Item - 2012.EX22.5

Tracking Status

  • City Council considered this item on October 2, 2012 and referred this item to an official or another committee or body. Consult the text of the decision for further information on the referral.
  • This item was considered by the Executive Committee on September 10, 2012 and adopted without amendment. It will be considered by City Council on October 2, 2012.

EX22.5 - Strategy for Special Events Related Services and Permitting Processes

Decision Type:
ACTION
Status:
Referred
Wards:
All

City Council Decision

City Council on October 2, 3 and 4, 2012, referred Item EX22.5 to the Deputy City Manager responsible for Parks and Recreation and Special Events and Economic Development and Culture with the request that she:

 

1.         provide a detailed list of events that would be considered "Significant Special Event" found in Attachment C, titled "City of Toronto Standard Definitions For Special Events" of the report (May 28, 2012) from the Deputy City Manager, Cluster A and outline exactly how these definitions will be used by staff to receive and process event applications;

 

2.          prepare a detailed analysis of fees charged for special events in 2011 by various divisions of the City, including subsidies, grants and permitting issues (problems) experienced by both large and smaller events in the City;

 

3.         canvass various special event organizers including, but not limited to the Pride Festival; the Caribbean Carnival; the Scotiabank Toronto Waterfront Marathon; the Taste of the Danforth; the Taste of Lawrence; the Taste of Little Italy; Corso Italia; the Taste of the Kingsway, Etobicoke Ribfest; Lakeshore Mardi Gras and the Beach Jazz Festival; to review the recommendations with them and incorporate any additional suggestions that they may have with regards to the report (May 28, 2012) from the Deputy City Manager, Cluster A;

 

4.          include the Guild Park and Gardens as a Pilot Project to allow Commercial/Private Events in City Parks;

 

5.         brief individual Members of City Council, at their request, on the recommendations contained in the report (May 28, 2012) from the Deputy City Manager, Cluster A, including subtypes found in Attachment C, titled "City of Toronto Standard Definitions For 'Local Special Events'” and outline exactly how these definitions will be used by staff to receive and process  event applications, in particular; the “Formal Fee or Cost Waiver Policy/Process found in Attachment B, titled "Special Events Permitting and Service-Related Processes Comparison";

 

6.          submit a revised report to the Executive Committee at the same time as the forthcoming report on the use of the City's Squares, such report to include the results of Parts 1 to 4 above;

 

7.          report to the Parks and Environment Committee on fees for new special commercial events, describing how much new revenue these fees would be expected to bring in; and with options to use increased revenues from larger scale commercial events to reduce fees to community groups for events in local parks;

 

8.          make recommendations to facilitate police parking enforcement to make it similar to enforcement on religious days around churches, temples, and synagogues;

 

9.          make recommendations on Toronto Transit Commission fees with a view to standardization and with a view that takes into account increased ridership that comes to the event;

 

10.        make recommendations to allow for local community councils to make appropriate amendments to the policies related to fees and city coordination for block parties; and

 

11.        report to the Executive Committee, such report to include an analysis on the experiences arising from events that took place in the parks designated for pilot projects during the summer of 2012 and a framework that enables and balances public access with gated events.

Public Notice Given

Background Information (Committee)

(May 28, 2012) Report from the Deputy City Manager, Cluster A on Strategy for Special Events Related Services and Permitting Processes
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48453.pdf
Attachment A - Special Event Related Services - Permit Fees and Service Fees
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48454.pdf
Attachment B - Special Events Permitting and Service-Related Processes Comparison Table
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48455.pdf
Attachment C - City of Toronto's Standard Definitions for Special Events
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48456.pdf
Attachment D - TTC Charges for 11 Signature BIA Street Festivals 2008-2011
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48457.pdf
Attachment E - Comparison of Commercial Permit Rates between Large Cities and Other Venues within the City of Toronto
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48458.pdf
Attachment F - Commercial Special Events in City Parks Permit Policy Proposed Fee Schedule
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48459.pdf

Communications (Committee)

(September 6, 2012) E-mail from Julie Beddoes (EX.New.EX22.5.1)
(September 9, 2012) E-mail from Suzanne Kavanagh, President, St. Lawrence Neighbourhood Association (EX.New.EX22.5.2)
https://www.toronto.ca/legdocs/mmis/2012/ex/comm/communicationfile-31369.pdf
(September 9, 2012) E-mail from Larry Webb, President, Corktown Residents and Business Association (EX.New.EX22.5.3)
https://www.toronto.ca/legdocs/mmis/2012/ex/comm/communicationfile-31371.pdf
(September 9, 2012) E-mail from Kan Li (EX.New.EX22.5.4)
(September 8, 2012) E-mail from David Crawford (EX.New.EX22.5.5)
(September 9, 2012) E-mail from Patrick Dinnen (EX.New.EX22.5.6)
(September 10, 2012) E-mail from Talia Erlich (EX.New.EX22.5.7)

Communications (City Council)

(September 10, 2012) E-mail from Rian Allen (CC.Main.EX22.5.8)

Motions (City Council)

1 - Motion to Refer Item moved by Councillor Cesar Palacio (Amended)

That the item be referred to the Deputy City Manager responsible for Parks and Recreation and Special Events and Economic Development and Culture with the request that she:

 

1.         provide a detailed list of events that would be considered "Significant Special Event" found in Attachment C, titled "City of Toronto Standard Definitions For Special Events" of the report (May 28, 2012) from the Deputy City Manager, Cluster A and outline exactly how these definitions will be used by staff to receive and process event applications.

 

2.          prepare a detailed analysis of fees charged for special events in 2011 by various divisions of the City, including subsidies, grants and permitting issues (problems) experienced by both large and smaller events in the City.

 

3.         canvass various special event organizers including, but not limited to the Pride Festival; the Caribbean Carnival; the Scotiabank Toronto Waterfront Marathon; the Taste of the Danforth; the Taste of Lawrence; the Taste of Little Italy; Corso Italia; the Taste of the Kingsway, Etobicoke Ribfest; Lakeshore Mardi Gras and the Beach Jazz Festival; to review the recommendations with them and incorporate any additional suggestions that they may have with regards to the report (May 28, 2012) from the Deputy City Manager, Cluster A.

 

4.          include the Guild Park and Gardens as a Pilot Project to allow Commercial/Private Events in City Parks.

 

5.         brief individual Members of City Council, at their request, on the recommendations contained in the report (May 28, 2012) from the Deputy City Manager, Cluster A, including subtypes found in Attachment C, titled "City of Toronto Standard Definitions For 'Local Special Events'”  and outline exactly how these definitions will be used by staff to receive and process  event applications, in particular; the “Formal Fee or Cost Waiver Policy/Process found in Attachment B, titled "Special Events Permitting and Service-Related Processes Comparison".

 

6.          submit a revised report to the Executive Committee at the same time as the forthcoming report on the use of the City's Squares, such report to include the results of Parts 1 to 4 above.

 

7.          report to the Parks and Environment Committee on fees for new special commercial events, describing how much new revenue these fees would be expected to bring in; and with options to use increased revenues from larger scale commercial events to reduce fees to community groups for events in local parks.

 

Amended by motion 2 by Councillor Mihevc and motion 3 by Councillor McConnell.

Vote (Refer Item) Oct-03-2012 3:35 PM

Result: Carried Majority Required - EX22.5 - Palacio - refer motion 1 as amended
Total members that voted Yes: 39 Members that voted Yes are Paul Ainslie, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, John Filion, Paula Fletcher, Doug Ford, Rob Ford, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Ron Moeser, Frances Nunziata (Chair), Cesar Palacio, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 0 Members that voted No are
Total members that were Absent: 6 Members that were absent are Maria Augimeri, Mary Fragedakis, Mark Grimes, Peter Milczyn, Denzil Minnan-Wong, David Shiner

2 - Motion to Amend Motion moved by Councillor Joe Mihevc (Carried)

That motion 1 by Councillor Palacio be amended by adding the following:

 

8.         make recommendations to facilitate police parking enforcement to make it similar to enforcement on religious days around churches, temples, and synagogues.

 

9.         make recommendations on Toronto Transit Commission fees with a view to standardization and with a view that takes into account increased ridership that comes to the event.

 

10.       make recommendations to allow for local community councils to make appropriate amendments to the policies related to fees and city coordination for block parties.

Vote (Amend Motion) Oct-03-2012 3:31 PM

Result: Carried Majority Required - EX22.5 - Mihevc - motion 2
Total members that voted Yes: 29 Members that voted Yes are Paul Ainslie, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Frank Di Giorgio, Sarah Doucette, Paula Fletcher, Rob Ford, Mike Layton, Chin Lee, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Ron Moeser, Frances Nunziata (Chair), Cesar Palacio, James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 6 Members that voted No are Mike Del Grande, Doug Holyday, Norman Kelly, Gloria Lindsay Luby, Giorgio Mammoliti, John Parker
Total members that were Absent: 10 Members that were absent are Maria Augimeri, Josh Colle, John Filion, Doug Ford, Mary Fragedakis, Mark Grimes, Peter Milczyn, Denzil Minnan-Wong, David Shiner, Karen Stintz

3 - Motion to Amend Motion moved by Councillor Pam McConnell (Carried)

That motion 1 by Councillor Palacio be amended by adding the following:

 

1.         City Council request the Deputy City Manager report to the Executive Committee, such report to include an analysis on the experiences arising from events that took place in the parks designated for pilot projects during the summer of 2012 and a framework that enables and balances public access with gated events.

Vote (Amend Motion) Oct-03-2012 3:33 PM

Result: Carried Majority Required - EX22.5 - McConnell - motion 3
Total members that voted Yes: 35 Members that voted Yes are Paul Ainslie, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, John Filion, Paula Fletcher, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Ron Moeser, Frances Nunziata (Chair), Cesar Palacio, Gord Perks, Anthony Perruzza, Jaye Robinson, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 1 Members that voted No are John Parker
Total members that were Absent: 9 Members that were absent are Maria Augimeri, Doug Ford, Rob Ford, Mary Fragedakis, Mark Grimes, Peter Milczyn, Denzil Minnan-Wong, James Pasternak, David Shiner

4 - Motion to Amend Motion moved by Councillor Adam Vaughan (Lost)

That motion 1 by Councillor Palacio be amended by adding the following:

 

1.         City Council direct the Deputy City Manager, Cluster A to create a policy to govern the use of parks by faith based group and create a separate permitting system.

Vote (Amend Motion) Oct-03-2012 3:34 PM

Result: Lost Majority Required - EX22.5 - Vaughan - motion 4
Total members that voted Yes: 15 Members that voted Yes are Michelle Berardinetti, Raymond Cho, Josh Colle, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, James Pasternak, Anthony Perruzza, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 24 Members that voted No are Paul Ainslie, Ana Bail„o, Shelley Carroll, Gary Crawford, Vincent Crisanti, Mike Del Grande, Frank Di Giorgio, Doug Ford, Rob Ford, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Ron Moeser, Frances Nunziata (Chair), Cesar Palacio, John Parker, Gord Perks, Jaye Robinson, Karen Stintz, Michael Thompson
Total members that were Absent: 6 Members that were absent are Maria Augimeri, Mary Fragedakis, Mark Grimes, Peter Milczyn, Denzil Minnan-Wong, David Shiner

Motion to Extend Speaking Time (Carried)

Deputy Speaker Parker proposed that Councillor Palacio's speaking time be extended so that he could complete his remarks.

Vote (Extend Speaking Time) Oct-03-2012 11:31 AM

Result: Carried Majority Required - EX22.5 - Extend Councillor Palacio's speaking time
Total members that voted Yes: 25 Members that voted Yes are Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Josh Colle, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Doug Holyday, Norman Kelly, Chin Lee, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, Ron Moeser, Cesar Palacio, John Parker (Chair), James Pasternak, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 1 Members that voted No are Mark Grimes
Total members that were Absent: 19 Members that were absent are Paul Ainslie, Michelle Berardinetti, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Doug Ford, Rob Ford, Mike Layton, Gloria Lindsay Luby, Frances Nunziata, Gord Perks, Anthony Perruzza, Jaye Robinson, David Shiner, Karen Stintz, Michael Thompson

EX22.5 - Strategy for Special Events Related Services and Permitting Processes

Decision Type:
ACTION
Status:
Adopted
Wards:
All

Public Notice Given

Committee Recommendations

The Executive Committee recommends that:

 

1.         City Council direct that the Economic Development and Culture Division create a multi-phase corporate online service that simplifies the City's special events-related permits and approval processes.

