“Telephone and/or email polls of Members of Council shall be permitted only upon authorization by the Mayor or CAO, in emergency situations requiring Council direction where time does not permit holding a special meeting of Council and/or quorum of Council cannot physically convene to consider a matter. The results of a poll must be confirmed and ratified at the next public meeting of Council”.

Discussion:

For the past number of years, the Windsor International Film Festival (WIFF) annually host an international film festival in and around Windsor’s downtown core. Due to the COVID – 19 pandemic, WIFF organizers have embarked on a venture to present a drive-in format film presentation that would take place at the Riverfront Festival Plaza.

Stage 2 of the provincial reopening plan permits Drive-Ins to occur provided that physical distancing of vehicles, restrictions to patron movement in and around the venue site, options for food and beverage services, and personal protective equipment for service personnel are included in the event plan. The Special Events Resource Team (SERT) has no objections to this event.

WIFF has requested the rental fees below be waived but all other costs associated with this event including the installation of video and audio equipment will be the responsibility of WIFF.

Waiver of Fees Request:

$17,950.00 (two week minimum rental fee of Riverfront Festival plaza @ $8,950.00 per week)

$210.00 Load in Fee

$8,550 Rental Fee of Municipal parking Lot 34 

$26,710 – Total

As a result of the poll, the recommended resolution was passed by all members of Council.

Risk Analysis:

In light of the ongoing COVID-19 pandemic, and the rapid rate at which the situation is changing, this motion was put forward for Council’s consideration via email poll as it was an emergency situation requiring Council direction given that time did not permit holding a special meeting of Council.

Financial Matters:

The total amount of the approved waiver is $26,710.00 as outlined above.