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Home My WebLink AboutOES 01-10 Caq Report To _ Executive Committee I KERI Report Number: OES 01-10 O Date: January 11, 2010 From Everett Buntsma Director, Operations & Emergency Services Subject: City of Pickering Bicentennial - Proposed Bicentennial Program - File: A-1440-001-10 Recommendation: 1. That Report OES 01-10 of the Director, Operations & Emergency Services regarding the proposed City of Pickering Bicentennial Program be received; 2. That Council endorse the proposed Pickering Bicentennial Program outlined in Appendix A (attached); 3. That City staff be authorized to coordinate the proposed Pickering Bicentennial Program; and 4. That City staff be authorized to seek eligible grant funding and sponsorships to offset costs for the enhanced and new Bicentennial events. Executive Summary: The proposed Pickering Bicentennial Program features a year long calendar of activities in 2011 in order to commemorate the City of Pickering's Bicentennial. Pickering's Bicentennial is an important milestone in Pickering's history and will be commemorated in a manner that is both fiscally responsible but also appropriately respectful of this once in a lifetime anniversary. Pickering's Bicentennial Program will primarily feature already existing City of Pickering and community events that will have the Bicentennial Brand and Theme in 2011. In some cases, however, the calendar of activities will include enhanced or new Bicentennial Events wherein the additional expenses will be completely offset by grants and/or sponsorship. Financial Implications: Existing City of Pickering events that are part of the Bicentennial Program will utilize existing funds in the Current Budget. The additional cost for enhanced and/or new Bicentennial Events listed in Appendix A (attached) is projected to be approximately $43,000 and will be included in the Proposed 2011 Current Budget. Enhanced or new events will only take place if offsetting revenue through grants or sponsorships can be secured. Report OES 01-10 January 11, 2010 Subject: City of Pickering Bicentennial 2011 Page 2 09 The proposed Bicentennial Brand, which includes promotions, marketing and merchandising listed in,Appendix B (attached) total $30,000 and will be included in the Proposed 2010 Current Budget for Council consideration and approval. The Bicentennial Brand will be visible to residents and visitors alike and will highlight 2011 as Pickering's Bicentennial Year to Pickering, Durham Region, GTA and beyond. Sustainability Implications: The engagement of all its citizens is a fundamental component to achieving a sustainable community. Pickering's Bicentennial in 2011 will serve to engage the entire community and foster civic pride. The City's approach to realize this vision is economically sustainable in using already existing resources and activities. And in cases where enhanced or new activities are proposed, sponsorship or grants will offset any additional costs. Lastly, Pickering's 2011 Bicentennial Program nurtures and supports the City's commitment to environmental sustainability with activities such as tree plantings. Background: On March 4, 2011, the City of Pickering will celebrate its 200th Anniversary. Pickering's Bicentennial is an important and permanent milestone in Pickering's rich history. Few generations can realize and participate in these once in a lifetime celebrations. In 2011, our generation will have the special opportunity to commemorate Pickering's Bicentennial. Pickering's Bicentennial Program will feature a year long calendar of activities in 2011. Please see Appendix A (attached) for listing.of the proposed Bicentennial Program. In most cases, these events already exist and will simply feature the Bicentennial Brand and Theme. These events include Family Day, Artfest, Take Pride in Pickering Day, Civic Awards, Waterfront Concert Series, Treble in the Park, Christmas in the Village, Celebrate Winter Tree Lighting, New Years Eve Family Countdown. These events are coordinated through existing funds in the City of Pickering's Current Budget and will not require additional funds to be part of the Bicentennial Program. In some cases, Pickering's Bicentennial will feature enhanced events in 2011. These represent already existing events in which enhancements are proposed to really capture an opportunity for a special