HomeMy WebLinkAboutOES 01-10
Caq Report To
_ Executive Committee
I KERI Report Number: OES 01-10
O Date: January 11, 2010
From Everett Buntsma
Director, Operations & Emergency Services
Subject: City of Pickering Bicentennial
- Proposed Bicentennial Program
- File: A-1440-001-10
Recommendation:
1. That Report OES 01-10 of the Director, Operations & Emergency Services
regarding the proposed City of Pickering Bicentennial Program be received;
2. That Council endorse the proposed Pickering Bicentennial Program outlined in
Appendix A (attached);
3. That City staff be authorized to coordinate the proposed Pickering Bicentennial
Program; and
4. That City staff be authorized to seek eligible grant funding and sponsorships to
offset costs for the enhanced and new Bicentennial events.
Executive Summary: The proposed Pickering Bicentennial Program features a
year long calendar of activities in 2011 in order to commemorate the City of Pickering's
Bicentennial. Pickering's Bicentennial is an important milestone in Pickering's history
and will be commemorated in a manner that is both fiscally responsible but also
appropriately respectful of this once in a lifetime anniversary.
Pickering's Bicentennial Program will primarily feature already existing City of Pickering
and community events that will have the Bicentennial Brand and Theme in 2011. In
some cases, however, the calendar of activities will include enhanced or new
Bicentennial Events wherein the additional expenses will be completely offset by grants
and/or sponsorship.
Financial Implications: Existing City of Pickering events that are part of the
Bicentennial Program will utilize existing funds in the Current Budget. The additional
cost for enhanced and/or new Bicentennial Events listed in Appendix A (attached) is
projected to be approximately $43,000 and will be included in the Proposed 2011
Current Budget. Enhanced or new events will only take place if offsetting revenue
through grants or sponsorships can be secured.
Report OES 01-10 January 11, 2010
Subject: City of Pickering Bicentennial 2011 Page 2
09
The proposed Bicentennial Brand, which includes promotions, marketing and
merchandising listed in,Appendix B (attached) total $30,000 and will be included in the
Proposed 2010 Current Budget for Council consideration and approval. The
Bicentennial Brand will be visible to residents and visitors alike and will highlight 2011
as Pickering's Bicentennial Year to Pickering, Durham Region, GTA and beyond.
Sustainability Implications: The engagement of all its citizens is a fundamental
component to achieving a sustainable community. Pickering's Bicentennial in 2011 will
serve to engage the entire community and foster civic pride.
The City's approach to realize this vision is economically sustainable in using already
existing resources and activities. And in cases where enhanced or new activities are
proposed, sponsorship or grants will offset any additional costs.
Lastly, Pickering's 2011 Bicentennial Program nurtures and supports the City's
commitment to environmental sustainability with activities such as tree plantings.
Background: On March 4, 2011, the City of Pickering will celebrate its 200th
Anniversary. Pickering's Bicentennial is an important and permanent milestone in
Pickering's rich history. Few generations can realize and participate in these once in a
lifetime celebrations. In 2011, our generation will have the special opportunity to
commemorate Pickering's Bicentennial.
Pickering's Bicentennial Program will feature a year long calendar of activities in 2011.
Please see Appendix A (attached) for listing.of the proposed Bicentennial Program. In
most cases, these events already exist and will simply feature the Bicentennial Brand
and Theme. These events include Family Day, Artfest, Take Pride in Pickering Day,
Civic Awards, Waterfront Concert Series, Treble in the Park, Christmas in the Village,
Celebrate Winter Tree Lighting, New Years Eve Family Countdown. These events are
coordinated through existing funds in the City of Pickering's Current Budget and will not
require additional funds to be part of the Bicentennial Program.
In some cases, Pickering's Bicentennial will feature enhanced events in 2011. These
represent already existing events in which enhancements are proposed to really capture
an opportunity for a special Bicentennial Commemoration. These events with
corresponding enhancements include Youth Week (youth led film debut), Pickering
Museum Village Volunteer Appreciation Reception (50th Anniversary of the Pickering
Museum Village), Steam Up & Opening (1812 Rebellion Re-enactment & Bicentennial
Ball), Canada Day (Cultural Caravan, dedication of 200 new citizens and famous
Canadian headliner), Spirit Walk (Descendents Reception). The event enhancements
total $33,000 and will be reflected in the Proposed 2011 Current Budget with offsetting
revenue from grants and/or sponsorships.
CORP0227-07/01 revised
Report OES 01-10 January 11, 2010
Subject: City of Pickering Bicentennial 2011 Page 3
1Q
In fewer cases, Pickering's Bicentennial will feature completely new events in 2011.
Only two new events will be presented in 2011 by the City of Pickering and they include
the March 4, 2011 Bicentennial Commemoration and Pickering's participation in Open
Doors 2011. The costs for these new events total $10,000 and will be reflected in the
Proposed 2011 Current Budget with offsetting revenue from grants and/or
sponsorships.
Pickering's Bicentennial also includes new events that will be coordinated by various
community organizations that want to commemorate Pickering's Bicentennial. These
new events are the responsibility of the community group and include a Speakers
Series by the Pickering Public Library, Italian Heritage Multicultural and Sporting Event
by the Ajax Pickering Italian Social Club, Heritage school presentations by Heritage
Pickering, Pickering Dolphins Invitational Bowl by Pickering Dolphins and Durham
Region Soccer Tournament hosted by Pickering Soccer Club.
All Bicentennial Programs, whether existing, enhanced or new, will feature the
Bicentennial Brand and Theme. The hallmark of the Bicentennial Brand and Theme will
be the logo and tagline. After a review of municipal best practices, it is clear that the
design of a logo and tagline is best left to professional graphic designers. The logo and
tagline must be used in various sizes and colours and must always maintain its quality
and integrity. For this reason, the Bicentennial Logo and Tagline will be created by City
of Pickering graphic design staff.
Both logo and tagline will be presented to Pickering Council in February 2010 for review
and approval before being finalized. When finalized, the Bicentennial Brand and Theme
will be used in promotions & marketing (City stationary, website, road signs, flags, street
banners), and merchandising (banners, sports badges, hand sized flags, pins etc.).
These items will promote to the world that 2011 is Pickering's Bicentennial and will
become keepsakes of this once in a lifetime anniversary. Please see Appendix B
(attached) for the Bicentennial Promotions & Marketing and Merchandising package.
The Bicentennial Logo and Tagline will be the property of the City of Pickering. Events
coordinated by community organizations and proposed to be part of the Bicentennial
Program must first meet a specific set of criteria designed by the City of Pickering
before the Bicentennial Brand will be assigned.
City of Pickering staff working group, led by Culture & Recreation Division, will
coordinate the Pickering's Bicentennial Program. Representatives from community
organizations will be invited to various meetings throughout 2010 and 2011 to assist
with the implementation of Pickering's Bicentennial Program. City Council will be
informed of all public meetings and will be invited to attend.
Clearly, Pickering's Bicentennial will bring together our community, foster civic pride and
celebrate Pickering's rich past, thriving present and hopeful future.
CORP0227-07/01 revised
Report OES 01-10 January 11, 2010
Subject: City of Pickering Bicentennial 2011 Page 4
Attachments:
1. Appendix A Pickering Bicentennial Program
2. Appendix B Pickering Bicentennial Promotions & Marketing and Merchandising
package
Prepared By: Approved/Endorsed By:
C
Marisa Carpino vBuntsm
(Acting) Division Head, Culture & Recreatio r, Operations & Emergency
Services
:mc
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Council
Thomas J Qu, - n, RD M III
Chief Administrative Officer
CORP0227-07/01 revised
ATTACHMENT# TO REPORT# r2LS 0/`l0
12 of--
Appendix A
Pickering Bicentennial: Proposed Program
The proposed Pickering Bicentennial Program will feature a year long calendar of
events ensuring that there are activities in every month. Many of the Bicentennial
Events will be existing City of Pickering and community events that will have
Bicentennial Themes and Branding in 2011. Some of the Bicentennial Events will be
ENHANCED OR NEW whereby the expenses will be offset by grants or sponsorship.
See the following pages for the list of existing, enhanced and new events proposed for
Pickering's Bicentennial in 2011. All events listed will have the Bicentennial Theme
and Branding. This includes:
• Bicentennial Logo
• Bicentennial Theme (tagline)
• Merchandising (banners, flags, pins; etc.)
