HomeMy WebLinkAboutCS 18-22Report to Council
Report Number: CS 18-22
Date: August 18, 2022
From: Sarah Douglas-Murray
Director, Community Services
Subject: Community Event Request - Corn Roast
-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 the
Office of MPP Peter Bethlenfalvy on Saturday, September 17, 2022 and the rain date of
Saturday, September 24, 2022 for the purpose of hosting a Community Corn Roast for
local volunteers, 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 MPP Peter Bethlenfalvy’s Office has submitted a request to permit Esplanade Park
in order to host a corn roast for local volunteers in September 2022. Applicable City staff from
various departments have reviewed the permit request and support, in principle, this event
taking place in Esplanade Park on Saturday, Saturday, September 17, with Saturday,
September 24 held in case of rain, subject to various terms and conditions that must be met by
MPP Peter Bethlenfalvy’s Office.
Therefore, the purpose of this report is to seek Council’s authorization that staff permit the use
of Esplanade Park on September 17, 2022 and September 24, 2022 for this purpose. The
permit dates will allow for park setup, operations and clean-up by the applicant.
CS 18-22 August 18, 2022
Subject: Community Event Request - Corn Roast Page 2
Financial Implications: There are no financial implications for the City with the proposed
Community Corn Roast event.
The organizers are responsible to coordinate and operate all aspects of their events including:
•Event marketing and promotion;
•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 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: MPP Peter Bethlenfalvy would like to give back to the community by hosting a
community corn roast this summer for local volunteers. As such, the office of MPP Peter
Bethlenfalvy has requested to permit Esplanade Park on Saturday, September 17, 2022 and
Saturday, September 24, 2022 (rain date). The Office of MPP Peter Bethlenfalvy is also
requesting the use of electrical, garbage and recycling units and facility restrooms at City Hall.
The event will take place from 12:00 pm to 3:00 pm.
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 the
Office of MPP Peter Bethlenfalvy on September 17, 2022 and hold September 24, 2022 (in
case of rain) so they can host the Community Corn Roast. The permit will allow for park set-up,
operations, and clean-up.
CS 18-22 August 18, 2022
Subject: Community Event Request - Corn Roast Page 3
Attachment:
None
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Laura Gibbs Sarah Douglas-Murray
Manager, Cultural Services Director, Community Services
SDM:lg
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By