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CITY OF VANCOUVER ADMINISTRATIVE REPORT |
Date: |
April 6, 2004 | |
Author: |
Muriel Honey | |
Phone No.: |
871-6447 | |
RTS No.: |
03991 | |
CC File No.: |
4200 | |
Meeting Date: |
April 22, 2004 |
TO: |
Standing Committee on Planning and Environment |
FROM: |
General Manager, Engineering Services |
SUBJECT: |
Annual Special Events Report |
RECOMMENDATION
A. THAT the Special Events in Appendix A be approved, subject to staff working out acceptable arrangements with the event organizers; and that Council authorize the Film and Special Events Office and FEST to approve minor events that arise during the remainder of 2004.
B. That Council approve the closure of portions of Mainland, Helmcken, Homer, Drake, Hamilton, and Davie Streets on Wednesday June 30th from 2:00pm until approximately 10:00 pm for the Yaletown Grand Prix Cycling Race; subject to final arrangements being approved by FEST.
C. THAT Council approve the relocation of the Alcan Dragon Boat Festival from the north shore of False Creek adjacent the Plaza of Nations to a site at the east end of the Creek, adjacent Science World for 2004; subject to Park Board approval, and subject to final arrangements being approved by FEST.
D That Council approve the closure of Broadway from MacDonald to Blenheim on Sunday, July 18th for the celebration of Greek Day; subject to final arrangements being approved by FEST.
E. THAT Council approve the closure of 1100 Comox Street, adjacent Nelson Park, from midnight Fridays until 3pm Saturday each week between June 19th an October 16th, to allow the relocation of the West End Farmer's Market from King George School to Nelson Park; subject to Park Board approval of the plan, and subject to final arrangements being approved by FEST.
F. THAT Council request that the Director of Risk & Emergency Management arrange for Block Party insurance coverage on behalf of event organizers and the City, with a limit of 100 such events being approved for 2004, at an estimated costs of $3500; the source of funding to be the current Film and Special Event Office budget.
CONSIDERATION
G. That Council approve an open-air music concert on the south shore of False Creek as part of the Molson Indy weekend activities' subject to the applicant addressing concerns about noise issues, liquor licensing and neighbourhood impacts to the satisfaction of FEST.
H. That Council approve in principle an Indy Weekend Street party in the Easy Park lot # 21 just east of the Queen Elizabeth Theatre on Saturday night, July 24th; subject to the applicant meeting FEST conditions in the event plan.
COUNCIL POLICY
The FEST Committee obtains Council approval annually for the anticipated Special Events that use City property, or where the event could have an impact on the adjacent public.
In a September 1984 Policy Review, Council approved a Special Events policy that all events except those deemed as civic sponsored events be charged costs of providing police services, and recommended that direct Engineering costs continue to be billed to event organizers, while administrative costs continue to be funded from general revenues.
On June 26, 2003 Council approved a recommendation that commercial and corporate events be charged a Special Event Permit fee of $100.00 to cover the costs of staff time involved in co-ordinating promotional and for-profit events, with revenues to offset costs in the Special Events Office; and further, that the City begin charging lost parking meter revenue for commercial and corporate events that occur on City streets, with fees directed to the City's revenue fund.
At a July 29th, 2003 meeting, Council approved a new component in the Office of Cultural Affair's Celebration Grants program to assist major parades by recognizing up to 50% of their City service costs as eligible for grant support.
At a March 11th, 2004 meeting Council adopted a number of new special event policies, including the following:
· "Council welcomes celebrations 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."
· THAT offsets for the cost of police services to special events, currently administered through the Police Budget, become the responsibility of Film the Special Events Office; and that the amount available for offsets be increased from $500 to up to $1000 of City services for events that qualify; and that criteria for these service cost offsets be revised so that only not-for-profit community-based events are eligible, with specific eligibility guidelines to be developed by City representatives on FEST. Funding of $30,000 for 2004 to be added to the 2004 Engineering (Film and Special Events Office) Operating Budget without offset.
