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Home My WebLink AboutCS 17-23 Report to Executive Committee Report Number: CS 17-23 Date: June 5, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: Summer Community Events -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 Jennifer O'Connell, MP Pickering-Uxbridge, on Friday, July 21, 2023 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; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Ontario Culture Days for the Dohl Music and Dance Performance on Sunday, September 17, 2023 as rehearsal date, and Sunday, September 24, 2023 for the purpose of providing a free music and dance performance in the park to the general public, subject to terms and conditions satisfactory to the Director, Community Services and the Chief Administrative Officer; and 3. 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 2023 Community Events were approved to take place in Esplanade Park by Council on January 30, 2023 through Report CS 01-23 (Resolution #51/23). At this time, two additional event requests have been received. Jennifer O’Connell, MP Pickering-Uxbridge, would like to host a free movie night on Friday July 21, 2023 and Ontario Culture Days would like to offer a free Dohl Music and Dance Performance on Sunday, September 17, 2023 (rehearsal date) and Sunday, September 24, 2023 (final performance). CS 17-23 June 5, 2023 Subject: Summer Community Events Page 2 Therefore, the purpose of this report is to seek Council’s authorization that staff permit the use of Esplanade Park for public events proposed to take place at Esplanade Park in 2023 as outlined in this report. Financial Implications: There are no financial implications for the City with the proposed events. 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: Partner Events Applicant Proposed Dates 2023 (includes event setup, operation and cleanup) 1. Movie in the Park MP Jennifer O’Connell’s Office Friday, July 21, 2023 2. Dohl Music and Dance Performance Ontario Culture Days Sunday, September 17, 2023 (rehearsal date) Sunday September 24, 2023 (final performance) 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 is 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 CS 17-23 June 5, 2023 Subject: Summer Community Events Page 3 • hiring of site security and police officers to monitor event operations (if applicable) • operation within applicable public health guidelines Event Details/Description • Jennifer O’Connell, MP Pickering-Uxbridge, would like to give back to the community by hosting a free movie night this summer. As such, Jennifer O’Connell, MP Pickering- Uxbridge, has requested to permit Esplanade Park on Friday, July 21, 2023. MP Jennifer O’Connell is also requesting the use of electrical, garbage and recycling units and facility restrooms at City Hall. The event will begin at 6:00 pm and finish at 10:00 pm. • Ontario Culture Days hosts a province wide festival each autumn (September 22 – October 15, 2023). As part of the Festival programming, Ontario Culture Days offers a program “Creatives in Residence”. Mushtari Afroz is a Pickering based performer who was selected for the program to put on a free performance of Dohl drum music and dancers in the Esplanade Park. Use of Esplanade Park has been requested for Sunday, September 17, 2023 as rehearsal date, and Sunday, September 24, 2023 for the purpose of providing a music and dance performance in the park to the general public. Timing of the rehearsal and performance is still to be confirmed, however would fall within daytime hours. Attachments: 1. Site Map Diagram Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Krystal Roberts (Acting) Supervisor, Cultural Services Sarah Douglas-Murray Director, Community Services SDM:kr CS 17-23 June 5, 2023 Subject: Summer Community Events Page 4 Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report CS 17-23 Esplanade North Esplanade South Library City Hall Va l l e y F a r m R o a d Courtyard Parking Lot Audience WelcomeTent (Popcorn) Projector Garbage/Recycling Notes: -Washrooms in City Hall Open - Security Guard booked until 10:30 pm - Bells Turned off - Electrical checked prior to event - Grass mowed - Garbages emptied prior to event Site Map - Movie Night You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com)