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Home My WebLink AboutCAO 08-21Report to Council Report Number: CAO 08-21 Date: November 22, 2021 From: Marisa Carpino Chief Administrative Officer Subject: Pickering Anti-Black Racism Taskforce Youth Open Mic Night -File: A-1440-001 Recommendation: 1.That Council authorize the Pickering Anti-Black Racism Taskforce to host a Youth Open Mic Night at West Shore Community Centre on Saturday, November 27, 2021 on terms and conditions satisfactory to the Director, Community Services and Chief AdministrativeOfficer; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessaryactions as indicated in this report. Executive Summary: The Boards and Advisory Committees of Council Policy (ADM 040) requires that the Pickering Anti-Black Racism Taskforce (PABRT) seek Council approval to hold an event. Per section 16.07 of ADM 040, this report includes event details for a Youth Open Mic event on November 27, 2021 at West Shore Community Centre, including budget, number of staff required, name of event, date, and purpose of event. The purpose of this report is to seek Council’s endorsement of the proposed event. Financial Implications: Event organizers 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. Event organizers are also responsible for all costs associated with application fees including permit fees, table rentals, etc. and the costs associated with security as required by the City. The PABRT will utilize funds allocated to them in the approved 2021 Current Budget to cover expenditures related to this event. Expense Description Amount Facilitator/ Entertainment RISE & Shakkoi $3,500 Audio/visual equipment rental Speakers, microphones, lighting 1,200 Event set up supplies Table cloths 100 Registration & sanitation supplies Wristbands, tickets, masks, wipes, sanitizer 100 Promotional materials Posters, flyers, program 1,000 CAO 08-21 November 22, 2021 Subject: Pickering Anti-Black Racism Taskforce Youth Open Mic Night Page 2 Expense Description Amount Food Pre-packaged meals from catering company 950 Contingency *for unexpected expenditures 1000 Total $ 7,850 Discussion: Per section 16.07 of the Boards and Advisory Committees of Council Policy (ADM 040), committees are required to “seek Council approval to hold an event and each request to Council must include the complete details of the event (e.g., budget, number of staff required, name of event, date, and purpose of event).” The Policy also requires that the proposed event is in accordance with the Terms of Reference and mandate of the group. As such, staff have prepared this report to provide relevant details around the event in order to secure Council approval and proceed with its timely development and execution. Event Details: The Pickering Anti-Black Racism Taskforce (PABRT) will host an open mic event in collaboration with Shakkoi, Pickering-based poet, author and self-expression coach, and R.I.S.E. (Reaching Intelligent Souls Everywhere), a grassroots organization dedicated to empowering Black youth. The Event will take place on Saturday, November 27. 2021 from 7-10 pm at West Shore Community Centre. Led by the facilitation and curation expertise of R.I.S.E., local youth will be invited to perform and showcase their talents to a peer-based community audience. The event is the first of its kind in Durham Region and will be open to youth aged 16-25 years at West Shore Community Centre in Pickering. The event will be free to attend but require pre-registration via Eventbrite up to a maximum capacity of 150 people. The purpose of this event is to create a safe and inclusive platform for youth expression by showcasing local youth talent through a facilitated open mic format. Specifically, R.I.S.E.’s Edutainment methodology seeks to empower BIPOC (Black, Indigenous, People of Colour) youth to create meaningful art rooted in self-knowledge, self-reflection and self-expression. In doing so, the event also aims to support youth engagement and leadership, capacity building, resiliency, and overall community well-being. Given that such youth-focused open mic events are typically hosted in Toronto and are, therefore, less accessible to local youth in Durham Region, this event presents a unique opportunity for the PABRT and its Youth Subcommittee to promote local youth engagement in Pickering in accordance with their mandate, which identifies the following goals: •To identify barriers and areas of opportunity afforded to Black residents; •To identify and coordinate opportunities for stakeholder and community engagement; and, •To celebrate and promote the Black community and promote Black culture. The event is also aligned with the PABRT’s work plan regarding youth development, which specifies that the youth subcommittee will work with the community and civic engagement CAO 08-21 November 22, 2021 Subject: Pickering Anti-Black Racism Taskforce Youth Open Mic Night Page 3 committee to promote the PABRT among youth stakeholders. This work plan was endorsed by Council at the September 27, 2021 meeting. City of Pickering staff from relevant departments support this event, in principle, subject to various event requirements being met by the PABRT during the event planning and execution process. The requirements include but are not limited to the following: •Permit for rental facility; •Rental of equipment and supplies; •Hiring of on-site security; •Pre-registration that does not exceed capacity; and •Other permit regulations (health regulations, COVID screening, proof of vaccination). At this time, staff are requesting Council authorization for the PABRT to host the Youth Open Mic Event at West Short Community Centre on November 27, 2021. Attachment: N/A Prepared By: Approved/Endorsed By: Jaclyn San Antonio Mark Guinto Senior Advisor, Equity, Diversity & Inclusion Division Head, Public Affairs & Corporate Communications JSA:jsa Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By: Original Signed By: Original Signed By: