|
CITY OF VANCOUVER ADMINISTRATIVE REPORT | |||||
Date: |
February 1, 2005 | |||||
Author: |
Muriel Honey | |||||
Phone No.: |
6447 | |||||
RTS No.: |
04940 | |||||
CC File No.: |
4201 | |||||
Meeting Date: |
March 15, 2005 | |||||
TO: |
City Council | |||||
FROM: |
General Manager of Engineering Services | |||||
SUBJECT: |
Celebration of Light and Grey Cup Festival 2005 | |||||
RECOMMENDATION
A. THAT Council approve the Celebration of Light as a Civic Event.
B. THAT COUNCIL approve additional costs of $218,200 for the 2005 Celebration of Light, subject to 2005 budget considerations.
C. THAT Council approve the Grey Cup Festival 2005 as a Civic Event.
D. THAT Council approve a budget of $140,000 to cover City costs for the 2005 Grey Cup Festival, subject to 2005 budget considerations.
CONSIDERATION
E. THAT Council approve a budget of up to $10,000, from the 2005 Operating budget, without offset, to have City staff install and remove Grey Cup 2005 street banners
CITY MANAGER'S COMMENTS
The Celebration of Light and the Grey Cup Festival volunteer boards are working with corporate sponsors to put on events that enhance Vancouver's image as a vibrant, active and welcoming City, and both require a commitment from the City in order to succeed. The overall budget for the Celebration of Light is $2.68 million, with $1.3 million in cash donations from corporate sponsors and $0.75 million of in-kind service plus City funding of City services.
The Grey Cup Festival 2005 committee is also working with the corporate community to raise$2 million for their four-day event.
The cost to provide City services to these events can be estimated and budgeted annually. For example, last year the actual costs for the Celebration of Light were within 2% of budget. However, there is always a risk that something may happen that would drive up the costs of City services, particularly for policing.
These two events have long been supported by the City and offer free family entertainment. The events attract large crowds, which means the impacts are felt in many areas of the City.
The City Manager believes that unless Council is prepared to designate these events as `Civic Events' and cover the cost of providing direct City services that the events will not continue because of the financial risk to the not-for-profit organizing societies.
Therefore the City Manager RECOMMENDS approval of A,B,C,D & E
COUNCIL POLICY
In March of 2004 Council adopted the following statement to demonstrate the City's leadership in supporting celebrations and events:
"Council welcomes celebrations, sporting events and special events for their contribution in making Vancouver a vibrant City, in reflecting our cultural diversity and neighbourhood character, and for the economic, cultural and recreational benefits they bring to the City. Council supports the facilitation of these events by staff, encourages mitigation of short-term disruptions in neighbourhoods and encourages citizens to welcome these activities and to participate in them."
In a September 1984 Policy Review, Council approved a special events policy that all events except those deemed as civic sponsored events be charged the costs of providing police services, and recommended that direct Engineering costs continue to be billed to event organizers, while the administrative cost of coordinating these events continue to be funded from general revenues. Under this policy, the City budgets for the cost of city services for the event, and assumes the risks associated with actual costs exceeding the budget. Those events approved as Civic Events in the past include the Grey Cup Parade, the PNE Parade, the Sea Festival Parade, the Celebration of Light and Remembrance Day services.
PURPOSE
This report puts forward two events for approval as Civic Events, and proposes funding in the 2005 Operating budget to cover city costs related to City services provided to support these events.
BACKGROUND
There has been discussion for many years about the cost of providing City services to support events; how to determine which events should be designated "Civic Events"; and how to have those costs covered within City budgets. Council representatives and City staff will undertake a stakeholder study under the guidance of the City Creative Task Force later this spring to look at the issue. Further input will be provided to Council in reports back from the Police Board on policing costs for events and filming, and the General Manager of Engineering Services and the Manager of the Office of Cultural Affairs on a list of proposed Civic Events and the budget requirements to support them. Unfortunately, neither of the above mentioned events can wait for the Task Force to complete its work before asking for City support for their events, so Council is being asked to consider these requests outside of that process.
Both the Celebration of Light and the Grey Cup have, in the past, benefited from a Civic Event designation; the Celebration of Light from 2001to 2003 and the Grey Cup Parade since 1984, when Civic Events designation was first formally adopted by Council. The societies organizing both events for 2005 have requested a commitment from the City for civic support before they can finalize their programming, which will be well before the Task Force completes its work. For that reason their requests are being presented to Council at this time.
