Staff Report: Craigflower Bridge Celebratory Re-opening Event

CRAIGFLOWER BRIDGE REPLACEMENT PROJECT CELEBRATORY RE-OPENING EVENT

RECOMMENDATION:

THAT the Committee receives this report for information and discussion with regards to a celebratory event for the re-opening of the Craigflower Bridge.

CHIEF ADMINISTRATIVE OFFICER'S COMMENTS:

I concur with the recommendation.

DIRECTOR OF FINANCE'S COMMENTS:

I concur with the recommendation.

DIRECTOR OF ENGINEERING'S COMMENTS:

I concur with the recommendation.

PURPOSE OF REPORT:

To receive clarification and direction from the Committee with regards to a celebratory event for the re-opening of the Craigflower Bridge, in order to enable staff to begin preparations.

TIME CRITICAL:

Staff requires clarification as soon as possible in order to make preparations for an event in a timely manner.

BACKGROUND:

With the impending completion of the Craigflower Bridge and the opening of the roadway to traffic, View Royal and Saanich staff have started discussions regarding a re-opening event. This was mentioned in the last bridge update report to the Committee of the Whole, and at the February 18th, 2014 Council meeting, the following resolution was passed:

THAT the Town hold a modest ribbon cutting ceremony for the opening of the new Craigflower Bridge. (C-24-14)

Staff requires clarification from the Committee on what a modest ribbon cutting ceremony will entail.

PROJECT INFORMATION:

Staff perceives a modest event to be approximately 1-1½ hours in length, with speeches made by dignitaries such as federal and provincial government representatives, MLAs, View Royal and Saanich Mayors and Council, and First Nations. Invitees not making speeches would include staff involved in the project, consultants and contractors, Craigflower and Shoreline Schools, DND, and community groups such as GWI and the cycling coalition. After the speeches, both Mayors would cut a ribbon that would be strung across either the roadway or the sidewalk/bike lane, depending on whether or not the event takes place prior to, or after, the opening of the road. The media would also be invited to the event.

Staff invites comments from the Committee with regards to this event, including the engagement of the businesses. Staff has spoken with some of the larger businesses, and it is clear that they would like as much publicity of the re-opening as possible. Staff suggests that a one-page sponsored advertisement about the re-opening event be put in the Times Colonist and with Black Press a week prior to the event, paid for by the Town, with businesses being asked if they want to participate with their ads at their cost. Depending on the involvement that Council would like the businesses to have in this event, a communication consultant may be required, due to lack of resources in-house, to assist with setting up the advertising and liaising with all pertinent businesses. Social media, such as twitter, would also be used to notify the public of the event.

A date cannot be set for the event quite yet; staff expects an updated schedule from the contractor as soon as the crash barrier concrete on the deck has been poured and curing times calculated. The current schedule shows the road opening on May 22nd, 2014. The federal government representatives require a minimum of 21 days' notice for attendance.

Note that at the time of this report, Saanich has recently learned from UBCM that the Federal Government may have certain requirements about when and what the event is to entail. Staff hopes to have more information about this by the time of the Committee of the Whole meeting.

BUDGET IMPLICATIONS:

Advertising costs would be in the $2,000 range. If the Town were to hire a communications consultant, additional costs would be up to $5,000. Saanich has indicated that they would not share in this cost, so the funds would come out of the Town's contingency for the project.

SUSTAINABILITY CONSIDERATIONS:

Not applicable to this report.

ALTERNATIVES TO STAFF RECOMMENDATION:

Not applicable to this report.

RECOMMENDATION:

THAT the Committee receives this report for information and discussion with regards to a celebratory event for the re-opening of the Craigflower Bridge.

SUBMITTED BY: Deb Becelaere, Superintendent of Engineering
REVIEWED BY: Kim Anema, CAO