Approval of 2000 Special Events

ADMINISTRATIVE REPORT

Date: March 20, 2000
Author/Local: Pat Fry/6447/S.L. Clift/7306
RTS No. 1305
CC File No. 4201

CS&B: March 30, 2000

TO: Standing Committee on City Services and Budgets

FROM: General Manager of Engineering Services

SUBJECT: Approval of 2000 Special Events

RECOMMENDATION

A. THAT the Special Events in Appendix A be approved, subject to staff working out acceptable arrangements with the event organizers.

B. THAT Council approve the temporary closure of the seawall in the False Creek area where necessary to accommodate the Dragon Boat Festival, provided that a suitable detour is available.

C. THAT Council approve, in principle, the Pacific Northwest Shrine Association Parades in 2002 subject to staff working out acceptable arrangements with the organizers and that all costs associated with the parades are borne by the organizer. Route map attached as Appendix B.

D. THAT Council approve this year’s Khalsa Diwan Society’s parade subject to the conditions set out by the FEST Committee in this report.

E. THAT Council instruct staff to report back following the 2000 Khalsa Diwan Society Parade reviewing the level of adherence to the FEST Committee’s conditions of approval and any safety concerns arising out of the parade this year, with a recommendation on whether or not the parade should be approved next year, and if so, what additional conditions should be applied.

COUNCIL POLICY

The FEST Committee will obtain Council approval annually for the anticipated Special Events that use City property or where the event could have an impact on the adjacent property.

PURPOSE

The purpose of this report is to submit for Council approval the list of anticipated special events to be held in 2000 and to identify issues about specific events on which staff need direction.

DISCUSSION

Appendix A contains the list of 242 Special Events, (up from 141 in 1999), which are anticipated in the City this year and which staff recommend be approved. Confirmed dates are printed and if no application has been received to date, last year’s date is shown. The FEST Committee’s mandate is to assist all event organizers while making every effort to reduce the impacts of the event on the public and in particular, neighbouring communities.

Khalsa Diwan Society

Since 1993, the FEST Committee has requested separate approval of the Khalsa Diwan Society’s annual parade due to its significant size, duration and impact on the community. Each year Council has approved the event subject to the various conditions set by the FEST committee. Although the conditions were not strictly adhered to each year, the FEST committee felt that the organizers were operating in good faith and were making efforts to ensure the event was controlled and safe.

In the past, the main concern was the number of residents impacted by the parade and the amount of time it took to complete the route - six to seven hours. Traffic congestion was severe in the vicinity of Fraser Street, 49th Avenue and Main Street and the residents living closest to the Punjabi Market faced huge delays. They are frequently unable to use driveways or garages due to spectator vehicles double parked in lanes and streets. Each year a number of complaints are received from residents concerned about the ability of emergency vehicles to respond in the case of a fire or medical emergency.

In 1998 and 1999 Council once again approved this event subject to the conditions set out by the FEST Committee. Below are those conditions and the Khalsa Diwan’s response on event day.

1998 and 1999 FEST CONDITIONS
WHAT HAPPENED

All speeches held at the start and finish of the parade at the Ross Street Temple to reduce time spent in Punjabi Market. Speeches were held at the temple before the event and dignitaries also gave speeches from inside a building using external speakers at the Punjabi Market.

No stage or flat deck truck to be used for stages along the route or in the Punjabi Market 1998 and 1999 Vancouver Police stopped attempts to erect a stage at 51st and Main .

No stopping for any reason in the Punjabi Market. Time to clear area 20 mins. Numerous stops every few feet between 51st and 49th took 2 hours to clear.

Parade to be completed and off street by 3:00 pm. Parade has completed no earlier than 5:00 pm.

For safety reasons no one is permitted to ride on the outside of any parade vehicle. Participants (children also) witnessed climbing on to and riding the running boards of the semi tractor trailers. Some falling off during sudden stops and starts.

Rope off the front of all large trucks to provide a safety zone so children and participants can be seen by the driver. One vehicle had ropes in 1998 none in 1999.

Establish a first aid station and a Lost Children Centre in the vicinity of the Punjabi Market staffed with Indo-Canadian volunteers. VPD had to set up an emergency lost children centre at Sunset Comm. Cent. in 1998 and in 1999 provided the VPD Community trailer for this purpose. On average 6 children are processed to Victim Services Unit.

Numbering of parade vehicle to ensure non- authorized vehicles do not enter the parade. Not done.

Organizer to clean up all parade related litter after event. Not done. Sanitation crews brought in.

Drivers to provide proof of registration and drivers licenses prior to parade. Not provided.

Organizer to bear all city costs associated with putting on event. As of March 17, 2000, $5,154.49 owing from 1999 event.

