HomeMy WebLinkAboutCS 17-23
Report to
Executive Committee
Report Number: CS 17-23
Date: June 5, 2023
From: Sarah Douglas-Murray
Director, Community Services
Subject: Summer Community Events
-Request to Permit Esplanade Park
-File: A-1440-001
Recommendation:
1. That Council authorize staff to issue a park permit for the use of Esplanade Park by
Jennifer O'Connell, MP Pickering-Uxbridge, on Friday, July 21, 2023 for the purpose of
hosting a free movie in the park to the general public, subject to terms and conditions
satisfactory to the Director, Community Services and the Chief Administrative Officer;
2. That Council authorize staff to issue a park permit for the use of Esplanade Park by
Ontario Culture Days for the Dohl Music and Dance Performance on Sunday, September
17, 2023 as rehearsal date, and Sunday, September 24, 2023 for the purpose of
providing a free music and dance performance in the park to the general public, subject
to terms and conditions satisfactory to the Director, Community Services and the Chief
Administrative Officer; and
3. That the appropriate officials of the City of Pickering be authorized to take the necessary
action to give effect hereto.
Executive Summary: The Community Festivals and Events Policy CUL 070 (the “Policy”)
outlines the criteria, guidelines and processes by which requests to host private and/or public
events in City Parks are received and considered for approval. Prospective applicants are
supported by the community events staff team and the Community Festivals & Events Manual
which provides key information, timelines and required documentation to apply for events in
City parks.
Identified in the Policy are Signature Parks which consists of Esplanade Park, Millennium
Square, Alex Robertson Park and Bruce Hanscombe Park. As per Section 05.02 (b), the
permitting of Esplanade Park for public events is subject to the approval of Council. A number
of 2023 Community Events were approved to take place in Esplanade Park by Council on
January 30, 2023 through Report CS 01-23 (Resolution #51/23).
At this time, two additional event requests have been received. Jennifer O’Connell, MP
Pickering-Uxbridge, would like to host a free movie night on Friday July 21, 2023 and Ontario
Culture Days would like to offer a free Dohl Music and Dance Performance on Sunday,
September 17, 2023 (rehearsal date) and Sunday, September 24, 2023 (final performance).
CS 17-23 June 5, 2023
Subject: Summer Community Events Page 2
Therefore, the purpose of this report is to seek Council’s authorization that staff permit the use
of Esplanade Park for public events proposed to take place at Esplanade Park in 2023 as
outlined in this report.
Financial Implications: There are no financial implications for the City with the proposed
events. The organizers are responsible to coordinate and operate all aspects of their events
including:
• Marketing;
• Event organization and operation;
• Setup and cleanup according to the terms and conditions set out by the City of
Pickering;
• All costs associated with application fees including park permit fees, table rentals,
garbage/recycling receptacles, etc. (as per the Summary of Fees and Charges
Schedule); and,
• Costs associated with paid duty police officers and/or contracted security guards as
required by the City.
Discussion:
Partner Events Applicant Proposed Dates 2023
(includes event setup,
operation and cleanup)
1. Movie in the Park MP Jennifer O’Connell’s Office Friday, July 21, 2023
2. Dohl Music and Dance
Performance
Ontario Culture Days Sunday, September 17, 2023
(rehearsal date)
Sunday September 24, 2023
(final performance)
City of Pickering staff from applicable departments support the events, in principle, subject to
various event/festival requirements being met by the applicant during the event planning
process.
The requirements include but is not limited to the following:
• proof of liability insurance
• rentals of event equipment and supplies
• Durham Health Community Special Events Form for Event Coordinators/Organizers
• locates completed for all staked equipment
• rental of all required portable restroom and hand-washing stations (if applicable)
• submission of site plan and emergency response plan
• adherence to the City’s Emergency Weather Standard Operating Procedure
CS 17-23 June 5, 2023
Subject: Summer Community Events Page 3
• hiring of site security and police officers to monitor event operations (if applicable)
• operation within applicable public health guidelines
Event Details/Description
• Jennifer O’Connell, MP Pickering-Uxbridge, would like to give back to the community by
hosting a free movie night this summer. As such, Jennifer O’Connell, MP Pickering-
Uxbridge, has requested to permit Esplanade Park on Friday, July 21, 2023. MP
Jennifer O’Connell is also requesting the use of electrical, garbage and recycling units
and facility restrooms at City Hall. The event will begin at 6:00 pm and finish at 10:00
pm.
• Ontario Culture Days hosts a province wide festival each autumn (September 22 –
October 15, 2023). As part of the Festival programming, Ontario Culture Days offers a
program “Creatives in Residence”. Mushtari Afroz is a Pickering based performer who
was selected for the program to put on a free performance of Dohl drum music and
dancers in the Esplanade Park. Use of Esplanade Park has been requested for Sunday,
September 17, 2023 as rehearsal date, and Sunday, September 24, 2023 for the
purpose of providing a music and dance performance in the park to the general public.
Timing of the rehearsal and performance is still to be confirmed, however would fall
within daytime hours.
Attachments:
1. Site Map Diagram
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Krystal Roberts
(Acting) Supervisor, Cultural Services
Sarah Douglas-Murray
Director, Community Services
SDM:kr
CS 17-23 June 5, 2023
Subject: Summer Community Events Page 4
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment 1 to Report CS 17-23
Esplanade North
Esplanade South
Library
City Hall
Va
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l
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y
F
a
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m
R
o
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Courtyard
Parking Lot
Audience
WelcomeTent
(Popcorn)
Projector
Garbage/Recycling
Notes:
-Washrooms in City Hall Open
- Security Guard booked until 10:30 pm
- Bells Turned off
- Electrical checked prior to event
- Grass mowed
- Garbages emptied prior to event
Site Map - Movie Night
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