HomeMy WebLinkAboutCR 19-14 •
City
Report to
Council
PICKERING V G Report Number: CR 19-14
Date: September 15, 2014
From: Marisa Carpino
Director, Culture & Recreation
Subject: Pickering Rotary Wing Festival
- Request to Permit Esplanade Park
- File: A-1440-001
Recommendation:
1. That Report CR 19-14 of the Director, Culture & Recreation regarding the request
of the Rotary Club of Pickering to permit the use of Esplanade Park for the 2015
Pickering Rotary Wing Festival be received;
2. That Council authorize staff to permit the use of Esplanade Park to the Rotary
Club of Pickering from September 10 to 14, 2015 (inclusive) for the Pickering
Rotary Wing Festival on terms and subject to conditions satisfactory to the •
Director, Culture & Recreation 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: On August 28, 2014, a representative of the Rotary Club of
Pickering provided City of,Pickering staff with a request to permit the use of Esplanade
Park for the 2015 Pickering Rotary Wing Festival.
Applicable City staff from various departments have reviewed the permit request and
support, in principle, this event taking place in Esplanade Park on September 12 & 13,
2015 subject to various event/festival requirements that must be met by the Rotary Club
of Pickering.
At this early stage, City staff seeks Council's authorization to permit the use of
Esplanade Park by the Rotary Club of Pickering on September 10 to 14, 2015
(inclusive) for the Pickering Rotary Wing Festival. The five day permit will allow two
days for event set-up, two days for event operations and one day for event clean-up.
Financial Implications: The Rotary Club of Pickering will be responsible to pay all
applicable user fees that include the permit fee for Esplanade Park, the road occupancy
permit fee, and any city equipment rental fees such as picnic tables, barricades, waste
receptacles as provided by the Public Works and Engineering Department. The Rotary
61
Report CR 19-14 September 15, 2014
Subject: Pickering Rotary Wing Festival Page 2
Club of Pickering will also be responsible to pay the cost of By-law Enforcement Officers
should they be required at this event.
Discussion: The Rotary Club of Pickering has submitted a request to
permit the use of Esplanade Park from September 10 to 14, 2015 (inclusive) to host
their second annual Pickering Rotary Wing Festival. The first annual Pickering Rotary
Wing Festival was held on April 11, 2014 at the Pickering Recreation Complex (banquet
halls). Attendance at the 2014 event was overwhelming and exceeded their
expectations. As a result, Rotary Club of Pickering are looking to expand the event in
2015 by moving it outdoors to Esplanade Park and increasing it to a two day festival.
Rotary Club of Pickering propose to include various family friendly activities as part of
their 2015 Pickering Rotary Wing Festival in Esplanade Park which includes live
performances, carnival area, beverage area (with liquor license), food vendors with
outdoor cooking.
The event is planned to operate from 11 am to 11 pm on September 12 & 13, 2015 and
will require road closures on Esplanade North and South. The estimated daily
attendance is 20,000. Rotary Club of Pickering is requesting access to electrical, water, .
picnic tables, restroom facilities, and recycling units, as part of their five day permit
which includes two days for park set-up and one day for park clean-up.
Rotary Club of Pickering is a long standing service group that has raised funds for local
children and youth programs as well as local causes. The Rotary Club of Pickering has
operated the annual Ribfest event in Esplanade Park (3 day festival) since 2008 with
great success.
City of Pickering staff from applicable Departments (including Engineering & Public
Works, Corporate Services and Fire) have commented on this festival request and
support the event in principle, subject to a number of event/festival requirements being
met during the event planning process and prior to the event. The requirements to be
imposed upon the Rotary Club of Pickering include but are not limited to the following:
• proof of 2 million dollars in liability insurance
• payment of required by-law enforcement officers
• proof of Liquor License
• City approval of vendor listing
• designation of non-smoking areas
• carnival permit
• electrician onsite to oversee all electrical hook-ups
• adhere to City traffic management plan for event
• provide a waste management plan for source separation and disposal
• road occupancy permit
• Region of Durham permit for Water hook-up and inspection
CORP0227-07/01 revised
62
Report CR 19-14 September 15, 2014
Subject: Pickering Rotary Wing Festival Page 3
• rentals of event equipment and supplies
• fire inspection for all vendors
• building permit for all structures exceeding 600 square feet
• locates completed for all staked and grounded equipment
• Region of Durham community festival permit
• rental of all required portable restroom and hand-washing stations
• rental and installation of all required perimeter fencing
• 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
At this early stage, City staff seeks Council's authorization to permit the use of
Esplanade Park by the Rotary Club of Pickering on September 10 to 14, 2015
(inclusive) for the Pickering Rotary Wing Festival. The five day permit will allow two
days for event set-up, two days for event operations and one day for event clean-up.
•
Attachments:
1. Correspondence from Leon Presner, President, Rotary Club of Pickering
Prepared By: Approved/Endorsed By:
\ti-r
Tanya Ryce O .Marisa Care no, MA
Supervisor, CGltural Services Director, C i ltu le & Recreation
Richard W. Holborn, P. Eng.
Director •gineering & Public Works
Paul Big'. i
Director, Corp•ratr. Services & City
Solicitor
CORP0227-07/01 revised
63
Report CR 19-14 September 15, 2014
Subject: Pickering Rotary Wing Festival Page 4
MC:tr
Recommended for the consideration
of Pickering City Council
` Zo 4
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
II
CORP0227-07/01 revised
64
•
AT ACHMENT# I TO REPORT# 0-R t
Rotary
Clerk's Office
City of Pickering
One The Esplanade
Pickering,Ontario •
L1V 6K7
Leon Presner
President
Rotary Club of Pickering
P.O. Box 7
Pickering, Ontario
L1V 2R2
August 28,2014
To Whom it May Concern:
Re: Rotary Club of Pickering and the City of Pickering—Wing Festival Partnership Request
This letter is a formal request to initiate a partnerrship with the City of Pickering and the Rotary Club of
Pickering for the Pickering Rotary Wing Festival.
I am respectfully requesting to have the Pickering Rotary Wing Festival partnership to be included on the
September 15, 2014 Council Agenda.
Sincerely
0,f
Leon Presner
65