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Home My WebLink AboutCR 12-14 Ci Report to Council T�ICKERI Tim 1��.7.L�� 1 G Report Number: CR 12-14 Date: September 15, 2014 From: Marisa Carpino Director, Culture & Recreation Subject: Durham Caribbean Festival - Request to Permit Esplanade Park - File: A-1440-001 Recommendation: 1. That Report CR 12-14 of the Director, Culture & Recreation regarding the request of the Caribbean Event Organization of Ontario to permit the use of Esplanade Park for the 2015 Durham Caribbean Festival be received; 2. That Council authorize staff to permit the use of Esplanade Park to the Caribbean Event Organization of Ontario from June 20 to 22, 2015 (inclusive) for the Durham Caribbean Festival on terms and subject to conditions satisfactory to the Director, Culture & Recreation and the Chief Administrative Officer; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Executive Summary: On August 26, 2014, a representative of the Caribbean Event • Organization of Ontario (the "CEOO") provided City of Pickering staff with a request to permit the use of Esplanade Park for the 2015 Durham Caribbean Festival. Applicable City staff from various departments have reviewed the permit request and support, in principle, this event taking place in Esplanade Park on Sunday, June 21, 2015 subject to various event/festival requirements that must be met by the CEOO. At this early stage, City staff seeks Council's authorization to permit the use of Esplanade Park by the Caribbean Event Organization of Ontario from June 20 to 22, 2015 (inclusive) for the Durham Caribbean Festival The three day permit will allow one day for event set-up, one day for event operations and one day for event clean-up. Financial Implications: The CEOO will be responsible to pay all applicable user fees that include the permit fee for Esplanade Park, the road occupancy permit fee, and any city equipment rental fees such as picnic tables, barricades, waste receptacles as provided by the Public Works and Engineering Department. The CEOO will also be responsible to pay the cost of By-law Enforcement Officers should they be required at this event. 51 Report CR 12-14 September 15, 2014 Subject: Durham Caribbean Festival Page 2 Discussion: The CEOO is a not-for-profit organization which began in 2010 with the aim of promoting Caribbean culture. CEOO believes that the diversity in our community is a fundamental strength of Durham Region. Throughout their work, they support diversity in all of its forms, encompassing but not limited to age, disability, economic circumstance, ethnicity, gender, race, religion or sexual orientation. CEOO created the Durham Caribbean Festival in 2010 in order to raise awareness of cultural diversity and showcase Caribbean inspired life. The organization partners with the Durham School Boards, local universities and colleges, the Food Network and Exit Festival (winner of CNN's 2014 best world festival). To date, CEOO have operated the Durham Caribbean Festival at the Greenwood Conservation Area in Ajax but are now seeking to move it to Esplanade Park, Pickering in 2015 because they require a larger venue,that can accommodate their anticipated attendance of approximately 5,000. • CEOO event organizers propose to include a number of activities as part of the 2015 Durham Caribbean Festival in Esplanade Park which include live performances, carnival area, beverage area (with liquor license), food vendors and outdoor cooking demonstrations. The event is planned to operate from 10 am to 10 pm on Sunday, June 21, 2015 and will require road closures on Esplanade North and South. The group is requesting access to electrical, water, picnic tables, restroom facilities, and recycling units as part of their three day permit which includes one day for park set-up and one day for park clean-up. City of Pickering staff from applicable Departments (including Engineering & Public Works, Corporate Services and Fire) have commented on this festival request and support the event in principle, subject to a number of event/festival requirements being met during the event planning process and prior to the event. The requirements to be imposed upon the CEOO include but are not limited to the following: • proof of 5 million dollars in liability insurance. • payment of required by-law enforcement officers • proof of Liquor License • City approval of vendor listing • designation of non-smoking areas • carnival permit • electrician onsite to oversee all electrical hook-ups • adhere to City traffic management plan for event • provide a waste management plan for source separation and disposal • road occupancy permit • Region of Durham permit for Water hook-up and inspection • rentals of event equipment and supplies • fire inspection for all vendors CORP0227-07/01 revised • 52 Report CR 12-14 September 15, 2014 Subject: Durham Caribbean Festival Page 3 . • building permit for all structures exceeding 600 square feet • locates completed for all staked and grounded equipment • Region of Durham community festival permit • rental of all required portable restroom and hand-washing stations • rental and installation of all required perimeter fencing • 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 At this early stage, City staff seeks Council's authorization to permit the use of Esplanade Park by the Caribbean Event Organization of Ontario from June 20 to 22, 2015 (inclusive) for the Durham Caribbean Festival. The three day permit will allow one day for event set-up, one day for event operations and one day for event clean-up. Attachments: 1. Correspondence from Maria Galvan, representative of the Caribbean Event Organization of Ontario Prepared By: Approved/Endorsed By: ;fir �, Tanya Ryce Ma �- ; •' o, Supervisor, Itural Services Director, Cultures t Recreation / i::r w • Ric rd W. H•Iborn, P. Eng. Director, Engineering & Public Works c. ' `,A r Pau :,.'‘•ni Dip ctor, • porate Services & City • Sol itor CORP0227-07/01 revised 53 Report CR 12-14 September 15, 2014 Subject: Durham Caribbean Festival Page 4 MC:tr Recommended for the consideration of Pickering City Council 64,oet0 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 54 A iACHMENT# f TO REPORT# Cl( I2 I1---{ Gardner, Leigh From: Maria Galvan Sent: August-26-14 3:05 PM To: Ferguson, Krystal; Ryce,Tanya Cc: durhamcaribbeanfestival OgmaiLcom Subject: DURHAM CARIBBEAN FESTIVAL - Dear Friends, Durham Region was established in 1974 and is a fast-growing urban and suburban area.The region consists of the following municipalities: Ajax,Brock,Clarington,Oshawa,Pickering, Scugog and Whitby with over 600,000 residents. According to the Canadian 2011 Census,Pickering alone has a population of 88,72 and almost 40% of this population is a visible minority with the largest visible minority groups from the Caribbean Islands. The 2014 Durham Caribbean Festival was a resounding success.The popularity of the festival has grown within the • community attracting over 20,000 participants throughout the years. The festival features live music,a variety of delicious Caribbean food, insightful art displays and theatrical performances that showcase Caribbean inspired life. This festival attracts a varied audience;from every ethnicity, and age group... families from Durham Region and the surrounding Toronto areas. The Durham Caribbean Festival is a source of diverse knowledge and experience.It can increase innovation,creativity and prosperity in our city. This event will also enrich the cultural diversity by introducing new foods,music,traditions,beliefs and interests.For some this festival is memories of their native land and for others it's getting to know more about their neighbors,friends and co-workers and to share in the"Caribbean Vibe"we have either come from... or....vacationed to. For our 2015 festivities, our committee's goal is to make Pickering home to the Durham Caribbean Festival. Our vision is to make Durham's Caribbean Festival an event that caters to people of all ethnic backgrounds giving everyone a day to celebrate and enjoy the true essence of being part of a meaningful multi-cultural region. On behalf of the Caribbean Event Organization of Ontario,(CEOO),a not for profit community association,I am writing to you kindly requesting that you will consider hosting this great event Attached is the application for hosting the 2015 Durham Caribbean Festival in Pickering. If you require additional information, please do not hesitate to contact me at anytime. Regards, Mary Galvan 1 55