GENERAL GOVERNMENT COMMITTEE AGENDA. Thursday, March 18, 2015 at 10:00 a.m. Classroom, Town Hall

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1 1. CALL TO ORDER GENERAL GOVERNMENT COMMITTEE AGENDA Thursday, March 18, 2015 at 10:00 a.m. Classroom, Town Hall 2. DISCLOSURE OF PECUNIARY INTEREST 3. DEPUTATIONS, PETITIONS, PRESENTATIONS AND PUBLIC MEETINGS a) Mr. Chuck Jackson & Ms. Nancy Jarrell will be in attendance with respect to the 2015 Wasaga Beach Blues Festival 4. UNFINISHED BUSINESS a) Sign By-Law (reviewed) March 12, 2009 b) 102 Fernbrook Drive Encroachments Aug. 28, 2014; October 16, 2014 c) Community Health Centre Development Charges; October 16, DEPARTMENTAL STAFF REPORTS Economic Development and Communications a) Monthly Report February 2015 Recommendation: That the General Government Committee receive the February 2015 Economic Development and Corporate Communication Officer s Report, for information. b) Kowabunga Stand Up Paddle and Kayak 123 Beach Drive Business Site Improvements Recommendation: That the General Government Committee receive the EDCCO s report on Kowabunga Stand Up Paddle and Kayak for information and discussion; and, Further That the General Government Committee recommend to Council that it approve removal of Town owned exercise equipment located at 123 Beach Drive; and, Further That the General Government Committee recommend to Council that it approve working with the owners of Kowabunga Stand Up Paddle and Kayak to improve the wall that abuts Beach Drive and remove any hazards from the front portion of the property; and,

2 General Government Committee March 18, of 6 Further That the General Government Committee recommend to Council that the Town approve a food truck/trailer to be placed at 123 Beach Drive dependent upon the outcome of Council s decision regarding permitting food trucks in the beach area one and two location. c) Saturday Morning Farmers Market Agreement of Understanding Main Street Parking Lot (130 Main St.) Recommendation: That the General Government Committee receive the EDCCO s Report on the Saturday Morning Farmers Market for information and discussion; and, Further That the General Government Committee recommend to Council approval of a Saturday Morning Farmers Market under the terms and conditions stipulated in the Agreement of Understanding between the Wasaga Beach Farmers Market Organizing Committee and the Town of Wasaga Beach. d) Economic Development & Communications Accounts February 2015 Special Events a) Monthly Report March 2015 Recommendation: That the General Government Committee receive the March 2015 Special Events Report, for information. b) Special Events By-Law & Policy Recommendation: That the General Government Committee receive the Special Events By-Law & Policy Report for information and discussion. c) Electric Element Final Approval Recommendation: That the General Government Committee recommend to Council that it approve holding Electric Elements on Sunday, May 17 th, 2015 in the Playland Parking Lot / Festival Square; and, Further That the South lane (curb lane) and all parking of Beach Drive from Spruce Street to the entrance of Playland Parking lot, be closed on Sunday, May 17 th 2015 at 6:00 a.m. until Monday, May 18 th 2015 at 8:00 a.m. and that Beach Drive be converted to one through lane adjacent to the closure; and, Further That a section (approx. 50 ft.) of the Playland Parking Lot adjacent to Mosley at the east entrance be closed for event suppliers, set up crew and large vehicles to accommodate event set up on Saturday, May 16 th, 2015 at 8:00 a.m. and,

3 General Government Committee March 18, of 6 Further That the entire Playland Parking lot be closed on Saturday, May 16 th by 6:00 p.m. until Monday, May 18 th, 2015 at 8:00 a.m.; and Further That the Town provides 30 alternative parking spaces for event suppliers and set up crew during the event, limited to the Mall lot. d) Purina Walk for Dog Guides Recommendation: That the General Government Committee recommend to Council the approval of the annual Purina Walk for Guide Dogs, held at the Nancy Island Parking lot on May 31, 2015; and, Further That the application fee of $50 be waived for this event; and, Further That the use of the Town owned Nancy Island lot be used free of charge. e) Canada Day Recommendation: That the General Government Committee recommend to Council that it approve the hosting of Canada Day celebrations in Festival Square on Wednesday, July 1st, 2015 from 12:00 p.m. until 11:00 p.m.; and, Further That the Town of Wasaga Beach provides free parking in the municipal lots at Beach Area One and Two valid only on July 1st, 2015 from 12:00 p.m. until 11:00 p.m. for this community event; and, Further That the entire Playland Parking lot (Festival Square) be closed on Wednesday, July 1 st. f) Jazz & More in the Park Recommendation: That the General Government Committee recommend to Council that it approve hosting the Jazz & More in the Park concert series every Tuesday evening starting July 7, 2015 until September 1, 2015 at the Wasaga Beach RecPlex (Rotary Bandshell or Oakview Woods Gazebo). g) Scouts Soap Box Derby Recommendation: That the General Government Committee recommend to Council that it approve hosting the 2 nd Wasaga Beach Scouts Soap Box Derby on June 6, 2015 along Beach Drive; and, Further That Beach Drive be closed starting at 1 st Street to 3 rd Street, 2 nd Street north of the former Fire Station #1 and 3 rd Street north of the Public Parking lot be closed from 6:00 a.m. until 1:00 p.m. on June 6, 2015; and,

4 General Government Committee March 18, of 6 Further That the Town of Wasaga Beach provides 75 parking passes to be used exclusively in 3 rd Street Parking Lot for participants valid only on June 6, h) Not So Pro Recommendation: That the General Government Committee recommend to Council to approve in principle hosting the Not So Pro Beach Volleyball Tournament on July 24-26, 2015 at Beach Area Two. i) Underground Series Recommendation: That the General Government Committee recommend to Council that it approve in principle hosting the Underground Series Event from, Friday, July 10 to Sunday, July 12, 2015 along Beach Area One and Two. j) Wasaga Beach Blues Festival Recommendation: That the General Government Committee recommend to Council that it approve in principle the hosting of the fifth annual Wasaga Beach Blues Festival at Stonebridge Town Centre s Music Pavilion, September 14 to 20, 2015; and, Further That Stonebridge Blvd. be closed from the Dollar Tree entrance to the Wal-Mart entrance from Friday, September 18, 2015 at 8:30 a.m. until Monday, September 21, 2015 at 9 a.m.; and, Further That a $20, sponsorship be provided to Stonebridge Town Centre to assist offsetting associated festival costs; and, Further That the Wasaga Beach Blue Festival be deemed a Municipally Significant event for AGCO purposes. k) External Events Facilitator Tourism Events Update Recommendation: That the General Government Committee receive the Tourism Events Report for information. l) External Events Facilitator - FireFit Challenge 2015 Recommendation: That the General Government Committee recommends to Council that it approve hosting the inaugural FireFit event to be held in Wasaga Beach on August 22 nd and 23 rd, 2015; and, Further that the General Government Committee recommend to Council to provide a hosting fee of $10,000 for this two day sanctioned event pending final event approval and review of Financial Reports provided by the event organizer; and,

5 General Government Committee March 18, of 6 Further that an appropriate physical space be provided to the event organizer in one of the Town s beach area parking lots and all other logistic requirements be fulfilled based on the FireFit Challenge Host Agreement. m) Special Events Accounts February 2015 Administration a) Historical Advisory Committee September 22, 2014, November 24, 2014, January 26, 2015, February 23, 2015 Recommendation: That the General Government Committee receive the Historical Advisory Committee Minutes of September 22, 2014, November 24, 2014, January 26, 2015 and February 23, 2015, for information. b) Deputy Treasurer Extension Agreement 23 7 th Lane Recommendation: That the General Government Committee recommend to Council that it enact a By-Law authorizing the Mayor & Clerk to enter into an extension agreement for the payment of taxes with the owner of 23 7 th Lane to extend the period of time in which the cancellation price is to be paid with payment terms as follows: $775 per month for the period March 2015 to August 2016 on the tax account; The balance of the tax account by September 30 th, 2016 including the final installment for 2016; Current taxes as they become due; $150 per month for the period March 2015 to October 2015 on the water/wastewater account; The balance of the water/wastewater account by November 30 th, 2015 and; Payment of all water/wastewater installments as they become due. c) Deputy Treasurer Tax Sale 722 River Road E. Refund Recommendation: That the General Government Committee recommend to Council that it authorize the Treasurer to refund $6,000 to Mr. Jeffrey Glover for the revocation of his tender on the Tax Sale for Roll # d) Council and Administration Accounts February 2015 Recommendation: That the February 2015 Accounts as reviewed by General Government Committee, are hereby confirmed.

