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Home My WebLink AboutCOD-009-04 , Cl~jggton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEEG"A.oq3-l)~ G P>I-(A<f-O T February 23, 2004 Resolution #:C -v /5-o'f Date: Report #: COD-009-04 File#: By-law #: Subject: Backyard Festival Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-009-04 be received; 2. THAT due to significant financial constraints the Backyard Festival be cancelled for future years; and 3. THAT the decision regarding increasing participation in the Orono Fair be deferred; and 4. THAT the Backyard Festival Planning Committee be advised of Council's decision, FORTHWITH. 7 Submitted b~ /iA~.A5d (drie Marano Director of Corporate Services /-) J.. (. Reviewed b~'^c' .~ -::. .:(:?, Franklin Wu Chief Administrative Officer MM/jc*ca 1 ..,. I L. L.) REPORT NO.: COD-009.Q4 PAGE 2 BACKGROUND 1. The Backyard Festival began as a millennium project and has continued since that time. Despite varying weather conditions, the event has grown from approximately 1,000 spectators in 2000 to approximately 15,000 spectators at the 2003 event. This year, 2004, would be the event's 5th anniversary as a Clarington event. 2. The purpose of this report is to review the overall budget associated with operation of this event. EXPENDITURES Fireworks (set budget) Main Stage (rental/Town of Ajax) Promotion Posters (designed/printed in house) Television advertising (part of CHEX agreement) Canadian Statesman (Page 2) Single Page pull-out - Clarington This Week Bag Stuffers (Loblaws) Clarington 2004 Visitors Guide Spring Community Guide www.clarington-tourism.ca www.municipality.clarington.on.ca Medicai Attendants/Paramedics Durham Region EMS ((91.00/hr x 5 hrs) Private Operator (non-transport capable) SI. John's Ambulance (donation) Entertainment Mature Audience Kid's Entertainment Souvenirs (glo-sticks) Event Trailer/Stage Additional Restrooms (30 @ $aO/unit) Wages (setup/co-ordination - overtime only) TOTAL $ 25,000.00 $ 1,500.00 N/C N/C N/C $ 2,500.00 N/C N/C N/C N/C N/C $ 455.00 $ 400.00 $ 200.00 $ 5,000.00 $ 2,500.00 $ 1,500.00 $ 1,000.00 $ 2,400.00 $ 3,000.00 $45,455.00 / i " L_v REPORT NO.: COD-009-04 PAGE 3 REVENUES Corporate Sponsorships (cash or in kind) Community Hero Sponsorship ($ 150/business) Souvenirs (glo-sticks, old stock) Food Vendors (@ $500.00 per) $ 7,500.00 $ 7,500.00 $ 3,000.00 $ 2,500.00 $ 20,500.00 $ 24,955.00 TOTAL NET COST OF EVENT - estimated 3.0 SPONSORSHIP 3.1 Where ever possible, the BYF Committee tries to keep event costs low by asking the local business community for support in the form of services and/or money. The Committee's general theory is that we provide high profile advertising to the businesses who participate in exchange for their support. For example, the Municipality runs a fundraising thermometer on page two of the Canadian Statesman. This runs from the time the business signs on to the Wednesday prior to the event date. The larger donors have their logos included on all promotional material (broadcast and print) as well as on the Municipality's web sites. At the event, signage is posted recognizing the contribution of all event sponsors and following the event, a large thank you is published on page 2 of the Statesman. 3.2 In the past, Ontario Power Generation has provided assistance with the entertainment aspect of the event. Evergreen Farm and Garden has provided the event with two gators which are used to transport volunteers and equipment around the site. Canadian Waste has provided the large garbage bin for the event clean up. The recreation vehicles used as the event headquarters and the area reserved for the performers were sponsored by Owasco. 3.3 Within the municipal organization, the Operations Department has assisted by scheduling staff to deliver event equipment including snow fencing (for shoot area); picnic tables, and additional garbage receptacles. Operations 1 { ~_' ;' REPORT NO.: COD-009.Q4 PAGE 4 also delivered the gators from Evergreen to the event site and returned them following the event. The Fire and Emergency Services Department not only provides a representative to the Planning Committee but it also provides the Fire crew that stands by at the fireworks shoot area. Durham Regional Police Services, both regular and auxiliary officers, have also been on hand to assist with traffic considerations entering and exiting the site. These services, considered sponsorships, were provided without charge to the event and were recognized and thanked in the same way that other