Millennium Celebrations and Establishment of a Task Force

 The Strategic Policies and Priorities Committee recommends the adoption of the recommendations in the following report (April 21, 1998) from Councillors Ashton and Korwin-Kuczynski:

 Purpose:

 This report outlines the need and a process for the City of Toronto to begin preparations for events for the year 2000. This report addresses primarily the process for developing and co-ordinating the events anticipated to take place throughout the year. The 1999 New Year=s Eve event itself will be organized separately and outlined in a later report.

 Funding Sources, Financial Implications, and Impact Statement:

 The City will operate its millennium activities principally with internal seconded staff, but anticipates that it will rely on some contracted services to assist in the year 2000 activities. Authority is requested to expend up to $50,000.00 over the period May-August, 1998, for services relating to the design and co-ordination for the year-long celebrations. Costs and sponsorships for the New Year=s Eve event will be estimated by the Special Events Group, and a proposal for that event will be forthcoming in a report in September, 1998.

 Recommendations:

 It is recommended that: (1)a Millennium Task Force be struck to plan Toronto=s role in the year long activities for the Year 2000, with representation from Council and relevant operating departments, with project management and staff support being seconded from within the City;

 (2)the City provide an office and secretarial support to the Task Force until September 1, 1998, at which time the role and activities of the Task Force will be re-evaluated. The City also approve an allocation to the Task Force of $50,000.00 for operating costs and any contracted services over the period ending September 1, 1998;

 (3) any Task Force expenditures for outside services be secured by a contract or Memorandum of Understanding for the services to be supplied, accompanied by a set of specific deliverables; and (4)the appropriate City officials be authorized and directed to take the necessary action to give effect thereto.

 Discussion:

 Virtually all major cities in the world are considering plans for the year 2000. Cities and populated areas will be the focus for many of the activities and events surrounding the celebrations. At the very least, cities will need to be aware of the many activities and plans, so that they can co-ordinate emergency services, street closures, etc. Most cities also feel a responsibility to encourage high quality in the many celebrations that will occur throughout the year, as well as to help plan events and disseminate information.

 It is therefore important that Toronto establish a process whereby interested groups within the community can:

(i)access information about how to plan their events;

 (ii)obtain information about other millennium events; and

 (iii)find out about publicizing their events.

 In this respect, a City of Toronto Millennium Task Force should be established to undertake the planning for this process. This Task Force should have representation from Council, and from relevant departments to include Special Events, Economic Development, Parks and Recreation, Culture, and Community Services. Other departments will clearly need to be consulted, including Police and Emergency Services, and Transportation.

 A number of other groups and initiatives relating to planning and celebrating the year 2000 already exist. One of these is >Toronto 2000' which has representation on its Board from such critical groups as Tourism Toronto, the Board of Trade, and the Toronto Hotel Association. It may be appropriate for the City to contract certain services from such groups, who can help access sponsorships and mobilize community groups.

 There is a need to begin work quickly as a number of ideas and events are already being planned by outside groups. It is therefore desirable to be able to commit some resources right away to help support the activities of the Task Force. Exact requirements by the Task Force are uncertain at this time, but operating costs and contracts may approach $50,000.00 over the period ending September 1, 1998.

 Any financial agreements between the City as represented by the Millennium Task Force and outside agencies or firms will be accompanied by a contract or Memorandum of Understanding (MOU) with specific deliverables attached.

Conclusion:

 The City must begin work very soon if it is to provide an effective co-ordinating role with the many community groups that wish to plan events for the year 2000. The Special Events Office has already begun proposals and strategies for the official City of Toronto Millennium celebrations for New Year=s Eve 1999, and will be reporting to Council for an endorsement of this activity in September, 1998.

 It is therefore recommended that the City immediately appoint a Task Force with the representation as proposed earlier to deal with the year-long events. Members of the Task Force will be selected by Councillors Ashton and Korwin-Kuczynski, and the Mayor=s Office. One of the Task Force=s first activities will be to determine what it can best deal with in the short term, and what activities are more effectively undertaken by outside groups.

 We therefore recommend that the City allocate up to $50,000.00 to support the work of the Millennium Task Force until September, 1998. The Task Force will determine what expenditure on outside expertise is appropriate, up to the level indicated, and the specific deliverables that it expects, secured by a contract or MOU. We also recommend that the City provide an office and secondments for project management and secretarial support to the Task Force.

 Contact Name:

 Philip Fontaine, Economic Development, 392-3378.

Jaye Robinson, Special Events, 395-7310.