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HomeMy WebLinkAboutCOD-012-04 " UNFINISHED BUSINESS Cl![-!lJglOn REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: March 1, 2004 Resolution #: Report #: COD-012-04 File#: By-law #: Subject: Alternatives to Back Yard Festival Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-012-04 be received; 2. THAT due to the increased complications associated with the arrival and parking of vehicles in a short time frame if the Back Yard Festival were to continue as a fireworks event only, the event be cancelled and the saving be applied to offset the 2004 operating budget; 3. THAT, in the event the foregoing recommendation is rejected, the following options are available: a. THAT, $15,000 of the funds budgeted for the Back Yard Festival be re- directed to the grant process to support individual community events based on applications to be included in the normal grant process; OR b. THAT the Business Improvement Areas be provided an $5,000 each for use in community sponsored events deemed to fit within the business and community interests. S,lxnllled by' /?)l;;) ~o Director of Corporate Services , MM*ca Reviewed by: Franklin Wu Chief Administrative Officer , .....: <.' ( " . I i '\ REPORT NO.: COD-012.Q4 PAGE 2 BACKGROUND 1. The GPA vote on Report COD 09-04 recommendations, which included the cancellation of the Back Yard Festival, was lost at the G.P.A. meeting of February 23, 2004. 2. Report COD 09-04 identified the extreme budgetary pressure that is facing Council in 2004, and future years. In an effort to recognize the difficult decision of potentially restricting core services while expanding or continuing with a community event, the recommendation to discontinue with the Back Yard Festival was put forward, The approach to the 2004 budget preparation has been on the principle of stabilization of core services and in order to do that, no new or expanded non-core services are suggested. The contingency provision and the potential for future expansion cost, associated with the Back Yard Festival unfortunately, violates this budget principle. Therefore, due to the budget concerns, the Municipality is at a critical point in balancing the stabilization of core services against programs or events, which are at risk of requiring more budgetary support as they grow in popularity. 3. Staff was asked to investigate some alternatives to the continued support of the BYF, and report back. While the Council of the Municipality currently supports community events, community groups and the BIAs through many of the existing programs such as the grant program, advertising, promotion, design assistance, printing opportunities as well as staff assistance and advise, some additional options have been explored, as requested, for Council consideration. 4. One of the recommendations referred back for consideration was a scaled down BYF event with fireworks only. This suggestion, while very positive in principle, is considered to pose a unique problem in that it would draw a significant number of vehicles all arriving at substantially the same time. The hosting of individual events throughout the day brought much of the traffic REPORT NO.: COD.Q12.Q4 PAGE 3 over a longer timeframe, and reduced the opportunity for delayed entry to the park, congestion and other unanticipated parking and staffing complications. This analysis resulted in the conclusion that the savings which occur from the scaled down event, may be absorbed in increased need for vehicle control. Consequently, it is suggested that the event not proceed as a fireworks only event. It is recommended that the Fireworks company be notified of the cancellation as soon as possible in order that they can free up the date for other opportunities they may have pending. 5, There was discussion at the G.PA Meeting to consider funding of community development specific events such as the Orono Fair, Concerts in the Park Events, and Community Day options. In recognition of the support of Council for events that demonstrate support of the individual community spirit, and local business support, Council can redirect a portion of the funding otherwise used to support the BYF, If this is the preferred option by Council, funds in the amount of $15,000 could be put into the grant process to allow events such as the Orono Fair, or Concerts in the Park to apply for funding in any given year. Other Clarington communities could also apply for available funding. It is not suggested that additional grant criteria would be established, but that additional funding would be made available for distribution. Should this alternative be selected, the report on the possible funding of the Orono Fair would not be required as the funding opportunity would be through the grant process. 6. The staff recommendation to cancel the BYF is the preferred option in that it satisfies the budget principle described above thereby reducing the tax impact. However, should Council decide that an alternative event is required, this option is considered the preferred option in that it does not suggest staff involvement other than administering additional funds through the grant process. REPORT NO.: COD.Q12.04 PAGE 4 7. The second alternative of supporting community events initiated by the BIA's could provide opportunities for local businesses to contribute and participate in the events in a more direct manner. It is anticipated that, should this be the selected alternative, the BIA would respond to the suggestions of the community and business enterprises within each of the communities. There are two concerns identified with this alternative: 1) Consultation with the BIA's would be required, and they may have made all the necessary arrangements for their scheduled 2004 events. Therefore, they may not be in a position to accommodate additional events, 2) There would be a strain on the Operations budget for staff assistance with setup and event cleanup. 8. There was some informal discussion regarding the possibility of expanding Community Service programs such as the mobile skate park as a potential alternative to a specific event support. This suggestion would be deemed to be an expansion of core services in recreation, and would require some investigation by the Community Services Department as part of the budgetary exercise. However, due to the 2004 budgetary restrictions and the impact on the Community Services staff, it is recommended that should Council be interested in this opportunity, it be deferred to consideration in the 2005 budget, pending available tax levy room. It should be noted that the Director of Community Services expresses concern that the expanded program could place undue strain on resources that are currently experiencing pressure to support existing programs. 9. In conclusion, the advantage to the cancellation of the Back Yard Festival is the immediate assistance to the 2004 tax impact, and in addition, the potential avoidance of future funding requirements to support the extremely popular Back Yard Festival event at the risk of limiting core services stabilization or expansion. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T (905)623-3379 F (905)623-6506