TASK
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RESPONSIBILITY |
TIMING |
Under the direction of the Community Services &
Environment Standing Committee the Building and Parks Construction Committee
will list all parks, open spaces and facilities under development. This
information will be captured on the Parks, Open Spaces and Facilities Listing
and will include the following information: anticipated construction
completion date, park, open space or facility name; location; community;
ward; type of park or open space; whether an opening is recommended and at
what level; when construction commenced on the project and the appropriate
budget code for the event.
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Building and Parks Construction Committee will work
in consultation with the Special Events Coordinator |
Annually First of October |
Building and Parks Construction Committee will forward
the Parks, Open Spaces and Facilities Listing to the Special Events
Coordinator and copy the Manager, Community Partnerships.
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Building and Parks Construction Committee |
Annually First of October |
The Special Event Coordinator will add additional
information to the Parks, Open Spaces and Facilities Listing that will
include the definition of each park type and the event details associated
with the three levels of an opening with the financial and staff resources
required for each activity.
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Special Events Coordinator |
Annually First of October |
The Special Event Coordinator will forward the Parks,
Open Spaces and Facilities Listing – minus the budget codes - to the
Commissioner of Community & Fire Services for input and approval and he
will then forward to CAO, Commissioners & Commissioners
Assistants for review.
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Special Events Coordinator |
Annually First of October |
Strategic Services member will present the information
report including comments from CAO & Commissioners to Finance &
Administrative Committee for input and approval.
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Strategic Services Team |
Annually Mid-October |
Finance & Administrative Committee will review the
document, accept the information report and identify any other park and/or
open space development events (openings, sod turnings, expansions,
acquisitions), proposed budget, funding sources and the celebration level for
these newly identified activities.
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Mayor, Members of Council & Councillor’s
Assistants |
Annually Mid-October |
Celebrations identified after this initial Finance &
Admin meeting will require that a similar information request be prepared and
presented to the Finance & Admin Committee.
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Event Coordinator with the support of the Special
Events Coordinator |
As it happens |
The Finance & Admin Committee will approve the
document in its entirety.
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Finance & Administrative Committee |
Annually Mid to End of October |
Parkette
- Code P
v One to four acres in size v Recreational space – passive v Serves only the local neighbourhood v Will be opened if deemed to have unique environmental, social and/or
historical significance or if the parkette was built with grants or funds
that mandate an opening Neighbourhood
Park – Code N
v Four to 15 acres in size (variant from original report that initially
required four to 12 acres) v Recreational space – active & passive v Facility includes playground, sports field v Serves residents within 0.5 miles of area Community Park – Code C
v Not less than 15 acres and no greater than 30 acres (variant from
original report that initially made no mention of spaces between 15 to 30
acres) v Recreational space – active, passive, organized v Facility includes playgrounds, sports fields v Serves residents within 1.5 miles of area v
Serves organized sports groups Town Park – Code T
v Not less than 30 acres (no variant from the original report) v Recreational space – active, passive, organized v Facility includes specialized buildings such as arenas, stadiums,
campgrounds, swimming pools, boating areas, playgrounds, sports fields v
Serves residents and organized sports groups from
throughout the Town Facility – Code F
v
A structure of any size that is being built or
expanded |
Building and Parks Construction Committee will work
in consultation with the Special Events Coordinator to code parks, open
spaces & facilities |
Annually Mid - October |
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Upon Finance & Admin Committee approval of the document all
events will be registered on the Master Calendar of Events and an email will
be sent notifying all parties of the approved celebrations: ·
Mayor & Council ·
Mayor & Council Assistants ·
CAO & Commissioners ·
CAO & Commissioners Assistants ·
Director, Strategic Services ·
Director, Operations & Asset Mangement ·
Manager, Community Partnership ·
Manager, Parks – Note: This information to be
considered when developing Parks budget ·
Manager, Operations ·
Corporate Communications ·
Area Supervisors - Parks ·
Sports field Coordinator |
Special Events Coordinator |
Annually At The End of November |
Special Events Coordinator in cooperation with the
Mayor’s Office will identify any event that requires the Mayor’s attendance.