PURPOSE
The purpose of this report is to submit for Council approval the list of anticipated special events to be held in 2004, and to identify issues about specific events on which staff are seeking Council direction.
BACKGROUND
The role of the Special Events Office is to help facilitate events that occur on City streets and public property. Staff `manage' the resource that is City property, and assist event organizers in assessing and addressing neighbourhood impacts including traffic disruptions, noise issues and health and safety concerns. While the Cultural Affairs Office deals with major festivals and some events from a programming perspective, and also provides Celebration Grant funding of up to 50% of City Services costs for qualifying parades, it is the role of the Special Events Office to coordinate the delivery of City and related services to ensure that events occur safely, and to mitigate neighbourhood impacts.
All applications are reviewed by Special Events staff and, if other City departments and other public service partners like BC Ambulance, Coast Mountain Bus Company or the Coast Guard are required to have input, a FEST (Festival Expediting Staff Team) meeting is held with the organizers to address issues before deciding whether or not to approve the event.
The main issues addressed at FEST are the safety of participants and the general public, although impacts on businesses and residents in each area are also considered. City costs (signage, barricades, sanitation, policing, etc.) and outside agency costs (Transit re-routing, Ambulance Service attendance) associated with the event are identified and the amount to be charged to organizers is calculated. Event organizers must provide proof of adequate insurance coverage for events on City property, and submit a deposit to cover City costs before a letter of permission is issued by the Special Events Office.
Some financial assistance is available to event organizers. A sum up to $1000 is available to organizers of not-for profit events to help cover the cost of City services. This FEST offset is administered by the Special Events Office, Engineering Services. As well, community-based not-for-profit organizers of parades can receive on offset of up to 50% of the funding for City costs (to a maximum of $10,000) through the Celebrations Grant program administered by the Office of Cultural Affairs.
2003 Events
In 2003 the Special Events Office received approximately 337 Special Event applications. Of those, 61 were annual and ongoing events; 27 were considered to have enough impact to warrant a FEST meeting with City staff, outside agencies and event organizers and only 10 were considered significant enough to bring individually to Council's attention.
The following is a breakdown of some of the 2003 events approved, by type:
· 75 Block Parties;
· 39 Cultural events (Canada Day, Celebration of Light, Dragon Boat Festival, Festival d'été; Greek Summer Festival, Word on the Street);
· 39 Sporting events (Childrun, CIBC Run for the Cure, Pacific Road Runners Half Marathon, Vancouver International Marathon, Vancouver Sun Run, Terry Fox Walk);
· 36 promotional/corporate events (Future Shop Grand Opening, Celebrate BC, Steamworks Concours d'Elegance);
· 28 parades (Fools Day Parade, Kerrisdale Carnival Days, International Shrine Convention Parades, Pride Parade, Vaisakhi Parade, Winter Solstice Procession);
· 21 demonstrations/rallies (International Labour Day Rally, Falun dafa Peaceful Appeal, End the Arms Race);
· 10 school events (St. George's School Fair, St. Jude School Walkathon, York House Fall Market).
DISCUSSION
Special Event proposals are received throughout the year, with the majority of applications coming in March and April, and others at a later time, closer to the event date. Appendix A contains the list of 2004 events for which we have received applications to date. Because of the changing nature of events, we are no longer reporting `anticipated' events as well, but will instead bring a newly revised list to Council later in the year, should a significant number of new applications be received, or should other major events be planned.
A regularly updated list of Special Events is available on the Special Events Office website. The web-site also provides information for the public about guidelines for holding an event in the City of Vancouver and explains the application process, possible involvement of FEST, downloadable forms and an option to submit the Special Event application online. The website address is www.city.vancouver.bc.ca/-engsvcs/events/index.htm. As Council recently approved changes to Special Event policies, staffing and information packages we anticipate a new improved `look' to our special events site in the next few months.
