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Home My WebLink AboutCS 28-23Report to Executive Committee Report Number: CS 28-23 Date: November 6, 2024 From: Sarah Douglas-Murray Director, Community Services Subject: 2024 Community Festivals and Events - Approval of Events in Esplanade Park - File: A-1440-001 Recommendation: 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Rotary Club of Pickering Rotary from Wednesday, June 12 to Monday June 17, 2024, for Pickering Ribfest, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on Friday, June 21, 2024, for National Indigenous Peoples Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 3. That Council authorize staff to issue a park permit for the use of Esplanade Park by Canadian Food Truck Festivals from Thursday, August 8 to Monday, August 12, 2024, for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by Apostolic Pentecostal Church of Pickering on Tuesday, August 13, 2024, and Tuesday August 20 (rain date) for a Sing-A-Long, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 5. That Council authorize staff to issue a park permit for the use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday August 17, 2024, and Sunday, August 25, 2024 (rain date) for a Movie Night, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 6. That Council authorize staff to issue a park permit for the use of Esplanade Park by Indo- Canadian Cultural Association of Durham Inc. on Sunday, August 18, 2024, for A Festival of India’s Independence, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 7. That Council authorize staff to issue a park permit for the use of Esplanade Park by Ontario Conservative Electoral District Association on Saturday, August 24, 2024, for MPP Bethlenfalvy’s Community BBQ, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and CS 28-23 Subject: 2024 Community Festivals and Events Page 2 8. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 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 Sections 04.02, 04.04, 04.08 and 04.11, the permitting of Esplanade Park is subject to the approval of Council. Therefore, the purpose of this report is to seek Council’s endorsement to permit events proposed to take place at Esplanade Park in 2024 as per the list below. Financial Implications: Applicants 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. Applicants are also responsible for 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 the costs associated with paid duty police officers and/or contracted security guards as required by the City. For Partner Events with attendance greater than 1,000 guests, City staff check in throughout the day to oversee weather and emergency operations, check that conditions of the agreements are being met, and to provide a City staff contact during event operations. Discussion: As per the Community Festivals and Events Policy, Sections 04.02, 04.04, 04.08 and 04.11, staff are required to seek Council approval for applicants requesting to permit Esplanade Park. As such, staff have prepared this report that identifies community organizations which have requested to operate their 2024 event in Esplanade Park. Events Applicant Proposed Dates 2024 (includes event setup, operation and cleanup) Pickering Ribfest Rotary Club of Pickering Wednesday, June 12 to Monday, June 17, 2024 (Inclusive) CS 28-23 Subject: 2024 Community Festivals and Events Page 3 Events Applicant Proposed Dates 2024 (includes event setup, operation and cleanup) National Indigenous Peoples Day Carea Community Health Centre Friday, June 21, 2024 Pickering Food Truck Festival Canadian Food Truck Festivals Thursday, August 10 (includes set up time) to Monday, August 14, 2024 (inclusive) Sing-A-Long Apostolic Pentecostal Church Tuesday, August 13, 2024 and Tuesday, August 20, 2024 (rain date) Movie in the Park Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) Saturday, August 17, 2024 and Sunday August 25, 2024 (rain date) Festival of India’s Independence Indo-Canadian Cultural Association of Durham Inc. Sunday, August 18, 2024 MPP Bethlenfalvy’s Community BBQ Ontario Conservative Electoral District Association Saturday August 24, 2024 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 are 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 • hiring of site security and police officers to monitor event operations (if applicable) • operation within applicable public health guidelines Event Details/Description 1. Pickering Ribfest, a cherished annual event, has been a collaborative effort between the Rotary Clubs of Pickering and Ajax since its inception in 2008. Over the years, it has consistently grown in popularity, offering a delightful blend of stage entertainment, games, CS 28-23 Subject: 2024 Community Festivals and Events Page 4 a carnival atmosphere, and, of course, mouthwatering food. Although the event had a brief hiatus, the Rotary Club of Pickering is now actively exploring the possibility of reviving this beloved community tradition. The Rotary Club of Pickering’s goal is to raise $80,000 for local and other Rotary initiatives such as educational bursaries, music festival, and international projects. 2. National Indigenous Peoples Day has operated successfully in Pickering since 2015, with different event names such as Big Drum Social and Aboriginal Celebration. Carea Community Health Centre has been organizing the event since 2015 and has requested a permit to host the 2024 event. The event includes booths, drumming, and dancing, and is open to local schools to attend and experience Indigenous culture. 3. The Canadian Food Truck Festival has operated successfully for the past number of years. The event brings together some of the most sought-after mobile food eateries from across the Greater Toronto Area. The Canadian Food Truck Festival has grown as a phenomenon across south central Ontario in past years expanding from one, to two, to now four locations. SickKids Foundation has been Canadian Food Truck Festivals charitable partner since the organization’s inception in 2013. To date, more than $300,000 in donations have been raised at the festival’s entrances for the Possibilities Fund, supporting the highest priority needs at SickKids. 4. The Apostolic Pentecostal Church of Pickering has been hosting Sing-A-long in Pickering at Millennium Square since 2019. Apostolic Pentecostal Church is looking at hosting multiple sing-a-long concerts in 2024 at Millennium Square, Major Oaks, and Esplanade Park. The Sing-Alongs consist of concerts, creative dance presentation and spoken word. 5. A.F.I.Y.U Enterprise first hosted a movie night in Esplanade Park in 2022 with success. The organization is a service group dedicated to providing resources and mentorship to Jamaican, Caribbean and African-Canadian boys in Durham, ages 6-16 to equip them with life skills to become successful, contributing members of society. This event includes a movie highlighting black excellence, with informational booths setup and giveaways. 6. The Indo-Canadian Cultural Association of Durham Inc. has been commemorating Festival of India’s Independence in Pickering since 2005. In 2023, the event was held at the flag in front of City Hall. The group intends to enhance the event by moving into Esplanade Park. The program will include live entertainment, vendors, food and a flag raising. 7. Community BBQ hosted by MP Peter Bethlenfalvy, has been taking place for several years pre-COVID. In 2022, the event returned to Esplanade Park. White unforeseen circumstances led to the events cancellation in 2023, the organizer hopes to host the event in 2024. The 2024 program will include free food, live entertainment and free activities. At this time, staff are requesting Council authorization to permit Esplanade Park for the above listed community events in 2024. Northern Heat Rib Series has applied to host Ribfest in Alex Robertson Park. However, due to specific event requirements, if this event were to move forward, it would need to be relocated to Esplanade Park. In parallel, the Rotary Club of Pickering has also applied to host Pickering CS 28-23 Subject: 2024 Community Festivals and Events Page 5 Ribfest in June 2024. Section 06.02 of Community Festivals and Events Policy CUL 070 states that applications will be evaluated by the Community Events Committee to ensure a varied mix and range of activities and interests which reflect the community and to ensure the request does not duplicate existing events. Given that Northern Heat Rib Series would duplicate Pickering Ribfest, hosted by the Rotary Club of Pickering, staff do not recommend approval of the Ribfest event hosted by the Northern Heat Rib Series this year. While this organization collects donations at the event, to be provided to local charities, it is a for-profit commercial business. In the event, that Rotary Club of Pickering is not able to host the event, Northern Heat Rib Series will be reconsidered for the opportunity. Attachment: 1. None Prepared By: Approved/Endorsed By: Krystal Roberts Sarah Douglas-Murray Acting Supervisor, Cultural Services Director, Community Servic KR:cf Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer es