|
CITY OF VANCOUVER ADMINISTRATIVE REPORT |
Date: |
February 16, 2005 | |
Author: |
D. Rieberger M.Honey | |
Phone No.: |
871-6724/6447 | |
RTS No.: |
04983 | |
CC File No.: |
4201 | |
Meeting Date: |
March 31, 2005 |
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 finalizing 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 2005.
B. THAT Council approve the closure of Water Street from Richards to Carrall on Sunday, June 5th for the first annual Gastown Motorcycle Show and Shine; subject to final arrangements being approved by FEST
B. That Council approve the closure of Commercial Drive from 1st Avenue to Napier Street on Sunday June 19th from 10:00am until approximately 8:00 pm for the Commercial Drive Community Fest; subject to final arrangements being approved by FEST.
C. That Council approve the closure of West 10th Avenue from Blanca to Discovery on Sunday June 19th from 7:30am until approximately 3:00pm for the Westside Cycling Classic; subject to final arrangements being approved by FEST.
D. That Council approve the closure of Broadway from MacDonald to Blenheim on Sunday, June 26th for the celebration of Greek Day; subject to final arrangements being approved by FEST.
E. That Council approve in principle Sea Vancouver activities from July 6th to 10th; subject to final arrangements being approved by FEST.
F. That Council approve the new route for the Pride Parade on Pacific Boulevard, from Granville Street to the Plaza of Nations on Sunday, July 31st; subject to final arrangements being approved by FEST.
G That Council approve a new route for the 2nd Annual Santa Claus Parade on Sunday, November 20th, 2005; subject to final arrangements being approved by FEST.
H That Council approve the closure of streets around Library Square and BC Place for the 2005 Grey Cup Festival, including a Grey Cup Parade.
COUNCIL POLICY
FEST obtains Council approval annually for the anticipated Special Events that use City property, or where an event on private property could have an impact on the adjacent public.
In a September 1984 Policy Review, Council approved a policy that all events except those deemed as Civic 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.”
A FEST offset of up to $1,000 is available to organizers of not-for-profit community based events to help cover the cost of Engineering and Police services for events. This offset is administered by the Special Events Office.
PURPOSE
The purpose of this report is to submit for Council approval a list of 2005 special events that have been received and vetted by the Special Events Office, and to identify issues about specific events for which FEST is seeking Council direction.
BACKGROUND
The Film & Special Events Office, Engineering Services, coordinates services for people wishing to organize events on public property or City streets, or who are wishing to hold events on private property where the public might be impacted. For smaller low impact events organizers are directed to other City Departments for specific approvals; for larger more complex events a FEST meeting is held. FEST (Festival Expediting Staff Team) includes staff from various Engineering Services branches, Communications, Permits and Licenses, Vancouver Fire & Rescue Services and Vancouver Police, as well as Park Board, Coast Mountain Bus Company, Translink, BC Ambulance and Coast Guard as required). FEST assesses and addresses issues like traffic disruptions, noise, and health and safety concerns. Any new events, or events that have significant changes to previously approved plans, are brought to Council’s attention individually for more specific approval.
A FEST offset of $1000 is available to organizers of not-for profit events community based events to help cover the cost of City services, including policing costs. This FEST offset is administered by the Special Events Office, Engineering Services. As well, 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, if their organization and parade meet the criteria established for the Celebration Grants program.
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. Other FEST partners make their own arrangements with event organizers about billing.
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 http://vancouver.ca/engsvcs/projects/events/index.htm.
A Re-cap of 2004 Events
In 2004 the Special Events Office received 423 Special Event applications. Of those, 63 were annual and ongoing events; 31 were considered to have enough impact to warrant a FEST meeting with City staff, outside agencies and event organizers and only 6 were considered significant enough to bring individually to Council’s attention.
The following is a breakdown of some of the 2004 events approved, by type:
· 40 Cultural events (Canada Day, Celebration of Light, Dragon Boat Festival, Festival d’été; Greek Summer Festival, Word on the Street);
· 41 Sporting events (Childrun, CIBC Run for the Cure, Pacific Road Runners Half Marathon, Vancouver International Marathon, Vancouver Sun Run, Terry Fox Walk);
· 33 promotional/corporate events (Future Shop Grand Opening, Celebrate BC, Steamworks Concours d’Elegance);
· 30 Parades & Processions (Fools Day Parade, Kerrisdale Carnival Days, Santa Claus Parade, St. Patrick’s Day , Pride Parade, Vaisakhi Parade, Winter Solstice Procession);
· 13 School events (St. George’s School Fair, St. Jude School Walkathon, York House Fall Market).
· 103 Block Parties;
DISCUSSION
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:
Gastown Motorcycle Show and Shine – Sunday, June 5th
The Gastown Business Improvement Society has applied for a closure of Water Street from Richards to Carrall on Sunday, June 5th to accommodate a show of classic motorcycles. This is a new application, and FEST has not yet met with the organizers to finalize plans, but given the success of other similar closures for the Tour de Gastown Bike Race, the Concourse d’Elegance and the Vancouver International Jazz Festival we anticipate no problems with this request.
