31.FEES CHARGED TO COMMUNITY GROUPS FOR FAIRS AND EVENTS

General Manager, Parks and Recreation Division,

Economic Development, Culture & Tourism

(September 2, 1998.)

Purpose:

To provide information regarding fees charged to Community Groups for fairs and events, by the former City of York and other former municipalities. This is in response to Community Council's request at its meeting on July 22, 1998.

Funding Sources, Financial Implications and Impact Status:

This matter may be highlighted to the Economic Development, Culture & Tourism Department as a Budget issue and forwarded to the Economic Development Committee for their information.

Recommendations:

(1)That the matter of fees charged to community groups for services be the subject of a further report from the Economic Development, Culture and Tourism Department, and that the matter be highlighted for consideration in the 1999 budget process; and

(2)That this report be forwarded to the Municipal Grants Review Committee for their information and consideration.

Council Reference/Background History:

At its meeting on July 22, 1998, Community Council requested the Commissioner, Economic Development, Culture and Tourism, to direct the York Commissioner of Community Services to report to the September 16, 1998 meeting of Community Council regarding the following:

(1)the elimination or reduction of fees charged to community groups for community

fairs and festivals;

(2)a review of the remaining funds in the Festivals Account;

(3)the fees charged in other areas in the City of Toronto; and

(4)highlighting this matter for consideration during the 1999 budget process.

Comments and/or Discussion and/or Justification:

On May 16, 1991 Council approved a department policy to reflect changes in the level of service to community groups as mandated in the 1991 budget. (Attachment #1)

This policy set out that community groups would be charged for the delivery and set-up of equipment based on the direct costs of the service provided, i.e. staff time. The policy was implemented based on the increased requests for services by community groups particularly for special events, picnics, celebrations, etc. The department was not staffed to be able to complete all these requests and maintain the level of service in all other areas of Parks operation due to the demands on staff time and equipment that these requests required. The deliveries were competed after the regular work day at overtime rates. Equipment was still provided free of charge if community groups were able to pick up and return the equipment to the Parks yard.

Further, Council approved a report March 3, 1995 that supported and formed a Special Events and Festival Liaison Team. This team/committee acted as a co-ordinating body for the purposes of reviewing special events and festival requests, receiving funding based on their value in creating community economic development spin-offs, promoting community pride and instilling and attracting sponsorship and volunteer support.

This policy provides for cash grants and in-kind services as defined by the Technical Review Committee, like the delivery of picnic tables, stage set-up, garbage containers and traffic barricades.

On July 8, 1998 Toronto Council approved a report from the Municipal Grants Review Committee by way of the Strategic Policies and Priorities Committee recommending $32,550 in cash grants as well as specified in-kind services totalling $27,199.

Review of Remaining Funds in the Festivals Account

Currently, the Special Events Account of the Economic Development Section in York area has allocated $32,550 of a $42,000 budget. Toronto Council approved this amount July 8, 1998.

Fees Charged in Other Areas in the City of Toronto

A review of fees charged to community groups in the former areas of City of Toronto shows a wide range of services and charges and, in some cases, free services.

In some cases, the former cities of Scarborough, Etobicoke, Metro, East York have a permit fee for the use of a park for a picnic which includes the use and provision of designated equipment. These charges range from $21-$100 per day. In York, the use of a park (non-sportsfield), Coronation, Smythe, Cedarvale - is free, and delivery of equipment and supplies have been charged to groups as per attached policy. When groups use sportsfields, they are charged for these sites as per our sportsfield policy.

While York charges for these services and supplies, many of the groups receive them in-kind as per the guidelines for Festivals and Special Events. In at least one other of the former municipalities, there are direct charges similar to York for the cost of services, i.e. staff time.

The fees charged in the York area are part of the budget allocation for 1998. Any elimination or reduction would have to be part of the 1999 budget process.

Conclusion:

The new Economic Development, Culture and Tourism Department has a structure that includes a Special Events Division that will liaise with, manage and service special events in the future. The delivery of local events will be the subject of a more comprehensive review within the new department.

The current policy on grants for Festivals and Special Events managed through the Economic Development, Culture and Tourism Department is in the process of being reviewed by the Municipal Grants Review Committee.

The harmonization of the fees charged and the operational support will be the subject of a more comprehensive report by the Economic Development, Culture and Tourism Department within the next few months.

Contact Name:

Ken DickinBill Steiss

Parks & RecreationEconomic Development

York Civic Service CentreYork Civic Service Centre

Tel: 394-2486Tel: 394-2613

(A copy of Attachment 1 referred to in the foregoing report, was forwarded to all Members of Council with the agenda of the York Community Council meeting of September 16, 1998 and a copy thereof is on file in the Clerk's Department, York Civic Centre.)