The Parksville Lions' Kitefest, to be held on the Kite Field in the Community Park, on July 19 and 20, 2014, between 8:30 am and 5:00 pm each day

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1 Report to Council February 25, 2014 REPORT TO: FROM: SUBJECT: F. C. MANSON, CHIEF ADMINISTRATIVE OFFICER ALAN METCALF, DIRECTOR OF OPERATIONS SPECIAL EVENTS APPLICATION - PARKSVILLE LIONS' KlTEFEST & KIDFEST 2014 ISSUE: Approval of a Special Event Permits for: The Parksville Lions' Kitefest, to be held on the Kite Field in the Community Park, on July 19 and 20, 2014, between 8:30 am and 5:00 pm each day The Oceanside KidFest's "KidFest 2014" to be held on Sunday, August 10, 2013, between the hours of 7:00 am and 4:00 pm, on the Kite Field in the Community Park. EXECUTIVE SUMMARY: Under the provisions of the City's Application for Special Events Policy No. 3.30, organizations proposing to hold an event on municipal property, streets, or parks are required to apply for a Special Events Permit. All events covered in the Policy are subject to approval by Council, and event organizers must fulfill the requirements outlined in the Policy. Staff recommends approval of these applications subject to conditions. REFERENCE: Policy No Applications for Special Events Policy No Liability Insurance Coverage Attached Park Use Permit Applications, including signed Terms and Conditions BACKGROUND: Two Special Event Permit Applications have been received for events to be held on the Kite Field in the Community Park this summer. The First is for the Parksville Lions' Kite Festival, to be held on July 19 and 20, 2014, between the hours of 8:30 am and 5:00 pm each day. Since 2006, the Parksville Lions have held the Festival on the Kite Field in this location, bringing in several experienced kite flyers from the BC Kite Flying Association to compete and entertain spectators. The organizers erect free-standing tents in which kite building materials/kits are sold. Instruction on construction and flying is also provided, which is very popular with novice flyers of all ages. The organizers have not requested permission for food concessions nor road closures for this event. The second Application is from Oceanside KidFest requesting to hold "KidFest 2014" on Sunday, August 10, 2014, between the hours of 6:00 am and 4:00 pm. This annual event draws thousands of participants to the Community Park, and includes plans to hold a children's sandcastle building event on the beach. KidFest is a celebration of children and families, with games and activities for all ages. The organizers also intend to invite food and beverage vendors, to set up on the Kite Field during this event, however, they must comply with Food Concession in the Community Park Policy No. 3.18, which states:

2 Report to Council Special Events Applications - Lions' Kitefest & KidFest Page 2 of3 "No food concessions shall be permitted in the Community Park during the operating period of any existing Community Park Concession Lease except when they are specifically associated with and have been authorized by the organizers of a Council approved special event. Any such concession must have a valid "Temporary Food Concession Permit" issued from the Vancouver Island Health Authority and must not be located within a radius of 100 meters from the Community Park Concession Building unless they have received prior permission in writing from the Community Park Concession Lease Contractor." To ensure safety for all participants, KidFest organizers have requested that the beach access road be closed to traffic during the event, and, with volunteer-staffed barricades, will be prepared to provide any necessary or emergency access. Potential issues associated with such requests are: 1. The impact of the events on pedestrians, traffic, and the public; 2. Access to properties and services by emergency vehicles, the public, utility companies, and the municipality; 3. Public liability that may result from the events; 4. Wear and tear and damage to municipal infrastructure. The RCMP, Parksville Volunteer Fire Department, and Engineering & Operations Department were consulted on these applications and have no objections regarding these events provided the terms of the permit(s) are met. Neither of these two events pose any sort of conflicts to other events scheduled in the Community Park. OPTIONS: Option 1: Approve the permit(s) with conditions. Option 2: Deny the permit(s). Option 1 is recommended. ANALYSIS: 1. Approval could be made conditional upon the applicant/s addressing legitimate issues and concerns to the satisfaction of the City and other appropriate authorities. Some temporary, but moderate interruptions to vehicle, cycling, and pedestrian traffic around the Community Park are expected during the event/s. 2. Denying the permit/s outright would avoid the need to address the noted concerns. However, it would also prohibit what are considered positive events for our community, benefitting residents, local businesses and visitors in general. STRATEGIC PLAN IMPLICATIONS Environmental Sustainability: The organizers will be responsible for supplying and maintaining an appropriate number of portable toilets, providing extra garbage containers, traffic control, and parking attendants as warranted. After the event, the Community Park will be restored to pre-existing conditions to the extent possible.

3 Report to Council Special Events Applications - Economic Development: Lions' Kitefest & KidFest Page 2 of3 These popular events draw thousands of participants and spectators to the Community Park. In preparation for the events visitors are known to arrive early, and following the events, remain for extended holidays in our area. These events generate immediate economic boosts for campgrounds, hotels, restaurants and other local businesses, and allows opportunity for visitors to consider the area for future vacations or relocation to Parksville. FINANCIAL: Damage deposits and proofs of required liability insurance are to be received by the City a minimum of 10 working days prior to the start of these events. The cost impacts for staff to coordinate these events are minor and are covered in the Parks operating budget. RECOMMENDATIONS: THAT the report from the Director of Operations, dated February 25, 2014 entitled "Special Events Application - Parksville Lions' Kitefest 6: KidFest 2014", be received; AND THAT the Special Event Permit Application from the Parksville Lions to hold the 2014 Kitefest, on the Kite Field in the Community Park on Saturday, July 19 and Sunday, July 20, 2014, from 8:30 am to 5:00 pm be approved; AND THAT the Special Event Permit Application from Oceanside KidFest to hold the 2014 KidFest, on the Kite Field in the Community Park on Sunday, July 10, 2014, from 6:00 am to 4:00 pm, including closure of the beach access road during the event, be approved; AND FURTHER THAT the approval be granted on condition that the organizers adhere to the signed Terms and Conditions form attached to their Application and address any legitimate safety and infrastructure protection concerns to the satisfaction of City staff and other appropriate authorities. Respectfully submitted,!\lan METCALF Director of Operations CHIEF ADMINISTRATIVE OFFICER COMMENTS:,, p- -- -~;~,::'-;;'.:>::;':' F. C. MANSON, CGA Chief Administrative Officer AM/re P:IUSERS\Roxey\1 Special Events\2013\Reports\RTC 2014 Lions Kite Festival Et KidFest.docx

4 ARK USE PERMIT APPLICATION FORM ( 1) (Application to Hold an Event in any City Park) Date of Application: IAz.e- q, '2-e> l '3 Name of Event: P ~ R /C. SU; LL-l": l<cjn> /<, f:12. /~ s.+ I Name of Organization: fa f- tl '> v L la.. f:. Lu'J IJ 5 Phone: z.s-o c,,t; I 'r- ' Contact Name: fo 11-l f.o 'f ) Clar~"-C~ 6 -;.,( l'<jerbus. Phone: - ~~----- Mailing Address: f Af-!<YI// a. I!:' LI LJ J09 Fax: '\-)a)" I ~l { Postal Code: V r f,2 lf5 -Cov "-TO'f ;g h--"'-~ [.co 'h... f'af.-. \".-$ U ILLb Alternate Contact: Clft.JZ.GµC.I{. t' SSL Ip..;(;_ G-f_. Phone: 'L c; a,_z f G Facility(ies) Requested:,r..f---~ l~~~/~s~'-~f_l~f~f_llj C... F_t_C_ _L.._r,> (Please indicate requested areas of use on attached map if Community Park as applicable) Date(s) Requested: ;)'LL l~ I q ) 2-D Hours of Use: 8 '. '3 0 --!:; 'oil Anticipated Number in Attendance: G D cl ~I l( Anticipated Number of Spectators: 'Z...cJuO (Note: Please provide a list of any other groups coming under the umbrella of this event) Purpose of Use: /L1R / / y 1 k..d Go lo- ~ l!.[c./_ '"'..._ """", D1 S:f / a.v _ /L.rfe pea...r cf.r"d-f; k... lf:-e M.Al<!--1.<:J& J. f~ '"'J \:'o"" k..u:q<; Road Closure Requested: Yes D No [l/ Details: Concession Requested: Yes D No [ij (Subject to Food Concession Policy 3. 18) Electrical Service Required? /uo Please note the City is not responsible for providing any extension cords. Should a gate or electrical access key be required for the event, attend the Engineering 8: Operations office at 1116 Herring Gull Way to obtain key(s) prior to the event. A $20 cash deposit is required and will be refunded upon return of key(s). Any and all call out costs incurred by the City, including provision of keys after regular office hours, will be the responsibility of the organizer(s). Organizer(s) will be responsible for any damages done to irrigation systems as a result of stakes and poles placed without prior Parks Department approval. See next page for Terms and Conditions. Signature required prior to submission for consideration. City of Parksville Office Use: City Approval: o Yes c1 No Date: ENGINEERING & OPERATIONS DEPARTMENT I Phone I Fax City of Parksville I 1116 Herring Gull Way (PO Box 1390), Parksville, BC V9P 2H3

5 Parksville TERMS & CONDITIONS FOR USE OF CITY OF PARKSVILLE FACILITIES Event: l1 Otu S k_ t fe f,,_ s -f Zt'J I 4- Event Date: J "'\_J JC( &?cp I ' The undersigned has read and agrees to the following Terms and Conditions: Hold and save harmless the City from and against all claims and damages arising out of, or in any way connected with, the event; Ensure appropriate public access is maintained to all roads, park and adjacent facilities to the satisfaction of the City of Parksville, and provide written approval from the RCMP, Fire Department and Ambulance Service; Provide all necessary traffic controls, parking and emergency access acceptable to the RCMP, Fire Department and Ambulance Service; Ensure any charitable organization members performing traffic control and event parking clearly state that any parking fee is strictly by voluntary donation, and ensure this information is visibly posted at the site and mentioned in any event advertisement; Depending on the nature of the activity and number of anticipated participants, comply with all applicable requirements of the City's "Liability Insurance Coverage" Policy to obtain and maintain during the term of this event, a comprehensive general liability insurance policy providing coverage, to be determined by the City, of not less than $2,000, and up to $5,000,000.00, naming the City of Parksville as an additional insured. A copy of the policy shall be delivered to the City a minimum of 10 working days prior to the event; For events held on the Parksville Civic and Technology Centre site, obtain and maintain during the term of this event, a comprehensive general liability insurance policy providing coverage of not less than $5,000,000.00, naming the City of Parksville, School District No. 69 [Qualicum] and Vancouver Island University as additional insureds. A copy of the policy shall be delivered to the City a minimum of 10 working days prior to the event; A minimum of 10 working days prior to the event, provide the City with a refundable security deposit of $ from which any and all funds may be drawn to cover any loss or damage to City property resulting from the event. Should the costs exceed the amount of the security deposit, the organizer(s) shall be responsible to pay additional costs to the City; Maintain and if required, refurbish all municipal property and infrastructure to its original condition within 48 hours of the completed event and to the satisfaction of the City of Parksville; Should a gate or electrical access key be required for the event, attend the Engineering ft Operations office at 1116 Herring Gull Way to obtain key(s) prior to the event. A $20.00 cash deposit is required and will be refunded upon return of key(s). Any and all call out costs incurred by the City, including provision of keys after regular office hours, will be the responsibility of the organizer(s); Ensure collection of litter from event site(s), and as required, make arrangements for placement, maintenance and removal of trash bins for the duration of the event; Make arrangements for installation and maintenance of portable toilets, in qu;µil';i;"i;i, '"'"'Wi; t.i;~. ~ expected attendance, for the duration of the event; ~l'le , CITY OF PARKSVILLE Ensure any and all concessions (approved by the City based on Policy 3. 8) comply with all applicable health and safety requirements; JAN Approval for use of private property is the sole responsibility of the organizer(s ENGINEERING & OPERATIONS Name of Organization f ii R ll > v I/-'-- G- L D µ s Signature of Authorized Representative c::3, -/l. FA'~ Date Signed j (l"'". I (/ 2 0 (Cf-

6 Date of Application: Name of Organization: -:) V>" 1J \ 1.2 O I '-I Qreno,>\e y(jf<-)i CITY OF PARKSVILLE PARK USE PERMIT APPLIC TION ~~rfm f~\ 4 Name of Event: 5oc; ef.y Phone: (Application to Hold K:c\ ferj 'mciinleeftit..fdt!f. IQ'p~kATIONS g50 1i.,/8'-7C]'i3' Contact Name: -~/J'--""Jl"'"e,_v1._,L=l=''~c-"5<~' VI-' Bus. Phone: 2'.k:> C(l-f 1- / OoO Mailing Address: \>O Bo)( CLJ ~ll<k>v! l)e 1 8c Postal Code: ~qp 2&13 /dwalvr tk.\bofley Alternate Contact: Fax: --p-.c-_,~lk-.,-,~1.-w-s~e.-,-{f 7 w~_-8-r-~-,rl.l-.cora. Info{;:).. k;cl [es\, CC\. requested areas of use on atta hed map if Community Park as applicable) Date(s) Requested: A~~j /tf Hours of Use: t;,,"' - l-fpm Eve"'+ t"'"-5 iolm - 3r "" Anticipated Number in Attendance: WO -tfooo Anticipated Number of Spectators: (Note: Please provide a list of any other groups coming under the umbrella of this event) Purpose of Use: Ge fc;1m\ 11 es ' 7 Road Closure Requested: DL.L r,a<) [;v Q ot Concession Requested: I ' I he lo( Jn rof\juv)di'dy\ wiik 4E Cb1\dr1t15 So,Jm,fle t;,'"( Yes ~ No D Details: i:c o:-\-\c\g~ec& - B{Jti(A <. 1lt DriAe -_m_,_t_ill~1=e 1 her i"<eulfij Yes JZl' No D (Subject to Food Concession Policy 3. 18) Please note the City is not responsible Electrical Service Required? i-e<z for providing any extension cords. Should a gate or electrical access key be required for the event, attend the Engineering 8: Operations office at 1116 Herring Gull Way to obtain key(s) prior to the event. A $20 cash deposit is required and will be refunded upon return of key(s). Any and all call out costs incurred by the City, including provision of keys after regular office hours, will be the responsibility of the organizer(s). Organizer(s) will be responsible for any damages done to irrigation systems as a result of stakes and poles placed without prior Parks Department approval. See next page for Terms and Conditions, Signature required prior to submission for consideration. City of Parksville Office Use: City Approval: o Yes u No Date: ENGINEERING & OPERATIONS DEPARTMENT I Phone I Fax City of Parksville I 1116 Herring Gull Way (PO Box 1390), Parksville, BC V9P 2H3