 

2.         City Council direct that the City adopt a 6 week service standard for processing special events-related permit applications from the date of submission to final approval, unless otherwise stated in an existing City of Toronto Municipal Code while adhering to the City's Customer Service Standards for communications.

 

3.         City Council direct that the City initiate a communications and education strategy to assist special event organizers regarding the application, submission and approval process regarding special event applications.

 

4.         City Council direct that the City adopt a "within the calendar year" after the event service standard for the provision of a post-event assessment to event organizers.

 

5.         City Council direct that the City continue to require that all event organizers, without exception, obtain General Liability Insurance and indemnifications sufficient to protect the City from any liability in connection with holding a special event in accordance with existing City policies.

 

6.         City Council direct that the Economic Development and Culture Division in consultation with Transportation, Parks, Forestry and Recreation, Municipal Licensing and Services, Emergency Medical Services, Toronto Fire Services, Toronto Public Health and Solid Waste Management consolidate to the extent possible, all of the various permit and approval application forms into one single application packet.

 

7.         City Council direct that the City explore an alternative work schedule for City staff employed in the delivery of special events for the peak event season to reduce overtime incurred by the City and personnel costs billed to event organizers.

 

8.         City Council request the City Manager, in consultation with the General Managers of relevant divisions, to develop and introduce a non-refundable late fee for permit and approval applications received after the standard application deadline to be implemented for the 2013 budget cycle and report back to Council.

 

9.        City Council direct that the Economic Development and Culture Division establish a courtesy communication protocol between the City and non-City owned event venues to evaluate the pre-event impact to City services for non-City managed special events.

 

10.       City Council direct that the City impose a blackout on new and existing events for times when the City is host to signature or significant special events, (Definitions of special event categories set out in Attachment C in the report (May 28, 2012) from the Deputy City Manager, Cluster A).

 

11.       City Council approve the standard definitions and use of the classification of special event types as outlined in the report (May 28, 2012) from the Deputy City Manager, Cluster A.

 

12.       City Council request the TTC CEO to provide itemized cost estimates and invoices regarding charges for future BIA street festivals to the host BIA.

 

13.       City Council authorize the Parks, Forestry and Recreation Division to implement a pilot program for hosting Commercial/Private Special Events in select City parks, commencing in the Spring of 2012, and that the General Manager report back to Executive Committee in 2013 on the results of the pilot project. (Attachment F in the report (May 28, 2012) from the Deputy City Manager, Cluster A).

 

14.       City Council direct the City Solicitor to make the corresponding amendments to Municipal Code, Chapter 441 – Fees and Charges to amend the fees and charges as outlined in Attachment F in the report (May 28, 2012) from the Deputy City Manager, Cluster A, subject to any necessary minor substantive or stylistic refinements as may be identified by the General Manager and the City Solicitor, and that the Clerk give notice of the proposed fee as required under the City of Toronto Act and Municipal Code Chapter 162, Public Notice.

Origin

(May 28, 2012) Report from the Deputy City Manager, Cluster A

Summary

The purpose of this report is to respond to a number of directives from City Council and from the Economic Development Committee for improving and enhancing special events related services and permitting processes. 

 

This report recommends a number of initiatives, over a three-year period, to address the growing demands of the City of Toronto's special events-related services and permitting practices through:

 

-           Developing strategies and standards to create efficient, transparent, customer driven processes for special event permits, services and practices.

 

-           Continuing the development of an online interactive information tool, a "one-stop-shop" for special events related services and permitting.

 

-           Developing strong indicators and performance measures effective in assessing special events-related service delivery and permitting practices.

 

-           Working with the TTC to minimize the impact of TTC charges on BIA street festivals.

 

-           Conducting a pilot project to change the current Parks, Forestry and Recreation policy and allow commercial/private events to occur in select City parks.

