HomeMy WebLinkAboutCAO-14-031 - Big Music Fest Contract - Noise Exemption - Midway Approval Staff Report
ITC:HFI ? .R CA0 Office www.kitchenerca
REPORT TO: Community & Infrastructure Service Committee
DATE OF MEETING: June 9, 2014
SUBMITTED BY: Rod Regier, Executive Director of Economic Development
519-741-2200, Ext. 7506
PREPARED BY: Jeff Young, Manager, Special Events, 519-741-2200,
Ext. 7388
WARD(S) INVOLVED: Ward 6
DATE OF REPORT: May 29, 2014
REPORT NO.: CAO-14-031
SUBJECT: Big Music Fest Contract/Noise Exemption/Midway Approval
RECOMMENDATION:
That the Mayor and Clerk be authorized to execute an agreement on behalf of the City with Big
Musicfest Inc. for an Event to be held at McLennan Park from Friday, July 11, 2014 to Sunday,
July 13, 2014, and to sign any further agreements with Hydro One Inc. and the Regional
Municipality of Waterloo as may be required to obtain their consent for the event, provided that
such agreements are satisfactory to the City Solicitor; and further,
That the Manager of Special Events be authorized to execute such further minor ancillary
agreements on behalf of the City as are necessary to give effect to the foregoing, provided that
the same are satisfactory to the City Solicitor; and further,
That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to
the Big Music Fest on July 11, 2014, between the hours of 3:00 PM and 11:00 PM., and July 12
and 13, 2014, between the hours of 3:00 PM and 11:00 PM.; and further,
That the approach to the on street parking plan and enforcement in the residential areas
adjacent to McLennan Park, as referenced in CAO-14-031 be endorsed; and further,
That Robertson Amusements be granted permission to operate a Midway in McLennan Park,
during the Big Music Fest from July 11-13 provided the required licence be obtained prior to
operating the Midway ; and further,
That staff be authorized to conduct a random drawing to distribute 46 of the 106 free tickets
obtained by the City from Big Musicfest Inc. within the neighbourhood affected by the concert,
subject to contest rules satisfactory to the City Solicitor, and that the remaining 60 free tickets
be distributed by the Neighbourhood Associations to be sold by it for fundraising purposes or
otherwise distributed in its discretion.
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BACKGROUND:
This summer the City of Kitchener will be the host to one of Canada's largest international music
festivals. Staff will be working to deliver a successful three day festival that contributes to the
vitality of the city, promotes our growing music cluster, minimizes adverse impact within the
community, maximizes positive outcomes for the community and further promotes our city on a
global scale.
The three day festival is expected to generate significant economic benefits for businesses in
our community this July.
In addition, Big Music Festival will provide our community with another high quality
entertainment option by joining existing multi-day music festivals in our Region which include
Kitchener Blues Festival, Waterloo Jazz Festival, Rock The Mill, Kultrun World Music Festival
and KOI Music Festival.
Each year a number of events are presented to Council, to identify those which will require a
variety of exemptions (noise, midway, vendor license) due to the nature of the event. As such,
staff are requesting exemptions for noise, operating a midway and a vendor license for the Big
Music Fest scheduled for July 11-13, 2014 in McLennan Park.
Council Policy I-920 requires that prior to the approval of an application for a midway location,
the proposed site and details as well as the dates and hours of operation be brought before
Council to allow an opportunity to address the potential concerns of residents. The applicant is
required to notify residents within 120 metres of the proposed midway location that it will be
operating, and the dates and hours of operation. The notification was sent to residents on April
7th 2014.
REPORT:
Highlights of the agreement with Big Musicfest Inc. include:
• One year agreement (i.e. for the July 2014 festival only)
• $50,000 letter of credit for event related expenses from Big Music Fest
o Big Music Fest will be billed back for any clean up, restoration of the site or other
costs associated with the event site
• $10,000,000 liability insurance
• Event begins at 2:00 pm each day, concludes no later than 11:00 pm each evening
• City of Kitchener to receive 100% of parking revenues generated from the festival
• City of Kitchener to receive $2 from each ticket sold through a city venue for the festival
• Neighborhood will receive 50 passes for both Saturday & Sunday performances, 6 VIP
passes for Saturday and a McLennan Park movie night sponsorship (late summer)
• Post event report to council will be provided
Highlights of the Big Music Fest
• Further development of our already strong music cluster
• Opportunity for unsigned bands to perform on the same bill as international recording
artists
• Significant economic benefits to local businesses in our community
• Large number of local vendors onsite for the festival
• Numerous volunteer opportunities available
• Family friendly midway on site for festival attendees (free admission Friday)
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Staff have been meeting on a regular basis with a project team, joint planning team and the Big
Music Fest team to ensure effective planning, implementation and communication for a
successful three day music festival.
In February staff met with the ward councillor in addition to representatives from Country Hills
and Alpine neighbourhood associations to provide an overview of the event and receive
feedback. The neighbourhood association representatives were energetic for the festival.
Finally, staff hosted a community open house on April 16th at the Country Hills Community
Centre to provide a more detailed overview of the festival and provide residents with an
opportunity to have their questions or concerns voiced. The feedback received from the open
house was overall very positive.
Noise Exemption
In keeping with the City's approach to outdoor events involving amplified sound, this event will
require an exemption from the City's Noise By-law, Chapter 450 of the Municipal Code. The
Noise By-law regulates noise by prohibiting noise that is unusual or likely to disturb the public.
The noise exemption would exempt the event from being subject to this provision. Thus, the
event is recognized as being beneficial to the community and a complaint from an individual
who claims to be disturbed will not be enforced. The sound equipment being used for this event
is far more sophisticated than what staff have experienced with other concert venues involving
noise exemptions. As such, staff requested an overview from Metal Works Production Group,
relating to how the equipment will be positioned in order to mitigate, as much as possible, the
amount of sound that may spill over into areas outside of the concert venue itself. A copy of the
information obtained from Metal Works is attached to this report.
It is also anticipated that sound monitoring will take place in certain areas outside of the concert
venue which will allow for the collection of data to be referenced when planning potential future
events at McLennan Park.
Parking Plan and Enforcement
On Street Parking
Plans to minimize negative impacts to residents in the McLennan Park area for the weekend of
the Big Music Festival will include the following:
• A letter will be sent to residents in the defined area around McLennan Park notifying
them of restricted parking on the street between July 11-13, 2014
o Hwy 7&8/Westmount/Bleams/Rail lines east of Homer Watson
• The letter will note that the existing bylaw limit of 3 hour on street parking will be
enforced throughout the weekend. Vehicles displaying a special events parking pass
will not be subject to the 3 hour limit enforcement, however all other violations may be
enforced.
• The letter will inform residents that if they have planned company for the weekend of
July 11-13, 2014 that they will require a parking pass in order to park on the street to
avoid receiving a parking ticket
• A maximum of 2 parking passes will be provided per household
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• Residents will be required to email er.ca with their request for
the passes— a firm cutoff date of June 24th, 2014 will be noted on the letter for requests
• Parking passes will be available for pick up at Country Hills Community Centre on
Thursday, July 3 (12 p.m. —8 p.m.), Friday, July 4 (12 p.m. — 8 p.m.) and Saturday, July
5 (10 a.m. —2 p.m.)
Nearby Parking Options
• Schools and local business parking spaces in designated parking lots have been
confirmed for sale to the public
Shuttles and Downtown Parking Garages
• Shuttle service is to be provided from Conestoga College
• Limited free parking and free shuttle service will be available on Saturday and Sunday in
up to three downtown parking garages. Garages will be added, based on demand,
starting with City Hall, then Duke/Ontario, followed by Charles/Benton.
Accessible Parking
• Lions Arena will be utilized for accessible parking
• Accessible drop off location will be at McLennan Gate off of Blackhorne Crescent
Midway
Staff received some complaints regarding the event. The concerns expressed by neighbouring
residents were with regards to the festival in general and not specifically with the midway.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The report aligns with the Community Priorities of Quality of Life and a Dynamic Downtown as
per the City of Kitchener's Strategic Plan.
FINANCIAL IMPLICATIONS:
Big Musicfest Inc. is responsible for all of the direct costs of operations in McLennan Park for
the festival. The City of Kitchener is accepting responsibility for the operation of shuttles to
alternate parking locations. As part of the legal agreement with Big Musicfest Inc. the City of
Kitchener will receive 100% of all parking revenue from the event and $2.00 per ticket sold
through a city outlet. Parking spaces are being sold in a range of $15 to $25 per space based
on proximity to the park.
Parking agreements have been confirmed with a number of private lots in the McLennan Park
area in addition to parking lots where shuttle service will be provided. To reduce the amount of
traffic in the McLennan Park area and encourage offsite parking, the City of Kitchener will
partner with a local bus company and work closely with GRT to provide shuttle service
throughout the day to and from McLennan Park at no cost to the event attendee. The
approximate hourly cost of a shuttle bus is $125.
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The revenue that is generated by the sale of the parking spaces and the tickets that were sold
through city outlets will go towards offsetting the cost of the shuttles, parking lot staff, on street
resident parking passes, signage for the event and mail out communication with the residents in
the area of McLennan Park. It is anticipated that the event will be cost neutral.
COMMUNITY ENGAGEMENT:
In February staff met with the ward councillor in addition to neighborhood representatives from
Country Hills and Alpine to provide an overview of the event and receive feedback. The
neighborhood association representatives were energetic for the festival.
On April 16th, 2014 staff hosted a community open house at the Country Hills Community
Centre to provide a more detailed overview of the festival and provide residents with an
opportunity to have their questions or concerns voiced. The open house was promoted through
social media, print media, and the web). The feedback received from the 130 attendees was
very positive and will be incorporated into the final plans for the event.
This report is posted on the website as part of the standing committee agenda to inform the
public.
ACKNOWLEDGED BY: Jeff Willmer, CAO
Encl.
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