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Home My WebLink AboutCAO-007-13 Clar-ington REPORT CHIEF ADMINISTRATIVE OFFICE Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 24, 2013 Resolution #: By-law #: Report#: CAO-007-13 File #: Subject: Boots & Hearts Music Festival 2013 Canadian Tire Motorsport Park RECOMMENDATION: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CAO-007-13 be received for information. Submitted by: �- Y Franklin Wu Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: CAO-007-13 PAGE 2 1.0 BACKGROUND 1.1 In August 2012, Republic Live Inc. successfully staged its first Boots & Hearts Music Festival at Canadian Tire Motorsport Park. A second Festival is scheduled to take place August 1 - 4, 2013. 1.2 The purpose of this Report is to provide Council with an update regarding the 2013 Festival. 2.0 COMMENTS 2.1 All of the individuals and companies responsible for organizing the Festival (primarily Republic Live Inc.) have been in discussions with Municipal staff, Durham Regional Police Service, Regional Health Department, Lakeridge Health, and St. John's Ambulance Service for several months. 2.2 A Special Event Permit under By-law No. 91-56 will be needed in order for the Festival to proceed. This Permit will not be issued unless and until several matters have been satisfactorily addressed including, • signed agreement with DRPS respecting additional police protection services (with security deposit); • fire safety plan; • signed agreement with Clarington Emergency & Fire Services respecting the delivery of fire protection services (with security deposit); • confirmation from the Region's Medical Office of Health that all public health and sanitation requirements are have been met; • property damage deposit; • signed agreement to monitor sound levels; • evidence of appropriate insurance; and • an indemnification agreement with the Municipality. 2.3 At this point, all discussions with the Festival organizers have been productive and staff anticipate that the Special Event Permit will be issued on or before July 12, 2013. 2.4 In addition to the Special Events Permit, a Fireworks Permit was requested. On February 11, 2013, Council approved the issuance of this Permit. 2.5 On February 11, 2013, Council also granted a temporary variance to the Noise By-law to allow for a 60 dBA maximum level of audible sound between Friday, August 2 to Sunday, August 4, 2013, during the hours of midnight and 2:00 a. m. for the 2013 Festival when the secondary stage will be in operation. The highest level of sound measured at the 2012 Festival was 56.4 dBA from the main stage on the Saturday night. REPORT NO.: CAO-007-13 PAGE 3 2.6 In May of this year, staff became aware of plans by the Festival's organizers to provide camping for Festival guests on a piece of property owned by Ryeland Farms approximately 2 kilometres south of the Park (Parcel 2 on Attachment No. 1) and run regular shuttle buses to and from the Park. In a letter dated May 15, 2013, the Municipal Clerk advised Republic Live that the Municipality's zoning by- laws did not permit camping anywhere other than in the Park. Republic Live advised staff that they were unaware of the zoning restriction, and offered to immediately do whatever was necessary to correct the oversight. 2.7 On June 10, 2013, Republic Live applied for an amendment to Zoning By-law 2005-109 to temporarily (three years) allow certain properties to be used for outdoor camping and parking in connection with the Boots & Hearts Music Festival (ZBA 2013-0016). The owners of the properties (Darclarke Properties Corp. and Ryeland Farms) consented to the submission of the application. The lands included in the application are shown in Attachment No. 1. Parcel 1 is owned by Darclarke Properties Corp. Parcels 2 and 3 are owned by Ryeland Farms. Approximately 2,000 tent sites and 1,500 day parking spots can be located on Parcel 1. Approximately 2,000 tent camping sites and 500 RV camping sites can be located on Parcel 2. Parcel 3 is intended to be used for camping in subsequent years. 2.8 Given the timeframes associated with processing a rezoning application (i.e. 30 days to review the application to determine whether it is complete, a minimum of 21 days' notice prior to the required statutory public meeting, and a recommendation report following the public meeting), it is not possible to bring a recommendation report on the application to Council before the 2013 Festival occurs. 2.9 Consistent with normal practice, the Municipality will not pursue by-law charges relating to the zoning issue pending the outcome of the rezoning application. 2.10 Given all that has happened, it is apparent that the Darclarke Properties and Ryeland Farms properties are going to be used for camping. In order to protect public safety and other Municipal interests, staff are working with Republic Live to ensure that, (a) appropriate arrangements are made through Engineering Services (Road Closure Permit) to ensure that the movement of pedestrians, shuttle buses and local traffic along Mosport Road is properly managed; (b) there is adequate policing in all camping areas and along the shuttle route; and (c) the fire plan addresses issues related to all camping areas and shuttle route to the satisfaction of Clarington Emergency & Fire Services. REPORT NO.: CAO-007-13 PAGE 4 2.11 Discussions are on-going respecting the Road Closure Permit. As part of this Permit, Republic Live will have to provide additional insurance and post additional security respecting the use of, and possible damage to, the portion of Mosport Road that is to be temporarily closed. 2.12 Republic Live has advised staff that its intention is to see this event grow and perhaps extend over a period of two weekends in the future. They have committed to filing in the fall of this year all land use planning applications that may be required to facilitate their long term plans. 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