Mayor and Council Heidi Enns, General Manager, Parks, Recreation and Culture Approval of 2015 Beer Garden Applications

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1 Os 1~ ABBOTSFORD Report No. PRC COUNCIL REPORT EXECUTIVE COMMITTEE File No: To: From: Subject: March 13, Mayor and Council Heidi Enns, General Manager, Parks, Recreation and Culture Approval of 2015 Beer Garden Applications RECOMMENDATIONS 1. THAT Council approve 45 beer garden dates for 2015 as listed on Attachment 'A' of Report No. PRC , dated 3/13/2015, from the General Manager, Parks, Recreation and Culture; 2. THAT Council approve that the total number of beer garden dates for events and tournaments held at City of Abbotsford outdoor facilities does not exceed 80 dates; and 3. THAT Council authorize the General Manager, Parks, Recreation and Culture to issue additional beer garden dates that are received following the initial approval process, pending approval from the Abbotsford Police Department, and the Liquor Control and Licencing Board, and as long as the total number of beer garden dates issued for 2015 do not exceed 80 dates. SUMMARY OF THE ISSUE As discussed at the March 9, 2015 Executive Committee of Council, staff are now bringing forward the list of the 2015 beer garden applications for beer gardens to be held at outdoor events and tournaments held on City property. The total number of beer garden dates permitted to be allocated is recommended at 80 dates per calendar year. BACKGROUND In order for groups to be successful with tournament bids, it is often a requirement that a beer garden be included as part of the event. In recent years, not all of the dates available were allocated, and some of those approved were not used due to low tournament registration or poor weather. Annually, applications are collected from groups wanting to hold beer gardens on City property. Notices are posted twice on the City page advising groups to submit applications, and groups that held beer gardens the previous year are also advised and applications are provided to them. Specific criteria must be met as per the application (Attachment B). In the past, the General Manager, Parks, Recreation & Culture, was authorized to issue additional beer garden dates, if requests were received after the initial allocation process, pending approval by the Abbotsford Police and the Liquor Control & Licencing Board (LCLB), and as long as the total number of dates allocated did not exceed 80 dates. This was done in

2 Report No. PRC Page 2 of 3 order to streamline the applications so that each time a new request was received, it did not need to go to Council. Although groups and organizations are advised to submit the applications by a February deadline, there may be organizations who had not yet finalized all of their event plans prior to the deadline. In 2013, a review was conducted of the beer garden application process, by PRC staff and staff from the Abbotsford Police Department, along with input from LCLB staff. The application form was revised and is clear that final approval of the exact dates and times of the operation of the beer garden is subject to Abbotsford Police Department approval, pursuant to applicable LCLB regulations. The sign-off by Council is to approve that a beer garden may be held on City property in conjunction with the qualifying event or tournament. DISCUSSION The complete list of requested beer garden dates for 2015 (Attachment A) was sent to Abbotsford Police and the local Liquor Inspector for review and approval to proceed to the next step has been given. The next step falls under the Abbotsford Police Department and LCLB regulations jurisdiction regarding the issuance of the actual Special Occasion Licence (SOL). All of the applications received for 2015 are from event organizers that have had beer gardens. in past years on City property. Prior to the issuance of the SOL, Parks, Recreation & Culture, Abbotsford Police and LCLB staff will be discussing the logistics of the Jam in Jubilee, Agrifair and Airshow events as those events are larger, and not as straightforward as the sporting events which make up the bulk of the beer garden applications. All approved applications would still need to be signed off by the Medical Health Officer and Abbotsford Police (in that order), as per the application form. All groups are required to have the necessary insurance and "Serving-It-Right" permits, and many of the groups hire a qualified bartending service. Approval for a total of 80 available dates will accommodate the applications received for 2015, and provide for additional dates to be assigned, if required for any future events that may come up throughout the year. Although unlikely, if additional requests are received that would put the total number of applications in excess of 80 dates, a report would be forwarded to the Executive Committee of Council for consideration. FINANCIAL PLAN IMPLICATION Groups are required to pay a fee to the City of $191, plus applicable taxes per day, in order to hold a beer garden on City property. If all approv~\ dates roceed, it generates $8,595 in revenue for the City. ) w

