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HomeMy WebLinkAboutCSD-007-09Clarin n Leading the Way ~ REPORT COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE ~Q fl Cj Date: March 30, 2009 Resolution #: ~' "1 ~'~57 © ` Report #: CSD-007-09 File Subject: 2009 ROTARY RIBFEST Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report CSD-007 -09 be received; 2. THAT Council provide direction to staff regarding the community use of the municipal generator; THAT Council provide staff with direction on associated costs related to the 2"d Annual Rotary Ribfest; 4. THAT Council require the Bowmanville Rotary Club to provide, for the duration of the event, general liability insurance in an amount of not less than five million dollars (5,000,000) per occurrence. An original Certificate of Insurance shall be submitted to the Municipality of Clarington and shall name the Municipality of Clarington as an Additional Insured; and By-law #: 5. THAT the Bowmanville Rotary Club be advised of Council's decision. Submitted by: Reviewed b~ Franklin Wu SM/SC/lw P. Caruana of Community Services Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-5506 REPORT NO.: CSD-007-09 PAGE 2 1.0 BACKGROUND 1.1 Council received correspondence from Wayne Routly, Sponsorship Chair, Bowmanville Rotary Club, announcing that the Club would be hosting the 2nd Annual Rotary Ribfest event June 12 -14,2009, at the Garnet B. Rickard Playing Fields. The Rotary Club further requested financial assistance with costs associated with the rental of the parking lot and playing fields as well as costs associated with advertising in Clarington tourism publications (Attachment # 1). This correspondence was referred to staff. 1.2 The initial Rotary Ribfest was held June 27 to July 1, 2008, and attracted over 27,000 guests for five days of family friendly fun and entertainment, which included local musicians, vendors and midway rides for the children. 2.0 COMMENTS 2.1 Staff representatives from Operations, Emergency Services, Communications & Tourism and Community Services met with representatives of the Bowmanville Rotary Club on February 1 ih to review their needs to facilitate the proposed 2nd Annual Rotary Ribfest. Rotary Club representatives identified areas where the Municipality could supply support and services to assist the Rotary Club. 2.2 Staff subsequently investigated and identified the associated costs with providing the services/facilities requested. 2.3 The following are the facilities and services which the Municipality has been requested to provide and the costs associated with providing these services. $840 June 12-15 (includes % day set up and full da take down $840 Although the west diamond is not required for the event, the event would require this diamond to be unavailable for rental N/C $2,000 Staff to assist with the pick-up of litter and the emptying of garbage containers. This event is not a budgeted community event and would require staff overtime for the Operations De artment. REPORT NO.: CSD-007 -09 PAGE 3 Waste Disposal The Rotary Club has been provided with contact information for the waste disposal contractor to explore possible event sponsorsh ip. Parking Lot N/C For the 2008 event staff worked with the (Community Services) Rotary Club to reconfigure the set up of ribber vehicles to minimize the impact on the parking lot. Ribbers vehicles are confined to the north row of the parking lot and do not neqatively impact on other parkinq lot users. Access to Water N/C The Ribbers require water at their food (Community Services) stations to satisfy health regulations. There is a hydrant adjacent to the site which could accommodate this need. The Rotary Club would be required to apply to the Region of Durham for a permit to connect to the hydrant and the Emergency Services Department would provide the required hoses for the duration of the event to carry the water to the food stations. Access to Electricity $2,790 In 2008, the Emergency Services Department (Emergency Services) provided (at the last minute) the loan of a generator when the organizers were not able to access electrical power as they had planned. This generator was purchased as part of the Y2K contingency plans and subsequently assigned as a back up power source for the municipal emergency evacuation centres. As the generator was not originally intended to be loaned out to community events, staff are requesting direction from Council as to the suitability of offering the use of the generator for this event and if there should be a fee assigned to such use. Staff has determined the cost of renting a similar generator from United Rental to be $930.00 per day plus taxes. Ribfest would require a three day rental. Promotional Support $600 The organizers of Ribfest had requested (Corporate Services) colour assistance with the promotion of the event $480 b/w through the various Clarington tourism publications. Staff are able to provide at no cost (space permittinq) REPORT NO.: CSD-007-09 PAGE 4 - June Clarington.net publication - front page of the municipal website - online events calendar on the municipal website -information screens located in various facilities - outdoor signs located at various facilities In addition a % page ad in the Community Services Summer Recreation & Leisure Guide could be provided at a non-profit rate of $600 for colour and $480 for black & white. Disposal of Fryer Grease N/C The grease used in the on site fryers must be (Community Services) replaced periodically throughout the weekend. The organizers have requested help in disposing of this grease. The Garnet B. Rickard Recreation Complex has capacity to store and recycle food grease on site. Staff would work with the organizers to accommodate this request. Certificate of Insurance Unknown In keeping with risk management best (Finance) practices it is recommended that for the duration of the event (including set up and take down) the Bowmanville Rotary Club be required to provide commercial general liability insurance in an amount not less than five million dollars (5,000,000) per occurrence to protect the Rotary Club and the Municipality of Clarington from any claims for damages, personal injury including death, and for claims from any property damage. The insurance coverage shall include, but not be limited to tenant's legal liability, non- owned automobile coverage, cross liability and severability of interest clause, third party bodily injury including death, property damage and personal injury~ An original Certificate of Insurance shall be submitted to the Municipality and shall name the Municipality of Clarington as an Additional Insured. Total Costs of Services $7,070 Includes generator rental and colour 1/2 page in Community Guide REPORT NO.: CSD-007-09 PAGE 5 3.0 CONCLUSION 3.1 The 2008 Rotary Ribfest was a very successful event which included attractions for the entire family. The event provided exposure for local talent with the entertainment stage and to community groups and vendors through the booths and displays. 3.2 It should be noted that the Bowmanville Rotary Club does not qualify for a Community Grant as the program is not intended to provide funding to organizations that make donations. 3.3 Queries with respect to departmental comments and estimates etc. should be referred to the appropriate department. Concurrence: Director of Corporate Services Director of Operations Director of Emergency Services Director of Finance Attachment #1: January 26, 2009 letter from Wayne Routly REVIEWED B 0ftJPINAL TO' E(" COUM:ll 0 COUNCIL 0 FlU DlRECTllW IWORMATION C~TO: o MAYOR 0 ME_AS 0 CAO .L..._....A~ OFCOUNCIL 09JAN21 Pt -~ =~TE 0 =r o ENGlfIER. 0 MUNlClM. 0 IJIIEIlATIOMS SERYlCfS CLEIIlC'S o PlANNING 0 SOlICITOR 0 TREASURY SERVICES C OTHER ..;~ "r""-'" " ( '.,' "........J, .:'...' ".~ .....,.. ,':~t~. J'-' :~(lC ~~ ~..; I '.1/" "'r'nr)n\/i!L~ Dnt'j:,ry R' ,'bfe '''t '.J\.) d I ':1"" ill\... r\J.' \ I j,::> Rotary Ribfest June 12, 13, 142009 Garnet B. Rickard Playing Fields Monday, January 26, 2009 Mayor Jim Abernethy Municipality of Clarington 40 Temperance Street Bowmanville Ontario L 1 C 3A6 CSD-007-09 Attachment #1 " Dear Mayor Abernethy: ~CLEfIl('SFIU !l1(13 ~~ 110e The Bowmanville Rotary Club will be hosting its 2nd Annual Ribfest June J 2, 13, 14, 2009 at the Garnet B. Rickard Playing Fields. As a non profit organization we would like to formally request that we receive monetary relief on the parking lot and playing field rental costs and as well associated costs with advertising in Clarington tourism publications. As our budget for this event is estimated at $60,000 we are hard at work to find donations, sponsorships and gifts in kind. Our first Ribfest last year was most successful and resulted in a turnout of over 27,000 with great positive feedback. Rotary provided an event which was family friendly, offering delicious food, exciting music, interesting vendors and midway rides for children - Ribfest offered something for everyone - we believe - making Rotary Ribfest a tourist destination choice. Rotary an International Service Organization has a motto to which all Rotarians aspire - Service Above Self. With funds raised at this year's event, we plan to continue serving both our local and international communities. As proud supporters of all things community since J 924 the Rotary Club of Bowmanville will continue to do so with monies raised from this event. p(::}r \.?Y .~i:,:,=f:T ~2{~C:9 - ~::X(:iT[('v\Er'JT I~.J E~'/E:,:-::'( ::.,';-'c W'Nw.bowmanvilleribfest .com Attached is a list of some of our past and current funding initiatives. It should be noted that the average annual amount the club spends on funding initiatives is .$.55,000 with a major portion being donated within C1'Jrin(]ton. Money is rai:;ed througr) the community "giving back" by supporting our I]nnual Christmas Tree Sales, the Rotary Dinner and CSD-007-09 Attachment #1 Auction, the Rotary Hot Apple Cider Booth at Applefest and of course Rotary Ribfest. We know that Ribfest events are considered great drawing cards for tourists and local citizens.... With Mosport hosting the Canadian Tire weekend the same time as Ribfest we would hope tourists would combine both events and with children also make a trip to the Bowmanville Zoo a destination requirement. Your support of Ribfest, Rotary and the important work that we do in the community we believe makes us worthy recipients of this request from Council. For additional information on this Ribfest request, please contact the Chair of Sponsorship as indicated below. B7:f~ . Wayne RO~ Sponsorship Chair (905) 434-6212 eric lC})nexicom.net !r'J)" , '::~~";-'~,~,.". '., ~ 1[,. 'I"'.," '::.."....... . 1. 1'.3 {', l, 1\ ."'" '. '1 I.., \\,"j. .,1, 'J ',,,,, Jf1 "'~ - ,..."..,~t v " .' i , I '," 'I. I ;. \ ij l "JldV 7. 8 2J 'v i MIf~JICI:)' I '..111 ".,: ,i-Ii (r'i" /.q.... ,," l.." (.il~ !,..;/ AP:'.... . Comrn"r>:"', "'. ," ',,'.;.111',/ -..."..,'~~."~~~;,,. :<.j~;r,/! .::.~;> '..j:.:. '. ';'. . '1 '''''- "I,,' I '......"..._,.~~",..,~....., .. L" .- " , '. , I f '! ~, 1," J r :<,' . 1,.'~.~,i\1 h(";,:\/r'Y'l~n\j;I'",,-"ri~,;f!::...:::t {."....lY"i ROTARY FUNDING INITIATIVES Local Community Initiatives CSD-007-09 Attachment #1 Donation of Visual Arts Property and Building Visual Arts Garden Dewey's Cafe Fire Training Trailer Restorative Justice Adopt a Road Special Needs Children's Programmes Respite Programme for Parents of Special Needs Children Disabled Persons Seniors Programmes Clarington Project Partners In Service-Durham Region Disability Programme GrandviewChildren's Centre & Campbell School for Disabilities Community Care Durham Region Disabled Riding Programme Easter Seals Disabled Camo Programme Doug Fluty Autistic Children's Programme Ontario March of Dimes Secondary School Bursaries Junior Achievement Secondary School Seasonal Symphony Tickets for Students Firehouse 4-H-Club Rotary Youth Leadership Awards Rotary Adventure in Citizenship Who is Nobody First Nations Bursaries Public School Dictionary Programme Bowmanville Memorial Hospital Foundation Rotary Park Rotary Park Clock Tower Clarington Older Adult Centre Scugog Community Living Home Library Renovations and Furnishings Butterfly Garden Newcastle Townhall Good Samaritan Shoebox Xmas Project Durham East Baseball Special Requests Donation of Silver Creek Parkland Orono Rodeo and Bleachers