7 TERMS AND CONDITIONS FOR USE OF CITY OF PARKSVILLE FACILITIES Event: \ Oc\\e,,+ Event Date: A,1; :.2.61 I.-! The undersigned has read and agrees to the following Terms and Conditions: 1. Hold and save harmless the City from and against all claims and damages arising out of, or in any way connected with, the event. 2. Ensure appropriate public access is maintained to all roads, park and adjacent facilities to the satisfaction of the City of Parksville, and provide written approval from the RCMP, Parksville Fire Department and BC Ambulance Service. 3. Provide all necessary traffic controls, parking and emergency access acceptable to the RCMP, Fire Department and Ambulance Service. 4. Ensure any charitable organization members performing traffic control and event parking clearly state that any parking fee is strictly by voluntary donation, and ensure this information is visibly posted at the site and mentioned in any event advertisement. 5. Depending on the nature of the activity and number of anticipated participants, comply with all applicable requirements of the City's "Liability Insurance Coverage" Policy to obtain and maintain during the term of this event, a comprehensive general liability insurance policy providing coverage, to be determined by the City, of not less than $2,000,000 and up to $5,000,000, naming the City of Parksville as an additional insured. A copy of the policy shall be delivered to the City a minimum of 10 working days prior to the event. 6. For events held on the Parksville Civic and Technology Centre site, obtain and maintain during the term of this event, a comprehensive general liability insurance policy providing coverage of not less than $5,000,000.00, naming the City of Parksville, School District 69 [Qualicum] and Vancouver Island University as additional insureds. A copy of the policy shall be delivered to the City a minimum of 10 working days prior to the event. 7. A minimum of 10 working days prior to the event, provide the City with a refundable security deposit of $ from which any and all funds may be drawn to cover any loss or damage to City property resulting from the event. Should the costs exceed the amount of the security deposit, the organizer(s) shall be responsible to pay additional costs to the City. 8. Maintain and if required, refurbish all municipal property and infrastructure to its original condition within 48 hours of the completed event and to the satisfaction of the City of Parksville. 9. Should a gate or electrical access key be required for the event, attend the Engineering 8: Operations office at 1116 Herring Gull Way to obtain key(s) prior to the event. A $20 cash deposit is required and will be refunded upon return of key(s). Any and all call out costs incurred by the City, including provision of keys after regular office hours, will be the responsibility of the organizer(s). 10. Ensure collection of litter from event site(s), and as required, make arrangements for placement, maintenance and removal of trash bins for the duration of the event. 11. Make arrangements for installation and maintenance of portable toilets, in quantity suitable to the expected attendance, for the duration of the event. 12. Ensure any and all concessions (approved by the City based on Policy 3.18) comply with all applicable health and safety requirements. 13. Approval for use of private property is the so ~ spo sibility of the organizer(s).

8 l<idfest Road Closure Intent - Sunday August 10, 2014 Beachside Drive Kidfest is requesting the closure of Beachside Drive during the hours of 6am and 4pm on August 10'h. A barricade will be placed shown below and be manned by volunteers throughout the day. Parking Kidfest intends to permit parking in the park (other than Beachside Drive) to the public however it will be managed by volunteers so as to maximize the space available. Parking will be by suggested donation. Corner of Corfield and the Island Highway Kidfest is held in conjunction with the Quality Food Children's Sandcastle Competition. Also on that day Beachfest is in progress and there are often events at the Curling Rink. Due to this the available parking in the park fills up quickly and traffic will back up Corfield. Two years ago volunteers, and then the RCMP tried to manage the traffic at the top of the hill at the intersection with the Island Highway as traffic was backed up down the Island Highway in both directions and up Corfield. Last year we contracted with JSK Traffic Control to provide professional traffic control at the intersection and there was still traffic back-ups. It is currently the intention of the Kidfest committee to contract with JSK again, although we would appreciate feedback or suggestions from the city as to alternatives.