6 General Government Committee March 18, of 6 6. OTHER AGENCY REPORTS - None 7. DATE OF NEXT MEETING April 22, ADJOURNMENT

7 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Jenny Legget, Economic Development and Corporate Communications February Activity Update DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee receive this report for information. DISCUSSION Economic Development Portfolio Potential Expansion of Kowabunga Stand Up Paddle and Kayak At the February 11, 2015 General Government Committee meeting, business owners Ms. Helen Smith and Mr. Ronald Seniuk made a deputation regarding their request to expand Kowabunga Stand Up Paddle and Kayak to include a restaurant. Given that the business is located on Town owned land and there is a significant amount of construction and time to build a restaurant, committee provided direction to staff to explore other options for the business. The writer has had several discussions with the owners regarding alternative ways to expand their business to include a food component and enhance the business site. For details regarding alternative options for the business, please see the staff report included with the March 18, 2015 General Government agenda titled Kowabunga Business Revision Report Wasaga Beach Farmers Market The writer had two meetings with Ms. Helen Smith and Mr. Ronald Seniuk regarding details surrounding the Wasaga Beach Farmers Market. Please see the staff report included with the March 18, 2015 General Government agenda titled Farmers Market Agreement Report and the document titled Farmers Market Agreement. Canadian Hotel Investment Conference and Tradeshow The Town is registered to participate in the Hotel Investment Conference as an exhibitor on May 5, 2015 in Toronto. The writer is in the process of determining appropriate and attractive marketing materials for the Town s booth. Special Events The writer attended internal meetings with the CAO, Manager of Parks, Facilities and Recreation, Human Resources Coordinator and the Special Events Coordinator regarding transfer of internally organized events (community based and corporate) to the Recreation Coordinator position in order to allow the Special Events Coordinator to focus on sourcing and delivering external (tourism) events. Corporate Communications Portfolio General Communications Form: WB-SR2010 Media releases were issued regarding the Wasaga Beach Professional Fire Fighters Association contract negotiations and approval of the Town s 2015 Operating and Capital budget. The writer

8 - 2 - is in the process of preparing messaging for the Mayor s Office page of the Town s website and writing a Mayor s message for the 2015 Chamber of Commerce Visitor Guide book. Respectfully Submitted, Jenny Legget Jenny Legget Economic Development and Communications Officer

9 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Jenny Legget, Economic Development and Corporate Communications Kowabunga Stand Up Paddle and Kayak, 123 Beach Drive - Business Site Improvements DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee receive this report for information and discussion; AND FURTHER THAT the General Government Committee recommend to Council that it approve removal of Town owned exercise equipment located at 123 Beach Drive; AND FURTHER THAT the General Government Committee recommend to Council that it approve working with the owners of Kowabunga Stand Up Paddle and Kayak to improve the wall that abuts Beach Drive and remove any hazards from the front portion of the property; AND FURTHER THAT the General Government Committee recommend to Council that the Town approve a food truck/trailer to be placed at 123 Beach Drive dependent upon the outcome of Council s decision regarding permitting food trucks in the beach area one and two location. BACKGROUND At the February 11, 2015 General Government Committee meeting, Mr. Ronald Seniuk and Ms. Helen Smith made a deputation to committee regarding the potential expansion of their business, Kowabunga Stand Up Paddle and Kayak. The business is currently located on Town owned land located on the corner of 3 rd Street and Beach Drive (123 Beach Drive) through a lease agreement between the Town and business owners. Mr. Seniuk and Ms. Smith s deputation was primarily focused around adding a restaurant component to their business. Given that the business is located on Town owned land and Mr. Seniuk and Ms. Smith s request to build a restaurant on the land requires significant construction and time, committee provided direction to staff to explore other options for the business. DISCUSSION The writer has had several conversations with Mr. Seniuk and Ms. Smith regarding alternative ways to improve the revenue potential of the business and clean-up the business site. The following options have been developed: Removal of Existing Exercise Equipment Mr. Seniuk and Ms. Smith have requested that the existing exercise equipment on the site, in front of the building be removed by Town staff. Removal of the exercise equipment will free additional space Form: WB-SR2010

10 2 on the property allowing for better display of stand up paddle boards, kayaks and bikes that are available for rent to the public. There is potential to locate the equipment to another location in Town. It is important to note tht the equipment was purchased and installed by a 3 rd party at no cost to the Town. Hence, removing the equipment does not create a scenario where the Town is at a potential financial loss. Repairs and Improvements to the Wall Facing Beach Drive The front portion of the property is surrounded by a wall that abuts Beach Drive. The wall is continually deteriorating creating a run-down and tired appearance. Mr. Seniuk and Ms. Smith are prepared to make significant improvements to the wall creating an esthetically pleasing and professional appearance. The wall also presents a safety hazard creating an environment where individuals can easily fall off the ledge of the wall onto Beach Drive. The wall also presents tripping and slipping hazards. Mr. Seniuk and Ms. Smith are prepared to share the costs of repairing the wall and would work with the Town in that regard. Placement of a Food Truck/Trailer on the Business Site In order to create an environment to further enhance revenue for their business and offer cuisine to customers, Mr. Seniuk and Ms. Smith have requested permission to place a food truck/trailer on the property. Depending on the outcome of Council s decision regarding permitting food trucks in the Beach Area 1 & 2 district for the summer 2015 tourism season, Council may wish to consider allowing this request. The food truck option is an appropriate compromise to Mr. Seniuk and Ms. Smith s original proposal of constructing a restaurant on the site. If Council determines it appropriate to allow food trucks in the area, Mr. Seniuk and Ms. Smith would be required to abide by the regulations and guidelines of food trucks established by the Town. Additional Requests Site Safety and Additional Equipment Rental Location along Beach Drive Mr. Seniuk and Ms. Smith have also requested the following safety improvements to the business site: Site Safety Parallel parking instead of the existing angle parking that is currently located at the corner of Beach Drive and 3 rd Street and painting a line to create a sidewalk. Currently, there is not a sidewalk along the section of Beach Drive that intersects with 3 rd Street and the parking is configured as angled parking. Given that there is not a sidewalk; the existing wall that faces Beach Drive where Kowabunga Stand Up Paddle and Kayak is located creates an environment where vehicles are parked against the wall. Reconfiguring the angled parking into parallel parking will allow for drivers to be able to visually see where to park their vehicles. Additionally, painting a line that will essentially act as a sidewalk would allow for better foot traffic of the area improving the overall safety of the corner of 3 rd Street and Beach Drive. The writer will speak with the By-Law and Public Works department to determine the feasibility of this request and report back to the General Government Committee.

11 3 Supplementary location along Beach Drive to Rent Equipment Mr. Seniuk and Ms. Smith have requested that the Town consider allowing them to establish a second location along Beach Drive to rent their equipment (stand up paddle boards and kayaks) utilizing a temporary10x10 pop-up tent. They would like to use a piece of Town owned land located directly in front of the ATM beside the Copa Restaurant and Lounge. During the 2014 operating season, Mr. Seniuk and Ms. Smith received feedback from potential customers who were enjoying the east side of Beach Area One that they decided not to rent equipment from Kowabunga Stand Up Paddle and Kayak due to the fact that they would need to walk the entire length of Beach Drive to return the equipment to the business location. Allowing a secondary rental location would provide for potential business revenue attracting customers along the middle and east end of Beach Area One. Given the central location of this portion of Town owned land, the writer has explained that if the Town was to consider this request, a secondary lease agreement would be required with a lease rate comparable to market rents. The writer is in the process of determining the cost of market rents for a comparable piece of land in the same location. CONCLUSION Kowabunga Stand Up Paddle and Kayak provides a summer recreational activity for visitors to Wasaga Beach and fits nicely with water/beach related activities. Mr. Seniuk and Ms. Smith are understanding of the challenges associated with constructing a restaurant on the business site and have given significant thought to alternative methods of providing cuisine options to their customers, as discussed above and establishing a secondary revenue stream. Additionally, in order to enhance the safety and esthetics of the business, Mr. Seniuk and Ms. Smith are prepared to financially invest in the business site in partnership with the Town. Giving thought to the busy corner Kowabunga Stand Up Paddle and Kayak is located on, it is appropriate to consider Mr. Seniuk and Ms. Smith s request to remove the existing exercise equipment; to work with them on improving the retaining wall and removing any hazards, and considering permitting prepared food sales on the property. Respectively Submitted, Jenny Legget Jenny Legget Economic Development and Communications Officer

12 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Jenny Legget, Economic Development and Corporate Communications Saturday Morning Farmers Market Agreement of Understanding Main Street Parking Lot (130 Main Street) DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee receive this report for information and discussion; AND FURTHER THAT the General Government Committee recommend to Council approval of a Saturday Morning Farmers Market under the terms and conditions stipulated in the attached Agreement of Understanding between the Wasaga Beach Farmers Market Organzing Committee and the Town of Wasaga Beach. BACKGROUND At the February 11, 2015 General Government Committee meeting, Committee recommended that Council approve a Saturday Morning Farmers Market to Council from the first weekend in June until the Thanksgiving weekend in October to be located in the Main Street Parking Lot, located at 130 Main Street. Committee further provided direction to staff to prepare an Agreement of Understanding between the Wasaga Beach Farmers Market Organzing Committee and the Town of Wasaga Beach for consideration by Committee. Attached to this report is a draft Agreement of Understanding, an aerial photograph of the Main Street Parking lot depicting the proposed market vendor and patron parking area and the staff report dated February 11, 2015 outlining details of the proposed Wasaga Beach Farmers Market. Respectively Submitted, Jenny Legget Jenny Legget Economic Development and Communications Officer Form: WB-SR2010

13 AGREEMENT BETWEEN: -and- THE CORPORATION OF THE TOWN OF WASAGA BEACH Hereinafter called the Town of the First Part THE WASAGA BEACH FARMERS MARKET ORGANIZING COMMITTEE Hereinafter referred to as Operator of the Second Part WHEREAS the Town of Wasaga Beach is the owner of the Main Street Parking Lot located at 130 Main Street; AND WHEREAS the Operator wishes to operate the Wasaga Beach Farmers Market out of this area; NOW THEREFORE this Agreement witnesses that the parties agree here to as follows: TOWN S RESPONSIBILITIES The Town s responsibilities will be as follows: (a) The Town agrees to provide the space at the 130 Main Street Parking Lot as indicated on Appendix A to this Agreement for use as a Farmers Market between the hours of 6:00 a.m. and 2:00 p.m. Saturday only, including set-up, take-down and clean-up, from the first weekend in June until the Thanksgiving weekend in October. (b) The Town agrees to provide financial support up to a maximum of $1, to cover costs associated with rental of two portable washrooms, registration with Farmers Market Ontario (FMO) and securing insurance through FMO for market vendors for the 2015 Wasaga Beach Farmers Market Operating season only. All costs associated with running the Wasaga Beach Farmers Market in years following 2015 will be at the sole cost of the Operator. (c) The Town will provide two 10x10 pop-up tents, two 6 foot tables, two portable washrooms, garbage and recycling bins, garbage and recycling collection and one barricade at no cost to the Operator. THE OPERATOR S RESPONSIBILITIES The Operator s responsibilities will be as follows: a) The Wasaga Beach Farmers Market Organizing Committee shall designate two (2) people to be responsible for the operation of the Wasaga Beach Farmers Market. For the purpose of this Agreement, the Operators are Ms. Helen Smith and Mr. Ronald Seniuk. The Operators shall be responsible for the operation and management of the Farmers Market including: vendor recruitment, market logistics, market administration and marketing and advertising.

14 Page 2 of 4 b) The Operators agree to provide payment back to the Town in the amount of $1, at the end of the market season if enough revenue is generated by vendor space rental fees. In the event that vendor space rental fees exceeds $1,600.00, the Operators agree to reimburse the Town for $1, and provide any excess revenue to a charity of the Wasaga Beach Farmers Market organizing committee s choice. c) The Operators shall provide the Town with an Insurance Certificate naming the Town as an additional insured with a minimum of $5,000, commercial liability coverage 60 days in advance of the anticipated start date. It shall be the Operator s responsibility to make the necessary arrangements to provide this Insurance Certificate to the Town. d) The Operators shall ensure that all certificates of approval that may be required from various agencies such as the Simcoe Muskoka District Health Department have been obtained for market vendors. A copy of all Health Unit permits must be displayed at the farmers market and the Town for their records prior to a vendor s arrival at the Wasaga Beach Farmers Market site. e) The Operators shall ensure that all vendors are located within the approved area shown on Appendix A. It shall be the responsibility of the Operators to relocate within the approved area, any vendors who set up, or attempt to set up, their booth outside the approved area. Vendor setup must be completed by 6:45 a.m. Late vendors will not be permitted. f) The Operators shall operate as a Farmers Market under the terms of the Farm Markets of Ontario Rules and Regulations. The Operators shall submit a complete list of vendors that have been at the market over the season to the Town, at the end of the season. The Operators shall retain ownership of the list and the Town shall not use this list for any unauthorized purpose other than contact from the Town to the vendors. g) The Operators shall not provide live animal sales of any kind, with or without compensation. In the event that a vendor sells or gives away or attempts to sell or give away any live animals, the Operators shall immediately advise the vendor to cease the prohibited activity. h) The Operators will not permit cooking of any type in the designated Wasaga Beach Farmers Market area without the proper permits and approvals including but not limited to Health Unit, Fire Department and licensing. In the event that a vendor cooks or attempts to cook any food without permits or permission, the Operators shall immediately advise the vendor to cease the prohibited activity. i) The Operators may only operate within the designated hours, unless an exception is approved by the Town. The Operators shall ensure that the site is cleaned up and returned to its previous state within one hour of the Wasaga Beach Farmers Market closing.

15 Page 3 of 4 j) With prior approval, the Wasaga Beach Farmers Market may erect temporary signage to advertise the market hours and location on Town owned land subject to any restrictions under the Sign By-law and the Ontario Building Code. The signs will be professionally designed and manufactured to promote the Wasaga Beach Farmers Market. Any permits and cost of permits will be the responsibility of the Wasaga Beach Farmers Market with the Operators as the designated representative for any applications. TERM OF AGREEMENT k) Termination of the Agreement will take place at the end of the third season. In the event that the Operator wishes to renew the Agreement, the Operators shall submit a request in writing, prior the termination of the Agreement indicating their desire to return for an additional two (2) years. l) In the event that the Operator does not submit this request, the Town may enter into an Agreement with another party for the next season and the Wasaga Beach Farmers Market use may be discontinued without notice. m) The length of Agreement is three years, with an option to renegotiate for two (2) additional years, if both parties are in Agreement. n) The Town reserves the right to cancel the Wasaga Beach Farmers Market operation for public health, safety or security reasons following the procedure in the next paragraph. No liability will be incurred by the Town of Wasaga Beach, its agents or employees, by reason of such cancellation. o) Agreement may be terminated by either party with thirty (30) days notice in writing given to the representatives of the other party. DISPUTE RESOLUTION p) In case of a dispute between the Town and the Operator, the CAO and/or the Economic Development Officer will convene a meeting between two representatives of the Town and two representatives of the Wasaga Beach Farmers Market to identify, discuss and come to a fair and amicable solution to the dispute. In the event that a mutually agreeable solution cannot be reached, Council as represented by the General Government Committee is the final arbitrator and its decision shall be final.

16 Page 4 of 4 Signed this day of March, 2015 The Corporation of the Town of Wasaga Beach Brian Smith, Mayor Twyla Nicholson, Clerk We have the authority to bind the Corporation Wasaga Beach Farmers Market Organizing Committee Witness Ms. Helen Smith Witness Mr. Ronald Seniuk

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18 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Jenny Legget, Economic Development and Corporate Communications Saturday Morning Farmers Market Main Street Parking Lot (130 Main Street) DATE: February 11, 2015 RECOMMENDATION THAT the General Government Committee receive this report for information and discussion; AND FURTHER THAT the General Government Committee recommend to Council that it approve a Saturday Morning Farmers Market beginning mid-june, 2015 until October 10, 2015 (Thanksgiving weekend) to be held in the Main Street Parking lot (130 Main Street); AND FURTHER THAT the General Government Committee recommend to Council that the Town provide two 10x10 pop-up tents, two 6 foot tables, two portable washrooms and garbage and recycling collection for the operation of the market; AND FURTHER THAT the General Government Committee recommend to Council that the Town provide financial support up to a maximum of $1, to cover costs associated with rental of two portable washrooms, registration with Farmers Market Ontario (FMO) and securing insurance through FMO for market vendors. BACKGROUND At the January 14, 2015 General Government Committee meeting, Mr. Ronald Seniuk made a deputation to committee regarding the potential of creating and organizing a Saturday Morning Farmers Market in Wasaga Beach from mid-june to mid-october to be located in the north portion of the 3 rd Street parking lot using space adjacent his existing business or in the Main Street Parking Lot at 130 Main Street. He asked for some assistance from the Town related to logistics and paying the administration fees related to the operation of a farmer s market Committee provided direction to the writer to explore possible options for the market. Since this time, the writer has been working with Mr. Seniuk to determine the mechanics of the market. The Town did offer a market in conjunction with Jazz in Park at the RecPlex, which took place on Tuesday evenings throughout the summer months. The market ceased operation after the 2012 season due to lack of vendor participation and market patrons. Council also had concerns about the amount of staff time required to properly organize the market on a weekly basis. This is the first inquiry the Town has received to re-establish a Farmers Market in the community. Form: WB-SR2010

19 2 DISCUSSION Market Logistics The following information will provide an overview of the mechanics of the Wasaga Beach Farmers Market: 1. The proposed location of the Wasaga Beach Farmers Market is the Main Street Parking lot (130 Main Street.) Operating hours of the market will be Saturday mornings beginning mid- June, 2015 until October 10, 2015 (Thanksgiving weekend) from 7:00 a.m. 1:00 p.m. It will be necessary to close the parking lot at 6:00 a.m. to allow for vendor set-up. Vendor teardown will commence at 1:00 p.m. and must be completed by 2:00 p.m. at which time; the parking lot can be re-opened for the general public. Closure of the entire parking lot will allow for vendor market space and free market patron parking eliminating the need to designate specific parking for the market. 2. It is difficult to estimate the number of vendors that the market will draw, given that this will be its first year back after several years. The steering committee will allow for a maximum of 28 vendors for the 2015 season and are anticipating attracting between vendors for the season. Vendors will be permitted to select up to a maximum of 3 vendor spaces with a weekly cost of $18.00 per space. In order to attract vendors to the Wasaga Beach Farmers Market for the 2015 season, each new vendor to the market will receive the first 3 weeks on a complimentary basis. Each vendor will be responsible to provide their own table, tent and power (if necessary by way of generators.) 3. Given that the Wasaga Beach Farmers Market will be a professionally run market where Simcoe Muskoka District Health Unit inspections will be necessary, two portable washrooms must be provided for market vendors and patrons. It is recommended that these portable washrooms be established at the beginning of the market and remain in place until the end of the market season. This approach aligns with portable washrooms provided by the Town in the 3 rd Street and Dunkerron Avenue parking lots. Please see financial considerations below for costs associated with the proposed portable washrooms. 4. The following items have been requested by Mr. Seniuk in order to assist with running the market: a) two 10x10 pop-up tents that will be used as an information booth; b) two 6 foot tables that will be used for an information booth; c) garbage and recycling bins; d) garbage and recycling collection; and e) one barricade to close the parking lot on a weekly basis at 6:00 a.m. on Saturday mornings. Please see financial considerations below for costs associated with the required above items. 5. The writer has contacted the Director of Public Works and the Manager of Parks, Facilities & Recreation to discuss use of Town materials and garbage collection. Both of these departments are prepared to provide assistance to the market by way of providing two 10x10 pop-up tents, two 6 foot tables, garbage and recycling bins and garbage and recycling bin

20 3 collection. It is proposed that the pop-up tents, tables and garbage and recycling bins be loaned to Mr. Garry Sawatzky (steering committee member) at the beginning of the market season and stored at his business, Skull Island throughout the duration of the market season. Steering Committee members will be responsible for set-up and tear-down of the tents and tables as well as garbage and recycling bins on a weekly basis. The Public Works department is willing to include collection of garbage from the Wasaga Beach Farmer s Market in the weekend garbage collection schedule. Given that 2015 will be the first season for the market, it is difficult to estimate the amount of waste that will be generated. In order for the Wasaga Beach Farmers Market to be recognized and endorsed by Farmers Market Ontario (FMO), it is necessary to establish a Steering Committee consisting of individuals who will volunteer and make decisions on behalf of the farmers` market and partners. It is in the best interest of the market and the Town to establish the Wasaga Beach Farmers Market though FMO. FMO is a well-recognized organization within the farming and farmers market consumer community acting as a catalyst for multiple farmers markets across Ontario. Additionally, FMO has an established and recognized website that provides information on each market in the Province. Establishing the market through FMO will allow the Wasaga Beach Farmers Market to be included on FMO s website. Mr. Seniuk has established a Steering Committee consisting of local business owners and volunteers. Committee members are: Mr. Ronald Seniuk (Chair), Ms. Helen Smith, Ms. Paula Lehr, Mr. Garry Sawatzky, Mr. Ryan Sawatzky, Mr. Ryan Maxwell and Mr. Hogan Courrier. The Steering Committee will be responsible for the following: 1. vendor recruitment; 2. market administration (collecting vendor fees, assigning vendor space etc.) 3. marketing and advertising; and 4. operation of the market. Financial Considerations If Council determines it appropriate to pursue the Wasaga Beach Farmers Market and support the Steering Committees` request for financial assistance, it is important to take into consideration the following costs to the Town: 1. registration with FMO - $125.00; 2. insurance for market vendors through FMO listing the Town as additional insured - $625.00; and 3. rental of two portable washrooms for the market season - $ The Steering Committee is prepared to provide payment back to the Town for the above noted costs at the end of the market season if enough revenue is generated by vendor space rental fees. In the event that vendor space rental fees exceed the above noted costs, the Steering Committee has agreed to reimburse the Town for all costs and provide any excess revenue to a charity of the committee s choice. It is also important to take into consideration potential loss of parking revenue for the Main Street parking lot during the operation of the market. The following revenues were generated in the parking lot for the past five years: $12, (warm summer)

21 $15, (warm summer) $7, (average summer) $3, (cool summer) $2, (cool summer) The figures above represent parking revenue generated for the entire lot for the whole summer season; not just Saturday mornings from mid-june to Thanksgiving for each respective year. Most of the parking revenue is generated during weekends. The Main Street parking lot is not as heavily utilized as other municipal parking lots in Town and certainly does not start to fill up until the afternoon. As demonstrated by the parking revenues above, it is evident that parking revenue is weather dependent. On warm sunny days, individuals will park their vehicles in Town parking lots close to the physical beach. Conversely, on cool, shady or rainy days, individuals tend not to use Town parking lots in close proximity to the physical beach. It is fair to conclude that the Farmers Market will not have a large impact on parking revenues from this lot. CONCLUSION The writer contacted four neighbouring communities that offer farmers markets to determine how markets are operated in their communities. The model proposed by the Wasaga Beach Farmers` Market Steering Committee is similar to neighbouring communities models - the Town/Township provides logistical support to the farmers markets allowing the market to run independently. When the Town stopped offering a Farmers Market an analysis was undertaken to determine why the market was not successful. One of the reasons that emerged was the fact that it was offered midweek and market vendors prefer weekends where there is a better opportunity to draw a greater number of market patrons. The proposed Wasaga Beach Farmers Market to be held on Saturdays will provide an opportunity to determine if this theory is accurate. Given that local business owners have taken the initiative to research farmers markets and are willing to undertake a farmers market in Wasaga Beach offering residents and visitors an additional shopping experience and activity, it is appropriate to consider supporting this endeavour. In addition, minimum staff time is required to help organize the market on a weekly basis. The writer is recommending entering into a formal agreement with the Wasaga Beach Farmers Market Steering Committee clearly outlining the amount of support the Town is prepared to provide to the market and the expectations of Steering Committee members regarding the operation of the market. Funding for the Wasaga Beach Farmers Market could be utilized from the tourism partnerships budget line within the economic development budget. For your reference, attached is an aerial photograph of the Main Street Parking lot depicting the proposed market vendor and patron parking area. Respectively Submitted, Jenny Legget Jenny Legget Economic Development and Communications Officer

22 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator Special Events Report DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee does hereby receive the Special Events Report for information. Snowman Mania Wrap up meeting The Snowman Mania Committee will hold a wrap up meeting and lunch in the coming weeks to discuss the overall success of the event and provide ideas for next year. Earth Hour Earth Hour is a global movement that begun in Australia to encourage people to turn off their lights for one hour. This year Earth Hour will be on Saturday March 28 th from 8:30pm to 9:30pm. As in past years, the Town of Wasaga Beach will be encouraging businesses and residents to participate by turning off all non-essential lights for one hour. Internal Events The writer is currently working on finalizing the details for the following events: - Easter Eggstravaganza on April 4 th from 10:00 a.m. to 3:00 p.m., - Canada Day on July 1 st from 12:00 p.m. until 11:00 p.m.; and - Jazz & More in the Park on Tuesday evenings from 7:00 p.m. to 9:00 p.m. starting July 7 th until September 1 st. External Events The writer is currently working with the organizers of the following events: - Electric Elements on May 17 (final approval report included in agenda) - Walk for Dog Guides on May 30 (report included in agenda) - Scouts Soap Box Derby on June 6 (report included in agenda) - Wasaga Cruisers Fun Run on June 12 & 13 - Kite Fest on June 20 & 21 (report to come in April) - Scorpions Youth Volleyball on June 27 & 28 - Beach Fest on June 27 & 28 - Wings over Wasaga on July 3 to 5 - Georgian Triangle Music Festival on July 3 & 4 - Underground Series on July 10 to 12 (report included in agenda) - Motorcycle Rally on July 18 & 19 - Midway on July 22 to 26 (report to come in April) - Not So Pro Volleyball on July 25 & 26 (report included in agenda) - Palaver International Literary Festival on August 8 & 9 - Wasaga Beach Rib Fest on August 14 to 16 - MultiSport Triathlon (report to come in April) - Loop Music Festival on September 6 Form: WB-SR2010

23 2 - Wasaga Beach Blues Festival on September 14 to 20 (report included in agenda) The writer is also working with the operators of the Cross the Bay a stand up paddle board event in conjunction with a Kite boarding event. At the time this report was prepared, the writer did not have additional information about the event or the date. Festivals and Events Ontario Conference The writer attended the Festivals and Events Ontario (FEO) Conference on March 4 & 5 in Niagara Falls, Ontario. The conference included presentations, in-depth workshops and annual gala awards. The writer also had the opportunity to network with top industry suppliers and event organizers. The writer attended the following presentations: Official Conference Opening and Welcome Welcoming remarks from the FEO board Opening Keynote, Finding your Humanity through Festivals Chip Conley, Founder and CEO of Fest300. Marketplace showcase of promotional displays from industry suppliers Taking control of your event brand: Centre of Excellence for Public Sector Marketing International Sports Tourism the Intersection of Sport, Festival and Attraction: Welland Recreational Canal Corp. Creating a Brand/Event that Transcends its Economic Impact for the Province, Region and Municipality: Republic Live Inc. Embracing the Local Food Movement and Culinary Tourism: Ontario Culinary Tourism Alliance A Safeguard Approach to Managing Events Land use in Urban Parks: National Capital Commission The Role of the AGCO at Events: Alcohol and Gaming Commission of Ontario (Ottawa) Media and YOUR Event: Make the Connection for Coverage: Former Station Manager of Rogers Communications Simcoe & Grey Counties 20 Tips for Making your Marketing & Communications More Accessible: Accessibility Ontario Regional Tourism Organizations (RTOs) Connecting with the Festivals & Events industry to Maximize Tourism Economic Spin off: Various Executive Directors of RTOs & Ontario Tourism Marketing Partnership Corp. Overall, the conference was beneficial to the development of the Special Events Department and was a positive experience to build relationships with neighbouring communities, potential event organizers and suppliers. Many new ideas were formed and will be explored in the upcoming event season. Respectively Submitted, Angela Webster Angela Webster Special Events Coordinator

24 STAFF REPORT TO: FROM: SUBJECT: Committee of the Whole Angela Bromley Webster, Special Projects Coordinator Special Events Bylaw & Policy DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee receives the Special Events Bylaw & Policy report for information and discussion. BACKGROUND Council recently discussed the timelines for special event organizers to submit event applications for approval and asked staff to review these timelines to see if they could be amended. Staff had recently commenced a review of the Special Event Policy and the writer was asked to review time lines along with other aspects of the policy to ensure event organizers are not deterred by the current policy. This is the second review of the Special Event Policy. In December, 2011, as part of the preparation of the Special Events Strategy, the writer and the Senior Municipal Law Enforcement Officer reviewed the Special Events Bylaw and made the changes listed below regarding event application timelines: Application: Contents: Formerly, the 2006 bylaw required that applications for events lasting more than one (1) day be submitted to the Town at least 90 days prior to the event for processing. The 2012 bylaw requests that event applications for events lasting one day be filed 90 days prior to the event and applications for events lasting more than one day filed 180 days before the first day of the proposed event. Exceptions can be considered with the approval of Committee. DISCUSSION The writer would like to suggest going to a tiered application process and would appreciate Committee s feedback on this approach. Under this approach the application timeline is based on the individual circumstances of each event, grouped by similar type events. Staff are of the view that this approach can work well, however there are concerns with timelines associated with events that require external agency approvals (i.e. Alcohol Gaming Commission of Ontario (AGCO), Ontario Parks, Ontario Provincial Police (OPP), etc. Even though the Town makes every effort to ensure that these agencies are fully informed about these events and some of them are repeat events, the Town has no control over when these agencies respond. Another concern has to do with the timing of Committee s and Council s approval of events. The current approval process requires the writer to prepare a report for General Government Committee s consideration. If Committee is comfortable with the staff report and recommendation on the event, the recommendation is brought forward to the next scheduled Council meeting. However, if Form: WB-SR2010

25 2 Committee requests additional information, the writer is required to prepare a second report pertaining to the special event for the next General Government Committee meeting the following month. In a case like this, the approval process could be delayed for up to one month. However, it should be noted that if the event organizer experiences challenges obtaining the necessary required information or approvals from other agencies, the approval process could be delayed further than one month. After considering Council s concerns regarding the amount of time specified to process Special Event applications, the writer has developed the following recommendations for a tier event application process keeping in mind the timeframes required by other agencies: Recommended Changes: : For any event lasting one day or less, held on Town Property, the application be submitted to the Town at least 60 days prior to the first day of the proposed event; For any returning event, with no major changes from past years, lasting one day or less, held on Town Property, the application be submitted to the Town at least 60 days prior to the first day of the proposed event; For any new event lasting more than one day, held on Town Property, the application be submitted to the Town at least 90 days prior to the first day of the proposed event; For any returning event lasting no more than one day, with one or more of the following situations: held on Ontario Parks Property (i.e. Beach Area 1) and/or with AGCO, OPP requirements (such as a beer garden), with economic benefit to the Town, the application be submitted to the Town at least 90 days prior to the event; For any new event lasting more than one day, with one or more of the following situations: held on Ontario Parks Property (i.e. Beach Area 1) and/or with AGCO, OPP requirements (such as a beer garden), with economic benefit to the Town, the application be submitted to the Town at least 180 days prior to the event; For any established returning events with no issues in previous years, that Council grant multiyear approval i.e. three to five years, subject to conditions, such as the approval is renewable each year subject to previous year s performance, all required approvals are obtained, all bills owed to agencies are paid in full, etc. CONCLUSION The proposed changes will still allow for sufficient time to meet with the organizers, other agencies and departments and request approvals from Council. Well organized external event organizers should have no difficulty with these timeframes given they begin planning their events well before the event is to occur. Exceptions will be considered with the approval of Committee. Additionally, returning event promoters have the option to request three to five years of approval in principle, provided the first year of the event was deemed successful and no significant changes are anticipated to occur over those years. Should returning event promoters request additional changes (including date, length and larger setups), Committee would have the opportunity to review and approve a staff report prepared by the writer Exemptions may apply to events held at the RecPlex, Oakview Woods, Wasaga Stars Arena and the Sports Park, as the Manager of Parks and Facilities has the discretion to approve events without Council approval (i.e. Buck and Does.)

26 3 Additionally, the writer is working on improvements to the Special Events Application Form and is in the process of receiving information, updates and changes from the various agencies and departments. The writer intends to provide details in report to Committee at the April General Government Committee Meeting. In closing, the amendments proposed to application submission timeframes will provide for a smoother and straightforward process for event organizers while still providing the necessary timeframes for staff and agencies to review special event applications; with the goal of seeking final approval from Council. However, it was understood that situations arise that require special consideration and expedited approval processes. These exceptions to the Special Event Bylaw are permitted with the approval of Council. Respectively Submitted, Angela Webster Angela Webster Special Events Coordinator

27 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator Electric Elements DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee does here by recommend to Council that they approve holding Electric Elements on Sunday, May 17 th, 2015 in the Playland Parking Lot / Festival Square; FURTHER THAT the South lane (curb lane) and all parking of Beach Drive from Spruce Street to the entrance of Playland Parking lot, be closed on Sunday, May 17 th, 2015 at 6am until Monday, May 18 th, 2015 at 8am and that Beach Drive be converted to one through lane adjacent to the closure; FURTHER THAT a section (approx. 50 ft.) of the Playland Parking Lot adjacent to Mosley at the east entrance be closed for event suppliers, set up crew and large vehicles to accommodate event set up on Saturday, May 16 th, 2015 at 8am; FURTHER THAT the entire Playland Parking lot be closed on Saturday, May 16 th Monday, May 18 th, 2015 at 8am; by 6pm until FURTHER THAT the Town provides 30 alternative parking spaces for event suppliers and set up crew during the event, limited to the Mall lot. BACKGROUND The Electric Elements Music Festival is a music event featuring international DJ s scheduled to take place on May 17, 2015 in the Playland parking lot. Electronic music is a popular genre of music that does not include traditional instruments; it is based off synthesizers and computers. DISCUSSION Council approved the event in principle in August 2014 and on February 11, the General Government Committee deemed the event to be a municipally significant for the community; a requirement of the AGCO. Over the past nine months, the previous & current Special Events Coordinators, the Economic Development Officer and other Town Staff have been working with the Electric Elements Music Festival event organizers to review the event. One of the key requirements for the event to take place was the development of an Operational Plan to a level of comfort with all agencies including: 1. Town of Wasaga Beach internal departments Fire, By-Law, Public Works and Building 2. OPP 3. Alcohol and Gaming Commission of Ontario (AGCO); and 4. County of Simcoe Paramedic Services. Form: WB-SR2010

28 2 Each of the above noted agencies and internal Town of Wasaga Beach departments have met with the event organizers to discuss event logistics, potential challenges and required permits and licences. The event organizers have worked very diligently and have submitted a revised Operational Plan, Security Plan and Transportation Plan that has satisfied internal Town departments and County of Simcoe Paramedic Services, the AGCO and OPP and are comfortable proceeding. CONCLUSION Planning for the event is progressing well with consistent and positive communication between the event organizers, Town staff and external agencies. The writer will continue to assist the event organizers and facilitate communication as the event draws closer. Respectfully Submitted, Angela Webster Angela Webster Special Events Coordinator

29 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator Purina Walk for Guide Dogs DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee recommends to Council the approval of the annual Purina Walk for Guide Dogs, held at the Nancy Island Parking lot on May 31, FURTHER THAT the application fee of $50 be waived for this event, FURTHER THAT the use of the Town owned Nancy Island lot be used free of charge. BACKGROUND The annual Purina Walk for Guide Dogs is a nationwide event, scheduled to be held on Sunday May 31 st, 2015 from 10am to 1pm. The walk will start at the Town operated Nancy Island Parking lot, walking north on 3 rd Street, then east on Beach Drive and south on Spruce Street and back to Nancy Island for a small free BBQ and prizes. All walkers will be using designated sidewalks and cross walks to ensure the safety of the participants. Last year, the Nancy Island Lions Club raised approximately $6,000 for the Guide Dog program. This year, the club hopes to raise $10,000. All monies raised go directly to the Guide Dog program. Local businesses and the County of Simcoe support the event by providing giveaways and a free BBQ for participants. DISCUSSION The Nancy Island Lions Club is requesting the use of the Town operated Nancy Island Parking lot free of charge as well as the use of two 10x10 pop up tents, 4 tables, plastic chairs, 1-2 garbage cans/recycling barrels and a prize giveaway. All costs to run the event will be paid for by the Nancy Island Lions Club to ensure that all proceeds will be donated to the Guide Dog Program. The writer feels this event is beneficial to the community by providing awareness about accessibility issues and promoting the Guide Dog program which enriches the lives of those in need. Currently, Wasaga Beach is home to three certified Guide Dogs as well as numerous Guide Dog trainers. Respectively Submitted, Angela Webster Angela Webster Special Events Coordinator Form: WB-SR2010

30 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator Canada Day Celebration DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee does hereby recommend to Council that it approve the hosting of Canada Day celebrations in Festival Square on Wednesday, July 1st, 2015 from 12:00 p.m. until 11:00 p.m.; FURTHER THAT the Town of Wasaga Beach provides free parking in the municipal lots at Beach Area One and Two valid only on July 1st, 2015 from 12:00p.m. until 11pm for this community event; FURTHER THAT the entire Playland Parking lot (Festival Square) be closed on Wednesday, July 1 st ; BACKGROUND Over the past 5 years, the Town of Wasaga Beach has hosted its annual Canada Day celebration within the Stonebridge Town Centre. The location of the event was well suited for the activities and entertainment that have taken place. The event included many family activities and has been very well attended by residents and tourists. Traditionally, the arrangement with Stonebridge Town Centre, and Hamount Investments has been to sponsor the fireworks display and the Town of Wasaga Beach matches that amount by providing the other events and activities. It should be noted that changes in Fire Department regulations, will no longer allow for large (high level) fireworks displays at Stonebridge Town Centre due to the decreased fall out area and proximity to new development. This is for safety of spectators as well as residents and businesses. Last year, the event was held in conjunction, daytime activities were held at Stonebridge Town Centre and evening entertainment was held in Festival Square. This year, the writer is proposing that the entire event be held in Festival Square to help eliminate some logistical concerns. DISCUSSION The writer feels that the by keeping all the activities and entertainment in one location for the duration of the event, it will elevate some logistical concerns and confusion with the public. The writer is currently working on the request for quote for the fireworks portion of the event and will also be working with Ontario Park with regards to using a portion of Beach Area two for the display. The writer is suggesting that the event begin at 12:00 p.m. as opposed to past years of 10:00 a.m. and will also schedule the event programming for the duration of the day to include musical entertainment featuring the Martel s beginning at 7:00 p.m. This can eliminate a gap in programming between 4:00 p.m. and 7:00 p.m. Respectfully Submitted, Angela Webster Angela Webster Special Events Coordinator Form: WB-SR2010

31 STAFF REPORT TO: General Government Committee FROM: SUBJECT: Angela Webster, Special Events Coordinator Jazz & More in the Park DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee recommends to Council that it approve hosting the Jazz & More in the Park concert series every Tuesday evening starting July 7, 2015 until September 1, 2015 at the Wasaga Beach RecPlex (Rotary Bandshell or Oakview Woods Gazebo). BACKGROUND As in past years, the 2014 season of Jazz in the Park was well received by the community. Both residents and tourists enjoy the sounds of live local and regional top musicians. It was determined in 2013 that there was a desire for a greater variety of music style, to include genres other than jazz. The decision to add a variety of musical styles was a success! The Wasaga Beach Youth Centre was involved last year by providing popcorn and cold drinks to the audience for a small fee and are excited to return again this year. The writer has met with the Wasaga Beach Youth Centre Coordinator to confirm that this year the Centre will be on site every week to provide continuity for the event and more opportunities to raise needed funds for the Youth Centre. Each week either The Nancy Island Lions Club or the Community Policing Services Committee were on hand to sell 50/50 tickets and hosted their draw for the winner during the intermission period. Last season, both the Rotary Band Shell and the Oakview Woods Gazebo was utilized by the performers. There were two occasions last year (due to extreme heat and one rain date) that the Hall inside the RecPlex was used. DISCUSSION 2014 will be the 14 th season of Jazz in the Park. The event consists of talented bands from primarily the Georgian Triangle area, performing from 7pm to 9pm each Tuesday evening in July, August and the 1 st of September. Depending on the size of the band and their professional preference, they will perform in either the Oakview Woods Gazebo or the Rotary Band Shell. In order to keep the line-up fresh and new, the writer has included three new bands that have not played the event in the past. The line-up for 2015 is almost complete and most bands have been confirmed. Sponsorship packages for the concert series will be distributed to local businesses and solicited for and a comprehensive marketing and promotional campaign will be executed to promote the series to both tourists and residents. The Wasaga Beach Events Facebook & Twitter pages will be utilized to promote the event complete with weekly updates, links and YouTube videos of each band (if available). This event has been budgeted for in the 2015 Special Events operating budget. Respectfully Submitted, Angela Webster Angela Webster Special Events Coordinator Form: WB-SR2010

32 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator 13 th Annual Soapbox Derby DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee recommends to Council that it approve hosting the 2 nd Wasaga Beach Scouts Soap Box Derby on June 6, 2015 along Beach Drive; FURTHER THAT Beach Drive be closed starting at 1 st Street to 3 rd Street, 2 nd Street north of the Former Fire Station #1 and 3 rd Street north of the Public Parking lot be closed from 6:00 a.m. until 1:00 p.m. on June 6, 2015; FURTHER THAT the Town of Wasaga Beach provides 75 parking passes to be used exclusively in 3 rd Street parking lot for participants valid only on June 6, BACKGROUND 2015 will mark the 13 th anniversary of the Soapbox Derby. Scout groups are invited to enter a home made derby car and race it along 2 nd St and Beach Drive. Historically given the time of year, the event has raised no inconveniences for vehicle or pedestrian traffic. DISCUSSION The event is status quo with no foreseen issues. The Town has provided parking passes for participants for many years. The Town s Bylaw department has provided positive feedback and supports the distribution of the passes and road closures. Barricades will be used for the closures and historically, the OPP were not required officers to monitor the closure. The event runs from 9:00 a.m. until 1:00 p.m. with the road closure beginning at approximately 6:00 a.m. Respectfully submitted, Angela Webster Angela Webster Special Events Coordinator Form: WB-SR2010

33 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator Not So Pro Beach Volleyball Tournament Approval DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee does hereby recommend to Council to approve in principle hosting the Not So Pro Beach Volleyball Tournament on July 24-26, 2015 at Beach Area Two. BACKGROUND 2015 will mark the 17 th annual Not So Pro Volleyball Tour. The event is expected to bring in 1,500 participants and spectators. The tour draws people from Toronto, Barrie, Wasaga Beach, Collingwood, and Orillia area. Over the course of the weekend, male and female athletes compete for cash prizing in different amateur division levels. The Not So Pro Tour benefits the community by promoting Wasaga Beach on their website and utilizing social media outlets. The Tour supports healthy living by promoting sports and fun. Not So Pro also makes an effort to include local business in the event. A local organizer is solicited for the beverage garden and to host the Friday and Saturday social events. The tournament prizing is purchased from local stores and $50 from every team registration is donated to a local charity. This Tour has a positive impact on the local accommodations, as nearly all of the participants stay over for the weekend. The Town of Wasaga Beach and its local business benefit significantly from the Not So Pro Beach Volleyball Tour. 100% of tournament participants are over the age of 19 and the vast majority of participants are young professionals that spend significant amounts of money at local motels, restaurants, shops and bars. Not So Pro promotes their Tour with flyers distributed in Wasaga Beach, Toronto and St. Catherine s and surrounding areas. News segments have been broadcasted on CTV 2, Breakfast Television as well as articles in the Toronto Star. Not So Pro also promotes the tour with radio advertising through the Edge, in Toronto. Previous sponsors include Corona, Gatorade, Sirius Radio, Nordic, Rogers Street Team, Red Rain and many more. In addition, this year the event organizers have collaborated with the Georgian Triangle Music Festival and will play host as one of the venues for the festival. DISCUSSION The event is well received by local businesses. The event organizers are working with the Town of Wasaga Beach, the Ontario Provincial Police and the Ministry of Natural Resources to ensure a smooth relationship and execution of the event. The event organizers and agencies will be meeting to discuss logistics and event procedures. Form: WB-SR2010

34 2 The writer feels this event is beneficial to the community and local businesses including restaurants and accommodations. Respectively Submitted, Angela Webster Angela Webster Special Events Coordinator

35 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator Underground Series DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee does hereby recommend to Council that it approve in principle hosting the Underground Series Event from, Friday, July 10 to Sunday, July 12, 2015 along Beach Areas One and Two. BACKGROUND 2015 will mark the 4 th annual Underground Series Event s event was successfully organized and well attended. The event was a one day fitness challenge including Cross Fit and Strong Man. This year, the event is expected to be expanded to include a Friday evening professional component, Saturday elite and Sunday beginner levels. The event is anticipated to bring 1300 participants this year (an increase from 700 in 2014) and 2,000 plus spectators. The event organizer has requested the additional parking lot closure this year to accommodate some of these athletes but recognized that the Town cannot supply all 1300 participants parking for the event. Vendors will be selling and sampling products targeted towards athletes and will not be in direct competition of the established businesses along Beach Drive. The event organizers would like to work more closely with the local business and are looking into the possibility of having a licensed area. This year, set up along Beach Drive will begin on Friday, July 11th beginning at 4pm and the organizers will have the road area cleaned up by 8pm on July 12th. Overnight security will be provided. Beach Area Two will be required from July 11 th beginning at 4pm until Sunday July 13 th at noon. The writer has worked closely with the Bylaw Department regarding the logistics of road and parking lot closures. The writer will continue to work with Ontario Parks to ensure communication and approval of all event requirements. The event will run on Saturday July 12 th from 8am to 5pm. The writer will bring a report forward for final approval closer to the event and will include the road closure requests. DISCUSSION This year, the event organizers have added an obstacle for the participants / athletes along the beach from. This addition to the event is pending the approval from Ontario Parks however, as the event organizers ran a well-organized event last year, there are no foreseen issues. The event organizers, Ontario Parks and other agencies have met and will be meeting in the coming weeks to discuss event logistics and requirements. Respectively Submitted, Angela Webster Angela Webster Special Events Coordinator Form: WB-SR2010

36 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator Wasaga Beach Blues Festival DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee does hereby recommend to Council that it approve in principle the hosting of the fifth annual Wasaga Beach Blues Festival at Stonebridge Town Centre s Music Pavilion, September 14 to 20, 2015, and FURTHER that Stonebridge Blvd. be closed from the Dollar Tree entrance to the Wal-Mart entrance from Friday, September 18, 2015 at 8:30 a.m. until Monday, September 21, 2015 at 9 a.m.; and FURTHER that a $20, sponsorship be provided to Stonebridge Town Centre to assist offsetting associated festival costs; and FURTHER that the Wasaga Beach Blue Festival be deemed a Municipally Significant event for AGCO purposes. BACKGROUND 2015 will mark the 5th annual Wasaga Beach Blues event; in 2011 the event was one of three Stonebridge series events. Once again this year, the organizers have requested to host the event in mid-september to create a shoulder season event. Based on the tremendous success of last summer s blues filled weekend, the 2015 edition of Wasaga Beach Blues promises to be even better. Last year approximately 8,000 people from across Ontario and the U.S. attended the Wasaga Beach Blues Festival, which is held at the Stonebridge Town Centre. New this year, the Blues festival is looking at expanding to a weeklong festival and will showcase a partnership with the Wasaga Beach Short Film Festival host the Launch on Monday, September 14, 2015 partner with local schools on Tuesday, September 15, 2015 & Wednesday, September 16, 2015 and host a pub crawl event on Thursday, September 17. Similar to last year, this year a licensed Boogie Woogie Blues Banquet night is expected to be held on Friday, September 18, 2015 at the Rec Plex from 6:00 p.m. until 10:00 p.m. This ticketed event will start off the weekend with an evening of blues music and southern food. Then on Saturday starting at 12:00 p.m. Stonebridge Boulevard will transformed into a New Orleans Street Scene with vendors, street performers and ten blues bands playing along the street until 11:00 p.m. Sunday events will run from 12:00 p.m. until 7:00 p.m. In order to ensure continued success, Mr. Chuck Jackson, lead singer of Downchild Blues Band, Founder and Artistic Director of the Tim Horton s Southside Shuffle in Port Credit, and inductee to the Festivals and Events Hall of Fame will once again returns as Musical Director of the event. Form: WB-SR2010