3 Report No. PRC Page 3 of 3 IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION The addition of beer gardens at events assists groups to contribute to worthy charities in the community and adds to community building and improving the financial outlook for the overall community. SUBSTANTIATION OF RECOMMENDATION In order to assist our community groups to host successful events and tournaments, the addition of a beer garden can assist with revenue generation and financial contribution by the host organizers to charities in the community. PRC staff and the Abbotsford Police Department closely monitor the events that include beer gardens and, if problems arise with any of the approved beer gardens, the City can cancel future dates. Heidi Enns General Manager, Parks, Recreation and Culture ATTACHMENTS Attachment 'A' - List of 2015 Beer Garden Applications Attachment 'B' - Blank Beer Garden Application Form

4 Attachment A League/Organization Event Site Dates Requested # of Dates Abbotsford Mixed Sio-Pitch Leaque Tournament AEP Diamonds April 18 & 19 2 Abbotsford Rugby Football Club ARFC Old Boys Tournament AEP Rugby Field April 25 1 Abbotsford Sio-Pitch Provincial Qualifier AEP Diamonds April 25 & 26 2 Abbotsford Sio-Pitch Provincial Qualifier Ellwood Park April 25 & 26 2 Abbotsford Mixed Sio-Pitch League Tournament AEP Diamonds May 2 & 3 2 Abbotsford Mixed Sio-Pitch League Tournament AEP Diamonds May30 &31 2 Bradner Community Club Sio-Pitch Tournament Bradner Park May30&31 2 Abbotsford Ruqby Football Club Abbotsford Sevens Tournament AEP Rugby Field June 13 1 Abbotsford Sio-Pitch Charity Tournament & Coed Mixed Ellwood Park June 20 & 21 2 Atangard Community Project Jam in Jubilee Concert Jubilee Park July 9,16 2 Abbotsford Mixed Sio-Pitch Leaque Tournament AEP Diamonds July 18 & 19 2 Atangard Community Project Jam in Jubilee Concert Jubilee Park July 23 1 Abbotsford Sio-Pitch League Playoffs AEP Diamonds July 25 & 26 2 Atangard Community Project Jam in Jubilee Concert Jubilee Park July 30 1 Abbotsford Aqrifair Annual Agrifair AEP Grounds July 31, Auqust 1, 2, 3 4 Abbotsford Airshow Annual Airshow Airport Grounds August 7, 8, 9 3 Abbotsford Sio-Pitch Provincial Championship Men's AEP Diamonds Sept. 4, 5, 6, 7 4 Abbotsford Sio-Pitch Sio-Pitch Tournament Ellwood Park Sept. 4, 5, 6, 7 4 Abbotsford Sio-Pitch Coed Masters Provincial AEP Diamonds Sept. 19 & 20 2 Mixed Fall Ball League Tournament AEP Diamonds Oct3&4 2 Abbotsford Rugby Football Club Annual Gobbler Rugby Tournament AEP Rugby October 10 & Total Requested 45 Total Available 80 Total Remaininq 35 S:I Beer Gardens - CAPE12013 Beer Garden Revised List as of September 4, /13/2015

5 Attachment B Application to hold a Beer Garden(s) at an outdoor City owned facility IMPORTANT: This is a request for approval from the City of Abbotsford to hold a beer garden(s) at a City owned outdoor facility. Final approval of dates, hours of operation and issuance of the Special Occasion License, are granted by the Abbotsford Police Department, and are subject to the applicable Special Occasion regulations and policies.. Please ensure that you read all documentation provided to you with this application related to regulations and policies. For additional information check out the Liquor Control and Licensing Branch website at: League Representative is to complete one (1) form for each event request. Deadline for submission is February 27, 2015 to the Parks, Recreation & Culture Department - 3 rd floor, South Fraser Way, Abbotsford, B.C. V2T 1W7. Fax # All pages of the form must be included. Applications received after the initial allocation may be denied, if the application is received with less than four (4) weeks notice. l!we hereby apply for City approval for a beer garden to be held at a public event, as defined on Page 3, Item 4. NOTE: completion of all information below is mandatojy. LeaQ ue/group Name: Mailinq address: Applicant: (Person Responsible) Applicant's Date of Birth: Personal Address: Telephone: home I address Work Serving It Right Persons: Name: Certificate # Name: Certificate # Request (s): Date(s): Location: Event hours: Proposed hours of operation of beer garden(s): Number of expected Participants: Provide a description of your event, reason for application & purpose of proceeds Parks, Recreation & Culture

