HomeMy WebLinkAboutCS 37-19Report to
Executive Committee
Report Number: CS 37-19
Date: November 4, 2019
From: Marisa Carpino
Director, Community Services
Subject: 2020 Community Festivals and Events
- Approval of 2020 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 Carea
Community Health Centre on June 19, 2020 for Big Drum Social, 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 Filipino-
Canadian Heritage & Resource of Durham on June 20, 2020 for ADOBO Festival 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
Frederica Black Events on July 18, 2020 for Brew & BBQ Fest 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
Canadian Food Truck Festivals from August 7 to August 9, 2020 (inclusive) for Pickering
Food Truck Festival, 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 Indo-
Canadian Cultural Association of Durham Inc. on August 16, 2020 for Festival of India’s
Heritage, on terms and conditions satisfactory to Director, Community Services and Chief
Administrative Officer; and,
6. 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.
CS 37-19 November 4, 2019
Subject: Community Festivals and Events 2020 Page 2
Identified in the Policy are Signature Parks which consists of Esplanade Park, Millennium Square,
Alex Robertson Park and Bruce Hanscombe Park. As per Section 05.02 (b), the permitting of
Esplanade Park for public events is subject to the approval of Council. Therefore, the purpose of
this report is to seek Council’s endorsement of public events proposed to take place at Esplanade
Park in 2020 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 1000 guests, City staff are in attendance 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, Section 05.02(b), staff are
required to seek Council approval for applicants of “Partner Events” requesting to operate in
Esplanade Park in 2020. As such, staff have prepared this report that identifies the following
community organizations which have requested to continue to operate their 2020 event in
Esplanade Park.
Due to the size and scope of these events (small to medium sized), staff recommend that they
continue to operate at Esplanade Park in 2020 despite the anticipated works associated with the
City Centre Project. After speaking with appropriate City and Project Manager staff responsible for
the project, staff do not anticipate that these works will negatively impact their event operations or
event parking.
Partner Events Applicant Proposed Dates 2020
(includes event setup,
operation and cleanup)
Big Drum Social Carea Community Health
Centre
Friday, June 19, 2020
ADOBO Festival Filipino-Canadian Heritage &
Resource of Durham
Saturday, June 20, 2020
BBQ & Brew Fest Frederica Black Events Saturday, July 18, 2020
CS 37-19 November 4, 2019
Subject: Community Festivals and Events 2020 Page 3
Food Truck Festival Canadian Food Truck Festivals Wednesday, August 5 –
Monday, August 10, 2020
Festival of India’s Heritage Indo-Canadian Cultural
Association of Durham Inc.
Sunday, August 16, 2020
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 is 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)
Event Details/Description
1. Big Drum Social has operated successfully in Pickering since 2016. In 2019, the event
moved from a Saturday to a Friday date, and organizers invite local schools to attend. This
move has improved attendance and engagement from the community at large.
2. ADOBO Festival, formerly known as Filipino Festival and Santa Cruzan, returns this year to
Esplanade Park with a new name. The event will feature the national dish of the Philippines
in food service, cooking competitions and the new title. Organizers intend to invite
community organizations from Pickering and across Durham Region to join the festival.
Staff will work with organizers and DRPS Auxiliary to develop a parade route for the Santa
Cruzan.
3. BBQ & Brew Fest originally scheduled for September 2019, has been postponed by the
organizer to July 2020. The organizer was unable to gather sufficient vendors and ticket
sales to operate in 2019. Staff will continue to work with the organizer to achieve success in
2020.
4. Food Truck Festival has operated successfully for the past number of years. They intend to
continue operation in 2020 on the same weekend.
5. Festival of India’s Heritage was operated in partnership with the City as a part of the
Sunday Summer Concert series in 2019, and previously ran as an enhanced flag raising.
The group now intends to operate the festival independently. Organizers have operated this
program for over a decade. The festival was well received by the community in 2019. The
program will include live entertainment, vendors, food and a flag raising.
Date:
Scale:
2020-2021
N.T.S.
Chestnut Hill
Developments
Recreation
Complex
LEGEND
Hard Road Closure
Barricade (staffed)
Soft Road Closure
Barricade
Temporary No Parking
Area
Accessible Parking
Additional Signs
Additional advance road
closure signage proposed
on Brock Road and on
Liverpool Road indicating
the closure of Pickering
Parkway.
Detour Route
A detour route on Kingston
Road will be provided.
Detour signs will also be
present on Denmar Road.
Accessible Parking
Accessible parking is
proposed in the parking lot
at Village East Park/Diana
Princess of Wales Park.
Proposed
Event Site
Traffic Plan
P
DURHAM
REGIONAL
POLICE
19 DIV.
DENMAR
PARK
GLENGROVE
PUBLIC
SCHOOL Glenview Rd.Avonmo
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Lennox
Ln.
St.DenmarRd.Royal Rd.Guild Rd.Geta Circle
North
Valley Farm Rd.Ln.Rd.Jaywi
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Portland
Ct.
Dreyber Ct.
Diefenbaker Ct.Glenanna Rd.Pickerin
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Everton
Brands Ct.
Faylee Cres.Fieldlight Blvd.Anton Sq.Rd.RosefieldMemory Ln.Lodgepyp
oPGlengrove Rd.The Es
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Kingst
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HIGHWA
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1
2
Durham
Hwy
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1
Durham
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Durham
Proposed
Event Site
A
A
Attachment No. 1 to Report CS 37-19