37 2 As well as music, Wasaga Beach Blues will feature food and retail vendors, a beer tent and host of street performers. Wasaga Beach Blues will be a free event for all ages, with the exception of the Boogie Woogie Blues Banquet. Donations raised at the banquet will go towards a local charity or fundraising project that is in the process of being determined. The event is expected to attract 10,000 people throughout the weekend. DISCUSSION The recommended sponsorship will be used to off-set expenses associated with the event. The event organizers have applied for Tourism Event Marketing Program funding (TEMP) of $14, from the Ontario Tourism Marketing Partnership Corporation (OTMPC). Approvals for TEMP funding will be announced by OTMPC in July, At the time of this report, the event organizer provided their 2015 budget with figures based on the application for funding to Celebrate Ontario. Please see the attached budget for details. The overall event budget as provided reflects expenses of $197, With a $20,000 sponsorship, the Town will be listed as a Title Sponsor and will be provided dominate logo placement on all marketing materials (including print, web, and radio), a full page ad in the event Program, acknowledgement and 2 minute welcome on stage at the Opening Festival and a display in the vendor area. The marketing campaign will provide the Town with excellent exposure to a mature audience which will complement current marketing efforts. These include adding additional night time concerts utilizing the main stage, as well as an increased number of bands and venues at the Street Shuffle. Local outreach for the 2015 festival has begun by inviting local restaurants, bars and other venues to be part of the festival. Additional marketing dollars will assist with networking in the blues community with the intention of drawing visitors from a wider geographic area, including the U.S. The event organizing team s goal is to ensure the festival provides an excellent experience for visitor s to Wasaga Beach. Since 2009, Stonebridge Town Centre has been a sponsor and supporter of a variety of Town events, such as Canada Day, Snowman Mania and the former Arts by the Pond series. The total financial contribution encompassing these events, not including 2015 is $150,000. This does not include inkind sponsorships items such as portable washrooms, hydro and additional advertising (Stonebridge website and Stonebridge By the Bay magazine.) It is important to note that the requested sponsorship amount has been allotted in the 2015 budget. Attached for reference is the 2014 Wasaga Beach Blues Festival budget and the 2015 estimated budget. Respectively Submitted, Angela Webster Angela Webster Special Events Coordinator

38 2014 Budget 2014 Expenses 2014 Earnings Event Supplies $ Beer Sponsorship $2, Alcohol $7, Wine Sponsorship $ Security $6, Town Sponsorship $20, Police $5, Arnott Sponsorship $1, Fence Rental $2, Lakeview Sponsorship $1, Rental Supplies $1, Ontario Sponsorship $14, Porta Potties $1, Alcohol Sales $16, Fence installers $1, Refreshments Sales $ Band Food $ Donation Jar $ Hotel $5, Merch Sales $1, Band Fees $36, Vendor Money $2, Sound/Lighting $44, Banquet Tickets $9, Marketing/Merch $17, Music Director Fee $5, Total Incoming: $69, Banquet Decoration Fee $ Vendor Coordination $1, Bonnie's Fee Public Relations Fee $15, ESA Fee $ Electrical Work $ Banquet Catering Cost $5, Tv Fee $18, Radio Fee $2, Maintenance Crew Fee $ Total Outgoing: $181,

39 2015 Estimated Budget 2015 Budget 2015 Projected Income Event Supplies $ Beer Sponsorship $2, Alcohol $8, Wine Sponsorship $ Security $6, Town Sponsorship $20, Police $6, Sponsorships $2, Fence Rental $2, TEMP Funding $14, Rental Supplies $1, Alcohol Sales $16, Porta Potties $1, Refreshments Sales $ Fence installers $1, Donation Jar $ Band Food $ Merch Sales $1, Hotel $5, Vendor Booth Rental $2, Band Fees $40, Banquet Tickets $9, Sound/Lighting $50, Hamount Investments $127, Marketing/Merch $17, Total Incoming: $197, Music Director Fee $5, Banquet Decoration Fee $ Vendor Coordination $1, Bonnie's Fee Public Relations Fee $15, ESA Fee $ Electrical Work $ Banquet Catering Cost $6, Tv Fee $18, Radio Fee $2, Maintenance Crew Fee $ Street Shuffle $5, Movie Night Total Outgoing: $197,

40 5

41 STAFF REPORT TO: FROM: SUBJECT: General Government Committee Angela Webster, Special Events Coordinator Wasaga Beach Blues Festival DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee does hereby recommend to Council that it approve in principle the hosting of the fifth annual Wasaga Beach Blues Festival at Stonebridge Town Centre s Music Pavilion, September 14 to 20, 2015, and FURTHER that Stonebridge Blvd. be closed from the Dollar Tree entrance to the Wal-Mart entrance from Friday, September 18, 2015 at 8:30 a.m. until Monday, September 21, 2015 at 9 a.m.; and FURTHER that a $20, sponsorship be provided to Stonebridge Town Centre to assist offsetting associated festival costs; and FURTHER that the Wasaga Beach Blue Festival be deemed a Municipally Significant event for AGCO purposes. BACKGROUND 2015 will mark the 5th annual Wasaga Beach Blues event; in 2011 the event was one of three Stonebridge series events. Once again this year, the organizers have requested to host the event in mid-september to create a shoulder season event. Based on the tremendous success of last summer s blues filled weekend, the 2015 edition of Wasaga Beach Blues promises to be even better. Last year approximately 8,000 people from across Ontario and the U.S. attended the Wasaga Beach Blues Festival, which is held at the Stonebridge Town Centre. New this year, the Blues festival is looking at expanding to a weeklong festival and will showcase a partnership with the Wasaga Beach Short Film Festival host the Launch on Monday, September 14, 2015 partner with local schools on Tuesday, September 15, 2015 & Wednesday, September 16, 2015 and host a pub crawl event on Thursday, September 17. Similar to last year, this year a licensed Boogie Woogie Blues Banquet night is expected to be held on Friday, September 18, 2015 at the Rec Plex from 6:00 p.m. until 10:00 p.m. This ticketed event will start off the weekend with an evening of blues music and southern food. Then on Saturday starting at 12:00 p.m. Stonebridge Boulevard will transformed into a New Orleans Street Scene with vendors, street performers and ten blues bands playing along the street until 11:00 p.m. Sunday events will run from 12:00 p.m. until 7:00 p.m. In order to ensure continued success, Mr. Chuck Jackson, lead singer of Downchild Blues Band, Founder and Artistic Director of the Tim Horton s Southside Shuffle in Port Credit, and inductee to the Festivals and Events Hall of Fame will once again returns as Musical Director of the event. Form: WB-SR2010

42 2 As well as music, Wasaga Beach Blues will feature food and retail vendors, a beer tent and host of street performers. Wasaga Beach Blues will be a free event for all ages, with the exception of the Boogie Woogie Blues Banquet. Donations raised at the banquet will go towards a local charity or fundraising project that is in the process of being determined. The event is expected to attract 10,000 people throughout the weekend. DISCUSSION The recommended sponsorship will be used to off-set expenses associated with the event. The event organizers have applied for Tourism Event Marketing Program funding (TEMP) of $14, from the Ontario Tourism Marketing Partnership Corporation (OTMPC). Approvals for TEMP funding will be announced by OTMPC in July, At the time of this report, the event organizer provided their 2015 budget with figures based on the application for funding to Celebrate Ontario. Please see the attached budget for details. The overall event budget as provided reflects expenses of $197, With a $20,000 sponsorship, the Town will be listed as a Title Sponsor and will be provided dominate logo placement on all marketing materials (including print, web, and radio), a full page ad in the event Program, acknowledgement and 2 minute welcome on stage at the Opening Festival and a display in the vendor area. The marketing campaign will provide the Town with excellent exposure to a mature audience which will complement current marketing efforts. These include adding additional night time concerts utilizing the main stage, as well as an increased number of bands and venues at the Street Shuffle. Local outreach for the 2015 festival has begun by inviting local restaurants, bars and other venues to be part of the festival. Additional marketing dollars will assist with networking in the blues community with the intention of drawing visitors from a wider geographic area, including the U.S. The event organizing team s goal is to ensure the festival provides an excellent experience for visitor s to Wasaga Beach. Since 2009, Stonebridge Town Centre has been a sponsor and supporter of a variety of Town events, such as Canada Day, Snowman Mania and the former Arts by the Pond series. The total financial contribution encompassing these events, not including 2015 is $150,000. This does not include inkind sponsorships items such as portable washrooms, hydro and additional advertising (Stonebridge website and Stonebridge By the Bay magazine.) It is important to note that the requested sponsorship amount has been allotted in the 2015 budget. Attached for reference is the 2014 Wasaga Beach Blues Festival budget and the 2015 estimated budget. Respectively Submitted, Angela Webster Angela Webster Special Events Coordinator

43 2014 Budget 2014 Expenses 2014 Earnings Event Supplies $ Beer Sponsorship $2, Alcohol $7, Wine Sponsorship $ Security $6, Town Sponsorship $20, Police $5, Arnott Sponsorship $1, Fence Rental $2, Lakeview Sponsorship $1, Rental Supplies $1, Ontario Sponsorship $14, Porta Potties $1, Alcohol Sales $16, Fence installers $1, Refreshments Sales $ Band Food $ Donation Jar $ Hotel $5, Merch Sales $1, Band Fees $36, Vendor Money $2, Sound/Lighting $44, Banquet Tickets $9, Marketing/Merch $17, Music Director Fee $5, Total Incoming: $69, Banquet Decoration Fee $ Vendor Coordination $1, Bonnie's Fee Public Relations Fee $15, ESA Fee $ Electrical Work $ Banquet Catering Cost $5, Tv Fee $18, Radio Fee $2, Maintenance Crew Fee $ Total Outgoing: $181,

