Loading...
HomeMy WebLinkAboutCSD-007-09 AddendumClarington Leading the Way UNFINISHED BUSINESS REPORT COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATIVE//-COMMITTEE ~~ PA-3 Date:. April 20, 2009 Resolution #: Gl ~~ -~©~' ~~ Report #: Addendum to CSD-007-09 File #: By-law #: Subject: 2009 ROTARY RIBFEST RECOMMENDATIONS It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT CSD-007-09 be lifted from the table; 2. THAT Addendum to Report CSD-007 -09 be received; 3. THAT Council provide direction to staff regarding the community use of the municipal generator; 4. THAT Council provide staff with direction on associated costs related to the 2"d Annual Rotary Ribfest; 5. 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 THAT the Bowmanville Rotary Club be advised of Council's decision. Submitted by: P. Caruana rector of Community Services JPC/sm/wg Reviewed by: ~ r `~"~-'~ -'~ Franklin Wu Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-5506 ADDENDUM TO REPORT NO.: CSD-007-09 PAGE 2 1.0 BACKGROUND 1.1 At the General Purpose and Administration Committee meeting of March 30tH , Report CSD-007-09 (copy attached as Attachment #1) was reviewed by Council and referred back to Community Services Staff with the following direction: 1.1.1 THAT Report CSD-007-09 be referred back to staff for clarification on the merits of the event; and 1.1.2 THAT staff report back to the Committee with their findings at the General Purpose and Administration meeting scheduled for April 20, 2009. 1.2 As directed by Council, on March 31St Community Services staff met with representatives of the Bowmanville Rotary Club to obtain further information in regard to the 2009 Rotary Ribfest event which is scheduled to be a three day event June 12-14, 2009. 2.0 DISCUSSION 2.1 The initial Bowmanville Rotary Ribfest was held June 27-July 1St, 2008. This was a five day event that was held in conjunction with the Bowmanville 150tH Anniversary Celebration. While the event attendance was very good, particularly for a first time event, the event in 2008 did result in a deficit of approximately $29,000, 2.2 While 2008 was the first "Ribfest event" in Clarington, many other communities across Ontario enjoy an annual Rotary Ribfest event which does result in a net profit that is ultimately re-invested back into the local community. 2.3 The Bowmanville Rotary Club has provided a proposed budget for the 2009 Rotary Ribfest which would result in a $21,000 surplus (Attachment #2). The budget provided assumes the Municipality would be providing the requested services at no cost. Any requested services that are not approved by Council will be an increase to the 2009 event costs and have an impact on the projected surplus. 2.4 For the 2009 event, the Rotary Club have retained six "ribbers" and various other food and merchandise vendors. Each of the vendors is required to pay apre- negotiated fee to the Rotary Club for participation in the event. The fee paid by each "ribber" ($1,500 - 2009) has increased by $500 for the 2009 event as a result of the demonstrated success of the 2008 event. ADDENDUM TO REPORT NO.: CSD-007-09 PAGE 3 2.5 In return for in-kind services provided by the Municipality, the Municipality will be recognized as a Platinum Level Sponsor (Attachment #3). 2.6 Any proceeds as a result of this event will allow the Rotary Club to continue to provide funding to the various initiatives currently supported by the Rotary Club of Bowmanville. 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. Attachment # 1 -Report CSD-007-09, 2009 Rotary Ribfest Report Attachment # 2 -Bowmanville Ribfest Proposed Budget for 2009 Attachment # 3 -Benefits of Sponsorship, Platinum Level $5,000 Attachment #1 to CSD-007-09 Clar~~on REPORT Leadeag the way COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 30, 2009 Resolution Report #: CSD-007-09 File #: By-law #:_ 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; 3. 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 5. THAT the Bowmanville Rotary Club be advised of Council's decision. Submitted by: Joseph P. Caruana Director of Community Services SM/SC/Iw Reviewed by: Franklin Wu 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 17~h to review their needs to facilitate the proposed 2"d 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. 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 s onsorshi . 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 ne ativel im act on other arkin 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 re uire a three da 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 ermittin 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''/2 page ad in the Community Services Summer Recreation & Leisure Guide could be provided at anon-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 re uest. 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 $7,070 Includes generator rental and colour 112 a e in Communit Guide REPORT NO.: CSD-007-09 PAGE. 5 3.0 CONCLUSION 3.1 The 2008 Rotary Ribfest was a very successful event which included attractions for the entire family. The event provided exposure for local talent with the entertainment stage and to community groups and vendors through the booths and displays. 3.2 It should be noted that the Bowmanville Rotary Club does not qualify for a Community Grant as the program is not intended to provide funding to organizations that make donations. 3.3 Queries with respect to departmental comments and estimates etc. should be referred to the appropriate department. Concurrence: Director of Corporate Services Director of Operations Director of Emergency Services Director of Finance Attachment #1: January 26, 2009 letter from Wayne Routly Attachment #2 to CSD-007-09 ~w~cawanv~,l~ ~i~afest ~r~~~~ed ~3udget fazr ~tltl9 2U0$ 2009 ,Acfii:~l fiudyet _(with_oeer~ap~ ___ - l2evenrae i7eer Tr.=.ntiPop ;,3349 32000 ;315 at last year) 60150 Draw (net) 2934 1500 1"igsit?or,ations at yafe 1035 10000 <;;;rfuic~r}tenniaf RxeivabRe 836 0 rdaffte 8$$ U ,ad :~por,sors a9;o 1 r~aoa '~Jendo€s c3625 15000 P''.ibbers 6025 8000 fls;usement Contractor 4400 2600 talo ;itix Sales 337 9 r~eneratorlFuel Vendor indemnification 335 0 Special Events 0 -- _--- ___ 2r?(1f) $?964 iiG100 EXpenss$ Smart Seale 1333 300 S;~onsorshit, par!<ar,,es 127 U Art SNork 90 ~ :300 ''deb S4te 1SI ~ U Sound ,ystern 3675 x000 Entertainment 1 ^900 =>G00 far L;u~pUes and il~n,fture 4753 30U r ad•,o Adverfisiry 1 U70~ ~r?_UU ,1rivriisir?y sticker->lcot~ieshib tick€;ts 2?2 0 {'c,lice 2 1406 0 "table r~,przir <G27 j ~~ ,") `:i UF.plfe5 1 G<.9U 1 s,i/~ ',,}r.=+ter ~ilanifofd !n7 0 r ~~psi 1f~46 1000 ',ir'.i Gf ,,st c'ar i?ttaye ;`625 +aU0 I',^f iabie icil,=i rc~47ta1 465 3i)!~0 SFcur'~ty 7371 ; 500 SOi50 payouts - nok cure ~xhy hure7 2134 0 °f~ ucking ?_63 250 Table :hair/tent rental 6994 1000 T~;ailer rental X107 0 Flectrieal !tftaintenance 1461 5000 'a~lindow Repair 316 0 f'onver Nlashing 500 20U S~~•a gull Centro) 400 400 PJewspaper advertising 1 i 98 i 200 Ice 603 350 3/5 of last pear C3eer 96207 10900 3?5 of !asi pear LiquorJWine 2106 1200 3J5 of ;ast year Generator rental 542 700 T-shirts 1050 600 3l5 of last year LGBO permits 375 ~ 400 Building pernrits 170 0 1=encing 1469 2500 Raffle -1"V 486 0 Glo Stix 790 0 Gourtice Kotary 5800 0 Other 0 0 tontinyenry 0 ~i000 • 111722 65400 '~cyt ?8758 2D700 Pdote 1 tJid not put in an.ythiny for Seer Tent sales. The idea is we have a hr e:3k even budget bet the event starts. A11 the Beer Tent sales are profit T~l~~tin~ ~t;jc~urned text ;'v1u-eating fhursJ:ay ;v1atch i 2t'' at 5:15pm - 6~t/ch Cenir~ Attachment #3 to CSD-007-09 Benefits of Sponsorship Platinum Level $5,000 • Sponsorship industry exclusivity • Sponsorship first right of refusal for renewal for next year • Corporate volunteer exposure -beer tent, kids area Opportunity for employee volunteering to tangibly display company to our community • media promotion radio/ tv.rogers/ chex tv/ newspapers • Name placement in all ribfest ads in local paper • On site corporate logo posting • Site available for corporate information booth, product display and corporate banner placement . Post event thank you press release • Corporate name and logo on the back of all volunteer shirts • On stage corporate photo/ad • Rotary ribfest website -linked to sesquicentennial -linked to Clarington Website -hot link to your website on Rotary website • Association with exciting new community event • Daily mentions on stage during weekend • Rib tasting judge • Complimentary banner ad on main page of Rotary ribfest website • 10 Complimentary Rib dinners rotary Ribfe~t 2009 - ~xcitemer~~t i~: e+rery bite www. bowmanvi Ileribfest. com