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TO: CHAIR AND MEMBERS COMMUNITY AND PROTECTIVE SERVICES COMMllTEE FROM: ROSS L. FAIR GENERAL MANAGER - COMMUNITY SERVICES SUBJECT MEETING ON FEBRUARY 26,2007 ANNUAL REVIEW 2007 SPECIAL EVENTS POLICIES AND PROCEDURES MANUAL II RECOMMENDATION II That, on the recommendation of the General Manager - Community Services, the 2007 Special Events Policies and Procedures Manual attached as Appendix B, BE APPROVED noting that Appendix A identifies revision from the approved 2006 Special Events Policies and Procedures Manual. BACKGROUND The Special Events Policies and Procedures Manual was established in 1993 to facilitate the operation of major special events and festivals in London. The Policy provides organizations with essential information related to the requirements of the City for different types of events as well as defines the roles that various Civic Departments play in facilitating events. It addresses issues such as the use of City-owned lands, noise, admission to parks, fees, parking, insurance for events, and use of alcohol. The Policy is reviewed and revised each year with input from staff, the community and event organizers. The 2006 Special Events Policies and Procedures Manual was approved by Council in April of 2006. In 2006 London played host to more than 100 special events attracting hundreds of thousands of Londoners and visitors and contributing positively to the local economy. Policy Review Process Each year, a full review of the Policies and Procedures Manual is undertaken by the Special Events Co-ordinating Committee which consists of staff from Community Services (Chair), Environmental Services, Fire Prevention, London Police, Tourism London, City Clerk's, Planning and Development, Middlesex-London Health Unit, Legal Services, Technical Safety and Standards Authority, and SOCAN. Revisions or items for consideration are forwarded to the Committee for discussion. Recommendations regarding changes are then forwarded to both a public participation meeting and a meeting of event operators for further review. A public participation meeting was held on November 7, 2006, attended by representatives from Oakridge-Hazelden Ratepayers Association, Blackfriars Community Association. The recommended changes to the Policies and Procedures Manual were accepted by the public participants. On November 21,2006, all Special Event operators were invited to attend a meeting to review the proposed changes to the Manual and to get their input on how changes will affect their events. Three operators attended this meeting and were accepting of the recommended changes. Summary of Proposed Changes The following is a summary of the proposed changes that are recommended for 2007 based on the Special Events Policy Review process. .I2 In order to mitigate the potential for aggressive Zmended to reflect all City of London behavioral issues that arise at athletic events, roperties and not just Victoria Park. the City of London Police in conjunction with the Athletic Event Organizer and the Manager of Special Events will develop security requirements for each athletic event. The event may be required to hire paid duty uniformed police officers according to the event evaluation - Updated (moved from section 9) 8.13 No person may be permitted at any special To ensure public safety. event to: a) carry or sell firearm or prohibited weapons b) sell illegal drugs - New Pollcy i.14 Depending on the nature of the event in the To ensure public awareness and safety. sole discretion of the Manager, Special Events, in consultation with London Police Services, event operators may be required to post signs advising of these or other prohibitions at every entrance to every property and building used in the event to notify attendees that weapons are prohibited at the site. Violators may be charged by Police. -New Policy - 1.10 All vehicular traffic must cease within Victoria Amended to encourage event organizers to Park one hour before start of any part of the ensure that vehicular traffic ceases in the park event (eg. Sale by vendors, opening of prior to the start of an event. exhibits etc). Any vehicles in Victoria Park without permissionlpermit from the Manager of Special Eventddesignate will be towed from Victoria Park at the owners risk and expense. The event organizer will be subject to a $50.00 per vehicle administration fee for each vehicle towed. - Updated 13.1 (d: (d) If an event complies with the noise policy Added as a new step to the existing policy: after losing their $500.00 performance bond o letter of credit, the process will begin over a) All special events, with an amplified concert, will again at section 13.l(a) -New Policy be required to post a $500 performance bond or letter of credit. If there is no noise policy violation the deposit will be returned. b) In the event that the $500.00 performance bond or letter of credit is forfeited due to noise violation, the event will be required to post a $1,000.00 performance bond or letter ofcredit in order to stage any further Special Events. c) Failure to comply with the noise policy after posting a $1,000.00performance bond or letter of credit will result in the event not being allowed to use City of London properties in the future. 15.2 (b The City Engineer may temporarily close to To ensure that the City of London Road vehicular traffic any street or portion of a stree closure by-law is adhered to when closing a for a period of not more than 4 consecutive street for a Special Event. days for social, recreation, community, athletic, or cinematographic purposes or combination such purposes (by-law S.7.1.1) - New Pollcy - 5.2 (C) Nhere a street or portion of a street has been :emporarily closed under the streets by-law :he common law right of passage by the public iver the street and the common law right of access to the street by an owner of land abutting the street are restricted as jetermined by the City Engineer streets by- ,aw S.7.1.2 - New Policy 6.6 411 vendors involved in providing personal Middlesex-London Health Unit services must complete and file with the recommendation. Middlesex-London Health Unit a Special Event Personal Services Settings Form - New P0llcy All animal exhibitors must complete and file with the Middlesex-London Health Unit a Special Event Animal exhibitors Form -New Policy __ 16.10 Where the City of London is unable to provide Environmental stewardship electrical hook ups, a generator (CSA approved and fuel CSA approved) may be utilized with permission from the Manager of Special Events or designate - New Policy 17.0 (b) The property rental fee will be waived when an Amended to enable the City to request event requires both the inside (JLC) and outside of insurance should the event be deemed high the John Labatl Centre Special Event Area (King risk. Street Parking Lot) and Jubliee Square as part of the event site. The organizer may be required to provided a Certificate of Insurance and enter into a contact with the City of London at no charge. - Updated 17.0 (c) If an event inside the John Labatt Centre Adding to the manual in writing what has been requires additional spaces for parking they will put in place as practice. be subject to the municipal lot fees unless approvedhvaived by the Division Manager of Parking and Traffic Signals (or designate). - - New Policy 17.0 (f) If Talbot Street is rented/closed for an event, Adding to the manual in writing what has been the City of London will not book a separate put in place as practice. To ensure that two event in the adjacent Jubliee Square different events are not booked adjacent to each other. 18.9 If an event operates successfully, the special event Adding to the manual in writing what has will be given priority consideration to reserve the historically been practice. use of the City of London pmperty. streets and roadways, and showmobile for the same date@) andlor weekend the following year. The Manager of Special Events reselves the right to adjust dates based on Statutory/Civic holidays (extenuating circumstances may apply).- New Policy 20.0 London Police Services, Community Oriented London Police Services, Community Oriented Response Unit: The Event Organizer will work with Response Unit recommendation. the C.O.R. Unit to ensure a safe and effective plan is in place for their event. Discussion will revolve around the responsible service of alcohol, security measures and/or paid duties in place, persons in charge, contact numbers etc - New Section The event organizer may be required to meet in person with the C.O.R. Unit afler the initial contact has been made. - New Policy 24.0 SOCAN -New Sectlon To inform event organizers their responsibilities with regards to live entertainment and SOCAN tariffs recommended by SOCAN. Dlaenda Item# Pa e# Conclusion The Policies and Procedures Manual is reviewed annually with a view to ensuring that the City is able to continue to support and facilitate special events for the enjoyment of Londoners and to promote tourism. The proposed changes to the 2007 Special Events Policies and Procedures Manual are in keeping with these goals and are generally supported by staff, event operators and the community as a whole. I SUBMllTED BY: I RECOMM- D BY: II P- P KENT McVllTlE ROSS L. FAIR MANAGER REVREATION SERVICES AND GENERAL MANAGER AllRACTlONS COMMUNITY SERVICES PARKS AND RECREATION Prepared by Krista Kearns, Manager - Special Events and Community Rentals Date: January 10,2007 File: S:\Parks and RecreationKPSC (Community & Protective Services Committee)\2007 Special Events