Background Information

(May 28, 2012) Report from the Deputy City Manager, Cluster A on Strategy for Special Events Related Services and Permitting Processes
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48453.pdf
Attachment A - Special Event Related Services - Permit Fees and Service Fees
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48454.pdf
Attachment B - Special Events Permitting and Service-Related Processes Comparison Table
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48455.pdf
Attachment C - City of Toronto's Standard Definitions for Special Events
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48456.pdf
Attachment D - TTC Charges for 11 Signature BIA Street Festivals 2008-2011
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48457.pdf
Attachment E - Comparison of Commercial Permit Rates between Large Cities and Other Venues within the City of Toronto
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48458.pdf
Attachment F - Commercial Special Events in City Parks Permit Policy Proposed Fee Schedule
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48459.pdf

Communications

(September 6, 2012) E-mail from Julie Beddoes (EX.New.EX22.5.1)
(September 9, 2012) E-mail from Suzanne Kavanagh, President, St. Lawrence Neighbourhood Association (EX.New.EX22.5.2)
https://www.toronto.ca/legdocs/mmis/2012/ex/comm/communicationfile-31369.pdf
(September 9, 2012) E-mail from Larry Webb, President, Corktown Residents and Business Association (EX.New.EX22.5.3)
https://www.toronto.ca/legdocs/mmis/2012/ex/comm/communicationfile-31371.pdf
(September 9, 2012) E-mail from Kan Li (EX.New.EX22.5.4)
(September 8, 2012) E-mail from David Crawford (EX.New.EX22.5.5)
(September 9, 2012) E-mail from Patrick Dinnen (EX.New.EX22.5.6)
(September 10, 2012) E-mail from Talia Erlich (EX.New.EX22.5.7)

Speakers

Larry Webb, Corktown Residents & Business Association
Councillor Pam McConnell

Motions

1 - Motion to Amend Motion moved by Councillor Norman Kelly (Carried)

Amend motion 2 by Councillor Palacio to add:

 

1.         Report back analyzing the experiences arising from events that took place in the parks designated for pilot projects in the Summer of 2012, and recommending a framework that enables and balances public access with gated events.


2 - Motion to Refer Item moved by Councillor Cesar Palacio (Lost)

That the item be referred to the Deputy City Manager, Cluster A with the request that she:

 

1.         provide a detailed list of events that would be considered "Significant Special Event" found in Attachment C, titled,  "City of Toronto Standard Definitions For Special Events", of the report (May 28, 2012) from the Deputy City Manager, Cluster A, and outline exactly how these definitions will be used by staff to receive and process event applications.

 

2.         prepare a detailed analysis of fees charged for special events in 2011 by various departments of the city, including subsidies, grants and permitting issues (problems) experienced by both large and smaller events in the city.

 

3.         canvas various special event organizers including, but not limited to the Pride Festival; the Caribbean Carnival; the Scotiabank Toronto Waterfront Marathon; and Taste of the Danforth; the Taste of Little Italy; Corso Italia; the Taste of the Kingsway, etc; to review the recommendations with them and incorporate any additional suggestions that they may have with regards to the report (May 28, 2012) from the Deputy City Manager, Cluster A.

 

4.         include the Guild Park and Gardens as a Pilot Project to Allow Commercial/Private Events in City Parks.

 

5.         brief individual Members of City Council, at their request, on the recommendations contained in the report (May 28, 2012) from the Deputy City Manager, Cluster A, including subtypes found in Attachment C, titled, "City of Toronto Standard Definitions For 'Local Special Events'”,  and outline exactly how these definitions will be used by staff to receive and process  event applications, in particular; the “Formal Fee or Cost Waiver Policy/Process found in Attachment B, titled,  "Special Events Permitting and Service-Related Processes Comparison".

 

6.         submit the revised report at the same time as the forthcoming report on the use of the City's Squares.

 

7.         report to the Parks and Environment Committee on fees for new special commercial events, describing how much new revenue these fees would be expected to bring in; and with options to use increased revenues from larger scale commercial events to reduce fees to community groups for events in local parks.


3 - Motion to Adopt Item moved by Councillor Doug Holyday (Carried)
Source: Toronto City Clerk at www.toronto.ca/council