07 31 2024 Special Council Agenda The Township of Oro-Medonte
Special Council Meeting Agenda
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Electronic Hybrid Meeting
QtoOsip Wednesday, July 31, 2024
Proud Heritage,Exciting Future 10:00 a.m. - Open Session
The Township of Oro-Medonte is committed to providing and maintaining a working
environment that is based on respect for the dignity and rights of everyone within the
organization and for those individuals visiting our organization.
The Township of Oro-Medonte supports and fosters an environment that is safe,
welcoming and respectful for all residents, visitors, members of Council and staff.
Residents and business owners are encouraged to continue to utilize on
line and telephone services for Township related business; and staff continue to be
available to provide assistance by telephone, email and in person.
Input on agenda items are welcome and encouraged by emailing
agendacomment(a)oro-medonte.ca or registering to provide Open Forum comments
at the "Request for Participation Form" link below.
The Township of Oro-Medonte has amended its Procedural By-law to allow for
electronic participation at Council meetings. In-person attendance at public meetings
is also available. Protocols have been established to advise how to electronically
participate in the public portions of these meetings. Please visit the following links for
additional information:
• Request for Participation Form
• Protocols for Public Participation Council and IDS Committee
All electronic Council meetings will be streamed live, where possible, on the Township
YouTube Channel. Council Agendas will continue to be published on the Civic Web
Meeting Agendas in advance of the meeting date in accordance with the Township's
Procedural By-law.
Page
1. Call to Order - Reading of Land Acknowledgement:
The Township of Oro-Medonte acknowledges that we are situated on the
traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and
ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa
[Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee]
Page 1 of 17
Council Meeting Agenda - July 31, 2024
nations, collectively known as the Three Fires Confederacy. It continues
today as the home for diverse Indigenous Peoples including the historic
Metis Community in Penetanguishene.
The Anishnaabek people continue to have an enduring relationship with this
land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-
Council and the Williams Treaties First Nations. The Huron-Wendat Nation
also continues to pay respect and protect their ancestors and heritage on this
land. We honour the Indigenous history and culture that has thrived for
millennia in this territory and the Treaties that bind us together as partners in
the spirit of a shared sustainable and prosperous future. We are all Treaty
People. Our commitment begins with acknowledging the Truth so that we
can move forward together towards Reconciliation.
2. Adoption of Agenda:
a) Motion to Adopt the Agenda.
3. Disclosure of Pecuniary Interest:
4. Deputations/Presentations:
a) Presentation by Byron Tan, Manager, Watson & Associates Economists Ltd.,
re: 2024 Development Charge Study Update [Withdrawn Upon Adoption
of the Agenda].
4 - 9 b) Presentation by Todd Jenereaux, Burl's Creek re: 2024 Boots and Hearts.
2024 Planning Boots and Hearts
5. Open Forum:
The Open Forum provides an opportunity for the public to provide verbal
comments to Council, in Open Session, on matters scheduled on the current
agenda. Refer to Procedural By-Law No. 2023-043 for additional
information.
6. Reports of Municipal Officers for Action:
10 - 16 a) OCS2024-25, Shawn Binns, CAO, re: 2024 Boots and Hearts and All Your
Friends Festivals Special Event Permits.
OCS2024-25
7. Confirmation By-Law:
17 a) By-Law No. 2024-077: Being a By-Law to Confirm the Proceedings of the
Special Council Meeting held on Wednesday, July 31, 2024.
2024-077
Page 2 of 17
Council Meeting Agenda - July 31, 2024
8. Adjournment:
a) Motion to Adjourn.
Page 3 of 17
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Page 9 of 17
6.a) OCS2024-25, Shawn Binns, CAO, re: 2024 Boots and Hearts and All You...
4
Township o��«�i�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Shawn Binns
Meeting Date: July 31, 2024
Report No: OCS2024-25
Subject: 2024 Boots and Hearts and All Your Friends Festivals Special
Event Permits
Type: Requires Action _x_ or For Information Only
Motion No.
Recommendation
1. That Report OCS2024-25 be received and adopted;
2. That the CAO be authorized to execute an appropriate Memorandum of
Understanding with Burl's Creek/Republic Live for the 2024 Boots and Hearts
Event and All Your Friends Festival;
3. That staff be authorized to issue a Special Event Permit for the 2024 Boots and
Hearts and All Your Friends Festivals upon receipt of:
a. Agency endorsement of the Operations Plans in accordance with the
Township's Special Event By-law;
b. An executed Memorandum of Understanding.
