Heritage Toronto Agreement with Cottage Creek

re: Annual Events at Fort York Ward 20 - Trinity Niagara

The Economic Development and Parks Committee recommends the adoption of the following report (June 2, 1999) from the Commissioner of Economic Development, Culture and Tourism:

Purpose:

To give consideration to a proposal that Heritage Toronto be authorized to enter into multi-year contracts with Cottage Creek for the production of events at Fort York.

Source of Funds:

There are no costs associated with this report. Funds will be revenues to the site from production of the event.

Recommendations:

It is recommended that:

(1) Heritage Toronto be authorized to enter into a two-year agreement with Cottage Creek to allow the holding of the following events:

(i) Children's Festival, a one-day event to be held annually in June; and

(ii) Toronto's Annual Festival of Beer, a three-day event to be held annually in August;

(2) Council refer consideration of a contract for a third event with Cottage Creek to the new management board for Fort York, once it is established; and

(3) the appropriate City officials be authorized to take the necessary action to give effect thereto.

Council Reference/Background/History:

In April 1999, Council adopted Recommendation No. (1) of Clause No. 14 of Report No. 6 of The Economic Development Committee, entitled "Fort York Annual Events", from the Managing Director of Heritage Toronto, providing Heritage Toronto with standing authority to enter into agreements with event holders in order to enhance the public profile and revenue base for Fort York within terms and conditions outlined in the report.

Recommendation No. (2) of the same report was referred to the Commissioner of Economic Development, Culture and Tourism for consideration and report back to the Committee. Recommendation No. (2) read as follows:

"(2) That City Council authorize Heritage Toronto to enter into a three-year agreement with Cottage Creek to allow the holding of the following events:

(i) Children's Festival, a one-day event to be held each June;

(ii) Toronto's Annual Festival of Beer, a three-day event to be held each August; and

(iii) Chili tasting Festival (or similar event), dates to be decided."

Comments and/or Discussion and/or Justification:

The request from Heritage Toronto was meant to allow Cottage Creek to have the assurance of reserved dates for these large annual events, which require long lead time and heavy investment in the event development and marketing stages. In spite of the pending change in structure, which will introduce a separate management board for Fort York, Heritage Toronto is concerned that the stream of revenues coming into Fort York continue.

Since the April meeting of Council, Heritage Toronto has undertaken work on contracts for the Beer Festival and the Children's Festival for August 1999. They have, therefore, requested a two-year contract for the three events.

Upon signing the contract, in order to reserve the dates for the years 2000 and 2001, Cottage Creek would pay a non-refundable 10 percent deposit based on the base rental rate for the Fort, which is $3,860.00 per day (services and staffing are extra). The contract would allow Cottage Creek to produce a third event, the nature of which would be subject to the governing board's approval.

Cottage Creek has proven to be a responsible event producer, has abided by the guidelines set out by Heritage Toronto, and has shown respect and sensitivity to the heritage character and fabric of the site. The company has worked successfully with Heritage Toronto over the past three years to develop, promote and stage Toronto's Annual Festival of Beer, an event which attracts over 5,000 people. Cottage Creek has met its financial obligations and has produced events which are complimentary to the Fort, resulting in increased profile and attendance for the site.

The Friends of Fort York is a group of citizen volunteers whose primary interest is the operation and development of the Fort. The Friends, in a letter to George Waters, Managing Director of Heritage Toronto, dated May 7, 1999, indicate that they support the contracts for the Toronto Annual Beer Festival and the Children's Festival. The Friends have recommended, however, that the Fort York Management Board, which will be appointed later this year, negotiate any rental for the third event once a format has been conceived and developed.

The food service contract which was approved for the Fort in November 1998, provides exclusive catering rights to the food services supplier, with a specific number of exemptions which are set out in the contract. This third event proposed by Cottage Creek would take the last available exemption. Given that a clear proposal has not yet been submitted, approval at this time would limit the options of the management board in the use of that exemption.

Conclusions:

The Annual Festival of Beer and the Children's Festival are well defined events, the former with a proven track record. The 1999 events are well along in their planning. Heritage Toronto, The Friends of Fort York and the Department all agree that these events will enhance the public profile and revenue base for the Fort and support an agreement with Cottage Creek to produce these events in 2000 and 2001. It is recommended that Council authorize Heritage Toronto to enter into such an agreement, within the terms and conditions approved by Council for agreements with event holders.

The third event has been described as "a Chili Tasting Festival or similar event". No clear proposal has been submitted to date. It is recommended that no contract for this event be entered into at this time, but that the proposal for this event be referred to the new management board for Fort York, once it is established.

Contact Name:

Ms. Beth Hanna, Culture Division, 392-5225.