There are several major new events to bring to Council's attention for specific approval, as well as changes to on-going events for which we seek Council direction:
Yaletown Grand Prix
The Trek Volkswagen Racing Team and the Yaletown Brewing Company have applied to bring a bicycle race to the Yaletown area on Wednesday, June 30th. This race would host elite teams from BC, Canada and the US. The requested route would include Mainland, Helmcken, Homer, Drake, Hamilton, and Davie Streets, and would require significant road closures from 2pm to 10pm. The organizers have letters of support from the Yaletown BIA and from individual local merchants. As well, residents and merchants in the affected area were notified by mail by the Special Events Office, and invited to comment to staff or Council about it. FEST partners support this event.
Dragon Boat Festival
After 16 years on the north shore of False Creek adjacent the Plaza of Nations and Coopers Park, the Dragon Boat Festival would like to move further east on the Concord Pacific site and onto City owned lands adjacent Science World. FEST partners identified concerns about maintaining safe access for the public around Creekside Park and the seawall walkway, as well as concerns about noise impacts for area residents. Both issues were addressed speedily by the event organizer, and subject to approval from the Park Board to close Creekside Park for the three day festival, staff recommend that Council also approve this event in this new venue. Because of uncertainty about the future of the Molson Indy and the development planned by Concord Pacific in that area FEST recommends that there be further discussion with the City, the Park Board and the Dragon Boat Society about a long-term plan for the Festival. City Gate residents have been made aware of the change in the venue for this event, and of other events that will or may impact their neighbourhood, and may wish to address Council about them.
Greek Day
The Hellenic Congress of BC has been working with FEST members for a number of months on a plan to bring the very popular Greek Day Event back to West Broadway. The Congress, in conjunction with the Kitsilano Chamber of Commerce and the West Broadway Business Association, is asking for permission to close West Broadway between MacDonald and Blenheim Streets for an entertainment and cultural display showcasing Greek music, dance, costumes and food, culminating in a concert in the evening by Greek entertainers brought to Canada to celebrate the 2004 Olympics, to open in Athens in August. Greek Day would occur on Sunday, July 18th from noon to 9:00pm, with traffic diverted from Broadway between 6am and 11pm to allow for set up and take-down. Cars and transit vehicles would be re-routed off Broadway to 4th Avenue between MacDonald and Alma, although full public access would be maintained for pedestrians. As part of the event, the organizers have applied for a Public Special Occasion Liquor License. Provincial Government Policy re Liquor Control and Licensing gives responsibility for the consideration of Public Special Occasion Liquor Licenses applications with the local Police. In their application, the Hellenic Congress asked for open beer and wine sales at all food kiosks, but FEST was not supportive of the request, because of safety concerns and the difficulty of enforcement in a large, uncontained area. FEST recommends that Council approve the event with beer and wine sales in two beer gardens on the site. An information letter was sent to all businesses and residents in the affected area in early April outlining both the request and the process for Council consideration.
West End Farmers Market
The very popular West End Farmer's Market is looking for a new home, and both the Park Board and representatives of the Mole Hill Residents' Association expressed support for a plan to relocate it to the south side of Nelson Park, adjacent 1100 Comox Street. In July, 2003, Council's Food Policy Task Force identified the facilitation of Farmers Markets as one of their specific goals. Moving the Market from King George School to Nelson Park will make the market more visible and more accessible. Although this closure request was never brought to FEST, the Special Events office and Park Board staffs both support the plan. Neighbours were informed of the request, and have been given an opportunity to respond.
Block Parties
Since the Block Party program was initiated in the mid 1990's interest in them has grown significantly, with 75 block parties approved between May and October of 2003, and even more of them anticipated this year as part of International Car Free Day celebrations in September. The Block Party program requirements for approval are simple - a sign-off from all residents impacted by the event and a deposit given to the local community center to ensure that barricades loaned to the organizer are returned. Prior to 2003, insurance for Block Parties was incorporated into a policy funded by the Park Board for smaller events held on City/Park Board property. This blanket policy is no longer available, and Block Parties require independent insurance. While the City is prepared to self-insure for its liability exposure arising out of these events, Special Event staff feel that any notification to Block Party organizers to the effect that they would be responsible for carrying appropriate levels of liability insurance for their own protection would impact the program negatively. While the cost of liability insurance isn't expensive, the administrative burden for staff to follow up with the applicants to ensure that appropriate insurance is in place would also be detrimental to the program. The estimated cost of additional insurance is in the $25 to $35 range per block party, and the estimated number of Block Party applications anticipated for 2004 is no more than 100. Engineering Services is prepared to fund it from the current Special Events Office budget.