CELEBRATION OF LIGHT
BACKGROUND
This family oriented fireworks festival attracts more than 1.3 million spectators to the City's West End and Kits Point areas over four nights in late July and early August. It was privately funded by Benson and Hedges for its first ten years, from 1990 to 2000. In 2001 Benson and Hedges stopped hosting the event, and Council's intervention helped save it by designating it a Civic Event from 2001 to 2003. Council agreed to cover the cost of all City services required to put the event on safely, and the Celebration of Light Society was created to fundraise in the corporate sector to fund the $2 million balance needed to put on the event.
In 2004 Council declined to designate the Celebration of Light as a Civic Event, instead approving a grant of $448,000 for all City services. Council also gave an indication of support for the event in 2005 and 2006, with funding of $400,000 each year. As well, Council requested the GVRD to provide $100,000 toward City costs of the event because of its strong regional appeal (estimates are that 42% of attendees are from GVRD municipalities other than Vancouver).
The Celebration of Light is one of British Columbia's signature events, a free fireworks festival that attracts crowds of upwards of 300,000 on the first three nights of competition, swelling to over 400,000 for the finale. The budget to hold the event, exclusive of any City cost, is approximately $1.3 million dollars in cash, and an additional $.75 million in the donation of in-kind services. The event is a huge tourist attraction, with international attention drawing visitors from all over North America and other parts of the world. It is also a popular summer tradition for tens of thousands of Lower Mainland families.
Following last year's Council discussion, an approach was made to the GVRD for regional support for the Celebration of Light, given the large number of spectators from other GVRD municipalities. Unfortunately, the Celebration of Light does not qualify for a GVRD grant for Arts and Cultural Organizations, and a staff request for regional funding support under a new
Special Events and Festivals program will not be discussed by the GVRD Board until April, 2005. Once general funding for this category of event is approved, the City would be invited to apply for a grant for the Celebration of Light, as it meets the criteria for support. However, the maximum amount available would likely be under $20,000.
The Celebration of Light is somewhat a victim of its own success, as crowd control issues and the increasing requirement for City services, particularly policing, to address them is significant. Although there is a strong component of volunteers who assist with minor traffic control in both the West End and Kits Point, there are many traffic control points that require VPD Traffic Authority members to manage, and an element of hooliganism and drunkenness that requires a strong police presence, both within the boundaries of the viewing area during the fireworks, and in all areas of the downtown after the show is over.
Current call out policies of the Vancouver Police Department, exacerbated by manpower shortages, mean that most of the officers working at the Celebration of Light are working on overtime (double-time) rates. The increased police presence and operational plan first implemented in 2003 has proved an effective deterrent to some of the rowdyism that threatened to keep families away from the event in earlier years. Other City services and Park Board expenses have remained fairly consistent. Recent budget history and estimated 2005 costs are summarized in the Table 1; additional historical data is presented in Appendix A.
Table 1 - Celebration of Light Budget History & 2005 Estimate
|
Service |
2003 Actual |
2004 Budget |
2004 Actual |
2005 Budget |
|
Police |
$458,300 |
$488,000 |
$516,073 |
$ 533,100 |
|
E.O.C. |
$ 3,152 |
$ 4,200 |
$ 4,200 |
$ 4,300 |
|
Fire Rescue |
$ 1500 |
$ 1,600 |
$ 1,600 |
$ 1,600 |
|
Engineering |
$42,316 |
$ 48,000 |
$ 39,328 |
$ 50,000 |
|
Park Board |
$ 37,568 |
$ 40,000 |
$ 33,913 |
$ 41,000 |
|
Miscellaneous |
$ 775 |
$ 5,000 |
$ 1,408 |
$ 4,400 |
|
TOTALS |
$ 543,613 |
$ 586,800 |
$ 596,522 |
$ 634,400 |
|
Funded by Operating Budget |
$ 392,313 |
$ 448,000 |
$ 430,449 |
$ 416,200 |
|
Funded by Police Budget |
$ 151,300 |
$ 138,800 |
$ 166,073 |
|
|
Additional Funding Requested |
$218,200 |
FINANCIAL IMPLICATIONS
City services and Park Board expenses for the Celebration of Light are expected to remain fairly constant. Policing charges exceeded the estimate for 2004, as the extended closing times for the licensed premises in the downtown core attracted crowds from the Fireworks venue. This increased the time it took for crowds to leave the downtown core and required extra policing hours to respond to service calls related to the crowds. The budget for this year's event is $634,400. Funding of $416,200 has been included in the 2005 Preliminary Operating Budget.