6 Page 2 of 3 Responsibility of Applicant (a) (b) (c) (d) (e) (f) (g) (h) The special event must be held at the specific location in the park that has been designated by the General Manager, Parks, Recreation & Culture. A portable counter and covered holding area must be provided. Alcoholic beverages are to be sened in plastic or paper cups only. Alcoholic beverages that are not in the cooling process must be kept out of view. The organization sponsoring or having made application for the beer garden/special Occasion License will be held responsible for restricting the consumption of beer or wine to the designated area and will be expected to enforce these regulations and call on the Police if necessary. Failure to effectively control drinking in the stands or other areas outside the confines of the beer garden will result in a revocation of the license. Separate areas for spectator seating must be designated. Insurance: All groups holding special events are required to provide proof that their organization holds a host liquor liability insurance policy which will provide coverage in the amount of $2 Million dollars and which names the City of Abbotsford and School District No. 34 as additional insured. Please ask if you require a letter from the Abbotsford Parks, Recreation & Culture Department that you can take to your insurance agent to explain this requirement. Effective April 1, 1996, the ICBC Game Plan - SAFE RIDE HOME program will be promoted by all of the sponsoring organizations. Promotional material can be obtained from ICBC. Event Organizers must have a "Safe Ride Home" plan in place and must display the appropriate material at the event. l!we undertake to be governed by the existing statutes, bylaws, and regulations pertaining to Special Occasion Licenses and the consumption of alcoholic beverages. l!we have read all documentation provided with this application and understand that final approval is granted by the Abbotsford Police Department, and is subject to the applicable regulations and policies. Position in Organization: Name: Signature: License Fee - $ plus applicable taxes per day, is due prior to PRC staff issuing the form to the applicant to obtain the remaining signatures/approvals. Proof of host liquor liability with City of Abbotsford and School District No. 34 listed as additional insured or purchase from PRC for beer garden insurance is also required at the time of the form being issued for remaining signatures/approvals. Page 2 of 3

7 1. Name of Group - must be a bona fide organization or society located in the Abbotsford community. Bona fide organization means a club, group, organization or society, which may be registered as such under the Societies Act or any other statute, but also includes a genuine and authentic group or organization who may not be registered as such, but who have organized and meet regularly or occasionally for a common purpose, be it social, fraternal, religious, sporting or community oriented. 2. The City of Abbotsford may approve up to 80 days in a calendar year for beer gardens. 3. Proceeds - All profits over and above expenses must be used for charitable purposes. No profit is to accrue to the organization or society to pay for uniforms, trips or in any way improve its well-being. Profits may be donated to any recognized charity or donated in the interest of the public good to improve parks or public areas. 4. The event must be a recognized tournament. community or public celebration or event, designated and approved as such by the City authorities. 5. License Fee is due after written approval confirmation has been granted, and prior to approved function date(s), payable to the City of Abbotsford. 6. Following initial approval of the City to hold the beer garden, approval/signatures are required in the order listed below: Step 1 The applicant must pay applicable beer garden fees at the PRC Office at City Hall, 3 fd floor, South Fraser Way, and provide Serving it Right Certificate(s), proof of host liquor liability with the City of Abbotsford and School District No. 34 listed as additional insured, or purchase beer garden insurance from the PRC Office. Once all the aforementioned requirements have been completed, PRC staff will issue the form to the applicant to take for remaining signatures and approvals. Step 2 The applicant must attend the Fraser Health Authority, Public Health Protection Office at # Bourquin Cres. W. (north of McDonald's) Telephone # for approval/signature of the Medical Health Officer. Step 3 The applicant must attend the Abbotsford Police Department at 2838 Justice Way, for final approval and issuance of the Special Occasion Licence. Date and time of event and liquor quantities will be subject to Abbotsford Police Department approval, pursuant to applicable regulations. Note: Abbotsford Police Department has the discretion to withdraw approval before or during the event. Approval is granted to for a beer garden(s) to be held at the facility, on the following date(s),20 Obtain signatures in order listed only. a) General Manager, Parks, Recreation & Culture (or designate) Host Liquor Liability Insurance Received/Purchased Signature b) Medical Health Officer Signature/Stamp c) Abbotsford Police Department Signature