REPORT TO GENERAL COMMITTEE
TO:	Mayor and Members of Council
FROM:	Sheila Birrell, Town Clerk
	Andy Taylor, Commissioner of Corporate Services
PREPARED BY:	Pat Miller, Manager, Secretariat Services
DATE OF MEETING:	2006-01-23
SUBJECT:	Use of Markham Civic Centre
	South Asian Young Adult Association (SAYAA)

RECOMMENDATION:

That the report dated January 23, 2006 from the Town Clerk and the Commissioner of Corporate Services entitled "Use of Markham Civic Centre, South Asian Young Adult Association (SAYAA)", be received;

And that the request from SAYAA to hold a fundraising event at the Markham Civic Centre on Saturday, February 11, 2006 from 3:00 p.m. to 12:30 a.m. be approved and forwarded to Special Events staff, subject to the following conditions:

● The Council Chamber will not be made available. The Great Hall, Lower Atrium and Canada Room will be made available free of charge. A staging area could be created in the Great Hall for the dance competition.

● A $500 security deposit will be required to cover damage that may occur. This deposit will be returned in the event no damage occurs.

● One (1) extra Security Guard will be required at a cost of $15.00 per hour for the duration of the event. The Security Guard to be hired by the Town.

● One (1) Custodian will be required for the duration of the event and for two to three hours following the event at a cost of $23.00 per hour. The Custodian to be hired by the Town.

PURPOSE:

To request Council approval for the South Asian Young Adult Association to hold a fundraising event at the Markham Civic Centre on February 11, 2006 from .

BACKGROUND:

On November 22, 2004, the Finance and Administrative Committee approved a policy on the use of Civic Centre public spaces. This policy prohibits fundraising displays/events, however, events supporting disaster relief programs are permitted with the approval of Council.

The South Asian Young Adult Association is a completely community based, youth run, non-profit organization. They are planning a fundraising event that will take the form of a dance competition on Saturday, February 11, 2006 from 3:00 p.m. to 12:30 a.m. SAYAA anticipates that approximately 250 people will attend.

OPTIONS/DISCUSSION:

The South Asian Young Adult Association (SAYAA) has requested approval to hold a fundraising event in the form of a youth dance competition for the South Asian youth of Markham. The objective of SAYAA is to celebrate South Asian culture and bring notice to the South Asian youth of Markham.

Tickets will be sold at the event for $10.00 each and any profits will go to such charities as the Hospital for Sick Children and Earthquake Relief. SAYAA's costs to date total $1,500. Videographers, photographers and a DJ will be present and will provide audio/visual equipment. Refreshments will be arranged with Merlin but will not be permitted in the Council Chamber.

SAYAA originally requested the Council Chamber in which to hold the dance competition, however, due to recent extensive improvements in that room, this would not be appropriate. Staff is suggesting that a staging area could be created in the Great Hall to accommodate this part of the event. Staff is also recommending a security deposit to cover the cost of any damage, that one (1) extra Security Guard and (1) extra Janitor be brought in.

FINANCIAL CONSIDERATIONS:

Due to the non-profit nature of the organization, fees for the venue would be waived.

BUSINESS UNITS CONSULTED AND AFFECTED:

The Special Events Division of the Community and Fire Services Commission has been and will continue to work with the applicant. The Capital Assets Management Division has also been consulted.

ATTACHMENTS:

Letter of request dated January 11, 2006 from Shusmita Sharma, President of the South Asian Young Adult Association is attached.

Sheila Birrell, Town Clerk

Andy Taylor, Commissioner of Corporate Services