2016 Special Events Permits for Burls Creek Event Grounds Special - PowerPoint PPT Presentation

2016 Special Events Permits for Burl’s Creek Event Grounds Special Council Meeting July 6, 2016

Large-scale Special Events Throughout Oro-Medonte Offer: Require: • Tourism boost to local • Operational planning and communities coordination to ensure public health and safety • Local employment • Special events management • Partnerships with post- process to manage financial secondary programs and legal risks • Social and cultural • Mitigation for potential quality- opportunities of-life impacts July 6, 2016 2

Township’s Special Events Risk Management Goals • Protect public health and safety • Minimize financial and legal risk • Minimize unnecessary disruptions in community • Enhance quality of life for residents July 6, 2016 3

Development of Special Event Management Process • Township initiated special events consultation process in 2011 • Goal: Manage large-scale special events for community • Consulted with: Residents, business owners, venue owners, event organizers, promoters and event hosts • Process: 1. Conducted a best practices review 2. Consulted with stakeholders (including two open houses) Reviewed the municipality’s risk exposure 3. 4. Identified mitigation strategies 5. Legal consultation July 6, 2016 4

Background for Burl’s Creek Event Grounds 2016 Special Events Permits • Special Event Operational Planning process initiated in 2015 by BCEG Inc. for 2016 WayHome, and Boots and Hearts festivals • Complex task to evaluate submission. Three issues not typically involved with special events management and permitting: 1. Special event zoning land use applies to 92 out of 526 acres 2. OMB appeals process extending beyond festival dates 3. Archaeological matters unresolved • Council considers needs of all residents, community groups, youth sports organizations, government agencies, other levels of government, and Oro- Medonte’s other tourism businesses July 6, 2016 5

Zoning By-law Matters Adding Complexity to Special Event Management Process • For Temporary Use By-law, Council is unable to render decision due to missing substantiating information from BCEG Inc. • For Permanent Use By-law, Council is unable to render decision as currently in review with commenting agencies such as Simcoe County and Ministries of Transportation, Municipal Affairs and Housing, and Tourism, Culture and Sport • Given no Council decision, BCEG Inc. in a position to appeal to OMB as of June 17, 2016 • Any Council decision regarding the PUB may be appealed to OMB July 6, 2016 6

Burl’s Creek Event Grounds Footprint • Current footprint for Burl’s Creek Event Grounds is 526 acres – 92 acres are zoned Private Recreational Exception 30 and 31 for Special Events – Remaining 434 acres are zoned: o Agricultural / Rural o Agricultural / Rural Exception 32 o Rural Residential 2 o Environmental Protection • Footprint increased over time via a number of property acquisitions by a series of owners July 6, 2016 7

Burl’s Creek Event Grounds Land Use Since 1965 • Burl’s Creek Event Grounds used for farming, recreational sports, automotive racing, and special and community events Year(s) Special Event 1965 to 2015 Barrie Speedway open (Operated multiple evenings per week and on weekends) 1983 Barrie Automotive Flea Market opens 1997 Open-air concert held on property 2008 First large-scale concert was held with Jack Johnson July 6, 2016 8

Evolution of Special Events at Burl’s Creek Portion of Burl’s Creek Township Begins Council Adopts Council Adopts Event Grounds Zoned Special Event First Special Enhanced Special for Special Events Management Events By-law Events By-law (1994) Consultations (2011) 2015-005 2015-123 (14/01/2015) (26/06/2015) Don Hanney sells Burl’s Creek Event property to BCEG Inc. Grounds (BCEG) opens (2014) (1994) BCEG Inc. buys CMT Barrie Speedway plus Music Rave Toby 102 acres. Now 526 Festival (1997) Keith acres (01/2015) (2011) (2009) Barrie Speedway Jack opens (1965) Johnson Tragically Hip (2008) (2012) 1965 1975 1985 1995 2005 2015 Township Special Event Management Milestones Burl’s Creek Event Grounds Milestones July 6, 2016 9

Council Direction: Amend 2015 Memorandum of Understanding (MOU) • Council unanimously directed senior staff to amend existing 2015 MOU with BCEG Inc. regarding 2016 festivals • After consultation with BCEG Inc., the recommendation is for Council to execute an amended MOU to: 1. Adopt risk management amendments including: increased financial security; traffic monitoring conditions; and a road repair plan 2. Establish allowable sound limits and times for the 2016 festivals and with penalties 3. Create a comprehensive Sound Monitoring Program including extensive sound level monitoring July 6, 2016 10

Council Consideration After considering senior staff analysis, confidential legal advice and amended MOU, Council is asked to consider whether to: • Amend Township’s Special Event By-law 2015-123 • Amend Township’s Fees and Charges By -law 2015-115 • Grant Special Event Permits (SEPs) with conditions for 2016 WayHome, and Boots and Hearts festivals July 6, 2016 11

Why Should Council Consider Amending Special Event By-law 2015-123? With amendments, Township can: • Enforce by-law through tighter controls, fines and prosecution • Ensure operational plans are in place • Require financial security that would cover certain operational costs (e.g. OPP calls for service) • Minimize community impact by establishing sound level and duration limits July 6, 2016 12

Why Should Council Consider Amending Special Event By-law 2015-123? (cont’d) Therefore, with amendments, Township can: • Manage public health and safety risk • Mitigate financial and legal risk for Township and taxpayers • Act in Oro- Medonte’s best interests July 6, 2016 13

Sound Monitoring Program • Recommended amendment to 2015 MOU includes provision to collect ambient and festival sound level data (July 18 to Aug. 12, 2016) • Township’s acoustical engineering consultant would peer review ambient and festival sound data collected by BCEG Inc. • Council would then evaluate suitability of 2016 sound level limits • Information would be used to establish future plan for sound level regulation at Burl’s Creek Event Grounds July 6, 2016 14

Sound Level Management Changes • 2015 WayHome sound level results too high • 2015 Boots and Hearts sound levels and controls used as new benchmark • For 2016 WayHome, and Boots and Hearts festivals: – MOU includes limits to align with 2015 Boots and Hearts festival sound level results – Sound measurement to include: o Boundaries (as for WayHome in 2015) o At sound board (new for 2016) o Complaint sites through mobile monitoring (new for 2016) July 6, 2016 15

Archaeological Matters • Several archaeological matters are outside the Township’s control: – TUB appeal to OMB o Diverging opinions from archaeological experts regarding review o Conflicting positions from First Nations stakeholders o Ministry of Tourism, Culture and Sport is a commenting agency • SEP process on 434 acres dependent on resolution of these zoning issues July 6, 2016 16

Special Event Permits Considerations Burl’s Creek Event Grounds Permits 92 acres 434 acres WayHome 2016 1 permit 1 permit Boots and Hearts 2016 1 permit 1 permit Total Number of Permits 2 permits 2 permits Total Number of Potential 2016 Special Event Permits for BCEG Inc. = 4 permits July 6, 2016 17

Special Event Permits For 434 Acre Parcels • Council not in a position to grant permits for the 434 acre parcels because: – They are not zoned for special events – OMB appeal process timing conflicts with SEP considerations – Archaeological matters unresolved July 6, 2016 18