4. That Burl's Creek Event Grounds be informed of Council's decision.
Background
In 2024, two music festivals will be held at Burl's Creek Event Grounds ("Burl's Creek").
The Boots and Hearts Music Festival will be held at Burl's Creek Wednesday, August 7
— Sunday August 11 , 2024. The All Your Friends Festival will be held August 23 and 24,
2024.
Operations and Community Services July 31, 2024
Report No. 2024-25 Page 1 of 7
Page 10 of 17
6.a) OCS2024-25, Shawn Binns, CAO, re: 2024 Boots and Hearts and All You...
The Township's Special Event Bylaw (2015-123 as amended) licenses various types of
special events through the issuance of special event permits. Organizers of events
requiring a special event permit must develop operations plans outlining specific details
pertaining to:
Site Layout Emergency Management
Food and Beverage Traffic Management
Building and Structural Plans Fire Safety
Security Waste Management
Community Impact
The Bylaw ensures that the components of operations plans satisfy requirements of
governing authorities, ensuring that risks and impacts to the community and event patrons
are appropriately managed.
For events where attendance is anticipated to exceed 10,000 people, a decision to issue
a special event permit is determined by Council.
Given anticipated attendance of the Boots and Hearts event, a decision of Council is
required to issue a special event permit. The All Your Friends Festival is not likely to have
an attendance level requiring Council approval. However, the festival is being included
for given implications associated with policing costs.
This report will provide an overview of the two music festivals planned to be held at Burl's
Creek in 2024, as well as follow up to Report OCS 2023-21, which provided a review of
the 2023 Boots and Hearts Event and issues arising from the event in 2023. Issues from
the 2023 have reviewed as part of the multi-agency operational planning and addressed
for the 2024 Boots and Hearts and the All Your Friends Festivals.
Analysis
Boots and Hearts — Wednesday, August 7 — Sunday August 11, 2024
Boots and Hearts has been held at Burl's Creek since 2015. In 2020 and 2021, the
event was cancelled due to the COVID-19 global pandemic.
The Operation Plan for the 2024 Boots and Hearts event is similar to event plans from
prior year's, with minor modifications stemming from previous year experience.
Attendance for 2024 is anticipated to be slightly less than the peak attendance for the
2023 event.
The 2024 Boots and Hearts Operations Plan has been submitted and circulated to
respective agencies for comment and endorsement.
Operations and Community Services July 31, 2024
Report No. 2024-25 Page 2 of 7
Page 11 of 17
6.a) OCS2024-25, Shawn Binns, CAO, re: 2024 Boots and Hearts and All You...
Notable components of the 2024 operations plan:
Traffic
To address a number of issues associated with the 2023 event, the following
improvements have been completed for implementation for the 2024 event:
• An update to the 2017 engineered traffic plan has been completed by Creighton
Manning and Tatham Engineering, and approved by road authorities.
• Changes to internal routing, site layout, and pick/up drop off locations.
• A new entrance has been constructed on Line 7 South to provide access to
pick/up and drop off area, rideshare, shuttles and single day parking.
• Geofencing to ensure Uber/ride-share remain in designated areas.
• Reinstatement of Wednesday opening to improve load-in period logistics.
• Adjustments to OPP paid duty staffing deployment for traffic management and
security plans.
As in prior years, the traffic plan contains multiple phases using Lines 7, 8, 9 and 5
accessed from Hwy 11 or Ridge Road.
General admission (GA) camping - traffic will be directed to arrive from Highway 11 to
Line 7 South to Gate 7B/C. All RV traffic on Highway 11 will be directed to Line 9 South
to Gate 9A. Specialty groups (identified by designated tag) will be directed to use Line 5
South to Ridge Road, then to Line 7 northbound to Gate 7C.
Weekend parking and accessible parking will be accessed off Line 8 via Ridge Road
through Gate 8M, separating it from camping traffic off Line 7 or Line 9.
Single day parking, pick-up and drop-offs as well as shuttles and ride share will be
accessed off Line 7.
During the evenings (S:OOPM to 8:OOPM), and night (11:OOPM to 1:OOAM) of each
concert day, some congestion and relatively minor queuing is expected on Line 7 South
as shuttles and relatives/friends drop off and pick up during this peak time.
The Boots & Hearts event has a significant number of RV's attending the event.
Accordingly, Line 9 southbound may experience some minor congestion on Wednesday
during load in. However, queuing is expected to be maintained on site.
Peak egress from the site will occur Sunday evening and Monday morning. Queuing on
local roads will be minimal as vehicles will be queued on site. However, heavy traffic
volumes should be anticipated.
