HomeMy WebLinkAboutCS 10-22
Report to Council
Report Number: CS 10-22
Date: May 24, 2022
From: Sarah Douglas-Murray
Director, Community Services
Subject: Movie in the Park
-Request to permit Esplanade Park
-File: A-1440-001
Recommendation:
1. That Council authorize staff to issue a park permit for the use of Esplanade Park by
Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U Enterprise) on Friday,
August 12, 2022 and the rain date of Saturday, August 13, 2022 for the purpose of
hosting a free movie 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: 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 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 A.F.I.Y.U Enterprise has submitted a request to permit Esplanade Park in order to
provide the general public with a free movie night in summer 2022. Applicable City staff from
various departments have reviewed the permit request and support, in principle, this event
taking place in Esplanade Park on Friday, August 12, with Saturday, August 13 held in case of
rain, subject to various terms and conditions that must be met by A.F.I.Y.U Enterprise
organizers.
Therefore, the purpose of this report is to seek Council’s authorization that staff permit the use
of Esplanade Park on August 12, 2022 and August 13, 2022 for this purpose. The permit dates
will allow for park setup, operations and clean-up by the applicant.
CS 10-22 May 24, 2022
Subject: Movie in the Park Page 2
Financial Implications: There are no financial implications for the City with the proposed
Movie in the Park event.
The organizers are responsible to coordinate and operate all aspects of their events including:
• Event marketing and promotion;
• Event organization and operation including movie license fees;
• 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 City’s 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: A.F.I.Y.U Enterprise is a service group dedicated to provide
resources and mentorship to Jamaican, Caribbean and African-Canadian boys in Durham,
ages 6-16 to equip them with life skills to become successful, contributing members of society.
A.F.I.Y.U Enterprise would like to give back to the community by hosting a free movie night this
summer. As such, A.F.I.Y.U Enterprise has requested to permit Esplanade Park on Friday,
August 12, 2022 and Saturday, August 13, 2022 (rain date). A.F.I.Y.U Enterprise is also
requesting the use of electrical, garbage and recycling units and facility restrooms at City Hall.
The event will begin at dusk and operate for approximately two hours.
City of Pickering staff from applicable departments have commented on 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 are not limited to
the following:
• proof of $2 million 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
A.F.I.Y.U Enterprise on August 12, 2022 and hold August 13, 2022 (in case of rain) so they
can host the free Movie in the Park. The permit will allow for park set-up, operations, and
clean-up.
CS 10-22 May 24, 2022
Subject: Movie in the Park Page 3
Attachments:
1. Site map diagram
Prepared By:
Original Signed By
Krystal Roberts
Coordinator, Community Partnerships
SDM:kr
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Approved/Endorsed By:
Original Signed By
Sarah Douglas-Murray
Director, Community Services
Attachment #1 to Report CS 10-22
Esplanade North
City Hall
Courtyard
Screen
Library Audience
garbage
Generator
garbage
Check-In Tables
Food Tables
Esplanade South
Parking Lot
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