The balance of the funding, $218,200., represents the additional costs of policing not directly related to the immediate area of the event. In prior years the Police department was asked to absorb these costs within their budget. However, in 2005 it is recommended that these additional costs be funded directly by an increase in the operating budget for the Celebration of Light event.
GREY CUP FESTIVAL 2005
BACKGROUND
Vancouver will play host to the Canadian Football League's 93rd Annual Grey Cup Game on Sunday, November 27th, 2005. This year also marks the 51st anniversary of the B.C. Lions. Vancouver hosted its first Grey Cup Game in 1955, and has welcomed the CFL Championship celebration twelve times since, with the last Grey Cup game at BC Place stadium in 1999. Between 1955 and 1990 Vancouver hosted both the game and a Grey Cup parade on eleven occasions - and paid for all City costs associated with the parade. In 1984 Council officially designated the Grey Cup parade as a Civic Event, and exempted the event organizers from paying related City costs.
In 1994 and 1999 Vancouver hosted the Grey Cup game and festivities, but rather than a parade, the Grey Cup Committee organized a Fan Day at BC Place Stadium. There was no request for City funding for the 1994 event, but in 1999, the Grey Cup Committee approached the City for support in a number of ways. Council approved a grant of $20,000 for a free, community spirit Fan Day at BC Place Stadium, and also approved funding of up to $10,000 for a City of Vancouver hosted reception for Grey Cup and CFL representatives. As well, Council approved a relaxation of regulations regarding commercial content on street banners to allow Grey Cup Banners to be hung from City banner poles. However, Council did not approve a grant of up to $5,000 to cover the cost of installation and removal of the banners.
DISCUSSION
A renewed interest in Canadian Football and an exciting 2004 BC Lions season is expected to result in a great deal of public interest in Grey Cup Festival 2005, both from Vancouver area residents and visitors from across Canada. The Grey Cup Festival Committee wants to increase the opportunities for public participation by expanding the festivities to include three days of street activities as well as a Grey Cup Parade, all centered in the area of Library Square, BC Place Stadium and the Plaza of Nations. A more detailed list of venues and activities is attached (see Appendix B), but plans included a kick-off event, a concert series, the CFL Player Awards, a tented entertainment venue on the Easy Park parking lot across the street from the Queen Elizabeth Theatre, a Beatty Street Block Party and CFL Family Fan Fest at the Beatty St. Drill Hall, a Grey Cup Gala, and a return of the Grey Cup Parade on Saturday, November 26th.
Although the committee had hoped to take advantage of the City's Celebration Grant program for funding assistance for a number of these events, the Office of Cultural Affairs has confirmed that the Grey Cup Festival 2005 does not meet the eligibility requirements for the program. While corporate sponsors are currently being approached to help cover the estimated $1.1 million dollar Festival budget, there is a request for the City to support the event by absorbing all City costs required to put on the Grey Cup Festival. Anticipated attendance at the Grey Cup Game is 60,000+, with a significant number of fans attending from other cities.
While it is still too early in the planning stages of the Grey Cup Festival to have a definite idea of what City costs might be, estimates have been provided by the Departments involved. Although no parade route or size has been finalized at this time, costs for Police and Engineering services have been estimated at approximately $20,000. Similarly, while specific details about the capacity or hours of the `Big Top on Beatty' entertainment site are still not known, Engineering and Police costs for four days and nights of Festival events are expected to be approximately $65,000. Policing costs for the game itself (estimated at $20,000) will be billed to BC Place Stadium.
Police also estimate $55,000 in increased general policing costs in the downtown area during Grey Cup; however these are not direct costs related to the Festival Events, because they are outside the immediate area of the event.
An additional $10,000 would be required to cover the cost of City crews installing and removing Grey Cup banners, should Council agree to support that program. This item is being put forward for Council's consideration since these costs are related to marketing and are not a required City cost to host the event.
