HomeMy WebLinkAboutCAO-14-040 - Signing Authority for Events
REPORT TO:
Committee of the Whole
DATE OF MEETING:
September 15, 2014
SUBMITTED BY:
Rod Regier, Executive Director of Economic Development
519-741-2200, Ext. 7506
PREPARED BY:
Jeff Young, Manager, Special Events, 519-741-2200,
Ext. 7388
WARD (S) INVOLVED:
All
DATE OF REPORT:
September 15, 2014
REPORT NO.:
CAO – 14-040
SUBJECT:
Small/Medium Sized Event/Festival Agreements
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RECOMMENDATION:
That the Executive Director, Economic Development be authorized to execute agreements for
one time events/festivals or annual events/festivals with a cost to the City of $20,000 or less on
terms agreeable to the CAO and to the satisfaction of the City Solicitor.
BACKGROUND:
In the past Council has authorized staff to execute agreements for annual or one time special
events/festivals based on terms being agreeable to the CAO and of the City Solicitor. An
example of such an agreement is the Ribfest & Craft Beer Show, which was delegated to staff
in 2011. Council also gave the Manager of Special Events authorization to sign pre-approved
Entertainment and Service provider agreements in 2006 to a limit of $20,000. The City is
continuing to expand its list of events and the pre-approved contracts do not always fit the
event.
REPORT:
Each year a number of small to medium sized event opportunities are presented to the City to
participate in or host. Typically these events would fall under the annual portfolio of
events/festivals managed by the special events unit and would not require Council approval.
Sometimes the pre-approved contracts do not fit the event or festival.
Staff are proposing that they be able to enter into one-year agreements for annual or one off
special events/festivals that are valued at $20,000 or less with the potential to renew the
agreements annually at the discretion of the CAO and City Solicitor.
Currently the Manager of Special Events has the signing authority based on previous Council
approval to execute agreements within the requested spending limit. These agreements are
subject to review by the CAO and must be to the satisfaction of the City Solicitor. By providing
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this type of signing authority the longer range planning for the event can begin sooner for staff
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and 3 party organizers. This would enable staff to work towards securing media partnerships,
sponsorship agreements, community partners, other sources of funding/support and logistical
elements for the event/festival.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The report aligns with a number of strategic priorities from the City of Kitchener’s 2011-14
Strategic Plan including Quality of Life and a Dynamic Downtown.
FINANCIAL IMPLICATIONS:
The financial implications would vary depending on the size and scope of the particular
event/festival.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in advance of the
council / committee meeting.
ACKNOWLEDGED BY:
Jeff Willmer, CAO
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