TAMRMS#: B06
6.1
REQUEST FOR DECISION
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Special Events Policy
Presented by: Anna Royer, Manager, Funding & Special Events, Recreation & Parks
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RECOMMENDED MOTION(S)
recommendation
1. That Standing Committee of the Whole recommend that Council rescind City Council Policy C-CS-19 Special Event Permits (Policy C-CS-19).
2. That Standing Committee of the Whole recommend that Council approve City Council Policy C-CS-26 Event Policy (Policy C-CS-26).
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SUMMARY
Policy C-CS-19, Attachment 1 to this report, has served as a valuable guide for the City of St. Albert's event permitting processes. However, Administration has determined that there is an opportunity to build upon this operations-focused document and create a more comprehensive approach to supporting events across the City.
This report introduces a refreshed and more dynamic event policy, designed to establish clear principles and authorities for the support, review, and approval of City and community events held in our beautiful outdoor public spaces. Administration’s recommendation is to rescind Policy C-CS-19 and replace it with a governance-focused policy that offers a stronger foundation for evaluating and prioritizing event requests. Community event organizers will not experience a change to process or services based on this policy revision, as proposed Policy C-CS-26, Attachment 2 to this report, is in alignment with current service delivery.
ALIGNMENT TO COUNCIL DIRECTION OR MANDATORY STATUTORY PROVISION
N/A
BACKGROUND AND DISCUSSION
Events are essential to building community spirit and enhancing quality of life. In alignment, service levels address both direct delivery of events and support for third-party event hosting on public lands.
Each year, Administration delivers 4-5 City events in municipally owned outdoor spaces (e.g., New Year's Eve fireworks, Canada Day, International Children’s Festival). The responsibility for hosting these events is primarily shared between the Recreation & Parks and Community Services departments, both of which collaborate closely with other City departments to ensure successful delivery. In addition, Administration provides support for over 90 community events annually including the Snowflake Festival, Kinsmen Rodeo, and Rock’n August events. Currently, Administration has developed processes and guidelines to ensure municipal support is available to event hosts. The proposed transition to a refreshed governance policy aligns with current service delivery and processes that event organizers have become familiar with.
Typical support for community events includes assigning an event liaison, developing transportation plans, facilitating road closures, coordinating garbage disposal and barricade placement, and ensuring emergency services are in place.
Current Policy C-CS-19, initially approved in 2016 and updated with clerical amendments in 2019, is primarily focused on the administrative aspects of event permitting. In supporting community events, Administration has noted limitations to this policy, specifically that the limited scope and absence of Council-supported event principles does not provide a solid foundation for prioritizing event requests. As such, Administration is recommending that Policy C-CS-19 be rescinded. The administrative tasks outlined in Policy C-CS-19 will continue to be captured by transferring the information into an operations-focused administrative document. There will be no change in service delivery; however, Administration will have a stronger foundation for future decision-making as our community and demand for event support grows.
To address these gaps, Administration has drafted a new guiding document, Policy C-CS-26. This policy aims to:
• Establish roles for Council and the Chief Administrative Officer;
• Establish decision-making values;
• Set expectations regarding municipal support for both the City and event hosts;
• Differentiate between community and commercial events; and
• Identify events that are ineligible for City support.
Included in this draft policy is 1) the responsibility of Administration to provide annual reporting relative to the number of events supported as well as 2) the development of a robust tracking tool to allow for better understanding of the internal costs associated with event support to the community.
Excluded in this draft policy are events occurring in indoor public spaces (e.g., Servus Credit Union Place), privately owned spaces, and municipally owned spaces that are governed through separate agreements. Examples of a leased space would include the St. Albert soccer fields, Red Willow Place, and the St. Albert Botanic Park. Leased land, private land, and indoor municipal spaces are managed through other processes and bylaws.
STAKEHOLDER COMMUNICATIONS OR ENGAGEMENT
Cross-departmental work occurred which resulted in the recommended policy rescindment and development of the new replacement policy. Regional scanning has provided a better understanding of the variety of approaches to event support. Each community has developed an approach to event support unique to their community needs. Administration has focused the development of the proposed policy on the needs and resource availability of St. Albert.
IMPACTS OF RECOMMENDATION(S)
Financial:
None at this time.
Compliance & Legal:
None at this time.
Program or Service:
None at this time.
Organizational:
None at this time.
Risks:
None at this time.
ALIGNMENT TO PRIORITIES IN COUNCIL’S STRATEGIC PLAN
Not applicable.
ALIGNMENT TO SERVICE DELIVERY
B.1.2 Community Events Support: Support to St. Albert event organizing groups in the coordination of identified corporate services for the benefit of the community.
IMPACTS OF ALTERNATIVES CONSIDERED
If Standing Committee of the Whole does not wish to support the recommendations, the following alternatives could be considered:
ALTERNATIVE 1: Standing Committee of the Whole could direct Administration to amend the new draft policy, with Administration to return at a future date with a revised policy for Council’s consideration.
Financial:
None at this time.
Compliance & Legal:
None at this time.
Program or Service:
Administration would continue to utilize Policy C-CS-19, which provides a limited framework to guide decision-making surrounding event approvals and the increasing requests for event support, until the time that a revised policy is approved by Council.
Organizational:
None at this time.
Risks:
Administration will continue to manage event approval and support with a limited framework for decision-making.
ALTERNATIVE 2: Standing Committee of the Whole could choose not to rescind Policy C-CS-19 and continue to use this document for event governance.
Financial:
None at this time.
Compliance & Legal:
None at this time.
Program or Service:
Administration would continue to utilize Policy C-CS-19, which provides a limited framework to guide decision-making surrounding event approvals and the increasing requests for event support.
Organizational:
None at this time.
Risks:
This does not provide Administration with an approved document that defines when an event will not be approved for event support.
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Report Date: November 12, 2024
Author(s): Anna Royer, Manager, Funding & Special Events
Department: Recreation & Parks
Department Director: Daniele Podlubny
Managing Director: Diane Enger
Chief Administrative Officer: Bill Fletcher