• Bicentennial Display
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ATTACHMENT #-L 'TORE PORT#ALL 1-/0
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Proposed Existing City of Pickering Events and Enhancements in 2011:
Date Event Program Enhancement (s) Enhancement Funding
Costs
January Mayor's Bicentennial Theme & $0.00 Existing Funds
Levee Branding in Current-
Budget
January Rec. Complex Bicentennial Theme & $0.00 Existing Funds
Open House Branding in Current
Budget
February Family Day Bicentennial Theme & $0.00 Existing Funds
Branding in Current
Budget
February Heritage Day Bicentennial Theme & $0.00 Existing Funds
Branding in Current
Budget
February Seedy Bicentennial Theme & $0.00 Existing Funds
Saturday Branding in Current
Budget
March Experience Bicentennial Theme & $0.00 Existing Funds
Art Branding in Current
Budget
Civic Complex will feature
Pickering Artefacts
March In your Words Bicentennial Theme & $0.00 Existing Funds
and Branding in Current
Expressions Budget
Contest Contest Statement for
2010/11 could have
Bicentennial theme
March Earth Hour Bicentennial Theme & $0.00 Existing Funds
Branding in Current
Budget
Student winners could
receive Bicentennial pin
April Easter Bicentennial Theme & $0.00 Existing Funds
Parade Branding in Current
Budget
Floats could have
Bicentennial Theme
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ATTACHMENT# TO REPORT# CSOI' I®
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Proposed Existing City of Pickering Events and Enhancements in 2011:
Date Event Program Enhancement (s) Enhancement Funding
Costs
April Pickering Bicentennial Theme & $1,000.00 Existing Funds
Museum Branding and Enhancement in Current
Volunteer (for food and Budget plus
Appreciation Enhancement would include: beverage of additional
Reception A rece~tion to honour additional $1,000 in
the 50t Anniversary guests) Sponsorships
of-PMV which would
include past and
resent volunteers
April 20 Minute Bicentennial Theme & $0.00 Existing Funds
Pickering Branding in Current
Makeover Budget
Bags could have
Bicentennial Branding. Kids
that participate could receive
Bicentennial shoelaces.
April Take Pride in Bicentennial Theme & $0.00 Existing Funds
Pickering Day Branding in Current
Budget
Working with sponsor to (OPG & TRCA
ensure that 200 trees which already provide
are planted that day are 600 trees)
dedicated to Bicentennial.
May Youth Week Bicentennial Theme & $2,000.00 Existing Funds
Branding in Current
And Enhancement Budget plus
additional
Enhancement would include: $2,000 in
• Pickering youth take Sponsorships
a camera and make a
short film about Life
of Pickering youth.
May Mother's Day Bicentennial Theme & $0.00 Existing Funds
Tea Branding in Current
Budget
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ATTACHMENT#-L- TO REPORT_
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Proposed Existing City of Pickering Events and Enhancements in 2011:
Date Event Program Enhancement (s) Enhancement Funding
Costs
May Artfest Bicentennial Theme & $0.00 Existing Funds
Branding in Current
And Enhancement Budget
Enhancements would
include the following:
• Artefact Exhibition in
Civic Complex Lobby
• Announce and
showcase
Bicentennial Song &
Contest Winner
May Steam Up Bicentennial Theme & $3,500 $2,500 for Pig
Branding Roast will be
And Enhancement (for Pig Roast offset by Ticket
and Event Sales to the
Enhancements would Supplies) Bicentennial
include the following: Ball
• one day to two day
event $1,000 Event
• Re-enactment of the Supplies will be
War of 1812 sought by
• Bicentennial Ball (Pig sponsorships or
Roast grants
May Civic Awards Bicentennial Theme & $0.00 Existing Funds
Branding
Event will feature special
Bicentennial Medal and Pin
June Ribfest* Bicentennial Theme & $0.00 Existing Funds
Branding in Current
In Budget
partnership
with City of
Pickering
June Seniors Bicentennial Theme & $0.00 Existing Funds
Month Branding in Current
Budget
Recipient would get special
Bicentennial Pin that year
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ATTACHMENT#_ TOREPORT#LEa'O/-/'
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E
Proposed Existing City of Pickering Events and Enhancements in 2011:
Date Event Program Enhancement (s) ` Enhancement Funding
Costs
Date TBC Sustainable Bicentennial Theme & $0.00 Existing Funds
Pickering Day Branding in Current
Budget
June Pickering Bicentennial Theme & $0.00 Existing Funds
Museum Branding in Current
Village Budget
Kids Da
July Canada Day Bicentennial Theme & $25,000.00 Existing Funds
Branding And Enhancement in Current
($5,000 for Budget plus
Enhancements would rentals and additional
include the following: reception of $25,000 in
• Cultural Caravan citizen Sponsorships
• Swearing in ceremony) and Grants
Ceremony of 200 new ($20,000 for
Citizens (which would Canadian
include a Reception) headliner &
• Major Canadian sound
Headliner upgrades)
July Whodunit* Bicentennial Theme & $0.00 Existing Funds
Branding in Current
* in Budget
partnership Play would have a
with City of Bicentennial Theme in 2011
Pickering
July Music By The Musical Celebration taking $0.00 Festival
Bay Festival* place at Millennium Square Committee to
commemorating the offset expenses
In Bicentennial through
partnership sponsorship
with City of
Pickering
July/August/ Waterfront Bicentennial Theme & $0.00 Existing Funds
September Concert Branding in Current
Series Budget
July/August/ Treble in the Bicentennial Theme & $0.00 Existing Funds
September Park Branding in Current
Budget
.