Molson Canadian Rocks
Molson has recently applied to hold an open air concert on the Friday night of Indy weekend, July 23rd, on their site on the south shore of False Creek. Details about the specific entertainment have not been determined, but the plan as outlined would involve a concert for approximately 5,000 people from 8pm to 10:30pm, with a liquor license in effect from 7:00-10:00pm. As the Molson Indy License with the City refers only to events happening within scheduled Indy Race times, and the Indy is approved as a family event, FEST is seeking Council direction before proceeding. FEST is concerned about the additional impacts on area residents on top of Indy Race events, and has had previous complaints about open air concerts on the site. Molson has agreed to address those concerns, specifically garbage and program content. If Council is supportive of this event FEST will work with the applicant to address concerns about noise, liquor licensing and neighbourhood impacts.
Molson Summer Event
The Desoma Group has recently applied to hold an open-air event on the Saturday of Indy Weekend, July 24th. The event would include Indy displays, a concert and beer garden on the Easy Parking lot that is situated between Cambie and Beatty, Georgia and Dunsmuir Streets. FEST has not had an opportunity to review detailed plans with the applicant, but is generally supportive of this event. Subject to Council approval in principle FEST will work with them to address specific neighbourhood impacts and safety concerns.
As well as these specific events that require Council approvals, there are several other events that have changed enough to merit bringing to Council's attention. These include:
Pride Parade
Last year's Pride Parade and concurrent Davie Village Street Fair were very successful contributions to the 25th Annual Pride celebration in Vancouver. Because there were some significant traffic congestion problems caused by the proximity between events ending on Beach Avenue and set-up for the Davie Street Festival, Pride organizers approached FEST about relocating some of the Festival Events from Beach Avenue and expanding the Street Fair further south on Davie. Although FEST was supportive of the plan, Pride recently withdrew their request to hold the Davie Village Street Fair in 2004, wishing to focus its energies on improving the long established Pride Parade and Festival; organizers hope to come back to FEST with a new expanded plan for 2005. FEST supports this years Pride events, which will take place on Sunday of the BC Day long-weekend, August 1st, 2004.
National Street Hockey Tournament
This event was approved by Council last year, to take place on Pacific Boulevard, Carrall and Keefer Streets, as well as a small portion of Quebec Street, but because of sponsorship difficulties the application was withdrawn. The organizers have secured funding this year, and have re-applied to hold the event in that area on September 25th & 26th. Details for this year's event are not yet available, although the organizers have informed us that the tournament will have a smaller footprint, with fewer participants. FEST will meet with the organizers in early May, and if there are any significant changes or concerns will request a new approval from Council for the 2004 event.
CONCLUSION
The number and variety of Special Events listed in this report show that Vancouver offers a broad cross-section of activities for both residents and visitors. From sporting activities to religious celebrations, from block parties to major festivals, hundreds of individuals, groups and organizations come to the City each year for advice and approval to hold events on City properties. An equal number approach the Park Board about events exclusively in parks. City staff and our FEST partners work proactively to ensure that public safety issues are addressed and that impacts on citizens who do not choose to participate are managed. The introduction of the Celebration and Opportunity Grants programs, and the increase in the FEST offset have not only provided event organizers with a source of funding to cover some of both programming and servicing costs associated with events, but also sent a message that the City "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". We are anticipating another busy year of special events in all areas of the City, and RECOMMEND that Council approve the 2004 Special Events included in Appendix A.
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