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Home My WebLink AboutCAO 15-22Report to Council Report Number: CAO 15-22 Date: September 20, 2022 From: Marisa Carpino Chief Administrative Officer Subject: Approval of “Reaching Higher: University & College Prep and Application Review” and “A Black Joy Experience” for the Pickering Anti-Black Racism Taskforce -File: A-1440 Recommendation: 1.That Council approve the Pickering Anti-Black Racism Taskforce-led initiatives for the remainder of 2022, as 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), set out in Attachment 1, requires that the Pickering Anti-Black Racism Taskforce (PABRT) seek Council approval to hold public events. As such, the purpose of this report is to seek Council’s endorsement of the PABRT’s proposed events on November 13, 2022, and November 27, 2022 at George Ashe Community Centre and Chestnut Hill Developments Recreation Complex, respectively. As per section 16.07 of ADM 040, this Report includes event details on PABRT’s proposed initiatives including budget, number of staff required, name of event, date, and purpose of event for Council’s consideration. 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 Council-approved budget of $25,000 with the City of Pickering, $11,000 of which has been budgeted to cover expenditures related to proposed initiatives for the remainder of 2022. Discussion: As 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. CAO 15-22 Subject: Approval of “Reaching Higher: University & College Prep September 20, 2022 Page 2 and Application Review” and “A Black Joy Experience” for the Pickering Anti-Black Racism Taskforce As such, staff have prepared this report to provide relevant details around PABRT’s proposed events in order to secure Council approval, and proceed with its timely development and implementation. 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 are not limited to the following: Permit for rental facility Proof of liability insurance Rentals of event equipment and supplies Submission of site plan and emergency response plan Pre-registration that does not exceed capacity Adherence to the City’s Emergency Weather Standard Operating Procedure Hiring of site security and police officers to monitor event operations (if applicable) Event Summary Name of Event Date & Time Location Reaching Higher: University & College Prep and Application Review November 13, 2022 1:00 PM – 3:00 PM George Ashe Community Centre – Russel Franklin Room A Black Joy Holiday Experience November 27, 2022 12:00 PM – 5:00 PM Chestnut Hill Developments Recreation Complex - Event Descriptions Reaching Higher: University & College Prep and Application Review: As part of PABRT’s Youth Academic Engagement Strategy, this clinic will feature a keynote presentation from senior academic administrator, Jen McMillen, Vice Provost, Students at Toronto Metropolitan University. Jen will lead an in -depth conversation with youth and their families on the following topics: application process, 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. A Black Joy Holiday Experience: In partnership with Durham Family and Cultural Centre (DFCC), PABRT has developed a Community Engagement, Black Culture and Commerce Strategy as a two-part plan to celebrate and promote the Black community and Black culture. The first initiative, “A Black Joy Holiday Experience,” is a holiday pop-up market that will showcase local Black small CAO 15-22 September 20, 2022 Subject: Approval of “Reaching Higher: University & College Prep Page 3 and Application Review” and “A Black Joy Experience” for the Pickering Anti-Black Racism Taskforce businesses. The event will also include light refreshments, a DJ and live performances that plans to be both entertaining and educational. This event will coincide with a holiday food basket drive. The holiday season traditionally is a time when there is focus on food, community and fellowship, values important wit hin the Black community. It is the goal of PABRT and DFCC to alleviate some of the financial hardship by members of the community through Afro-diasporic food baskets. The selection of the Afro- diasporic food baskets will be achieved by community nomination and by the families reaching out including the following community groups: The Black Queens of Durham, Black Durham Region Support, Black Durham Community Support, Black Event Connections, Black Moms Connection, and Black Parents Connect Durham, identified on Facebook. By posting the Food Basket Drive initiative in these groups, on PABRT, DFCC and City of Pickering social media networks, nomination applications will be collected and reviewed to ensure qualification. Basket distribution will be done on a first-come, first-served basis to qualified families through pick up at the DFCC office or delivered by volunteers to families with limited access to transportation. Budget: Event Expense Description Amount Reaching Higher: University & College Prep and Application Review Facilitator Jen McMillan $2,000 Sound Technician Speakers, microphones, lighting 400 Permit Fees Permit for George Ashe 390 Food Pre-packaged meals from catering company 210 Contingency *for unexpected expenditures 500 A Black Joy Holiday Experience Permit Fees Permit for Chestnut Hill 1,500 Event Set up/Supplies Tables, table cloths, chairs 500 Entertainment DJ and live performances 2,000 Food Light Refreshments 500 Holiday Baskets/Meal Vouchers Baskets containing foods representative of the Afro- diaspora 2,500 Contingency Unexpected expenditures 500 TOTAL $11,000 These events and initiatives are 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. CAO 15-22 Subject: Approval of “Reaching Higher: University & College Prep September 20, 2022 Page 4 and Application Review” and “A Black Joy Experience” for the Pickering Anti-Black Racism Taskforce 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 commun ity. City of Pickering staff from relevant departments support the Powerfully Informed initiative and events, in principle, subject to various requirements being met by the PABRT in accordance with relevant policy and during the planning and execution of events and community engagements (e.g., via social media). The requirements include, but are not limited to the following: Permit for rental facility Approval of vendors Rental of equipment and supplies Hiring of on-site security 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 At this time, City staff are requesting Council authorization for the PABRT-led initiatives, “Reaching Higher: University & College Prep and Application Review” on November 13, 2022, and “A Black Joy Holiday Experience” on November 27, 2022. Attachment: None. Prepared By: Approved/Endorsed By: Jaclyn San Antonio Mark Guinto Senior Advisor, Equity, Diversity & Inclusion Division Head, Public Affairs & Corporate Communications JSA Original Signed By: Original Signed By: CAO 15-22 Subject: Approval of “Reaching Higher: University & College Prep September 20, 2022 Page 5 and Application Review” and “A Black Joy Experience” for the Pickering Anti-Black Racism Taskforce Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By: