer Support $ 1,000 Marketing and Signage $ 5,000 Total Projected Cost for 2024 $ 47,100 Sponsorship revenues have not be included in budget estimates however staff would endeavor to secure sponsorships to partially offset the City contribution for the events. The above two events would be excellent candidates to be considered as being funded from the Municipal Accommodation Tax. CS 08-23 March 27, 2023 Subject: Pickering Community Parades Page 3 Discussion: Santa Claus Parade From 1969 to 2021, the Kinsmen & Kinette Club of Pickering led the Pickering Santa Claus Parade with the support of volunteers, community organizations and the City of Pickering. The initial parade started at Holy Redeemer Catholic School and then proceeded up Liverpool Road to Sheridan Mall, now Pickering Town Centre. The parade grew and was moved to start at Vaughan Willard School ending in the city centre at the Pickering Town Centre parking lot (Glenanna Road and Pickering Parkway). The Kinsmen & Kinette Club coordinated the participation of community groups, secured sponsorship of the parade, and paid for bands to participate. In a typical year, the Pickering parade would have 60 – 70 participating groups including entertainers, community groups and local businesses. Over the 52 year history, the City of Pickering has supported the community-led Santa Claus parade by coordinating the parade permit, managing road closures, and facilitating communication and coordination with police to ensure the safe operation of the event. During the COVID pandemic in 2020 and 2021, the Santa Claus parade did not operate on the traditional parade route due to Provincial health and safety restrictions around large gatherings. Instead, City of Pickering staff worked with Kinsmen & Kinette Club volunteers in 2020 to coordinate a drive-thru parade format with 21 float participants at the Chestnut Hill Developments Recreation Complex parking lot. In fall 2021, COVID restrictions were eased to allow for a return to outdoor gatherings. The City of Pickering launched Winter Nights, City Lights in Esplanade Park, a three evening event with timed entry to ensure that distancing between participants could be maintained. In 2021, the Kinsmen & Kinette Club partnered with the City of Pickering to include Santa Claus floats, displays and community organizations in static displays at the event. In 2021, there was approximately 20,000 event attendees at the Winter Nights City Lights event. In August 2022, the Kinsmen & Kinette Club of Pickering notified staff that they would not have the capacity to lead the coordination of static displays at the Winter Nights, City Lights event. The Kinsmen & Kinette Club of Pickering worked with City Staff to contact some of the community organizations that participated in past years and those groups were invited to participate in the 2022 event. The 2022 Winter Nights, City Lights event had over 18,000 participants. On December 7, 2022, the President of the Kinsmen & Kinette Club of Pickering notified City of Pickering staff the Kinsmen & Kinette Club would not be organizing a 2023 Santa Clause Parade due to declining Club membership and ability to continue to lead a large event. The organization, Kinsmen & Kinette Club has continued to meet with City Staff and has offered to support the City with some parade materials and volunteer support, should the City take the lead on this event moving forward. The City of Pickering Cultural Services Events team has worked to support the coordination of the Santa Claus Parade and has the capacity to coordinate the parade. If directed by Council to lead this event, City staff recommend a parade route and format that closely aligns with the 2019 event. The parade route would begin at Vaughn Willard Public School on Glenanna CS 08-23 March 27, 2023 Subject: Pickering Community Parades Page 4 Road. The parade route would travel south on Glenanna Road to Esplanade South, then east on Diefenbaker Court to end at the Delaney and O’Brian Arena entrance at Chestnut Hills Developments Recreation Complex. Subject to Council’s direction, staff will coordinate and contract local bands and performers, plan event logistics, coordinate the City of Pickering float, develop marketing and communications content, confirm event logistics with various City departments and the Durham Regional Police Service, and connect with community groups and businesses to participate. The City Events team would fully oversee and operate the event, with participation from the community. If Council approves recommendation 3 outlined in this report, the budgeted funds will be included in the General Government Section of the budget. The 2023 budget report will include a recommendation to allocate the cost to the 2023 Community Services Current Budget. Community Services would then begin planning for a 2023 event. Easter Parade Since 2004, The Pickering Easter Parade has been led by the Pickering Legion Branch 606 with the support of volunteers, community organizations and the City of Pickering. In the first year, the parade formed up on Sandy Beach Road and had 50 parade participants. Each year the parade has grown and the route has expanded to show off all the floats and participants. The Easter Parade was cancelled in 2020 due to the COVID-19 pandemic. In 2021, the Legion organized a scaled down drive-through parade with stationary floats in the Legion’s parking lot that met provincial health regulations. In 2022, the Legion held the Easter Bunny Hop event in the Legion’s parking lot. The events that were run on Legion property were not led in partnership with the City of Pickering, as they were not on public property, as per the Community Festivals and Events Policy CUL 070. The Legion will host a parade for 2023, on Saturday, April 8th, however, they have indicated this parade will be their last. The Legion has expressed that due to a decrease in volunteers and organizational capacity it has become increasingly difficult lead the parade each year. The Legion has expressed that they will support the City, should the decision be made that the City takes on the Easter Parade. The City of Pickering Cultural Services Events team has worked to support the coordination of the Easter parade in the past and can coordinate the parade. If the City of Pickering were to lead this event, staff recommend continuing the traditional parade route. The route forms up in Nautical Village, with the route beginning at Liverpool Road and Annland Street. The parade moves east and north on Annland Street then east and north on Krosno Blvd., heading east on Bayly Street and ending at the Legion, 1555 Bayly Street. This parade has been traditionally smaller than the Santa Claus Parade, with 15-20 community residents participating on bikes, strollers and wagons, 20-25 businesses arranging floats or cars and 1-5 bands performing. In order to plan the Easter Parade, City Staff would need direction to begin planning by September 2023 allowing eight months to plan the event, coordinate community groups and implement event logistics. If Council approves recommendations 4 and 5 outlined in this report, Community Services staff will begin preparations for a 2024 Easter Parade in the fall of 2023 and that the gross cost of the Easter Parade in the amount of $47,100 be included in the 2024 Current Budget for Council consideration; CS 08-23 March 27, 2023 Subject: Pickering Community Parades Page 5 Community Parades Organizations wishing to operate parades on City roads, in future, must apply through the festival and events application form located on the City of Pickering website. A detailed map with the parade route is required at the time of application. Event applications are reviewed monthly by the Community Events Committee, comprised of staff from Cultural Services, Road, Bylaw, Fire, Public Affairs, and Parks. If an event application is recommended by the committee, the organizer would submit a parade application form with additional event logistics to assist City of Pickering staff in supporting the event. Parade requests that require a road closure (partial, full or rolling), must be submitted no later than 12 months prior to the event date. Organizers are responsible for paying all applicable staffing and permit fees. Community parades are subject to Bylaw 3825/70 and require a parade permit. Attachments: 1. 2023 Santa Claus Parade letter from Kinsmen & Kinette Club of Pickering 2. 2023 Easter Parade letter from Pickering Legion Branch 606 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Laura Gibbs Sarah Douglas-Murray Division Head, Culture & Community Programming Director, Community Services Original Signed By Original Signed By Krystal Roberts Stan Karwowski (Acting) Supervisor, Cultural Services Director, Finance & Treasurer LG:kr Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report CS 08-23 Attachment 2 to Report CS 08-23