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Home My WebLink AboutCR 14-14 (117 4 Report to Executive Committee PI KERING 'Report Number: CR 14-14 Date: December 8, 2014 From: Marisa Carpino Director, Culture & Recreation Subject: Flag Raising and Cultural Festival - Request to Issue Permit for use of Esplanade Park - - File: A-1440-001 Recommendation: • 1. That Report CR 14-14 of the Director, Culture & Recreation regarding.the request of the Filipino-Canadian Heritage and Resource of Durham for a permit allowing the use of Esplanade Park for a Flag Raising and Cultural Festival be received; • " 2. That Council authorize staff to issue a permit for the use of Esplanade Park by the Filipino-Canadian Heritage and Resource of Durham on Saturday, June 27, 2015 • for the Flag Raising and Cultural 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: A representative of the Filipino-Canadian Heritage and Resource of Durham has provided City staff with a request to permit the use of Esplanade Park for a Flag Raising and Cultural Festival. Applicable City staff from various departments have reviewed the permit request and support, in principle, this event taking place in Esplanade Park on Saturday, June 27, 2015 subject to various event/festival requirements that must be met by the Filipino- Canadian Heritage and,Resource of Durham. At this early stage, City staff seeks Council's authorization to permit the use of Esplanade Park by the Filipino-Canadian Heritage.and Resource of Durham on Saturday, June 27, 2015 for the Flag Raising and Cultural Festival. . The one day permit will allow for park set-up, operations and clean-up. Financial Implications: The Filipino-Canadian Heritage and Resource of Durham will be responsible to pay all applicable user fees including the permit fee for Esplanade Park, the road occupancy permit fee, and any City equipment rental fees for items such as picnic tables, barricades and waste receptacles as provided by the Engineering & 62 Report CR 14-14 December 8, 2014 Subject: Flag Raising and Cultural Festival Page 2 Public Works Department. The Filipino-Canadian Heritage and Resource of Durham will also be responsible to pay the cost of By-law Enforcement Officers should they be required at this event. Discussion: The Filipino-Canadian Heritage and Resource of Durham is a not-for-profit organization that aims to contribute to the lives of Filipino-Canadians living in Durham Region, especially those who just arrived as immigrants, caregivers, temporary workers or visitors. As such, the Filipino-Canadian Heritage and Resource of Durham is seeking to host a Flag Raising and Cultural Festival on June 13, 2015 in Esplanade Park. Staff have confirmed that Esplanade Park is only available to be permitted for this event on June 27, 2015. The event will feature a flag raising ceremony to commemorate the Philippine Declaration of Independence which was proclaimed on June 12, 1898. The event will also include a Santacruzan. The Santacruzan is a popular religious festival held in many towns and cities throughout the Philippines and by Filipinos around The world to highlight the month-long celebration of Flores de Mayo during the month of May. It is usually celebrated with a parade of decorated floats, flowers and the portrayal of the Blessed Virgin Mary and other biblical and historical figures. The Filipino-Canadian Heritage and Resource of Durham event organizers propose a number of activities as part of the Flag Raising and Cultural Festival in Esplanade Park which includes food vendors and outdoor cooking demonstrations. The event is planned to operate from 12 pm to 6 pm on Saturday, June 27, 2015 and will require a rolling road closure for a brief parade along the following route: Diefenbaker Court, Esplanade South, Glenanna Road to Esplanade North. The group is requesting access to electrical service, picnic tables, and recycling units at Esplanade Park and restrooms and parking at the Pickering Recreation Complex Arena as part of their one day permit which includes park set-up, operations and clean-up. 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 Filipino-Canadian Heritage and Resource of Durham include but are not limited to the following: • proof of 2 million dollars in liability insurance • payment of required by-law enforcement officers— if required • City approval of vendor listing • designation of non-smoking areas CORP0227-07/01 revised 63 Report CR 14-14 December 8, 2014 Subject: Flag Raising and Cultural Festival Page 3 • 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 • parade permit • police support for parade ' • Region of Durham permit for water hook-up and inspection— if applicable • 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— if applicable At this early stage, City staff seeks Council's authorization to permit the use of Esplanade Park by the Filipino-Canadian Heritage and Resource of Durham on Saturday, June 27, 2015 for the Flag Raising and Cultural Festival. The one day permit will allow for park set-up, operations, and clean-up. Attachments: 1. Correspondence from Nena Pestano, representative of the Filipino-Canadian Heritage and Resource of Durham. Prepared By: Approved/Endorsed By: 9 Tanya Ryce Marisa Carpi MA Supervisor, Cultural Services Director, Cu e & Recreation / djr Ric rd W. H 1lbom, P. Eng. hector, Engineering & Public Works CORP0227-07/01 revised 64 Report CR 14-14 December 8, 2014 . Subject: Flag Raising and Cultural Festival Page 4 MC:tr Recommended for the consideration of Pickering City uncil /1.0e./4 2-1/ 2.64 Tony Prevedel, P.Eng. Chief Administrative Officer • CORP0227-07/01 revised 65 ATTACHMENT# To RePOR.`°; I�} — I 4 Gardner, Leigh From: Gardner, Leigh Sent: November-06-14 9:34 AM To: Gardner, Leigh Subject: RE: RTC-due by Nov.21st Original Message From: Nena Pestano Sent: September-22-14 8:21 AM To: Ryce, Tanya Cc: vie(a�filipinosindurham.com Subject: Data from Final Community Festival & Event Application[1] Hello, Please find completed application for planned activities. This is about Flag Raising Ceremony/Fiesta Festival in June 2015 . The anticipated time will be from 12:00pm to 8:00pm. Please do not hesitate to contact me atallIMONshould you have any question. • Sincerely, Nena Pestano • • • • 1 66 . Cifq 4 Community Festival & Event Application New or Existing Events Part A - Event Overview = • _ • C New Event C, Existing Event Event Flag Raising,Santa Cruzan and Fiesta Organized By (list all partners) Filipino-Canadian Heritage and Resource of Durham Event Description Flag Raising in celebration of Philippine Independence day, Filipino Festival which is known as Fiesta. How does this Event reflect the City of Pickering? This event will showcase the cultural diversity of City of Pickering. Check all applicable for your request ® Indoor Facility C Park ( ) Road Occupancy Part B - Organization Information Organization.Name Filipino-Canadian Heritage and Resource of Durham Is your organization not for profit? If yes, please provide number: If no, list recipient(s) of event proceeds: yes Provide two contacts that we may communicate with for City approvals. Contact will.be for internal use only. Primary Contact Nena Pestano Position with organization Vice President External Affairs Address City Prov Ontario Postal Code L1T4K9 Daytime No. IMMO. Evening No. 11111111111111110 Email Secondary Contact Evilyn Poliarco Position with organization President Address 1111■11111.6 City Ina Prov Ontario Postal Code Li R 0M3 Daytime No. Evening No. Email evie @filipinosindurham.com Page 1 of 3 67