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Special Events Coordinator & Mayor’s Office |
Annually At The End of November |
Building and Parks Construction Committee will
communicate to Manager, Community Partnerships & Special Events
Coordinator when a park is approximately 12 weeks from completion.
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Building and Parks Construction Committee |
Twelve Weeks Prior To Event |
Special Events Coordinator will be provided with a
minimum four week lead time on all park and open space activities to allow
for adequate planning.
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Mayor, Members of Council & Councillor’s
Assistants |
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Special Events Coordinator will identify and begin the
co-ordination of logistics such as road closures, special orders, deliveries
and customized resources required.
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Special Events Coordinator |
Twelve Weeks Prior To Event |
The Special Events Coordinator in cooperation with the
Manager, Parks, Ward Councillor & Assistant will conduct a site visit.
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Special Events Coordinator Member of Council &
Councillor’s Assistant |
Four Weeks Prior To Event |
Upon determination that the site is ready the Special
Events Coordinator will work with the Mayor’s Office, Ward Councillor to
determine an appropriate date in consideration to other scheduled events.
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Special Events Coordinator |
Four Weeks Prior To Event |
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Notification of the date and the event will be sent
to: ·
Mayor & Council ·
Mayor & Council Assistants ·
CAO & Commissioners ·
CAO & Commissioners Assistants ·
Building & Parks Construction Committee ·
Community Partnership Manager ·
Manager of Parks ·
Area Supervisors - Parks ·
Sports field Coordinator ·
Manager of Operations ·
Corporate Communications ·
Clerks to be questioned on
whether or not the event should appear on the rolling calendar |
Special Events Coordinator |
Four Weeks Prior To Event |
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Special Events Coordinator will customize a
standard invitation template and forward to Councillor’s Assistant.
Councillor’s Assistant will:
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Special Events Coordinator to forward to
Councillor’s Assistant for action |
Four Weeks Prior To The Event Date |
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Corporate Communication to implement media plan
that includes:
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Corporate Communications |
Three Weeks Prior To The Event Date |
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Special Events Coordinator will coordinate the
departmental elements outlined below and confirm with Ward Councillor &
Councillor’s Assistant: Level I - $500 –
Staff Time Limited To 15 Hours
v Special Events Coordinator – Ordering and Delivery of Balloons to the
Site v Corporate Communications – Book A Professional Photographer v Corporate Communications – Arrange for the distribution of the
invitations to 1,000 homes through the Economist & Sun v
Special Events Coordinator & Corporate
Communications – Ad highlighting the information contained within the
invitation to be included on Town Page v
Corporate Communications – Write, distribute and
follow up on Media Advisory v
Special Events Coordinator – Order and arranged for
the delivery of Cold Drinks & Cake or Cookies for 100 v
Corporate Communications – Arrange for the Posting
of the invitation to the Town of Markham Web Site & Intranet v
Special Events Coordinator through Parks Department
to arrange delivery of podium & sound system v
Special Events Coordinator through Parks Department
to arrange delivery of picnic tables, garbage cans & blue boxes v
Special Events Coordinator – To supply Councillor’s
Assistant with Ribbon Cutting Supplies (Ribbon, scissors) v Parks Maintenance Staff duties to include: grass cutting, litter and
garbage clean up, weeding and mulching of planting beds, delivery and pick up
of potted plants, cleaning of washrooms and general site inspection Level II - $2000 –
Staff Time Limited To 20 Hours
v Special Events Coordinator – Order and Arrange the delivery of
Balloons to the Site v Corporate Communications – Book A Professional Photographer v Corporate Communications – Arrange for the distribution of the
invitations to 1,000 homes through the Economist & Sun v
Special Events Coordinator & Corporate