In the last two years it has become evident that a number of safety concerns have not been addressed. In addition to the impacts on the surrounding area, the crush of crowds surrounding each vehicle and the parade participants getting on and off the trucks is of significant concern. Of even greater concern is that although the organizers may appear willing to comply with conditions set out by the City, their ability to control the event is questionable.

Due to this events’ history of non-compliance, staff recommend that Council notify the organizers of the Khalsa Diwan Parade that unless serious efforts are made to meet the conditions of the FEST Committee, this year may be the last parade approved. Staff will report back after this year’s parade with details of the level of compliance, and depending on the events of the day, make recommendations for continuation as in the past, significant changes, or cancellation. Council may decide at that time on an appropriate course of action.

The FEST Committee recommends that the parade be approved for 2000 and that in addition to the previous conditions, that the following further conditions be applied:

… That all outstanding invoices to the City be paid in full before this year’s parade.
… That the condition to rope off the front of large trucks be extended around the sides to create a “bubble zone”.

… That organizers work with staff after the parade in developing alternate scenarios to address any concerns that emerge from this year.

Pacific Northwest Shrine Association Parades

The Shrine of North America will be holding their 128th Imperial Session in June of 2002 and will bring into Vancouver a major convention of up to 20,000 participants. In preliminary discussions with the FEST Committee, the organizers have requested permission to hold two parades. The first in the afternoon of Tuesday June 25th and the second in the evening of Wednesday June 26th. Both parades will use the same route, with the assembly area on Beach from Jervis to Burrard, the parade route along Pacific Boulevard and the dispersal area in the vicinity of BC Place Stadium. (See Appendix B). With approximately 4,000 Shriners in the afternoon parade and 2,500 in the evening parade the events will take up to 4 and 3 hours respectively to complete. Staff is supportive of the event and ask that Council approve the use of City streets for these large parades, subject to satisfactory arrangements with staff.

International Dragon Boat Festival

In May of 1989 Council approved the first request from the International Dragon Boat Festival organizers to temporarily close the seawall in the vicinity of the Plaza of Nations. Over the years the event site has shifted either west or east of the Plaza and the seawall users have been diverted to bypass the area by using Pacific Boulevard’s south sidewalk. By 1999, the number of pedestrians enjoying the seawall walk had grown significantly and some complaints were received about the inconvenience of a 10 day closure from Davie Street to the Plaza.

Furthermore, the event had grown to 100,000 spectators over three days. Staff have been working with the organizers to try and reduce the impact of the event and expect that the diversion of pedestrians to the newly completed section of Marinaside Crescent from Davie to Nelson, will make the detour more pleasant. However, staff do not see an alternative to this closure arrangement as long as the event is held at the Plaza of Nations. If approved, staff will continue to allow closure of the seawall walkway for this event.

Symphony of Fire Fireworks Competition

This event will be addressed in a separate report by the Vancouver Police Department and will be submitted for Council’s approval at that time.

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Appendix A on file in the City Clerk's Office

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1998 and 1999 FEST CONDITIONS	WHAT HAPPENED
All speeches held at the start and finish of the parade at the Ross Street Temple to reduce time spent in Punjabi Market.	Speeches were held at the temple before the event and dignitaries also gave speeches from inside a building using external speakers at the Punjabi Market.
No stage or flat deck truck to be used for stages along the route or in the Punjabi Market	1998 and 1999 Vancouver Police stopped attempts to erect a stage at 51st and Main .
No stopping for any reason in the Punjabi Market. Time to clear area 20 mins.	Numerous stops every few feet between 51st and 49th took 2 hours to clear.
Parade to be completed and off street by 3:00 pm.	Parade has completed no earlier than 5:00 pm.
For safety reasons no one is permitted to ride on the outside of any parade vehicle.	Participants (children also) witnessed climbing on to and riding the running boards of the semi tractor trailers. Some falling off during sudden stops and starts.
Rope off the front of all large trucks to provide a safety zone so children and participants can be seen by the driver.	One vehicle had ropes in 1998 none in 1999.
Establish a first aid station and a Lost Children Centre in the vicinity of the Punjabi Market staffed with Indo-Canadian volunteers.	VPD had to set up an emergency lost children centre at Sunset Comm. Cent. in 1998 and in 1999 provided the VPD Community trailer for this purpose. On average 6 children are processed to Victim Services Unit.
Numbering of parade vehicle to ensure non- authorized vehicles do not enter the parade.	Not done.
Organizer to clean up all parade related litter after event.	Not done. Sanitation crews brought in.
Drivers to provide proof of registration and drivers licenses prior to parade.	Not provided.
Organizer to bear all city costs associated with putting on event.	As of March 17, 2000, $5,154.49 owing from 1999 event.