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Home My WebLink AboutCAO 08-22Report to Council Report Number: CAO 08-22 Date: May 24, 2022 From: Marisa Carpino Chief Administrative Officer Subject: Approval of Powerfully Informed initiative of the Pickering Anti-Black Racism Taskforce -File: A-1440 Recommendation: 1.That Council approve the Pickering Anti-Black Racism Taskforce (PABRT) led initiative, Powerfully Informed, per ADM 040 Boards and Advisory Committees of Council Policy; 2.That Council authorize staff to issue a park permit for the use of Esplanade Park by the PABRT, per CUL 070 Community Festivals and Events Policy, for Powerfully Informed events on June 16, 2022 and July 25, 2022 for the purpose of hosting information sessions, subject to terms and conditions satisfactory to the Division Head, Public Affairs & Corporate Communications and the Chief Administrative Officer; 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 Boards and Advisory Committees of Council Policy (ADM 040) requires that the Pickering Anti-Black Racism Taskforce (PABRT) seek Council approval to hold public events. As per section 16.07 of ADM 040, Report CAO 08-22 includes event details on upcoming PABRT led initiatives including budget, number of staff required, name of event, date, and purpose of event. Additionally, the Community Festivals and Events Policy (CUL 070) outlines the criteria, guidelines and processes by which requests to host events in City parks are received and considered for approval. As per section 04.01 of CUL 070, as a “Signature Park”, community event requests for Esplanade Park must be approved by Council. The purpose of this report is to seek Council’s endorsement of the PABRT’s proposed Powerfully Informed initiative with events taking place on June 16, July 25, August 4, and September 29 of 2022, and further authorize staff to issue permits for the use of Esplanade Park for the first two of these events. The permit dates will allow for park setup, operations and clean-up by the applicant. Financial Implications: The 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. The PABRT is also responsible for all costs associated with application fees including permit fees, CAO 08-22 May 24, 2022 Subject: Approval of Powerfully Informed initiative of the Pickering Anti-Black Racism Taskforce facility rentals, etc., and any additional costs associated with security as required by the City. The PABRT has a Council-approved budget of $25,000 in the City’s 2022 Current Budget, $10,000 of which has been budgeted to cover expenditures related to the Powerfully Informed Initiative. 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. As per section 04.01 of CUL 070 Community Festivals and Events Policy, community event requests for Esplanade Park must be approved by Council. Section 06.03 further states that community events must provide a meaningful benefit to the community. As such, staff have prepared this report to provide relevant details around the PABRT’s proposed Powerfully Informed initiative in order to secure Council approval, and proceed with its timely development and execution. 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: •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). Description and Purpose: “Powerfully Informed” is an initiative led by the PABRT that aims to support awareness, education and engagement around the upcoming municipal elections, and promote civic engagement among Black residents more broadly. Specifically, it aims to: articulate community priorities among Black residents of Pickering; educate and inform community members about civic engagement; establish a platform for engaging with City leaders; and, provide an online knowledge hub to support education and promote civic engagement. The initiative will be developed and implemented by all PABRT members in collaboration with relevant City staff and community partners and take place throughout the remainder of 2022. It will occur through multiple phases including: Page 2 CAO 08-22 May 24, 2022 Subject: Approval of Powerfully Informed initiative of the Pickering Anti-Black Racism Taskforce •Phase 1: Identifying Our Community Priorities (April-May): A survey will be disseminated amongst the PABRT members to identify issues of concern, priorities and proposed actions as it relates to anti-Black racism in multiple sectors in the community (e.g., health, education, employment, criminal justice, etc.). The survey results will be synthesized and disseminated as a brief report. •Phase 2: Engaging Our People (June-August): The PABRT will host three information sessions with Pickering residents and other community partners. Each session will feature a guest facilitator. Information sessions will focus on the following topics: 1.The Voting Imperative (June 16, Esplanade Park). 2.The Power of Participatory Politics (July 20, 2022, Esplanade Park). 3.The Will to Run (August 4, 2022, George Ashe Community Centre). •Phase 3: Connecting with Our Leaders (September 29, 2022): The PABRT will host a roundtable, dinner or panel discussion with community leaders to discuss community priorities. Community discussions will be guided by moderators. A final report will be produced and disseminated at the event. •Phase 4: Establishing Our Knowledge Hub (September 2022): An online knowledge hub to store and share information from Phases 1-3 will be produced and published. This tool will serve to promote civic engagement and participation in support of the 2022 Municipal Elections and beyond. Event Summary: The following table presents a breakdown of events relating to Phase 2 and Phase 3 of the Powerfully Informed Initiative along with budget details. Date, Time, Location Budget Details Amount Information Session 1 June 16, 2022, 6-8 pm Esplanade Park Facilitators, vendors, permit fees, rentals, graphic designer, printing costs, marketing and promotions, food/drinks, event supplies. $2,500 Information Session 2 July 20, 2022, 6-8 pm Esplanade Park Facilitators, vendors, permit fees, rentals, graphic designer, printing costs, marketing and promotions, food/drinks, event supplies. $2,500 Information Session 3 August 4, 2022, 6-8 pm George Ashe Community Centre (permit pending) Facilitators, vendors, permit fees, equipment rentals, printing costs, marketing and promotions. $2,000 Roundtable/Town Hall September 29, 2022, 6-8 pm George Ashe Community Centre (permit pending) Facilitators, vendors, permit fees, equipment rentals, food/drinks, event supplies, design and printing costs, marketing and promotions, digital tools and software subscription. $3,000 Page 3 CAO 08-22 May 24, 2022 Subject: Approval of Powerfully Informed initiative of the Pickering Anti-Black Racism Taskforce The “Powerfully Informed” initiative is directly aligned with the PABRT’s Terms of Reference with respect to its mandate to: •Identify barriers and areas of opportunity to enhance the shared experience and opportunities of Black residents. •Provide expert input and action on matters relating to the provision of anti-Black racism initiatives within the community. •Identify and coordinate opportunities for stakeholder and community engagement. 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 Powerfully Informed events on June 16, July 25, August 4, and September 29 of 2022, and authorization to permit the use of Esplanade Park to the PABRT on June 16 and July 25 of 2022. Approved/Endorsed By: Mark Guinto Division Head, Public Affairs & Corporate Communications Prepared By: Original Signed By: Jaclyn San Antonio Senior Advisor, Equity, Diversity & Inclusion JSA Original Signed By: Page 4 CAO 08-22 May 24, 2022 Subject: Approval of Powerfully Informed initiative of the Pickering Anti-Black Racism Taskforce Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By: Page 5