The URL can be used to link to this page

Home My WebLink AboutCS 14-24Report to Executive Committee Report Number: CS 14-24 Date: June 10, 2024 From: Laura Gibbs Director, Community Services Subject: 2024 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 19, 2024, 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 purpose of this report is to seek Council’s authorization that staff permit the use of Esplanade Park for a movie night, hosted by MP Jennifer O’Connell on July 19, 2024. 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 consist of Esplanade Park, Millennium Square, Alex Robertson Park and Bruce Hanscombe Park. As per Section 05.02 (b) of the Policy, the permitting of Esplanade Park for public events is subject to the approval of Council. Jennifer O’Connell, MP Pickering-Uxbridge, would like to host a free movie night in Esplanade Park on Friday, July 19, 2024. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan to Strengthen Existing & Build New Partnerships. Financial Implications: There are no financial implications for the City regarding the proposed event. The organizer is responsible to coordinate and operate all aspects of the event including: CS 14-24 June 10, 2024 Subject: 2024 Community Events Page 2 •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 ChargesSchedule) •costs associated with paid duty police officers and/or contracted security guards asrequired by the City Discussion: The purpose of this report is to seek Council’s authorization that staff permit the use of Esplanade Park. Partner Events Applicant Proposed Dates 2024 (includes event setup, operation and cleanup) Movie in the Park MP Jennifer O’Connell’s Office Friday, July 19, 2024 1.Community Event Requirements City of Pickering staff from applicable departments 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 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 2.Event Description Jennifer O’Connell, MP Pickering-Uxbridge, would like to host a free movie night for the community this summer. As such, Jennifer O’Connell, MP Pickering-Uxbridge, has requested to permit Esplanade Park on Friday, July 19, 2024. 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 conclude at 10:00 pm. In the event that weather prevents an outdoor showing, the Delaney rink has been booked as a rain location. CS 14-24 June 10, 2024 Subject: 2024 Community Events Page 3 3.Approved Community Events in Signature Parks in 2024 In November 2023, via Report CS 28-23 (Resolution #327/23), Council approved a number of Community Events to take place in Esplanade Park in 2024. Approved 2024 Events: Partner Events Applicant Proposed Dates 2024 (includes event setup, operation and cleanup) Pickering Ribfest Rotary Club of Pickering Wednesday June 12 to Monday, June 17, 2024 (inclusive) National Indigenous Peoples Day Carea Community Health Centre Friday, June 21, 2024 Pickering Food Truck Festival Canadian Food Truck Festivals Thursday, August 8 (includes set up time) to Monday, August 12, 2024 (inclusive) Sing-A-Long Apostolic Pentecostal Church Tuesday, August 13, 2024 and Tuesday, August 20, 2024 (rain date) Movie in the Park Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) Saturday, August 17, 2024 and Sunday, August 25, 2024 (rain date) Festival of India’s Independence Indo-Canadian Cultural Association of Durham Inc. Sunday, August 18, 2024 MPP BethlenfalvyCommunity BBQ ’s Ontario Conservative electoral District Association Saturday, August 24, 2024 Since that time, MP Jennifer O’Connell has submitted a request to permit Esplanade Park for a free movie night on July 19, 2024. The date requested is available. Therefore, as per the Policy, staff seek Council’s authority to issue a park permit at Esplanade Park for this purpose. Attachment: 1.Site Map Diagram CS 14-24 June 10, 2024 Subject: 2024 Community Events Page 4 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Krystal Roberts Laura Gibbs MBA, MSc. Manager, Cultural Services Director Community Services KR:cf Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Esplanade North City Hall Library Esplanade South Va l l e y F a r m R o a d Courtyard Parking Lot Attachment 1 to Reports CS 14-24 Audience Screen Gazebo (Popcorn) Tents Garbage Bins x x x x x