Commercial Drive Community Fest – Sunday, June 19th
The Grandview Woodlands Area Council is planning a community festival, to be held on Sunday, June 19th to celebrate neighbourhood character and community spirit. The event would take place on Commercial Drive between 1st Avenue and Napier Street and would include participation from community groups and area merchants. The organizers have letters of support from the Commercial Drive Business Society and from individual local merchants. FEST has had an opportunity to review the proposal with the applicant and is supportive of this event. Subject to Council approval, FEST will work with them to address specific neighbourhood impacts and safety concerns.
Westside Cycling Classic – Sunday, June 19th
The Wedgewood Cycling Team is planning a bicycle race that would include a route through UBC and the west side of Vancouver on Sunday, June 19th. This race would be one of six in a “BC Cup” race series, with 250 expected participants, and 2000 anticipated spectators. The requested route includes NW Marine Drive, Trimble, West 2nd, Blanca, West 8th, West 10th, and Highbury Streets and would require a significant road closure on West 10th from 7:30am to 3:00pm. The organizers have a letter of support from the 10th Avenue BIA and are working with Point Grey Fiesta organizers to integrate the event in the Fiesta weekend. Subject to Council approval, FEST will work with them to address specific neighbourhood impacts and safety concerns.
Greek Day – Sunday, June 26th
The Hellenic Canadian Congress of BC has been working with FEST members to bring the very popular Greek Day Event back to West Broadway in 2005. An application to hold this event last year was approved by Council, but the request was withdrawn. The Congress, in conjunction with the Kitsilano Chamber of Commerce and the West Broadway Business Association, is requesting the closure 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. Greek Day would occur on Sunday, June 26 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 have asked for open beer and wine sales at all food kiosks, and have worked with FEST to address safety issues. Subject to Council approval, FEST will work with event organizers the Pride Society to address specific neighbourhood impacts and safety concerns.
SeaVancouver – July 6-10th
The SeaVancouver Festival Society has applied to hold a water based event in False Creek, English Bay and possibly Burrard Inlet from July 6th to 10th. At an October 21, 2004 meeting Council approved funding of $477,000 from the Opportunity Grants Program and the Cultural Capitals of Canada program for the event, which will include various water sport activities, Tall Ship sail past and exhibition, boat show, entertainment and fireworks. Although most events will take place either on the water or in parks, there will be traffic impacts on parts of False Creek, Kits Point and the West End. FEST has not had an opportunity to review detailed plans with the applicant, but is generally supportive of this event. Subject to Council approval, FEST will work with event organizers to address specific neighbourhood impacts and safety concerns.
Pride Parade – Sunday, Jul 31st
From the first Pride Festival 26 years ago, the Pride Society has traditionally held their events in the West End. However, the growing popularity of the Pride Parade, marked by the increased number of parade entries and the number of spectators it attracts, has necessitated a look at other options, including a longer route. The Pride Festival is being relocated this year as well, from Sunset Beach to the Plaza of Nations and Cooper’s Park, and the Pride Society is asking Council’s approval to move the Pride Parade to that area as well.
The new route would involve marshalling parade entries in the area under and around the north end of the Granville Bridge, and have the parade travel eastbound on Pacific Boulevard from Richards to the Plaza of Nations. This new route is almost 1 kilometre longer than the previous parade route and Pacific Boulevard is wider, allowing more room for both participants and spectators. This new route takes some pressure off West End residents who are subjected to the noise and traffic disruptions of the parade on top of similar disruptions caused by the Celebration of Light the night before.
However, the proposed new route will create traffic congestion and delays for people living and working south of Pacific Boulevard. Special events staff are working with Pride to develop a strategy for notifying all residential strata councils and businesses that would be impacted by the activity on Pacific Boulevard, and FEST will help determine how to best mitigate those impacts. Subject to Council approval, FEST will continue to work with the Pride Society to address specific neighbourhood impacts and safety concerns, and to finalize a plan.
Santa Claus Parade – Sunday, November 20th
The 2004 Rogers Santa Claus Parade was very popular with the public, but some concerns about the route were expressed by St. Paul’s Hospital, BC Ambulance Service and local churches, as well as by the organizers. FEST has been working with the organizers to determine a longer route that will provide more viewing space for the public and wide streets and ease of turning for floats. There is preliminary agreement on a new route encompassing Georgia from Pender to Howe, and Howe from Georgia to Davie, although the start and end point have not been determined. Even though this proposed new route would still impact Christ Church Cathedral, it won’t restrict access as completely as last year’s route restricted access to First Baptist and St. Andrews Wesley churches, and it allows Granville Mall to remain open for buses. There are still a number of issues to be addressed, but FEST is confident that the proposed new route is a better one than last year’s, and FEST will work with the organizers and staff at Christ Church Cathedral to minimize impacts to the church and its congregation.
Grey Cup Festival
The 2005 Grey Cup Game will be held in Vancouver on Sunday, November 27th. As part of the lead up to the game, and to enhance game day itself, a Grey Cup Festival is being planned for November 24th to 27th in the area around BC Place Stadium and Library Square. Council approved funding support for the event earlier this month; staff are now looking for approval of the road closures involved to facilitate the Festival. Although a specific parade route has not been determined, it is expected to be focussed in the area around Library Square, BC Place and the Plaza of Nations, the same general area where the Festival events will occur.
CONCLUSION
The number and variety of Special Events listed in this report show that Vancouver residents enjoy celebrating the things that make Vancouver a great City in which to live. These events offer 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 2005 Special Events included in Appendix A.
* * * *
