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Home My WebLink AboutCAO 10-23Report to Council Report Number: CAO 10-23 Date: October 23, 2023 From: Marisa Carpino Chief Administrative Officer Subject: Approval of “Black Joy Holiday Market” for the Pickering Anti-Black Racism Taskforce (PABRT) - File: A-1440 Recommendation: 1. That Council approve the PABRT-led event per ADM 040 Committees and Taskforces of Council Policy and on terms and conditions satisfactory to the Director, Community Services and the Chief Administrative Officer; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Committees and Taskforces of Council Policy (ADM 040) requires that the Pickering Anti-Black Racism Taskforce (PABRT) seek Council approval to hold public events. Per section 04.03 and 18.01 of ADM 040, this report should include information about the month that the event will be held in, the purpose of the event, budget and any other confirmed details. The purpose of this report is to seek Council’s endorsement of the PABRT’s second annual “Black Joy Holiday Market” from November 24-26, 2023 at Chestnut Hill Developments Recreation Complex. Financial Implications: The PABRT members are responsible for coordinating and operating all aspects of its events including marketing, event organization and operation, setup, and cleanup according to the terms and conditions set out by the City of Pickering. The PABRT has a Council-approved budget of $25,000.00 with the City of Pickering, all of which has been budgeted to support its 2023 initiatives as outlined in a previous memo to Council on February 17, 2023 (Attachment 1). In accordance with that memo, $17,000 .00 has been allocated to cover “community partnerships and collaborations” ($7,000.00) and/or “community events and initiatives” ($10,000.00) such as those identified in this report. At the September 2023 meeting of the PABRT, members voted to allocate $7,500.00 of their budget towards this initiative. Discussion: Per section 04.03 and 11.01 of the Committees and Taskforces of Council Policy (ADM 040), “taskforces must seek Council approval to hold an event and each request to Council must include the complete details of the event (e.g., budget, approximate number of staff required, month the event would be held in, and purpose of the event).” The Policy also CAO 10-23 October 23, 2023 Subject: Approval of “Black Joy Holiday Market” for the Page 2 Pickering Anti-Black Racism Taskforce (PABRT) requires that the proposed event is in accordance with the Terms of Reference and mandate of the group. As such, staff have prepared this report to provide relevant details around the PABRT’s upcoming events in order to secure Council approval and proceed with its timely development and execution. City of Pickering staff from applicable departments support the events, in principle, subject to various event requirements being met by the PABRT during the event planning process. The requirements may include, but are not limited to, the following: • Permit for rental facility (if applicable) • Proof of liability insurance (if applicable) • Rentals of event equipment and supplies • Submission of site plan and emergency response plan • Pre-registration that does not exceed capacity • Adherence to the City’s Emergency Weather Standard Operating Procedure • Hiring of site security and police officers to monitor event operations (if applicable) Event Description: From November 24-26, 2023, the PABRT will host its second annual Black Joy Holiday Market as a holiday pop-up market that showcases local Black-owned businesses. The event will be hosted in partnership with Durham Family and Cultural Centre (DFCC) and the City of Pickering. It will be integrated into the existing “Winter Nights, City Lights” community initiative hosted by the City on November 24-25, 2023 (5:30 – 8:30 pm) and extended for one additional day on November 26, 2023 (12:00 – 5:00 pm). This event will coincide with a holiday food basket drive coordinated by the DFCC. The holiday season traditionally is a time when there is focus on food, comm unity and fellowship, and values important within the Black community. The provision of Afro-diasporic food baskets aims to address food insecurity, alleviate financial hardship, and promote Black culture. The selection of the Afro-diasporic food basket recipients will be achieved by community nomination through the following networks: The Black Queens of Durham, Black Durham Region Support, Black Durham Community Support, Black Event Connections, Black Moms Connection, and Black Parents Connect Durham, identified on social media channels. Nominations will be collected and reviewed to ensure qualification and basket distribution will be done on a first-come, first-served basis to qualified families through pick up at the DFCC office or delivered by volunteers to families with limited access to transportation. CAO 10-23 October 23, 2023 Subject: Approval of “Black Joy Holiday Market” for the Page 3 Pickering Anti-Black Racism Taskforce (PABRT) Projected Budget Breakdown: Expense Description Amount Event Set up/Supplies Rental of tables, table cloths, chairs and related $1,500.00 Marketing and promotions Promotional materials, event photography 500.00 Entertainment Entertainment (e.g., DJ, performances) 1,500.00 Food Light Refreshments 750.00 Holiday Baskets/Meal Vouchers Baskets containing foods representative of the Afro- diaspora 2,500.00 Contingency Unexpected expenditures 750.00 TOTAL $7,500.00 The Black Joy Holiday Market is aligned with the PABRT’s Terms of Reference with respect to its mandate, goals and responsibilities to: •Identify barriers and areas of opportunity to enhance the shared experience and opportunities afforded to Black residents. •Identify and coordinate opportunities for stakeholder and community engagement. •Strengthen and support Black-led economic development and Black employment initiatives. •Support and promote the success of the Black community. At this time, City staff are requesting Council authorization for the second annual Black Joy Holiday Market led by the PABRT from November 24-26, 2023. Attachment: None. Prepared By: Approved/Endorsed By: Jaclyn San Antonio Mark Guinto Senior Advisor, Equity, Diversity & Inclusion Division Head, Public Affairs & Corporate Communications JSA Original Signed By:Original Signed By: CAO 10-23 October 23, 2023 Subject: Approval of “Black Joy Holiday Market” for the Page 4 Pickering Anti-Black Racism Taskforce (PABRT) Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By: