_ BRAMPTON bramptonca FlOWef Oty Jl- Report Committee of Council Committee of the Council of The Corporation of the City of Brampton Date: November 21, 2014 COMMITTEE OF COUNCIL rwf- December %. 2cl^ File: M42 Special Events Subject: Contact: Special Event Report - 2014 New Year's Eve Celebration Janet Proctor, Manager, Office of Festivals and Special Events OVERVIEW The New Year's Eve Celebration is an enjoyable annual event for the whole family; new this year is free family programming on Wellington St, Main St. North and South and in Ken Whillans Square. The event will also include family favourites such as a dynamic fireworks display, live entertainment, an open-air skating rink, marshmallows roasting and more. Free parking will be available to residents, visitors and guests in municipal parking facilities located in Downtown Brampton. In keeping with the City's existing Bylaw, in previous years a $20 parking fee was collected for the New Year's Eve Celebration; however, staff is requesting Council to waive this fee in 2014, and to authorize staff to prepare a report addressing a bylaw amendment to eliminate this parking fee. To accommodate the new special event programming, road closures will be in effect from 12:30 pm on December 31 to 5:00 am on January 1. A Traffic Management Plan has been developed and approved by departments with consideration of public safety during the event. Brampton Transit will once again provide free service on all routes beginning at 7 pm. Extensive marketing and communication will be developed to ensure the public is aware of the event and road closures in advance of the event. RECOMMENDATIONS: 1. That the report from Thomas Plant, Director, Strategic and Enterprise Services, dated November 21, 2014, to the Committee of Council meeting of December 3, 2014, re: Special Event Report - 2014 New Year's Eve Celebration, be received; and
J1-1 2. That the event program for the 2014 City of Brampton New Year's Eve Celebration be approved; and 3. That the $20 fee stated in Section 57, paragraph 7 (a) and (b) of Cityof Brampton Bylaw 93-93 be waived for the 2014 New Year's Eve Celebration; and 4. That staff of the Planning and Infrastructure Services Department be authorized to prepare a report in 2015, related to the City of Brampton Bylaw 93-93, removing the requirement for a New Year's Eve Celebration parking fee, subject to fulfilling statutory public notice and Council approval requirements; and 5. That the Director, Strategic and Enterprise Services, be authorized to execute, on behalf of the City, all agreements, contracts and related documentation, as may be required to deliver the New Year's Eve Celebration program outlined in this report, and that such agreements, contracts and related documentation shall be with a content satisfactory to the Chief Operating Officer (or Designate) and in a form satisfactory to the City Solicitor; and 6. That staff of the Public Services Department be authorized to waive fees associated with the use of the Rose Theatre, Garden Square, City equipment and staff time in support of the 2014 New Year's Celebration. BACKGROUND: The New Year's Eve Celebration continues to be an event where residents can inexpensively celebrate the beginning of a new year. In past years, the evening programming typically included children's entertainment, free marshmallow roasting, buskers, a VIP all access party and two fireworks displays - one at 9 pm and a second display at midnight. This year, the New Year's Eve Celebration plan will feature enhancements to its programming keeping the safety of Brampton residents in mind. It is expected that with the additional free parking and free family programming, the event will bring out an estimated attendance of 30,000 people throughout the course of the evening. CURRENT SITUATION: The City of Brampton's New Year's Eve 2014 Celebration will emphasize two main themes: > City of Brampton's 40th Anniversary > Free Family Programming
Jl-fc The following new components are planned for 2014: 1. Main Street South and Wellington Street - Free Family Fun Free Ferris Wheel rides, an inflatable maze and a photo opportunity with one of Brampton's antique fire trucks. This will also give Brampton residents an opportunity to learn about the amalgamation that took place in 1974 and other fun Fire Facts. 2. Ken Whillans Square - Free Family Fun Free children's entertainment featuring a Jungle Book show, meet and greet with the Octonauts and Looney Tunes characters and free balloon animals. Due to growing safety concerns from Brampton Fire, Peel Regional Police and Brampton Security, the 9 pm fireworks show has been cancelled but will be replaced with a spectacular grand finale creating a safe and exciting alternative. 3. City Hall - City of Brampton's 40th Dedication Ceremony and Gallery The Atrium will be transformed into a gallery highlighting popular occurrences throughout the last four decades. In collaboration with PAMA and the Brampton Heritage Board, residents will have an opportunity to see photos, newspaper clippings and aerial images of our ever-growing city. The atmosphere will be set by music from each decade, warm refreshments and a free craft station for children. A special dedication ceremony is planned to occur at 7:15 pm on the steps of City Hall. Mayor and Members of Council will welcome residents to the event and explain the significance ofthe City of Brampton's 40th Anniversary. Following the dedication ceremony, the doors to City Hall will open, welcoming event goers to explore the gallery and take part in an optional meet and greet with Mayor Jeffrey and Members of Council inside the Atrium. 4. Main Street North - Free Family Fun This area will include free attractions programmed for an older audience featuring Speakers' Corner, sponsored by Lexus, an Instagram booth (#NYEinBrampton), caricature drawings, psychic readings and video games in the Game Asylum truck. 5. Queen Street East and West - Food Truck Alley Queen Street East and West will include four food vendors. Visitors will have an opportunity to try some tasty treats from some of Brampton's finest food vendors. This part of the event is not free.