Table 2 - Grey Cup Festival Costs
|
1999 |
2005 Budget | ||||
|
Requested |
Approved |
Requested |
Recommended |
Consideration | |
|
Fan Fair/Street Festival |
$20,000 |
$20,000 |
$65,000 |
$65,000 |
--- |
|
Reception |
$10,000 |
$10,000 |
--- |
--- |
--- |
|
Banners |
$5,000 |
---- |
$10,000 |
$0 |
$10,000 |
|
Parade |
--- |
--- |
$20,000 |
$20,000 |
--- |
|
General Policing |
$55,000 |
$55,000 |
|||
|
Totals |
$35,000 |
$30,000 |
$150,000 |
$140,000 |
$10,000 |
National sporting events such as the Grey Cup traditionally ask for and receive support from their host cities. The City of Ottawa contributed $205,000 to the Ottawa Renegades Football Club to support marketing and programming efforts related to the 2004 Grey Cup, and Council also agreed to provide Lansdowne Park and its facilities to the football team on a cost-recovery basis for the Grey Cup game and related events. For the 2004 Grey Cup in Winnipeg approximately $300,000 in City assistance was given to the event.
FINANCIAL IMPLICATIONS
Because most of the 2005 Grey Cup Festival events will be held outside to facilitate more public participation, costs of City services will increase significantly over past Grey Cup events the City has supported. Organizers are requesting approximately $85,000 to cover the cost of city services to put on the Grey Cup Street Fair and Parade events, as well as $10,000 to cover the cost of installing street banners to help promote the 2005 Grey Cup. General policing requirements in the downtown area during Grey Cup week are anticipated to cost a further $55,000. Because the Grey Cup Festival does not meet the criteria required for the Celebration Grants services offset, City costs for the Grey Cup parade and Festival would have to be funded from other budgets.
It is recommended that, subject to 2005 budget considerations, the City provide funding of $140,000 ($150,000 if Council approves the item for Consideration) for the 2005 Grey Cup Festival.
CONCLUSION
Council's designation of the Celebration of Light as a Civic Event in 2001, 2002 and 2003, and its commitment to provide all City services at no cost to the Celebration of Light Society, along with strong corporate support, `saved' the annual summer fireworks event while other Canadian cities lost theirs. The Celebration of Light and the Grey Cup Festival 2005 are events that will bring national attention, significant economic benefit and a sense of vibrancy and fun to our city. The organizing committees of both events need support from Council by designation of the events as Civic Events, and therefore the funding to provide the necessary City services.
- - - - -
APPENDIX A
Symphony of Fire/Celebration of Light Cost Analysis - 1998-2004
|
Section 1.01 Celebration of Light |
Symphony of Fire |
|
Service |
2004 Actual |
2003 Actual |
2002 Actual |
2001 Actual |
2000 Actual |
1999 Actual |
1998 Actual |
|
Police |
$516,100 |
$458,000 |
$ 316,300 |
$306,600 |
$275,700 |
$123,400 |
$115,000 |
|
E.O.C. |
$ 4,200 |
$ 3,200 |
$ 3,400 |
--- |
--- |
--- |
--- |
|
Fire Rescue |
$ 1,600 |
$ 1,500 |
$ 2,100 |
$ 2,000 |
$ 17,000 |
$ 14,000 |
$ 5,500 |
|
Sanitation |
$ 13,200 |
$ 15,600 |
$ 14,700 |
$ 14,700 |
$ 300 |
$ 7,500 |
$ 8,000 |
|
Traffic Ops |
$ 25,300 |
$ 25,600 |
$ 21,900 |
$ 23,200 |
$ 26,100 |
$ 22,500 |
$ 31,200 |
|
Electrical Ops |
$ 800 |
$ 1,200 |
$ 3,300 |
$ 2,000 |
$ 1,200 |
$ 1,000 |
$ 1,700 |
|
Park Board |
$ 34,000 |
$ 37,600 |
$ 35,300 |
$ 30,300 |
$ 28,500 |
$ 25,000 |
$ 37,000 |
|
Miscellaneous |
$ 1,400 |
$ 800 |
|||||
|
TOTALS |
$596,500 |
$543,500 |
$397,000 |
$378,800 |
$348,800 |
$193,400 |
$198,400 |
|
Operating Budget |
$430,500 |
$392,200 |
$397,000 |
$378,800 |
$140,000 |
--- |
--- |
|
Police Budget |
$166,000 |
$151,300 |
--- |
--- |
--- |
--- |
--- |
|
Sponsor Paid |
$208,800 |
$193,400 |
$198,400 |
APPENDIX B
Grey Cup 2005 Festival Events
Thursday
|
1. Kick-Off to Grey Cup Weekend on the front steps of the CBC building.
|
Friday November 25th |
1. Big Top on Beatty. Touchdown Manitoba Programme 12:00 - 18:00.
|
Saturday
|
1. Big Top on Beatty
|
Sunday November 27th - Game Day |
1. Beatty Street Big Top Pre-game festivities
|
* * * * *
