Report to: General Committee Report Date: August 13, 2008

SUBJECT: 2008 Markham Santa Claus Parade

PREPARED BY: Fred Rich, Senior Business & Risk Analyst

RECOMMENDATION:

THAT the report dated August 13, 2008 entitled “2008 Markham Santa Claus Parade” be received.

AND THAT the Santa Claus Parade Committee of Council be established for the 2008 Markham Santa Claus Parade.

AND THAT the 2008 Markham Santa Claus Parade Committee of Council be comprised of the following members; Ward 4 Councillor Carolina Moretti, Ward 5 Councillor John Webster, Anna Rose (Manager, Community Relations), Bob Walter (Operations District Manager East), Peter Cusimano (Rotary Club Past President), Jim Sandiford (Rotary Club Treasurer), Vi Fardy (Rotary Club Member), and Susan Peterson (Rotary Club Member).

1. Purpose 2. Background 3. Discussion 4. Financial 5. Others (Strategic, Affected Units) 6. Attachment(s)

PURPOSE:

To establish a 2008 Markham Santa Claus Parade Committee of Council, for the purpose of providing insurance coverage for the parade through the Town’s liability policy.

BACKGROUND:

Since 1997 the Rotary Club of Markham Sunrise (Rotary Club) has organized the Markham Santa Claus Parade. The Town of Markham has supported the event by providing an annual grant to the Rotary Club. In 2007 the value of the grant was $15,000. The Town’s involvement in the parade has typically been a supporting role. During the weeks leading up to the parade the Special Events and Operations staff met with the Rotary club to clarify roles.

In October 2007 the Rotary Club requested that the Town of Markham designate the 2007 Markham Santa Claus Parade an official Town event and provide the liability coverage for the event. Historically the parade insurance has been provided by the Rotary Club and after much deliberation with Town staff the Rotary Club agreed to provide the insurance for the 2007 parade, however, they expressed the need for a better option in 2008.

At the October 29, 2007 General Committee Council requested staff, “to report back on options for future arrangements in order that such events can be facilitated with minimum impact to the organizers.” At the November 13, 2007 Council meeting Council directed that Rotary Club of Markham Sunrise obtain $2 million of Commercial General Liability insurance coverage for the 2007 Santa Claus Parade naming the Corporation of The Town of Markham as additional insured.

Other Municipal Parades

Town Staff surveyed various Municipalities regarding parades and events to determine municipal involvement and who is providing the insurance coverage. All Municipalities surveyed confirmed the municipal policy only insures events that are organized by the Municipality. When events are organized by third parties, the third party provides the insurance coverage naming the Municipality as an additional insured. The Town of Markham currently follows the same insurance practice.

Two of the Municipalities surveyed, the City of Vaughan and Town of Richmond Hill organize their own Santa Claus parades and both parades are organized by Committees of Council made up of staff and Council members.

OPTIONS/ DISCUSSION:

To address the concerns facing the Rotary Club, Staff recommend creating a Markham Santa Claus Committee of Council similar to the Town’s Canada Day Committee. This proposal would address the Rotary Club’s insurance concerns as the Town’s liability coverage covers all Committee of Council events. In addition Staff recommend that the $16,500 identified for the 2008 Rotary Club grant be retained within the Town’s Operating Budget to become the 2008 Santa Claus Parade operating budget and all parade expenditures be approved by the parade committee and processed by the Finance Department.

The proposed committee structure would include at least two Councillors, members of the Rotary Club Board and Town Staff. The Rotary Club would continue to provide the same support to the parade as in previous years.

The Proposed 2008 Santa Claus Parade Committee would include the following members; Ward 4 Councillor Carolina Moretti, Ward 5 Councillor John Webster, Anna Rose (Manager, Community Relations), Bob Walter (Operations District Manager East), Peter Cusimano (Rotary Club Past President), Jim Sandiford (Rotary Club Treasurer), Vi Fardy (Rotary Club Member), and Susan Peterson (Rotary Club Member).

FINANCIAL TEMPLATE

No additional funding is required, the 2008 Rotary Club grant of $16,500 is to become the 2008 Santa Claus Committee budget and all expenditures for the 2008 Markham Santa Claus parade are to be approved by the 2008 Santa Claus Parade Committee.

DEPARTMENTS CONSULTED AND AFFECTED:

Communications & Community Relations

Operations

RECOMMENDED

BY: ________________________ ________________________

Barb Cribbett, Treasurer Andy Taylor, Commissioner of Corporate Services