TEMPORARY ROAD CLOSURE POLICY AND EVENT MANUAL Each year the Corporation of the Municipality of Bluewater (the Municipality ) receives requests from individuals and groups seeking to operate special road closure events on Municipal streets or other Municipal property. These events vary in scope, purpose, size and complexity. It is important to coordinate all events in the Municipality in order that municipal staff can communicate policies, guidelines and provide support to these event organizers and ensure public safety is preserved during operation. The Municipality recognizes that special events enhance tourism, culture, recreation, education and provide opportunities for businesses in and around the Municipality. For ease of reference this manual will refer to parades, processions, marches and other activities that require a temporary road closure collectively as Events. These policies and procedures are designed to help an Event applicant effectively use the municipal resources to plan and hold a successful Event. Most Events represent a major investment of time and money. When well planned, they bring rewarding dividends to the organizers and the Municipality. Successful Events do not just happen, they are the result of: Responsible leadership Careful advance planning Good organization Provisions against the unexpected. The purpose of the Temporary Road Closure and Event Manual (the Manual ) is to incorporate into one manual, policies and procedures used by various divisions within the Municipality to process applications for Events. It will also outline an approved policy regarding the operation of Events on Municipal property, streets, roadways and services provided by the Municipality. To be pro-active in bringing Events to the Municipality; To provide logistical assistance to Events on municipal streets and roadways; To ensure the Event applicant is treated fairly and in an equitable manner; To ensure all municipal interests are met to protect the assets of the Municipality; To use its best efforts to establish safety precautions to protect the citizens of the Municipality. Page 1 of 7
DEFINITION OF A ROAD CLOSURE OR PARADE EVENT Events are a one-time, annual or infrequently occurring activity that utilize a road or street, thus requiring a Temporary Road Closure and Event Permit. The municipal lands affected by a temporary road closure take place on what is referred to as the traveled portion of a public road/street. The traveled portion many include the right-ofway, or paved portion for vehicles, or the sidewalk or boulevard. During a temporary road closure only those parties organizing the event have access to the traveled portion of the road/street. A rolling road closure is one type of temporary road closure and is used to permit a small parade or procession. A rolling closure interrupts the flow of traffic for a shorter period of time than a temporary road closure. The primary characteristics of an Event that requires a temporary road closure are: The main purpose is to celebrate or display a specific theme; Have predetermined opening and closing dates/times; The Event may consist of several separate activities in which parks or municipal buildings may be rented in conjunction with a road closure event. GENERAL POLICIES AND PROCEDURES 1. All legislation, bylaws and regulations must be adhered to by the Event applicant. 2. The Event applicant shall adhere to all temporary road closure policies and procedures. In the interest of public safety, failure to comply may result in closure of the event and will negatively impact future applications. 3. The Event applicant agrees to obey all statutory requirements, municipal by-laws and to acquire all necessary licenses and to provide copies of such licenses to the Manager of Public Works. 4. If an Event operates successfully, the Event operator will be given first priority to reserve the use of the road or street for the same date next year (extenuating circumstances may apply). An application will still be required. 5. Applicants requesting a Temporary Road Closure and Event Permit will need to complete a Temporary Road Closure Event Application Form. The Form is part of this manual. 6. Applications must be received no less than 30 days in advance of the Event. Applications may be received no more than 365 days in advance of the Event. Exceptions to this policy will be solely at the discretion of the Manager of Public Works or designate. Page 2 of 7
7. The Operations Office is the principal contact for the application for a Temporary Road Closure and Event Permit. They will initiate the process to approve a temporary road closure with other divisions of the Municipality and the local Fire Department, EMS and O.P.P. 8. The applicant, or designate, must be present on site at the event for the duration of the temporary road closure event. 9. If the road closure has any impact on area businesses or residents, the applicant shall inform all businesses and residents in the area of the closure, by letter or hand-delivered memo at least 10 business days in advance of the Event, or the particulars of the approved temporary road closure and any detour route available to them. 10. Location for the placement of portable toilets must have prior municipal approval. 11. Possession and/or consumption of alcoholic beverages in a park or on the closed portion of a road or street is prohibited unless authorized by the issuance of a Special Occasion Permit. 12. Fire hydrants must not be obstructed; there must be a clear view from all directions, leaving a 6m radius around each hydrant. 13. Road Closure signs must be installed at the point of the closure and in advance of the location in both directions. Detour signs must be installed around the location of the closure. All construction closure signage must adhere to OTM Book 7. 14. Approval is contingent upon ensuring adequate emergency access at all times to the satisfaction of the Fire Department, EMS, O.P.P. and municipal staff who have the right to determine the adequacy of same. Barricades must be easy to remove to allow emergency vehicles to access the closed portions of the road or street. The Operations Department will supply barricades to locations required and remove/pick up as supplied. 15. The Municipality of Bluewater shall not be responsible for personal injury or damage, or for the loss or theft of any articles of clothing or equipment of the applicant or organization, or anyone attending on the invitation of such applicant or organization. 16. The Applicant must pay for all damage to municipal property however caused, arising out of or during the use of the facilities under this application. 17. Sidewalks will remain open to the public throughout the closure except for safety reasons. Page 3 of 7