sponsors were. 4.0 CONCLUSION 4.1 Community pride and spirit is alive and well in Clarington and the Festival celebrates that by putting on a show for the people. The program boasts a significant number of corporate sponsors and Community Heroes who have supported the program since it began in 2000. The event also provides the opportunity for the Municipality and its partners to help a local charity or not- for-profit organization that provides services/programs in the Municipality. Traditionally, a per vehicle charge (it was $2.00/vehicle until 2003 where it became $5.00/vehicle) was collected. The proceeds benefited a local charity/not-for-profit agency that provided services and/or programs in the Municipality of Clarington. To date the event has provided support to Bethesda House, Big Brothers & Sisters of Clarington and the Clarington Youth Advisory Committee. There is the opportunity, however, to redirect some of these fu nds to offset the cost of the event. 4.2 As with any investment opportunity, Council is concerned about the event's retum on investment. Perhaps, unfortunately, the Municipality's return on investment with the Backyard Festival is not fully realized in actual dollars and cents. The citizens of and visitors to Clarington get an exciting family event and fireworks display that does not cost them a fortune to enjoy. Local not-for- profit/charity organizations get a small donation that hopefully helps them to continue providing services and programs in this community. The ) /;, ,,- '- '..I REPORT NO.: COD.Q09.Q4 PAGE 5 Municipality's return is the positive contribution it has made, as the leader of the event, to the overall spirit and pride of this community. 4.3 The Municipality experienced an unfortunate incident of a child taking ill at the 2003 event. The Municipality conducted a thorough review, and although it did not contribute to the situation, consideration was given to raising the bar with respect to the funding of the event. The budget identified in the report supports the event with additional cost attached to paid ambulance and additional co-ordination support. The extent of heightened security and crowd control was discussed with the local Durham Regional staff, and they concur with the identified budget and their support of the program. However, the Municipality is at a stage of its growth, and the event has evolved to become equivalent to any major city event, that there may be pressures experienced in 2004 that have not been anticipated or experienced to date. As such it is recommended that a contingency allowance of $50,000 be provided for if the event is to continue in 2004. If the funds were not required in order to host the event, they would not be used or built into the future event budget base. 4.4 The Municipality is faced with a difficult budget challenge in 2004, and the question of the continued involvement in the event with a contingency for unanticipated cost is unavoidable. The event is such a popular and well supported event by Council, the community and staff, who for the most part are volunteering their time with no compensation, the ideal recommendation is to continue with the event. However recognizing the fact that budget constraints are so significant Staff has no choice but to recommend that Council cancel the event for future years. 4.5 As of the writing of this report, the Committee has suspended all activities until Council has made a decision regarding the future offering of this event. 1 .' , . { ,:~ ) REPORT NO.: COD-009-04 PAGE 6 5.0 ORONO FAIR SUPPORT OPTION Council's original request was to include information pertaining to the Orono Fair with this report on the Backyard Festival. There is a sense of urgency to make a decision about the Festival since there are agreements for fireworks, entertainers and the site are pending. Unfortunately, information and numbers for the Orono Fair were not available at the time of writing this report. A subsequent report will be submitted to Council as soon as the required information is available. It is anticipated however, that the popularity of such a sponsorship could lead to similar considerations or risk associated with escalating cost due to popularity; potential increased expectation of Municipal responsibility for the cost and liability of the event. The difficulty for the Municipality seems to be that there is a risk of becoming victims of one's own success in sponsoring and supporting events such as these. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-6506 , ijej