The URL can be used to link to this page

Home My WebLink AboutCS 01-23 Report to Executive Committee Report Number: CS 01-23 Date: January 9, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: 2023 Community Festivals and Events -Approval of 2023 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 Carea Community Health Centre on Wednesday, June 21, 2023 for National Indigenous Peoples Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. 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) on Saturday, July 15, 2023, and Saturday, July 22, 2023 (rain date) for a Movie Night, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 3. That Council authorize staff to issue a park permit for the use of Esplanade Park by Canadian Food Truck Festivals from Thursday, August 10 to Monday, August 14, 2023 (inclusive) for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by the office of Peter Bethlenfalvy, MPP Pickering-Uxbridge on Sunday, August 20, 2023 for a Community BBQ, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 5. 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 Sections 04.01, 04.03, 04.06, and 04.09, the permitting of Esplanade Park is subject to the approval of Council. Therefore, the Events Applicant Proposed Dates 2023 (includes event setup, operation and cleanup) Aboriginal Celebration Carea Community Health Wednesday, June 21, 2023 Centre Movie in the Park Affiliation For Inspiring Youth Saturday, July 15, 2023 Upliftment Enterprise and Saturday, July 22, (A.F.I.Y.U) 2023 (rain date) Food Truck Festival Canadian Food Truck Festivals Thursday, August 10 (Includes set up time) to Monday, August 14, 2023 (inclusive) Community BBQ Peter Bethlenfalvy, MPP Sunday, August 20, 2023 Pickering-Uxbridge CS 01-23 January 9, 2023 Subject: 2023 Community Festivals and Events Page 2 purpose of this report is to seek Council’s endorsement of permitted events proposed to take place at Esplanade Park in 2023 as per the list below. Financial Implications: Applicants 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. Applicants are also responsible for 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 the costs associated with paid duty police officers and/or contracted security guards as required by the City. For Partner Events with attendance greater than 1,000 guests, City staff check in throughout the day to oversee weather and emergency operations, check that conditions of the agreements are being met, and to provide a City staff contact during event operations. Discussion: As per the Community Festivals and Events Policy, Sections 04.01, 04.03, 04.06, and 04.09, staff are required to seek Council approval for applicants requesting to operate in Esplanade Park in 2023. As such, staff have prepared this report that identifies the following community organizations which have requested to continue to operate their 2023 event in Esplanade Park. Community events in Esplanade Park are not anticipated by staff to be negatively impacted by works that may occur in 2023, subject to Council approval, regarding the City Centre project. CS 01-23 January 9, 2023 Subject: 2023 Community Festivals and Events Page 3 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) • operation within applicable public health guidelines Event Details/Description 1. National Indigenous Peoples Day has operated successfully in Pickering since 2016, with different event names such as Big Drum Social and Aboriginal Celebration. The event includes booths, drumming, and dancing, and is open to local schools to attend and experience Indigenous culture. 2. A.F.I.Y.U Enterprise first hosted a movie night in Esplanade Park in 2022 with success. The organization 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. This event includes a movie highlighting black excellence, with informational booths setup and giveaways. 3. The Canadian Food Truck Festival has operated successfully for the past number of years. The event brings together some of the most sought after mobile food eateries from across the Greater Toronto Area. The Canadian Food Truck Festival has grown as a phenomenon across south central Ontario in past years expanding from one, to two, to now four locations. SickKids Foundation has been Canadian Food Truck Festivals charitable partner since the organization’s inception in 2013. To date, more than $250,000 in donations have been raised at the festivals entrances for the Possibilities Fund, supporting the highest priority needs at SickKids. Because of the support SickKids receives from this event and community initiatives like it, important advances have been made in child health research, new life-saving medical equipment has been purchased for their clinics and operating rooms, and their young patients continue to receive the best care that science, technology, and compassion have to offer – here in Pickering and around the world. 4. A Community BBQ hosted by Peter Bethlenfalvy, MPP Pickering-Uxbridge took place in 2019 in Esplanade Park. This event was impacted by COVID-19 and did not run in 2020 and 2021. In 2022, the event returned to Esplanade Park. The 2023 program will include free food, live entertainment and free activities. At this time, staff are requesting Council authorization to permit Esplanade Park for the above listed community events in 2023. CS 01-23 January 9, 2023 Subject: 2023 Community Festivals and Events Page 4 Attachments: 1.None Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Krystal Roberts Sarah Douglas-Murray Acting Supervisor, Cultural Services Director, Community Services SDM:kr Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer