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HomeMy WebLinkAboutCOD-064-09Leading the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: Date: Report #: Subject: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE November 2, 2009 COD-064-09 Holiday Train in Clarington ~~d l~fi~r„ ~ G P~ -Go~1-o9 File # By-law # Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-064-09 be received; 2. THAT Council approve and endorse the municipality's participation in the 2009 event within budget implication; 3. THAT Council approve and endorse that the required Road Occupancy permit be held in the Municipality's name and insured under the general municipal policy; and 4. THAT Ms. Ellen Cowan, a private citizen, be recognized and thanked for her financial support and continued enthusiasm for the Holiday Train initiative. Submitted by: -' Reviewed by: a e Marano, H.B.Sa, C.M.O., ranklin Wu, Director of Corporate Services ~ Chief Administrative Officer MMWC1gj CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-064-09 PAGE 2 BACKGROUND AND COMMENT BACKGROUND 1.0 The 2009 Event: 1.1 On September 24, 2009, the Manager of Communications & Tourism received a call from Breanne Feigal, Manager of Communications for Canadian Pacific Railway (CPR) and the Holiday Train. She was concerned that she had received correspondence from the Municipality indicating that should the Holiday Train stop in Clarington/Bowmanville; CPR would be required to complete the required Road Occupancy permit and submit the required fee. Ms. Feigal indicated that CPR was not able to do this - as it would have an impact to the other 129 stops that it makes across Canada and the United States. 1.2 The Manager of Communications & Tourism then began to investigate possible opportunities to allow the Municipality to stay involved in this event as it benefits a sign cant number of Clarington residents who now rely on the services of our local food banks, despite the budget for promoting the event ($4,000) being removed as a result of the August discussions regarding the budget shortfall. 1.3 It is proposed that existing media venues -such as the Recreation & Leisure Guide; the municipal website and Clarington's blog -could be used to promote the event to residents of Clarington without incurring any new expenses to the Municipality's budget. 1.4 CPR was notified that, pending Council's approval, Clarington/Bowmanville would be an enthusiastic participant in the 2009 Holiday Train event. As a result, CPR announced on September 30, 2009, that the Holiday Train would stop in the Municipality of Clarington at 7:00 PM on Monday November 30, 2009 at the crossing located at the intersection of Concession and Old Scugog Streets. 2.0 CURRENT STATUS: 2.1 As Council is aware, the Holiday Train brings awareness to the needs and services provided by local foods banks across Canada and the United States. During the 2 week journey, the train will stop in 1.30 communities -spanning 6 provinces and 8 states. In Clarington, 3 food banks -Clarington East Food Bank, Salvation Army Family Services and St. Vincent de Paul Society -are participating in this event. They have all been contacted and are aware that the Holiday Train is preparing to stop. REPORT NO.: COD-064-09 PAGE 3 2.2 As decided in the budget shortfall meeting held in August, there is now a fee payment required as part of the Road Occupancy Permit Application process. The fee is calculated as: Operations -Staff (2); Equipment (6 hour minimum) $ 511.56 10% Administrative Charge 51.16 Subtotal $ 562.72 5% GST 28.14 TOTAL COST OF ROAD OCCUPANCY PERMIT $ 590.86 2.3 Contact was made with Ms. Ellen Cowan who had been an initiator of the first Holiday Train stop in 2005. The intent of the contact was to enlist Ms. Cowan's assistance to help find a sponsor to cover the cost of the of the Road Occupancy Permit. The result; however, was that Ms. Cowan offered to cover the expense herself. The offer has been gratefully accepted and it is hoped that other potential sponsors will step forward to be a part of this event. 2.4 The second requirement of the Road Occupancy permit application process is an applicant. Given that the Municipality has been the event organizer in the past and that the event will be on a municipal street, it is respectfully requested that the Municipality of Clarington be named as the applicant on the Road Occupancy Permit application. The event will automatically be covered under the municipal insurance policy if is a municipal event. 2.5 A local business has been approached and agreed anonymously to sponsor the posters forthe Holiday Train event. There will also be a media advisory campaign to our media partners inviting them to write about, and therefore promote, the upcoming arrival of the Holiday Train. A communications campaign of posters and flyers (designed by Communications & Tourism) could be distributed to the business community for display in their respective operations. The Communications & Tourism team has volunteered to deliver these posters throughout the community. The participating food banks will also be provided posters to display and promote the event. 2.6 Durham Regional Police Services has been contacted and there will be Auxiliary Police Officers on site to assist in ensuring the public's safety prior to the arrival of the train, during the show, and when the train departs. 3.0 SUMMARY: 3.1 The Holiday Train event has become a kick off of the Holiday Season in Clarington. It has raised thousands of dollars and pounds of food in support of our local food banks and the services they provide. REPORT NO.: COD-064-09 PAGE4 3.2 With Council's support, it will ensure Clarington families who require the services of our local food banks receive them. It will also assist the local food banks in meeting the needs of Clarington families by providing this opportunity for them to collect non-perishable food products and cash donations to augment their inventory during the holiday season.