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ATTACHMENT# TO REPORT#
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Proposed Existing City of Pickering Events and Enhancements in 2011:
Date "Event Program Enhancement (s) Enhancement Funding
Costs
September Spirit Walk Bicentennial Theme & $1,500.00 Existing Funds
Branding And Enhancement in Current
Budget plus
Enhancements would additional
include the following: $1,500 in
• A reception for Sponsorships
descendent of 1837
rebellion
October Fall Family Bicentennial Theme & $0.00 Existing Funds
Festival Branding in Current
Budget
November Teen Art Bicentennial Theme & $0.00 Existing Funds
Show Branding And Enhancement in Current
Budget ~
Enhancements would
include the following:
• Screening of youth
film from Youth Week
November Remembrance Bicentennial Theme & $0.00 Existing Funds
Day Service Branding in Current
Budget
November Santa Claus Bicentennial Theme & $0.00 Existing Funds
Parade Branding in Current
Budget
Floats could have
Bicentennial Theme
December Christmas Bicentennial Theme & $0.00 Existing Funds
Tree Lighting Branding in Current
Budget
December Make a Joyful Bicentennial Theme & $0.00 Existing Funds
Noise Music Branding in Current
Night Budget
December Christmas in Bicentennial Theme & $0.00 Existing Funds
the Village Branding in Current
Budget
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ATTACHMENT# TO REPORT#
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Proposed Existing City of Pickering Events and Enhancements in 2011:
Date Event Program Enhancement (s) Enhancement Funding
Costs
December Mayor's Light Bicentennial Theme & $0.00 Existing Funds
Tour Branding in Current
Budget
Winner will get a
Bicentennial Pin
December New Year's Bicentennial Theme & $0.00 Existing Funds
Eve Family Branding in Current
Countdown And Enhancement Budget
Enhancements would
include the following:
• Time Capsule
Summary of $33,000 Existing, Funds
Total Costs in Current
for Budget plus
Enhanced additional
Events $33,000 in
Sponsorships
and Grants
Total cost for Enhancements to Existing Programs is $33,000
• Enhancements will not be made unless Grants or Sponsorships are secured to
totally offset any additional expenses
• The cost of the enhancements as well as the offsetting grants or sponsorship
revenue will be reflected in the 2011 Current Budget
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ATTACHMENT#-t_,._, TO REPORT# CS 61'-f0
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Proposed New Bicentennial Events in 2011:
Date Activity Description Costing
March 4, 2011 Commemoration of Daytime at Civic Complex: $8,400
Pickering's Birthday • A re-enactment of the
first council meeting by • $2,000 for
Backwoods Players bussing
• Invite Grade 5 students • $5,000 for
from Pickering to watch entertainment
the re-enactment • $1,400 for
event supplies
Evening at Pickering Funding from
Recreation Complex: Sponsorships
• Host a free swim and and/or Grants
skate
• Children's Entertainment
• Guests make Birthday
Cards for people in 2111
(would be placed in the
time capsule on New
Year's Eve)
• Birthday Cake for guests
April Speaker Series Talk and slideshow on Pickering Public
important and interesting Library is
200 years of events in the history of responsible for this
Pickering History - Pickering by a local historian project
an informal talk by offered at the Pickering Public
John Sabean Libra
One Weekend Open Doors Pickering Museum, Heritage, $1,600
Between June Cultural sites would open its
and August doors to the public on one To apply to
weekend. participate in Doors
Open Ontario
Heritage Trust
June Ajax Pickering Italian Combined Italian Heritage Ajax Pickering
Social Club Multi-Cultural and Sporting Italian Social Club
Event with Month Long Skill is responsible for
building Bocce Games ending this project
with a final day-long Bocce
Competition and Italian food
Festival
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ATT€ (-_HMENT#_!___, TO REPORT#. d ES 0/- O
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Proposed New Bicentennial Events in 2011:
Date Activity Description Costing
Jan-May School Presentations Present Pickering Heritage to Heritage Pickering
conducted by Public School Audience - tour is responsible for
Heritage Pickering to schools this project
On-going Book: History of Research and production of Cost to produce
Pickering Museum book book will be
Village & covered the
Pickering Museum Pickering Museum
Village Foundation Village Foundation
and offset by book
sales.