Bicentennial Commemoration. These events with corresponding enhancements include Youth Week (youth led film debut), Pickering Museum Village Volunteer Appreciation Reception (50th Anniversary of the Pickering Museum Village), Steam Up & Opening (1812 Rebellion Re-enactment & Bicentennial Ball), Canada Day (Cultural Caravan, dedication of 200 new citizens and famous Canadian headliner), Spirit Walk (Descendents Reception). The event enhancements total $33,000 and will be reflected in the Proposed 2011 Current Budget with offsetting revenue from grants and/or sponsorships. CORP0227-07/01 revised Report OES 01-10 January 11, 2010 Subject: City of Pickering Bicentennial 2011 Page 3 1Q In fewer cases, Pickering's Bicentennial will feature completely new events in 2011. Only two new events will be presented in 2011 by the City of Pickering and they include the March 4, 2011 Bicentennial Commemoration and Pickering's participation in Open Doors 2011. The costs for these new events total $10,000 and will be reflected in the Proposed 2011 Current Budget with offsetting revenue from grants and/or sponsorships. Pickering's Bicentennial also includes new events that will be coordinated by various community organizations that want to commemorate Pickering's Bicentennial. These new events are the responsibility of the community group and include a Speakers Series by the Pickering Public Library, Italian Heritage Multicultural and Sporting Event by the Ajax Pickering Italian Social Club, Heritage school presentations by Heritage Pickering, Pickering Dolphins Invitational Bowl by Pickering Dolphins and Durham Region Soccer Tournament hosted by Pickering Soccer Club. All Bicentennial Programs, whether existing, enhanced or new, will feature the Bicentennial Brand and Theme. The hallmark of the Bicentennial Brand and Theme will be the logo and tagline. After a review of municipal best practices, it is clear that the design of a logo and tagline is best left to professional graphic designers. The logo and tagline must be used in various sizes and colours and must always maintain its quality and integrity. For this reason, the Bicentennial Logo and Tagline will be created by City of Pickering graphic design staff. Both logo and tagline will be presented to Pickering Council in February 2010 for review and approval before being finalized. When finalized, the Bicentennial Brand and Theme will be used in promotions & marketing (City stationary, website, road signs, flags, street banners), and merchandising (banners, sports badges, hand sized flags, pins etc.). These items will promote to the world that 2011 is Pickering's Bicentennial and will become keepsakes of this once in a lifetime anniversary. Please see Appendix B (attached) for the Bicentennial Promotions & Marketing and Merchandising package. The Bicentennial Logo and Tagline will be the property of the City of Pickering. Events coordinated by community organizations and proposed to be part of the Bicentennial Program must first meet a specific set of criteria designed by the City of Pickering before the Bicentennial Brand will be assigned. City of Pickering staff working group, led by Culture & Recreation Division, will coordinate the Pickering's Bicentennial Program. Representatives from community organizations will be invited to various meetings throughout 2010 and 2011 to assist with the implementation of Pickering's Bicentennial Program. City Council will be informed of all public meetings and will be invited to attend. Clearly, Pickering's Bicentennial will bring together our community, foster civic pride and celebrate Pickering's rich past, thriving present and hopeful future. CORP0227-07/01 revised Report OES 01-10 January 11, 2010 Subject: City of Pickering Bicentennial 2011 Page 4 Attachments: 1. Appendix A Pickering Bicentennial Program 2. Appendix B Pickering Bicentennial Promotions & Marketing and Merchandising package Prepared By: Approved/Endorsed By: C Marisa Carpino vBuntsm (Acting) Division Head, Culture & Recreatio r, Operations & Emergency Services :mc Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council Thomas J Qu, - n, RD M III Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# TO REPORT# r2LS 0/`l0 12 of-- Appendix A Pickering Bicentennial: Proposed Program The proposed Pickering Bicentennial Program will feature a year long calendar of events ensuring that there are activities in every month. Many of the Bicentennial Events will be existing City of Pickering and community events that will have Bicentennial Themes and Branding in 2011. Some of the Bicentennial Events will be ENHANCED OR NEW whereby the expenses will be offset by grants or sponsorship. See the following pages for the list of existing, enhanced and new events proposed for Pickering's Bicentennial in 2011. All events listed will have the Bicentennial Theme and Branding. This includes: • Bicentennial Logo • Bicentennial Theme (tagline) • Merchandising (banners, flags, pins; etc.) • Bicentennial Display i 1 ATTACHMENT #-L 'TORE PORT#ALL 1-/0 ~e of 2 1 3 Proposed Existing City of Pickering Events and Enhancements in 2011: Date Event Program Enhancement (s) Enhancement Funding Costs January Mayor's Bicentennial Theme & $0.00 Existing Funds Levee Branding in Current- Budget January Rec. Complex Bicentennial Theme & $0.00 Existing Funds Open House Branding in Current Budget February Family Day Bicentennial Theme & $0.00 Existing Funds Branding in Current Budget February Heritage Day Bicentennial Theme & $0.00 Existing Funds Branding in Current Budget February Seedy Bicentennial Theme & $0.00 Existing Funds Saturday Branding in Current Budget March Experience Bicentennial Theme & $0.00 Existing Funds Art Branding in Current Budget Civic Complex will feature Pickering Artefacts March In your Words Bicentennial Theme & $0.00 Existing Funds and Branding in Current Expressions Budget Contest Contest Statement for 2010/11 could have Bicentennial theme March Earth Hour Bicentennial Theme & $0.00 Existing Funds Branding in Current Budget Student winners could receive Bicentennial pin April Easter Bicentennial Theme & $0.00 Existing Funds Parade Branding in Current Budget Floats could have Bicentennial Theme 2 ATTACHMENT# TO REPORT# CSOI' I® 4 of Proposed Existing City of Pickering Events and Enhancements in 2011: Date Event Program Enhancement (s) Enhancement Funding Costs April Pickering Bicentennial Theme & $1,000.00 Existing Funds Museum Branding and Enhancement in Current Volunteer (for food and Budget plus Appreciation Enhancement would include: beverage of additional Reception A rece~tion to honour additional $1,000 in the 50t Anniversary guests) Sponsorships of-PMV which would include past and resent volunteers April 20 Minute Bicentennial Theme & $0.00 Existing Funds Pickering Branding in Current Makeover Budget Bags could have Bicentennial Branding. Kids that participate could receive Bicentennial shoelaces. April Take Pride in Bicentennial Theme & $0.00 Existing Funds Pickering Day Branding in Current Budget Working with sponsor to (OPG & TRCA ensure that 200 trees which already provide are planted that day are 600 trees) dedicated to Bicentennial. May Youth Week Bicentennial Theme & $2,000.00 Existing Funds Branding in Current And Enhancement Budget plus additional Enhancement would include: $2,000 in • Pickering youth take Sponsorships a camera and make a short film about Life of Pickering youth. May Mother's Day Bicentennial Theme & $0.00 Existing Funds Tea Branding in Current Budget 3 ATTACHMENT#-L- TO REPORT_ . of 15 Proposed Existing City of Pickering Events and Enhancements in 2011: Date Event Program Enhancement (s) Enhancement Funding Costs May Artfest Bicentennial Theme & $0.00 Existing Funds Branding in Current And Enhancement Budget Enhancements would include the following: • Artefact Exhibition in Civic Complex Lobby • Announce and showcase Bicentennial Song & Contest Winner May Steam Up Bicentennial Theme & $3,500 $2,500 for Pig Branding Roast will be And Enhancement (for Pig Roast offset by Ticket and Event Sales to the Enhancements would Supplies) Bicentennial include the following: Ball • one day to two day event $1,000 Event • Re-enactment of the Supplies will be War of 1812 sought by • Bicentennial Ball (Pig sponsorships or Roast grants May Civic Awards Bicentennial Theme & $0.00 Existing Funds Branding Event will feature special Bicentennial Medal and Pin June Ribfest* Bicentennial Theme & $0.00 Existing Funds Branding in Current In Budget partnership with City of Pickering June Seniors Bicentennial Theme & $0.00 Existing Funds Month Branding in Current Budget Recipient would get special Bicentennial Pin that year 4 I ATTACHMENT#_ TOREPORT#LEa'O/-/' _of 2 E Proposed Existing City of Pickering Events and Enhancements in 2011: Date Event Program Enhancement (s) ` Enhancement Funding Costs Date TBC Sustainable Bicentennial Theme & $0.00 Existing Funds Pickering Day Branding in Current Budget June Pickering Bicentennial Theme & $0.00 Existing Funds Museum Branding in Current Village Budget Kids Da July Canada Day Bicentennial Theme & $25,000.00 Existing Funds Branding And Enhancement in Current ($5,000 for Budget plus Enhancements would rentals and additional include the following: reception of $25,000 in • Cultural Caravan citizen Sponsorships • Swearing in ceremony) and Grants Ceremony of 200 new ($20,000 for Citizens (which would Canadian include a Reception) headliner & • Major Canadian sound Headliner upgrades) July Whodunit* Bicentennial Theme & $0.00 Existing Funds Branding in Current * in Budget partnership Play would have a with City of Bicentennial Theme in 2011 Pickering July Music By The Musical Celebration taking $0.00 Festival Bay Festival* place at Millennium Square Committee to commemorating the offset expenses In Bicentennial through partnership sponsorship with City of Pickering July/August/ Waterfront Bicentennial Theme & $0.00 Existing Funds September Concert Branding in Current Series Budget July/August/ Treble in the Bicentennial Theme & $0.00 Existing Funds September Park Branding in Current Budget . 5 ATTACHMENT# TO REPORT# of 17 Proposed Existing City of Pickering Events and Enhancements in 2011: Date "Event Program Enhancement (s) Enhancement Funding Costs September Spirit Walk Bicentennial Theme & $1,500.00 Existing Funds Branding And Enhancement in Current Budget plus Enhancements would additional include the following: $1,500 in • A reception for Sponsorships descendent of 1837 rebellion October Fall Family Bicentennial Theme & $0.00 Existing Funds Festival Branding in Current Budget November Teen Art Bicentennial Theme & $0.00 Existing Funds Show Branding And Enhancement in Current Budget ~ Enhancements would include the following: • Screening of youth film from Youth Week November Remembrance Bicentennial Theme & $0.00 Existing Funds Day Service Branding in Current Budget November Santa Claus Bicentennial Theme & $0.00 Existing Funds Parade Branding in Current Budget Floats could have Bicentennial Theme December Christmas Bicentennial Theme & $0.00 Existing Funds Tree Lighting Branding in Current Budget December Make a Joyful Bicentennial Theme & $0.00 Existing Funds Noise Music Branding in Current Night Budget December Christmas in Bicentennial Theme & $0.00 Existing Funds the Village Branding in Current Budget 6 ATTACHMENT# TO REPORT# 1 of _ o Proposed Existing City of Pickering Events and Enhancements in 2011: Date Event Program Enhancement (s) Enhancement Funding Costs December Mayor's Light Bicentennial Theme & $0.00 Existing Funds Tour Branding in Current Budget Winner will get a Bicentennial Pin December New Year's Bicentennial Theme & $0.00 Existing Funds Eve Family Branding in Current Countdown And Enhancement Budget Enhancements would include the following: • Time Capsule Summary of $33,000 Existing, Funds Total Costs in Current for Budget plus Enhanced additional Events $33,000 in Sponsorships and Grants Total cost for Enhancements to Existing Programs is $33,000 • Enhancements will not be made unless Grants or Sponsorships are secured to totally offset any additional expenses • The cost of the enhancements as well as the offsetting grants or sponsorship revenue will be reflected in the 2011 Current Budget I 7 ATTACHMENT#-t_,._, TO REPORT# CS 61'-f0 --'6- of Proposed New Bicentennial Events in 2011: Date Activity Description Costing March 4, 2011 Commemoration of Daytime at Civic Complex: $8,400 Pickering's Birthday • A re-enactment of the first council meeting by • $2,000 for Backwoods Players bussing • Invite Grade 5 students • $5,000 for from Pickering to watch entertainment the re-enactment • $1,400 for event supplies Evening at Pickering Funding from Recreation Complex: Sponsorships • Host a free swim and and/or Grants skate • Children's Entertainment • Guests make Birthday Cards for people in 2111 (would be placed in the time capsule on New Year's Eve) • Birthday Cake for guests April Speaker Series Talk and slideshow on Pickering Public important and interesting Library is 200 years of events in the history of responsible for this Pickering History - Pickering by a local historian project an informal talk by offered at the Pickering Public John Sabean Libra One Weekend Open Doors Pickering Museum, Heritage, $1,600 Between June Cultural sites would open its and August doors to the public on one To apply to weekend. participate in Doors Open Ontario Heritage Trust June Ajax Pickering Italian Combined Italian Heritage Ajax Pickering Social Club Multi-Cultural and Sporting Italian Social Club Event with Month Long Skill is responsible for building Bocce Games ending this project with a final day-long Bocce Competition and Italian food Festival 8 ATT€ (-_HMENT#_!___, TO REPORT#. d ES 0/- O of 20 Proposed New Bicentennial Events in 2011: Date Activity Description Costing Jan-May School Presentations Present Pickering Heritage to Heritage Pickering conducted by Public School Audience - tour is responsible for Heritage Pickering to schools this project On-going Book: History of Research and production of Cost to produce Pickering Museum book book will be Village & covered the Pickering Museum Pickering Museum Village Foundation Village Foundation and offset by book sales. Pickering Museum Village Foundation is responsible for the project TBD Bicentennial Sports Various Invitational Various community Tournaments Bicentennial Sports sport organizations Tournaments will be responsible for this project Summary of Additional $1`0,000 Total Costs for in Sponsorships New Events and Grants Total Cost for NEW Bicentennial Events is $10,000 • New events will not operate unless Grants or Sponsorships are secured to offset expenses • The cost for new events as well as offsetting grants and/or sponsorship will be reflected in the 2011 Current Budget • The cost of new events that are coordinated by Community Groups would be covered by the community group responsible for the event 9 ATTACHMENT #-Z,- TO REPORT# OE 61-10 Appendix B of--- Pickering Bicentennial: Proposed Promotions & Marketing 2 Item Description Cost Stationary (letterhead, envelopes, Revised stationary to Existing Funds in Current Budget folders) include Bicentennial Logo Website Bicentennial Website Existing Funds in Current Budget Community Page Header Bicentennial Logo on Existing Funds in Current Budget Header City of Pickering Bicentennial Finger Board $2,000 Road Signs Signs on Pickering gateways • 4 Signs Bicentennial Flag To be flown at all Municipal $600 Buildings • 15 Municipal Facilities Bicentennial Street Banners To be installed at City $2,400 Centres and on display year round in 2011 • 20 Banners Print Advertising All print advertisement will . Existing Funds in Current Budget have the Bicentennial Logo Summary of Total Costs for Existing Funds in Current Budget Promotions and Marketing plus additional $5,000 that will be proposed in the 2010 Current Budget • Promotions and Marketing expenses total $5,000 and will be reflected in the 2010 Current Budget 1 ATTACHMENT# a.._ TO REPORT# b5S PJ_/a 22 _of a Pickering Bicentennial: Proposed Merchandising Item Rationale Cost Sponsorship Package To ensure we can engage $1,000 the local business community in the Printing costs Bicentennial by supporting and sponsoring events through monetary or in-kind donations. Display Units to be featured at Display would promote $11,000 various City Facilities and at Pickering's Bicentennial various events throughout 2011 with history, photos, resent day information etc. Bicentennial Sports Badges To be given to all Pickering $4,000 sports teams and worn on jerseys in 2011 • Teams include PHA, PSC, Pickering Dolphins, Pickering Cricket Club etc. • 10,000 Badges Bicentennial Hand Sized Paper To be given out at special $5,000 Flags events • 5,000 Flags Bicentennial Pins To be given out at special $2,000 events • 5,000 Pins Bicentennial Certificates To be given to babies born $500 in 2011 or seniors celebrating their 100th Birthday Shoelace To be given out to children $500 at various events • 500 Shoelaces Tattoos To be given out to children $1,000 at various events • 20,000 Tattoos Summary of Total Costs for $25,000 that will be proposed in .Merchandising the 2010 Current Budget • Merchandising expenses total $25,000 and will reflected in the 2010 Current Budget In Summary: In addition to existing funds in Current Budget, $30,000 will be proposed in the 2010 Current Budget to cover additional costs for the proposed Bicentennial Promotions and Marketing expenses ($5,000) and Merchandising expenses ($25,000). 2