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Home My WebLink AboutCS 05-22Report to Council Report Number: CS 05-22 Date: February 28, 2022 From: Sarah Douglas-Murray Director, Community Services Subject: 2022 Community Events -Approval of 2022 Community Events in Esplanade Park -File: A-1440-001 Recommendation: 1.That Council authorize staff to issue a park permit for the use of Esplanade Park by House of Culture and Durham Carifest from Wednesday, July 20 to Tuesday, August 2, 2022 for Carnival City, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2.That the list of Community & City Events scheduled for Esplanade Park in 2022 be received for information; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Community Festivals and Events Policy CUL 070 (the “Policy”) outlines the criteria, guidelines and processes by which requests to host private and/or public events in City Parks are received and considered for approval. Prospective applicants are supported by the community events staff team and the Community Festivals & Events Manual which provides key information, timelines and required documentation to apply for events in City parks. Identified in the Policy are Signature Parks which consists of Esplanade Park, Millennium Square, Alex Robertson Park and Bruce Hanscombe Park. As per Section 05.02 (b), the permitting of Esplanade Park for public events with attendance greater than 5,000 persons is subject to the approval of Council. A number of 2022 Community Events were approved to take place in Esplanade Park by Council on October 25, 2021 through Report CS 31-21 (Resolution #709-21). At this time, an additional request has come forward to host the Carnival City in Esplanade Park in 2022. Therefore, the purpose of this report is to seek Council’s authorization that staff permit Esplanade Park for the Carnival City event in 2022. City staff will ensure that the terms and conditions set out in the park permits and the applicants event plans achieve compliance with the province’s public health guidelines and restrictions (to combat the spread of COVID-19), as may be applicable at that time. The City of Pickering retains the right to revoke permits if public health guidelines change. CS 05-22 February 28, 2022 Subject: 2022 Community Events Page 2 Financial Implications: There are no financial implications for the City with the proposed Carnival City event; The organizers are responsible to coordinate and operate all aspects of their events including: •Marketing; •Event organization and operation; •Setup, and cleanup according to the terms and conditions set out by the City of Pickering; •All costs associated with application fees including park permit fees, table rentals, garbage/recycling receptacles, etc. (as per the Summary of Fees and Charges Schedule); and, •Costs associated with paid duty police officers and/or contracted security guards as required by the City. Discussion: As per the Community Festivals and Events Policy, Section 05.02(b), staff are required to seek Council approval for applicants of “Partner Events” requesting to operate in Esplanade Park in 2022. Due to the size and scope of this event (medium size), staff recommend operation at Esplanade Park in 2022 despite the anticipated works associated with the City Centre Project (subject to Council’s approval for construction of project). After speaking with appropriate City and Project Manager staff responsible for the City Centre Project, staff do not anticipate that these works will negatively impact the event operations or event parking. Proposed Event Event Organizers Proposed Dates (includes event setup, operation and cleanup) Carnival City House of Culture & Durham Wednesday, July 20 – Carifest Tuesday, August 2, 2022 The Community/Corporate Events Committee, comprised of City staff from Roads, Parks, By- law, Fire, Security, Facilities and Building Services support the above event, subject that various event/festival requirements are met by the applicant during the event planning process. The requirements include but are not limited to the following: •proof of 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) CS 05-22 February 28, 2022 Subject: 2022 Community Events Page 3 •operation within current community public health guidelines Event Details/Description Carnival City, a Caribbean community festival, is a new event in Pickering proposed by Durham Carifest and House of Culture. Patrice Barnes, one of the lead Organizers has been part of The Durham Caribbean Festival in Ajax for several years prior to launching Durham Carifest in 2021. Durham Carifest was held at Ajax Downs, but is now looking for a new venue. The event will operate two weekends at the end of July, featuring two stages with live music, entertainment, and food and beer tent. Event Operating Hours Thursday, July 21 4:00pm – 9:00 pm Friday, July 22 4:00 pm – 11:00 pm Saturday, July 23 12:00 pm – 11:00 pm Sunday, July 24 2:00 pm – 9:00 pm Thursday, July 28 4:00 pm – 9:00 pm Friday, July 29 12:00 pm – 11:00 pm Saturday, July 30 12:00 pm – 11:00 pm Sunday, July 31 12:00 pm – 11:00 pm Monday, August 1 12:00 pm – 4:00 pm The event times that run later than 9:00 pm require a noise exemption. The Event Organizer will apply for a noise exemption through By-law Services. When the event is not in operation the fencing will be open for through-way traffic until 1 hour before event start, in which gates will be closed for event entry only. The event will be free on Thursdays (July 21 and July 28) and paid admission from Friday to Sunday, including Civic Holiday Monday. Tickets will be available for reserve/purchase in advance of the event to maintain attendance numbers. Durham Regional Police Services (DRPS) have met with our Security Specialist to review the security plan, and have agreed to provide support officers for this event, should the event proceed. DRPS will work closely with City Staff and Event Organizers and sit in on the planning and execution of the event. At this time, staff are requesting Council authorization to permit Esplanade Park for the above community event. The below event table indicates the City and Community events scheduled to take place in Esplanade Park in 2022. CS 05-22 February 28, 2022 Subject: 2022 Community Events Page 4 Events Organizer Dates Status Artfest City of Pickering and PineRidge Arts Council Saturday, Saturday, Saturday, May 28, June 4 and June 11 City Event D-Day Parade & Ceremony Royal Canadian Legion & of Pickering City Sunday, June 5 City Partnership Aboriginal Celebration Carea Community Centre Health Tuesday, June 21 Community Event Approved via Resolution 709-21 Canada Day City of Pickering Friday, July 1 Daytime only (noon to 5 pm) City Event Sunday Concert Series City of Pickering Sunday’s July 3, 10, August 14, 17, 28 City Event BBQ & Brew Fest Frederica Black Events Saturday, July 16 Community Event Approved via Resolution 709-21 Theatre in the Park City of Pickering Wednesday, August 3 City Event Food Truck Festival Canadian Food Truck Festivals Wednesday, August Monday, August 8, 3 – Community Event Approved via Resolution 709-21 Festival of Heritage India’s Indo-Canadian Cultural Association of Durham Inc. Sunday, August 14 Community Event Approved via Resolution 709-21 Cultural Fusion Festival City of Pickering and Rotary Club of Pickering Friday, August August 21 19 – Sunday, City Event Remembrance Day Royal Canadian Legion & of Pickering City Sunday, November 6 and Friday, November 11 City Partnership Winter Lights Nights, City City of Pickering Friday, November 25 – Sunday November 27 City Event CS 05-22 February 28, 2022 Subject: 2022 Community Events Page 5 Attachments: 1.Carnival City Site Plan Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Laura Gibbs MBA, MSc. Sarah Douglas-Murray Manager, Cultural services Director, Community Services LG:kr Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Esplanade North Esplanade South Library City Hall Courtyard Parking Lot + VIP Beer Tent Garbage Bin Audience Audience S S S S Carnival City Site Plan Va l l e y F a r m R o a d