To facilitate the Transportation Plan and production load in, some local roadways will be
restricted during the event. Beginning the afternoon of August 7th through August 11th,
Operations and Community Services July 31, 2024
Report No. 2024-25 Page 3 of 7
Page 12 of 17
6.a) OCS2024-25, Shawn Binns, CAO, re: 2024 Boots and Hearts and All You...
Line 8 will be restricted/closed during the event from Gate 8B to Gate 8K. Checkpoints
staffed by police and/or private security will be set up at the road closure point, and
within the closure area to ensure the area is restricted to authorized vehicles only . All
the other local roads, including Line 7, Line 9, as well as Highway 11 will be open for
general use. Closure to be administered by the OPP.
The Ontario Provincial Police (OPP), in consultation with agency stakeholders will
manage all traffic plans and decisions pertaining to traffic.
Resident Access — Potential delays to residents outside, and within the restricted
roads during peak arrival and exit times are to be expected. For the majority of areas,
the most significant impact will be the presence of additional traffic in the area. Given
generally low background traffic volumes, most residents (and business
customers/owners) will experience an increase in travel times and delays at some
intersections. Regardless, these delays are expected to be minimal, with the
exception being areas immediately surrounding the site. With congestion and travel
restrictions on Line 7 and Line 8, and to a lesser degree Line 9, residents that live on
these roads, or typically use these travel routes, can expect significant increases in
delays, if they choose to travel past the entrance areas at peak time. Given expected
delays, it is recommended that residents avoid the area and use alternative routes
during the peak load in and load out times of the site.
Emergency/Security Plans
Extensive plans are in place for various types of possible emergencies. The plans are
reviewed and approved with coordination occurring between emergency service
authorities.
Policing/public safety requirements have been established by the OPP and will be
addressed on a paid duty basis by Burl's Creek. Both Burl's Creek and the OPP have
made adjustments to security plans and resource deployment. The adjustments made
by OPP reduce the potential for overtime costs for policing which is billed to the
Municipality.
Public Health Measures
Operations plans have been established to reflect public health regulations and
guidance, and will be reviewed and endorsed by the Simcoe Muskoka District Health
Unit and the Alcohol and Gaming Commission of Ontario (AGCO).
Sound Management
Since 2015, the Township has been working with sound consultants and Burl's Creek to
continue to refine the sound management program. The program, and specifically
monitoring locations and maximum sound levels were modified during the first four (4)
years of the event, with efforts to balance both the needs of the community and Burl's
Operations and Community Services July 31, 2024
Report No. 2024-25 Page 4 of 7
Page 13 of 17
6.a) OCS2024-25, Shawn Binns, CAO, re: 2024 Boots and Hearts and All You...
Creek. The following provides an overview of proposed sound management for 2024
Boots and Hearts, and is consistent with measures and levels implemented in 2019:
• Sound will be managed through a Memorandum of Understanding with Burl's
Creek;
• Sound levels and monitoring locations have been reviewed and recommended
by the Township's acoustical consultant based on their previous reviews and
assessments, specifically:
o Sound will be measured at front of house which provides for more
accurate measurement and control for the management of amplified
sound from the source (Burl's Creek);
o Sound levels:
(i) August 7th through until August 11 th, 2024, from 1:00 pm to 11:30 pm
sound will be limited to 105 dBA with a 15-minute grace period;
(ii) August 7th through until August loth, 2024 from 11:30 pm to 11:59 pm
sound will be limited to 95 dBA with a 5-minute grace period;
(iii) August 9th — 1 lth from 12.00am to 1 .00am (daily) sound will be limited
to 95dBA with a 5-minute grace period. Amplified sound will conclude at
1 .00am.
Other requirements
The event promoter is also required to comply with all Federal, Provincial and Municipal
legislation. Other authorities including the Electrical Safety Authority (ESA), Technical
Standards and Safety Authority (TSSA) having jurisdiction to ensure necessary
compliance.
All Your Friends Festival
The All Your Friends Festival is a new event being held at Burl's Creek August 23-24,
2024. The event features an emo/rock genre including artists such as Fallout Boy,
Jimmy Eat World and Billy Talent.
The All Your Friends Festival will follow the same Operations Plan as Boots and Hearts
scaled to reflect the size of the event. Sounds levels will be consistent with the levels
identified for Boots and Hearts.
