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Home My WebLink AboutCAO 13-22Report to Council Report Number: CAO 13-22 Date: June 27, 2022 From: Marisa Carpino Chief Administrative Officer Subject: Approval of “Youth Academic Engagement Strategy – Reaching Higher University & College Prep & Application Review” -Pickering Anti-Black Racism Taskforce (PABRT) -File: A-1440 Recommendation: 1.That Council approve the Pickering Anti-Black Racism Taskforce led initiative, Youth Engagement Strategy (“Reaching Higher”) on Saturday, July 23, 2022, per ADM 040 Boards and Advisory Committees of Council Policy and on terms and conditions satisfactory to the Division Head, Public Affairs & Corporate Communications and the Chief Administrative Officer; and 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions 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 public events. Per section 16.07 of ADM 040, this report includes event details on upcoming PABRT initiatives 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 PABRT’s proposed Youth Academic Engagement Strategy, specifically the “Reaching Higher” event on Saturday, July 23, 2022 at George Ashe Community Centre. Financial Implications: PABRT members are responsible for coordinating and operating all aspects of its events including marketing, event organization and operation, setup, and cleanup according to the terms and conditions set out by the City of Pickering. PABRT is also responsible for all costs associated with application fees including permit fees, facility rentals, etc., and any additional costs associated with security as required by the City. PABRT has a budget of $25,000 in the City’s approved 2022 Current Budget, $6,000 of which has been budgeted to cover expenditures related to the Youth Academic Engagement Strategy. CAO 13-22 June 27, 2022 Subject: Approval of “Youth Academic Engagement Strategy – Reaching Page 2 Higher University & College Prep & Application Review” Estimated Budget Expense Description Vendor Amount Facilitator Jen McMillan Jen McMillan $2,000 Sound Technician Speakers, microphones, lighting Ray Wilson 400 Permit Fees Permit for George Ashe Community Centre City of Pickering 390 Event supplies Stationary n/a 50 Food Pre-packaged meals from catering company TBD 400 Contingency *for unexpected expenditures 500 TOTAL $3,740 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 staf f 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 PABRT’s proposed Youth Academic Engagement Strategy in order to secure Council approval, and proceed with its timely development and execution. Event Details: Name: Reaching Higher: University & College Prep and Application Review Date: Saturday, July 23, 2022 Time: 12:00 pm – 3:00 pm Location: George Ashe Community Centre Description and Purpose: PABRT plans to develop and implement the “Youth Academic Engagement Strategy” in 2022. The Youth Academic Engagement Strategy is a two -part plan to support Black youth (Grades 9-12) in their pursuit of post-secondary education. The first initiative under this strategy is an event called “Reaching Higher: University & College Prep and Application Review” on Saturday, July 23, 2022 from 12:00 pm to 3:00 pm. This clinic will feature a keynote presentation from senior academic administrator, Jen McMillen, Vice Provost, Students at Toronto Metropolitan University. For more than 20 years, Jen McMillen has been dedicated to student development, engage and success with a background in human rights and policy development. She has worked in various progressive capacities at the Humber College, the University of Toronto, McMaster University, Brock University, Western University, the University of Guelph, and Toronto Metropolitan University. As a driver of change and a strong advocate of equity and inclusion, Jen will lead an in-depth conversation with youth and their families on how to navigate academic institutions. Jen’s presentation will address the following topics: application process, CAO 13-22 June 27, 2022 Subject: Approval of “Youth Academic Engagement Strategy – Reaching Page 3 Higher University & College Prep & Application Review” funding opportunities (e.g., bursaries, grants, scholarships, etc.), housing and student experience, and employment, among other topics. This presentation will be followed by a Question and Answer session that gives opportunity for participants to seek direct guidance. The Youth Academic Engagement Strategy is aligned with PABRT’s Terms of Reference with respect to its mandate, goals and responsibilities to:  Identify barriers and areas of opportunity to enhance the shared experience and opportunities afforded to Black residents.  Identify and coordinate opportunities for stakeholder and community engagement.  Strengthen and support Black-led economic development and Black employment initiatives.  Support and promote the success of the Black community.  Provide educational resources to build allies within and for the Black community. City of Pickering staff from relevant departments support the Youth Academic Engagement Strategy, specifically the “Reaching Higher” event , in principle, subject to various requirements being met by PABRT in accordance with relevant policy and during the planning and execution of events and community engagements. The requirements include, but are not limited to the following:  Permit for rental facility.  Approval of vendors.  Rental of equipment and supplies.  Submission of site plan and emergency response plan.  Pre-registration that does not exceed capacity limits.  Other permit regulations (e.g., health and safety regulations).  Adhering to Terms of Use for social media platforms.  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 time, City staff are requesting Council authorization for the Youth Academic Engagement Strategy, specifically the Reaching Higher event on Saturday, July 23, 2022. Attachments: None CAO 13-22 June 27, 2022 Subject: Approval of “Youth Academic Engagement Strategy – Reaching Page 4 Higher University & College Prep & Application Review” Prepared By: Approved/Endorsed By: Original Signed By:Original Signed By: Jaclyn San Antonio Mark Guinto Senior Advisor, Equity, Diversity & Inclusion Division Head, Public Affairs & Corporate Communications JSA Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer