Township of Centre Wellington Committee of the Whole Agenda Tuesday, February 2, 2016 9:00 am Council Chamber, 1 MacDonald Square, Elora Page 1. CALL TO ORDER 2. DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT 3. CONSIDERATION OF REPORTS 3.1 Riverfest (Lot 18 Productions Inc.) - Request to Host 3rd Annual Ice Jam Music Festival in Bissell Park Report from B. Detzler, Managing Director of Community Services dated February 2, 2016 Report re Ice Jam 2016 Recommendation: THAT the Council of the Township of Centre Wellington authorizes the Ice Jam 2016 event to be held in Bissell Park on Saturday, March 5, 2016 with amplified music being performed live between 3:00pm and 11:00pm subject to the organizers: ensuring their accounts payable to Centre Wellington are up to date, planning and implementing the requirements to ensure Public Safety as required by the Alcohol Gaming Commission of Ontario, Ontario Provincial Police and the Centre Wellington Municipal Alcohol Policy; 3-7 AND THAT Council approves the request received from Lot 18 Productions to apply for a Special Occasion Permit through the Alcohol Gaming Commission for Ice Jam 2016, to be recognized by Council as a Significant Municipal event, scheduled for March 5, 2016 in Bissell Park in order to serve and sell alcohol during the event; AND THAT Council of the Township of Centre Wellington grants an exemption from Township Noise By-law 5001-05 for the duration of the event. 3.2 Senior Management Report re Amendments to the Draft Budget - Circulated separately 2016 SMT Operating Budget Reduction Analysis for Feb 2-16 Meeting 8-9 Page 1 of 9
2016 Analysis - Impact on the Res Tax Bill - Feb 2-16 Recommendation: THAT the Council of the Township of Centre Wellington adopt the 2016 budget as amended. 4. QUESTIONS FROM THE MEDIA 5. ADJOURN Page 2 of 9
Report THE TOWNSHIP OF CENTRE WELLINGTON REPORT TO COMMITTEE OF THE WHOLE TO: Mayor Kelly Linton and Members of Council DATE: February 2, 2016 SUBJECT: Riverfest (Lot 18 Productions Inc.) request to host 3 rd annual Ice Jam music festival in Bissell Park March 5, 2016 RECOMMENDATION: THAT the Council of the Township of Centre Wellington authorizes the Ice Jam 2016 event to be held in Bissell Park March 5, 2016 with amplified music being performed live between 3:00pm and 11:00pm subject to the organizers: ensuring their accounts payable to Centre Wellington are up to date, planning and implementing the requirements to ensure Public Safety as required by the Alcohol Gaming Commission of Ontario, Ontario Provincial Police and the Centre Wellington Municipal Alcohol Policy AND; THAT the Council of the Township of Centre Wellington approves the request received from Lot 18 Productions to apply for a Special Occasion Permit through the Alcohol Gaming Commission for Ice Jam 2016, to be recognized by Council as a Significant Municipal event, scheduled for March 5, 2016 in Bissell Park in order to serve and sell alcohol during the event AND; THAT the Council of the Township of Centre Wellington grants exemption from Township noise by-law 5001-05 for the duration of the event. SUMMARY: Lot 18 Productions is a local organization that has held 2 previous Ice Jam music festivals in 2013 and 2014 on the lands currently owned by Pearl Hospitality previously known as the Elora Mill site. This year they have requested permission to host this event in Bissell Park. The performance tent would be erected in the east parking lot area. In order for them to apply for a Special Occasion Permit to serve alcohol at the event they require Township of Centre Wellington Council to recognize the event as a Significant Municipal event. Lot 18 Productions hosts this public ticketed event with the assistance of Riverfest volunteers and they adhere to all applicable local and provincial requirements. Upon Council approval to hold the event in Bissell Park staff will prepare a permitted special event booking at Bissell Park with fees assigned at the posted approved rates in the Centre Wellington fees and charges schedules. The special event booking is subject to the organizers planning and implementing the requirements to ensure Public Safety as Page 3 of 9
2 Report required by the Alcohol Gaming Commission of Ontario, Ontario Provincial Police and the Centre Wellington Municipal Alcohol Policy. REPORT: On Monday January 25, 2016 Community Services became aware through social media that the Ice Jam event scheduled for March 5, 2016 was being promoted to take place in Bissell Park. Upon checking our booking system we were surprised that the event was being promoted through social media at Bissell Park even though we had not received any request from event organizers to secure this venue. Staff contacted the organizers to obtain clarification of this information on Monday January 25, 2016. Staff received a letter (attached) dated January 26, 2016 requesting the use of Bissell Park to host this all ages event and support from Council to recognize this event as a Significant Municipal Event in order to allow them to apply for a permit from AGCO to serve alcohol at the event. The annual Ice Jam event has taken place for the past 2 years. The first 2 years the event has been held at the site of the Elora Mill. Lot 18 Productions is a local organization supported by volunteers to hold this annual event. Ice Jam is an all age s musical event. Lot 18 Productions has requested Bissell Park for a ticketed musical production open to the public on Saturday March 5, 2016 from 3:00 pm. to 11:00 pm. Tickets are being sold in advance and at the event. The AGCO will require specific detail and compliance from Lot 18 Productions with items to ensure Public Safety during the event. As well, Lot 18 Productions will comply with the Centre Wellington Municipal Alcohol Policy and provide liability insurance of $2 million to the Township. The event organizers are responsible to obtain and pay for the appropriate police presence and professional security for this event. Volunteers will set up and clean the area in a timely manner. Being as the event is of a musical nature obviously noise will be generated during the event. Event organizers are expected to make personal contact with residents adjacent to Bissell Park to make them aware of the event. The township noise By-Law 5001-05 Schedule 3 exempts (f) sporting, recreational and entertainment events in public parks, buildings or grounds authorized by the municipality. (g) musical and other performances in public parks, building or grounds authorized by the municipality. Lot 18 Productions are responsible to facilitate and pay for the following items; AGCO special occasion permit application Security fencing for the perimeter of the event Security and off duty paid police officers as required by the AGCO and Centre Wellington Municipal Alcohol Policy Portable washrooms to accommodate the anticipated crowd Food services as required by the AGCO Staging, sound system, lighting and electrical requirements Promotional, transportation and advertising services for the event Clean up of the area during and post event Page 4 of 9
3 Report BUDGET/FINANCIAL IMPLICATIONS: Permit fees revenue Thursday to Monday daily rate is $212.20 $1,061 Vendor permit fee $ 300 Total $1,361 Additional required services will be delivered at cost recovery. CONSULTATION: ATTACHMENTS: Letter/Site map PREPARED BY: APPROVED BY: Brian Detzler, Managing Director of Community Services Andrew Goldie, Chief Administrative Officer Page 5 of 9
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Township of Centre Wellington Summary of Changes to the Draft 2016 Tax Supported Operating Budget Reductions to the 2016 Draft Budget (1% = $111,212) 20% SS/WW Net Total Admin Recovery $ Impact Impact 2016 Draft Budget Operating Levy (excluding dedicated capital levy) - as presented January 26, 2016 11,396,961-11,396,961 2.48% SUMMARY OF STAFF RECOMMENDED CHANGES: Parks & Recreation 1 Fund one-time increase in P&R R&M for HVAC circuit board repair from General Capital Reserve (9,000) (9,000) -0.08% Parks & Recreation 2 Increase special events revenue for two additional events (13,000) (13,000) -0.12% Fire 3 Reduce conferences and training budget (5,000) (5,000) -0.04% Transportation 4 Reduce fuel budget (20,000) (20,000) -0.18% Fire 5 Reduce fuel budget (1,000) (1,000) -0.01% Parks & Recreation 6 Reduce fuel budget (1,000) (1,000) -0.01% Contribution to Capital 7 Fund one-time increase in Building vehicle replacement reserve transfer from operations from (5,000) (5,000) -0.04% existing Public Works equipment replacement reserve Transportation 8 Reduce propane heating expense at the West Garafraxa location (2,000) (2,000) -0.02% Mayor & Council 9 Eliminate additional funding for councillor communications with their constituents (1,800) 360 (1,440) -0.01% Grants to Community Groups 10 Eliminate provision for emergency relief funds - fund from General Capital Reserve if request made (2,670) (2,670) -0.02% Transportation 11 Increase revenue estimate from miscellaneous transportation sources (5,000) (5,000) -0.04% TOTAL (65,470) 360 (65,110) -0.59% 2016 Draft Budget Tax Levy (excluding dedicated capital levy) - as recommended by staff February 2, 2016 11,331,491 360 11,331,851 1.89% Page 8 of 9
Township of Centre Wellington 2016 Draft Budget Analysis - Impact on the Residential Tax Bill Impact on the Township Portion of the 2016 Residential Tax Bill with an Average Assessment of $331,205: 2015 2016 $ Change % Change Centre Wellington Portion $ 953.47 $ 971.49 $ 18.02 1.89% Dedicated Capital Levy 18.60 38.16 19.56 2.00% Total Centre Wellington 972.07 1,009.65 37.58 3.89% County Portion 2,090.06 2,142.31 52.25 2.50% Education Portion 627.99 627.99-0.00% $ 3,690.12 $ 3,779.95 $ 89.83 Blended Change 2.43% Page 9 of 9