HomeMy WebLinkAboutCS 21-17 City Report to
picKERI NG Executive Committee
Report Number: CS 21-17
Date: June 5, 2017
From: Marisa Carpino
Director, Community Services
Subject: Movies in the Park
- Request to permit Esplanade Park.
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- File: S-4000-001
Recommendation:
1. That Council authorize staff to issue a permit to Pickfair Family Dental for the use of
Esplanade Park on July 5, July 19, August 2, August 16 and August 30, 2017 for the
purpose of hosting free Movies in the Park to the general public, subject to terms and
conditions satisfactory to the Director, Community Services and the Chief Administrative
Officer; and,
2. That the appropriate officials of the City of Pickering be authorized to take the necessary
action to give effect hereto.
Executive Summary: A representative of Pickfair Family Dental has submitted a request to
permit Esplanade Park on five evenings over the course of this summer in order to provide the
general public with free Movie nights in Esplanade Park.
Applicable City staff from various departments have reviewed the permit request and support, in
principle, this event taking place in Esplanade Park on July 5, July 19, August 2, August 16 and
August 30, 2017 subject to various terms and conditions that must be met by Pickfair Family
Dental.
At this time, City staff seeks Council's authorization to permit the use of Esplanade Park on July 5,
July 19, August 2, August 16 and August 30, 2017 for this purpose. The permit dates will allow for
park setup, operations and clean-up by the applicant.
Financial Implications: Pickfair Family Dental is responsible to coordinate and operate all
aspects of the event including marketing, event organization & operation, setup, and clean-up
according to the terms and conditions set out by the City of Pickering.
Pickfair Family Dental is also responsible for all costs associated with park permit fees,
garbage/recycling receptacles and the hiring of a security guard (if portions of the Esplanade Park
lights will be turned off for the movies). This requirement for security will be determined by staff in
advance of the first event.
CS 21-17 June 5, 2017
Subject: Movies in the Park Page 2
Discussion: Pickfair Family Dental, located at 1794 Liverpool Road in Pickering, has
served the community of Pickering, Ajax, East Toronto and the surrounding areas for over 30
years. Pickfair Family Dental would like to give back to the community by hosting a collection of
free movie nights over the course of this summer.
As such, Pickfair Family Dental has requested to permit Esplanade Park on five separate
Wednesday evenings in July and August 2017 to include July 5, July 19, August 2, August 16, and
August 30, 2017. The event will begin at dusk and operate for approximately 2 hours.
Pickfair Family Dental is requesting the use of electrical, garbage and recycling units and facility
restrooms at Pickering Public Library and Pickering Recreation Complex.
City of Pickering staff from applicable departments have commented to this event request and
support the event, in principle, subject to various event/festival requirements being met by the
applicant during the event planning process. The requirements include but is not limited to the
following:
• proof of 2 million dollars in liability insurance
• rentals of event equipment and supplies
• Durham Health Community Special Events Form for Event Coordinators/Organizers
• locates completed for all staked equipment
• rental of all required portable restroom and hand-washing stations (if applicable)
• 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 (if applicable)
At this time, City staff seek Council's authorization to permit the use of Esplanade Park to Pickfair
Family Dental on July 5, July 19, August 2, August 16, and August 30, 2017 so they can host free
Movies in the Park. The permit will allow for park set-up, operations, and clean-up.
Attachments:
1. n/a
CORP0227-07/01 revised
CS 21-17 June 5, 2017
Subject: Movies in the Park Page 3
. Prepared By: Approved/Endorsed By:
Tanya Ryce Marisa Carpino
Supervisor, Cultural Services Director, Community Services
MC:tr
Recommended for the consideration
of Pickering City Council
664)Peeed Wal
Tony Prevedel, P.Eng.
Chief Administrative Officer
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CORP0227-07/01 revised