JI-4 6. Gage Park - Free Family Fun Whether you are skating around the open air ice rinkor roasting marshmallows, Gage Park will feature free, fun traditions that residents anticipate and enjoy. An event information booth will be located at the entrance of the park and will be highlyvisible due to the sale of glow products by an external vendor. 7. The Rose Theatre / Garden Square - Feature and Fireworks Garden Square will remain as the Main Stage area, sponsored by the Brampton Downtown Development Corporation (BDDC) and will feature a live performance by our headliner, Arkells, a Juno award winning band that has a large following within the GTA and beyond. The VIP All Access Party has been cancelled. The area will now be utilized as command centre for Festivals and Special Events Office (FSEO) staff, volunteers and security. It will also be a centralized area for safe storage of technical equipment and will remain closed to the public. An additional event information booth will be located at the entrance of this area and will be highly visible due to the sale of glow products by an external vendor. Portable washrooms and wash stations will also be available. At midnight, there will be an extended spectacular fireworks show highlighting City of Brampton's 40th Anniversary. CORPORATE IMPLICATIONS: Financial Implications: The following table highlights the estimated budget for NYE 2014. This event is funded from the 2014 Council approved budget. Item Budget (2014) EXPENDITURES 1. Marketing $10,000 2. Safety $7,500 3. Operations $8,500 4. Labour $4,500 5. Entertainment, Free Family $113,500 Programming and Fireworks Total Expenditures $144,000 REVENUES BDDC, Main Stage Sponsor $10,000 Lexus, Speakers Corner Sponsor $4,000 Total Revenues $14,000 NET EXPENDITURE $130,000 Note: Excludes internal charge-back from City Departments ($30,000).
Jl-S Other Implications: As a result of the recommendations in this report: 1. The Planning and Infrastructure Services Department will not receive any revenue (approximately $1,340) as a result of removing the requirement for a New Year's Eve parking fee. 2. The Public Services Department will forego revenue (approximately $30,000) associated with the use of the Rose Theatre, Garden Square, City equipment and staff time in support of this City event. 3. The Director, Strategic and Enterprise Services, shall be authorized to execute all agreements, contracts and related documentation as may be required, to deliver the New Year's Eve Celebration program. 4. Peel Police shall provide if required, a tactical unit due to the incident that occurred in Ottawa. STRATEGIC PLAN: This event supports the following Strategic Plan priorities: ENGAGING Community Engagement Communicate and foster an environment of inclusiveness Foster a positive civic image through community pride SERVING Corporate Excellence Customer Service Excellence GROWING Growth Management Increase prominence of the Central Area CONCLUSION: The New Year's Eve Celebration for 2014 will engage residents and provide a family fun-filled evening, as well as celebrate the City ofbrampton's 40th Anniversary and ring in 2015 with a spectacular fireworks finale.
Jl-t) fla3swt)fh0 met Proctor lanager, Festivals and Special Events Office Office of the COO Thomas Plant Director, Strategic and Enterprise Services, Office of the COO Report authored by: Janet Proctor, Manager, Festivals and Special Events Office (Tel: 905.874.3621). COO Date EHE