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:

• Tourism boost to local

communities

• Local employment
• Partnerships with post-

secondary programs

• Social and cultural
• pportunities

Require:

• Operational planning and

coordination to ensure public health and safety

• Special events management

process to manage financial and legal risks

• Mitigation for potential quality-
• f-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) 3. Reviewed the municipality’s risk exposure 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:

• Agricultural / Rural
• Agricultural / Rural Exception 32
• Rural Residential 2
• 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

July 6, 2016 8

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

Evolution of Special Events at Burl’s Creek

July 6, 2016 9

Barrie Speedway

• pens (1965)

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

Township Special Event Management Milestones Burl’s Creek Event Grounds Milestones

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:

• Boundaries (as for WayHome in 2015)
• At sound board (new for 2016)
• Complaint sites through mobile monitoring (new for 2016)

15 July 6, 2016

Archaeological Matters

• Several archaeological matters are outside the Township’s control:

– TUB appeal to OMB

• Diverging opinions from archaeological experts regarding review
• Conflicting positions from First Nations stakeholders
• 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

17 July 6, 2016 Total Number of Potential 2016 Special Event Permits for BCEG Inc. = 4 permits

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

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

18 July 6, 2016