Policing costs borne by the Township as a result of Burl's Creek Festivals in 2023
and 2024 considerations
As outlined in Report OCS2023-21 and associated OPP reporting, the Township
incurred expenses associated with calls for service and overtime resulting from the
2023 Boots and Hearts event. These reports also highlighted the implications and
challenges associated with the Ontario Provincial Police Municipal Billing Model and
paid duty policing arrangements as well as administration of a consistent approach to
Operations and Community Services July 31, 2024
Report No. 2024-25 Page 5 of 7
Page 14 of 17
6.a) OCS2024-25, Shawn Binns, CAO, re: 2024 Boots and Hearts and All You...
address these implications. As previously outlined, a number of measures have been
implemented to mitigate overtime and calls for service implications for both the 2024
festivals being held at Burl's Creek. Staff continue to review a model for application and
will bring back a report for Council's consideration in the fall following the 2024 festivals.
Financial / Legal Implications / Risk Management
There are a number of risks associated with any mass gathering event. The Township's
Special Event Bylaw was established to manage the Township's risks associated with
Special Events. Burl's Creek/Republic Live have submitted an Operations Plan in
accordance with the Township's Special Event Bylaw and will be addressing the
requirements of authorities having jurisdiction as outlined in the Bylaw.
Consistent with prior years, a Memorandum of Understanding will further outline controls
and responsibilities for financial obligations, emergency services, sound levels,
indemnification and insurance.
The Special Event Bylaw and the issuance of Special Event Permits ensures controls for
cost recovery as well as the authority to consider the future issuance of permits based on
historical experience.
Policies/Legislation
Various - as outlined in the Township's Special Event Manual and Bylaw.
Corporate Strategic Goals
• Financial Sustainability
• Community Safety
Consultations
• Chief Financial Officer / Treasurer
• Ontario Provincial Police
• Alcohol and Gaming Commission of Ontario
• Simcoe Muskoka District Health Unit
• Oro-Medonte Fire and Emergency Services
• County of Simcoe Paramedic Services
• Development Services
• Municipal Law Enforcement
• Road Authorities (MTO, County, Oro-Medonte)
• Republic Live / Burl's Creek
Operations and Community Services July 31, 2024
Report No. 2024-25 Page 6 of 7
Page 15 of 17
6.a) OCS2024-25, Shawn Binns, CAO, re: 2024 Boots and Hearts and All You...
Attachments
N/A
Conclusion
Republic Live/Burl's Creek has submitted Operating Plans for Boots and Hearts and All
Your Friends Festivals; agency endorsement is being obtained in accordance with the
Township's Special Event Bylaw. A Memorandum of Understanding will also be
executed to manage sound and obligations of the event promoter. The requirements of
the Bylaw are to be fulfilled prior to the issuance of Special Event Permits for the 2024
Boots and Hearts and All Your Friends Events.
A report addressing policing costs implications associated with large scale special
events will be presented to Council in the fall of 2024 following the 2024 festivals.
Respectfully submitted,
Shawn Binns PBDM, MBA - CAO July 25, 2024
Nelly Morrow CPA — Director of Finance, Chief Financial Officer July 25, 2024
Operations and Community Services July 31, 2024
Report No. 2024-25 Page 7 of 7
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7.a) By-Law No. 2024-077: Being a By-Law to Confirm the Proceedings of t...
The Corporation of the Township of Oro-Medonte
By-Law No. 2024-077
Being a By-Law to Confirm the Proceedings of the Special Council Meeting
held on Wednesday, July 31, 2024
Whereas Section 5 of the Municipal Act, 2001, S.O. 2001, C. 25, as amended
provides that the powers of the Municipal Council shall be exercised by By-Law,
unless the municipality is specifically authorized to do otherwise;
And Whereas The Council of The Corporation of the Township of Oro-Medonte
deems it expedient that the proceedings at this Special Council Meeting be
confirmed and adopted by By-Law;
Now Therefore the Council of The Corporation of the Township of Oro-Medonte
hereby enacts as follows:
1. That the actions of the Council at its Special Council Meeting held on
Wednesday, July 31, 2024, and in respect to each Motion, Resolution and other
actions passed and taken by the Council at its said Meeting is, except where
prior approval of the Ontario Land Tribunal is required, hereby adopted, ratified
and confirmed.
2. That the Mayor and the proper Officials of the Township are hereby authorized
and directed to do all things necessary to give effect to the said action or to
obtain approvals where required and to execute all documents as may be
necessary on behalf of the Council of the Corporation of the Township of Oro-
Medonte.
3. That the Mayor/Chair and Clerk/Designate are hereby authorized and directed to
execute and affix the corporate seal to all necessary documents.
4. And That this by-law shall come into force and take effect on the final passing
thereof.
By-Law Read a First, Second and Third time, and Passed this 315t day of July,
2024.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk,Yvonne Aubichon
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