Communications – Ad highlighting the information contained within the
invitation to be included on Town Page v
Corporate Communications – Write, distribute and
follow up on Media Advisory v
Special Events Coordinator – Order and arranged for
the delivery of Cold Drinks & Cake or Cookies for 100 v
Corporate Communications – Arrange for the Posting
of the invitation to the Town of Markham Web Site & Intranet v
Special Events Coordinator through Parks Department
to arrange delivery of podium & sound system v
Special Events Coordinator through Parks Department
to arrange delivery of picnic tables, garbage cans & blue boxes v
Special Events Coordinator – To supply Councillor’s
Assistant with Ribbon Cutting Supplies (Ribbon, scissors) v
Parks Maintenance Staff duties at a cost of no more
than $2,000 to include: grass cutting, litter and garbage clean up, weeding
and mulching of planting beds, delivery and pick up of potted plants,
cleaning of washrooms and general site inspection v Special Events Coordinator to book simple entertainment for the event
- face painter or balloon artist v
Special Events Coordinator - Order and arranged for
the delivery of Hot Dogs & Refreshments for up to 200 guests Level III - $6000 –
Staff Time Limited To 30 Hours
v Special Events Coordinator – Order and Arrange the delivery of
Balloons to the Site v Corporate Communications – Book A Professional Photographer v Corporate Communications – Arrange for the distribution of the
invitations to 2,000 homes through the Economist & Sun v
Special Events Coordinator & Corporate
Communications – Ad highlighting the information contained within the
invitation to be included on Town Page v
Corporate Communications – Write, distribute and
follow up on Media Advisory v
Special Events Coordinator – Order and arranged for
the delivery of Cold Drinks & Cake or Cookies for 100 v
Corporate Communications – Arrange for the Posting
of the invitation to the Town of Markham Web Site & Intranet v
Special Events Coordinator through Parks Department
to arrange delivery of podium & sound system v
Special Events Coordinator through Parks Department
to arrange delivery of picnic tables, garbage cans & blue boxes v
Special Events Coordinator – To supply Councillor’s
Assistant with Ribbon Cutting Supplies (Ribbon, scissors) v
Parks Maintenance Staff duties at a cost of no more
than $3,000 to include: grass cutting, litter and garbage clean up, weeding
and mulching of planting beds, delivery and pick up of potted plants,
cleaning of washrooms and general site inspection v
Special Events Coordinator to book entertainment
for the event - face painter, balloon artist, music v Special Events Coordinator - Order and arranged for the delivery of Hot Dogs & Refreshments for up to 500 guests Councillor’s Assistants will be contacted when
elements are confirmed. |
Special Events Coordinator |
To Commence Once Event Date Has Been Set Completion 1 Week Prior To Event Date |
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The day of the event parks staff will ensure that
materials are delivered and returned. Ward Councillor & Assistant are
responsible for on site set up of balloons, food, photographer, ribbon
cutting, picnic tables, podium with sound system, blue boxes & garbage
cans. The onsite management of photographer, entertainment and agenda and
take down of the site. |
Parks Department Ward Councillor Councillor’s Assistant |
Day of the Event |
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Emergency Numbers will be made available |
Special Events Coordinator |
1 Week Prior To Event |
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Invoices will be forwarded to the Special Events
Coordinator for processing with copies sent to the account signing
authorities for review. |
Special Events Coordinator |
2 Weeks Post Event |
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Corporate Communications to provide Ward Councillor
with a select number of photographs highlighting the event and one or two
photographs will be forwarded to the webmasters of the Intranet and Internet
for posting. |
Corporate Communications |
1 Week Post Event |
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Special Events Co-ordintor to confirm the return of
all equipment used |
Special Events Coordinator |
First Business Day Post Event |
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Special Events Coordinator to tally all expenses,
complete a post event evaluation and present to Manager, Community
Partnerships for discussion and future planning. |
Special Events Coordinator |
1 Week Post Event |