Pickering Museum
Village Foundation
is responsible for
the project
TBD Bicentennial Sports Various Invitational Various community
Tournaments Bicentennial Sports sport organizations
Tournaments will be responsible
for this project
Summary of Additional $1`0,000
Total Costs for in Sponsorships
New Events and Grants
Total Cost for NEW Bicentennial Events is $10,000
• New events will not operate unless Grants or Sponsorships are secured to offset
expenses
• The cost for new events as well as offsetting grants and/or sponsorship will be
reflected in the 2011 Current Budget
• The cost of new events that are coordinated by Community Groups would be
covered by the community group responsible for the event
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ATTACHMENT #-Z,- TO REPORT# OE 61-10
Appendix B of---
Pickering Bicentennial: Proposed Promotions & Marketing 2
Item Description Cost
Stationary (letterhead, envelopes, Revised stationary to Existing Funds in Current Budget
folders) include Bicentennial Logo
Website Bicentennial Website Existing Funds in Current Budget
Community Page Header Bicentennial Logo on Existing Funds in Current Budget
Header
City of Pickering Bicentennial Finger Board $2,000
Road Signs Signs on Pickering
gateways
• 4 Signs
Bicentennial Flag To be flown at all Municipal $600
Buildings
• 15 Municipal
Facilities
Bicentennial Street Banners To be installed at City $2,400
Centres and on display
year round in 2011
• 20 Banners
Print Advertising All print advertisement will . Existing Funds in Current Budget
have the Bicentennial Logo
Summary of Total Costs for Existing Funds in Current Budget
Promotions and Marketing plus additional $5,000 that will be
proposed in the 2010 Current
Budget
• Promotions and Marketing expenses total $5,000 and will be reflected in the
2010 Current Budget
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ATTACHMENT# a.._ TO REPORT# b5S PJ_/a
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Pickering Bicentennial: Proposed Merchandising
Item Rationale Cost
Sponsorship Package To ensure we can engage $1,000
the local business
community in the Printing costs
Bicentennial by supporting
and sponsoring events
through monetary or in-kind
donations.
Display Units to be featured at Display would promote $11,000
various City Facilities and at Pickering's Bicentennial
various events throughout 2011 with history, photos,
resent day information etc.
Bicentennial Sports Badges To be given to all Pickering $4,000
sports teams and worn on
jerseys in 2011
• Teams include PHA,
PSC, Pickering
Dolphins, Pickering
Cricket Club etc.
• 10,000 Badges
Bicentennial Hand Sized Paper To be given out at special $5,000
Flags events
• 5,000 Flags
Bicentennial Pins To be given out at special $2,000
events
• 5,000 Pins
Bicentennial Certificates To be given to babies born $500
in 2011 or seniors
celebrating their 100th
Birthday
Shoelace To be given out to children $500
at various events
• 500 Shoelaces
Tattoos To be given out to children $1,000
at various events
• 20,000 Tattoos
Summary of Total Costs for $25,000 that will be proposed in
.Merchandising the 2010 Current Budget
• Merchandising expenses total $25,000 and will reflected in the 2010 Current
Budget
In Summary:
In addition to existing funds in Current Budget, $30,000 will be proposed in the 2010
Current Budget to cover additional costs for the proposed Bicentennial Promotions and
Marketing expenses ($5,000) and Merchandising expenses ($25,000).
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