18. If the Applicant is requesting permission to erect a tent or tarp, there will be NO STAKING on any municipal asphalt or concrete surfaces. 19. The applicant must notify the Public Health Officer if serving food. 20. The applicant is responsible for the clean- up and/or removal of all garbage upon completion of the event. 21. The Municipality will provide all normal maintenance services. Any additional maintenance required by the applicant prior to, during or following the Event shall be at the sole cost and responsibility of the applicant. SECURITIES 1. The Applicant shall agree to indemnify, hold and save harmless the Municipality of Bluewater from and against any liability, loss, claims, demands, costs and expenses, including legal fees, occasioned wholly or in part by any negligence or acts or omissions during the use of municipal property. 2. The Applicant shall be responsible for personal injury or damage, or for the loss or theft of any articles of clothing or equipment of the applicant or organization, or anyone attending on the invitation of such applicant or organization. 3. The Applicant must pay for all damage to municipal property however caused, arising out of or during the use of the facilities under this application. 4. The Applicant agrees to take out sufficient Public Liability Property Damage Insurance in the amount of $2,000,000.00 to cover all risks. The policy shall be in a form and in an amount satisfactory to the Municipality of Bluewater, and shall be kept in full force during the period of the proposed road closure. The Municipality of Bluewater shall be named as a party insured on the policy and the Applicant shall provide the Municipality of Bluewater with proof of insurance. There will be no exception to this policy. Proof of insurance must be provided to the Manager of Public Works or designate no later than 7 days prior to the event. 5. The Applicant shall pay for the cost of advertising the temporary road closure, as invoiced by the Municipality of Bluewater. 6. No permits will be issued without proof of insurance. Please Note: Municipallysponsored events will not require insurance as they will be covered by the Municipality of Bluewater insurance policy. A Municipally-sponsored event is an event that has been declared by resolution of Municipal Council. Page 4 of 7
7. The Municipality reserves the right to set higher insurance limits depending on the type of activity planned during the Event (ie. amusement rides and/or sales of alcoholic beverages). 8. If you wish to discharge fireworks, written permission from the Fire Chief will be required. The Applicant must indicate that a certified pyrotechnician will be onsite for the event and such pyrotechnician will provide a valid supervisor/user s card with identification number and expiry date as per the Fireworks and Explosives Act (Canada). The Applicant must indicate on the application form that fireworks will take place. Written approval for fireworks must be received 14 days prior to the event in order to proceed with your plan for fireworks. The Applicant agrees that they have familiarized themselves with the General Policies and Procedures for Road Closures and agrees to comply with all of the conditions. Signature Date Page 5 of 7
TEMPORARY ROAD CLOSURE EVENT APPLICATION PLEASE FILE THIS APPLICATION AT THE MUNICIPALITY OF BLUEWATER OFFICE, 14 MILL AVENUE, ZURICH ONTARIO ~ N0M 2T0. APPLICATIONS MUST BE FILED NO LESS THAN 30 DAYS PRIOR TO THE EVENT. APPLICATIONS MAY BE FILED NO MORE THAN 365 DAYS PRIOR TO THE EVENT. ALL APPLICATIONS ARE TO BE RECEIVED AND CIRCULATED BY THE OPERATIONS OFFICE. APPLICATIONS CIRCULATED BY EVENT ORGANIZERS WILL NOT BE CONSIDERED FOR APPROVAL IF APPROVED, AND ALL CONDITIONS MET, A TEMPORARY ROAD CLOSURE AND EVENT PERMIT WILL BE ISSUED 14 DAYS PRIOR TO THE EVENT AND MUST BE CARRIED BY THE APPLICANT DURING THE EVENT! Name of Organization:_ Name of Event: Name of Applicant: Telephone:_ Address: Date of Event: Start Time: End Time: Does this event include a parade? yes no Are fireworks involved? yes no No. of Vehicles: No. of Bands: No. of Participants: Please define your event further as per the following subcategories: Harvest/Agriculture Commemorative Cultural Sports Theatrical Festival Commercial Cinematographic Neighbourhood Celebration Please outline how your event will benefit the Municipality of Bluewater: Please outline how this event is supported and where revenues derived from this event will be retained/distributed: Page 6 of 7
TEMPORARY ROAD CLOSURE EVENT APPLICATION page 2 Please list your preference for temporary road closure or lane reductions. The Municipality reserves the right to alter any route applied for as part of the event. Separate, please include a sketch, diagram or map of the route, indicating road occupancy and traffic control plan. Public Liability Damage Insurance Certificate Enclosed? YES NO Applicants should note that a Temporary Road Closure and Event Permit will not be issued until: 1. The applicant has entered into a Hold and Save Harmless and Indemnity Agreement with the Municipality. 2. Proof of Insurance in the amount of $2 million dollars liability, naming the Municipality of Bluewater as third party insured, has been submitted to the Manager of Public Works at least 14 days prior to the event. 3. This application when approved by the Manager of Public Works, constitutes a Temporary Road Closure and Event Permit Signature of Applicant Date Approved By (Manager of Public Works) Date Page 7 of 7