44 2015 Estimated Budget 2015 Budget 2015 Projected Income Event Supplies $ Beer Sponsorship $2, Alcohol $8, Wine Sponsorship $ Security $6, Town Sponsorship $20, Police $6, Sponsorships $2, Fence Rental $2, TEMP Funding $14, Rental Supplies $1, Alcohol Sales $16, Porta Potties $1, Refreshments Sales $ Fence installers $1, Donation Jar $ Band Food $ Merch Sales $1, Hotel $5, Vendor Booth Rental $2, Band Fees $40, Banquet Tickets $9, Sound/Lighting $50, Hamount Investments $127, Marketing/Merch $17, Total Incoming: $197, Music Director Fee $5, Banquet Decoration Fee $ Vendor Coordination $1, Bonnie's Fee Public Relations Fee $15, ESA Fee $ Electrical Work $ Banquet Catering Cost $6, Tv Fee $18, Radio Fee $2, Maintenance Crew Fee $ Street Shuffle $5, Movie Night Total Outgoing: $197,

45 5

46 STAFF REPORT TO: General Government Committee FROM: SUBJECT: Paula Lehr, External (Tourism) Events Facilitator Tourism Events Update DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee does hereby receive the Tourism Events Report for information. Update Based on Council s priorities, the writer has recently accepted a contract extension with the Town of Wasaga Beach for an 8 week period, commencing Monday March 2 nd, 2015 and ending Friday, May 1 st, The duties of this position and goals to achieve include attracting new external events for the 2015 summer season specially; those which can be facilitated / accommodated in conjunction with other events, or alternately, fill currently vacant weekend time frames those that provide a known or projected economic impact for the community those that if successful, could become an annual event with growth potential With the above mandate and goals in mind, the writer has contacted several potential event organizers and has begun researching other events as well. At the time this report was written, the writer has received an Event Application and has been working with FireFit Canada and has prepared a Report for General Governance to consider. Other events the writer is currently investigating include; Busker and Street Art Festival Arts and Culture Red Bull event(s) - Sport and Adventure Gourmet Food Truck Festival - Culinary Ultimate Frisbee Tournament Busker and Street Art Festival These events are becoming very popular around the world and have been successful in many communities across the Province including, those in Ottawa, Toronto, Waterloo and Port Credit to name only a few. Busker festivals typically include street shows and performances of music, theatre, dance, juggling etc. combined with street art (3-D chalk art on pavement for example). There is no charge for spectators at these types of events, however, the street performer / busker will pass the hat for cash and tips. These events are made possible in most communities through Municipal support (hosting fees) and corporate sponsorship and will often involve Downtown Business Improvement Area managers who Form: WB-SR2010

47 2 take the lead on facilitating the logistics and promotions. The writer has been in contact with several communities and will provide updates as they are available. Red Bull Red Bull are known internationally for their high energy, professional events that range from adventure to music to motor sports to surfing, skating and cycling. To date, the writer has not been able to connect with a representative at Red Bull and will continue to pursue this option. It should be noted that the writer is not confident that the event organizer will have any available event dates for 2015 and if that is the case, potential opportunities in 2016 will be discussed. Bringing an event of this calibre to Wasaga Beach would undoubtedly have a tremendous economic impact to our community. Gourmet Food Truck Festival Culinary events are growing in popularity and Food Truck Festivals are becoming quite popular as a result. The writer has recently connected with representative from Elevate the Brand, the event agency responsible for planning and organizing Food Truck Festival Ontario held at Ontario Place in September. The Toronto event in the largest in Canada and last year it brought in over 8,000 people. The event organizer has requested that the writer submits a bid package outlining the incentives that the Town may be able to offer and reasons why they should consider Wasaga Beach as a host community / venue. The writer is currently working on the bid and will discuss options with Staff for direction. The writer is aware that reports have been brought forward for Council to consider allowing food trucks in Beach Area 1 and 2 this summer. If supported by Council, the writer will collaborate and work closely with the By Law department to ensure potential operators are aware of the potential for a food truck festival. Ultimate Frisbee Tournament Unfortunately, the summer schedule for Ontario Ultimate Frisbee is full. The City of Barrie and Township of Springwater will be hosting a regional tournament this summer. The writer will ensure that contact information is shared so that the Town can attempt to secure a date in 2016 if possible. Sport Events Conference With the approval of the CAO, the writer has registered for and will be attending the 2015 Sport Events Congress. Hosted by the Canadian Tourism Alliance (CSTA) the Sport Events Congress is Canada s largest annual gathering of sport, tourism professionals and event management firms and attracts between 350 and 400 delegates each year. The conference is March 30 th - April 1 st and offers a Sport Events Exchange, a business-to-business events marketplace where events rights holders have the opportunity to meet one-on-one with municipal representatives interested in hosting events in their communities.

48 3 Created in November 2000 through a partnership with the Canadian Tourism Commission, CSTA has grown from 18 founding members to over 400 members including 142 municipalities, 200+ national and provincial sport organizations and a variety of product and service suppliers to the industry. Sport tourism is now the fastest growing segment of the tourism industry. One of the CSTA s key objectives is to market Canada internationally as a preferred sport tourism destination. Canada has a long and proud history of hosting international sport events including three Olympic Games, two Pan American Games, four Commonwealth Games and a variety of single sport world championships. The CSTA leverages its expertise and leadership as a catalyst to grow the $5.2 billion a year sport tourism industry in Canada (Statistics Canada, 2014), promoting the development of partnerships between events rights holders and host cities. Other activities of the CSTA include sharing best practices, measuring the economic impact of sport events and enhancing the profile of sport tourism. Other Events The writer will continue to investigate and attract new potential events such and report updates directly to the CAO and the EDCO moving forward. Respectively Submitted, Paula Lehr Paula Lehr External Events Facilitator

49 STAFF REPORT TO: FROM: General Government Committee Paula Lehr, External Events Facilitator SUBJECT: FireFit Challenge 2015 DATE: March 18, 2015 RECOMMENDATION THAT the General Government Committee recommends to Council that it approve hosting the inaugural FireFit event to be held in Wasaga Beach on August 22 nd and 23 rd, 2015; and THAT the General Government Committee recommends to Council to provide a hosting fee of $10,000 for this two day sanctioned event pending final event approval and review of Financial Reports provided by the event organizer; AND FURTHER THAT an appropriate physical space be provided to the event organizer in one of the Town s beach area parking lot and all other logistics requirements be fulfilled based on the FireFit Challenge Host Agreement BACKGROUND August 1994 saw the first Canadian National FireFit Competition held at the Pacific National Exhibition (P.N.E.) in Vancouver. During the 15 days of the P.N.E. approximately 50,000 spectators enjoyed the Event. The popularity of the FireFit Competition has grown and grown over the past 20 years and visits every Province in Canada. With the popularity of the 1 hour Championship Finals show, aired on TSN, OLN & RDS, FireFit has become known not only in Canada but World Wide. Competitors come from every Province and Territory in Canada as well as the United States, New Zealand, Australia, Germany, England and the Middle East. The Scott FireFit Championships is a competition based on firefighting tasks commonly performed in emergency situations. There are many different levels of Competitors, from the seasoned 10 year veteran to the first time rookies. FireFit Challenge also includes a number of events that competitors can participate in depending upon level of fitness and commitment including a FireFit Relay, FireFit NxG2 Relay, FireFit Team & FireFit Individual. There are also events for Police (TopCop) and Paramedics (ParamedicFirstOnScene). This event could easily be compared to an Underground Series, Cross-fit style event for Emergency Services Personnel. The writer, based on Council s mandate to attract new events for the summer season, recently contacted Hilary McRoberts, Vice President FireFit Championships to discuss the opportunity of Wasaga Beach hosting this challenge. The writer has had discussions with the event organizer and has also received a document entitled, Regional Host Agreement (see attached) from FireFit Canada Ltd. Containing details and specific requirements for hosting an event such as this. Form: WB-SR2010

50 2 The writer has also provided Ms. McRoberts with a Special Events application which is to be completed soon along with a request for FireFit to provide all necessary supporting documents required so that discussions could begin. The proposed event, if approved will include a closure of either 3 rd Street Lot or Festival Square (to be determined) from August 20th at 7am until August 23 rd at 10pm for the event. Set-up will begin on the 20 th and requires two days to complete with the event taking place from 10am until 5pm on August 22 nd and 23 rd. The event is anticipated to attract up to 2,000 people with up to 150 registered participants. The event organizer is confident that Wasaga Beach will be a very popular location for this event. A financial impact analysis report on the event was generated through the Ontario Ministry of Tourism, Culture and Sport (TREIM) tool which measures the economic impact of visitors and businesses spending on the local economy. Based upon solely the number of registered participants (150), the writer received the results from the report which states that the economic impact would be $26, Keeping in mind that each participant is expected to bring along family and / or friends this figure could very well be much higher. DISCUSSION This event is comprised solely of the FireFit Challenge event; however the Town may choose to expand the event for spectators through collaboration with community groups and / or non-profit organizations. Examples of this may include: Community Policing Committee fundraiser / awareness Charity BBQ (Youth Centre Grill Team) OPP and Fire Department public safety / crime prevention outreach Vendor opportunities Should Council support this option, the writer will work closely with local organizations and businesses to secure participation and sponsorship. Below is a brief over view of what this event intends to include: Thursday and Friday event site set up Saturday Individual Day Competition for Fire Fighters Sunday Top Cop and Paramedic First on Scene competition (Individual & Relay) FireFit Relay & NxG2 Relay This event will require the event organizer to provide the Town of Wasaga Beach with proof of Commercial General Liability insurance naming the Town as additionally insured. The insurance certificate will provide coverage up to 3 million dollars, as per the Special Events Bylaw # Additionally, the event organizer has indicated that they will require the Town to provide the same, naming FireFit as additionally insured. There are other requirements the Town has been asked to provide are detailed in the attached document entitled Regional Host Agreement and includes, but is not limited to the following: Security on site during the evening (8pm 8am) while Fire Fit equipment is on site 2 Portable Washrooms for event competitors

51 3 An Extraction Team and vehicle to perform an extraction demonstration (during lunch breaks on Saturday and Sunday) Back up for breathable air supply (supplied by local Fire Dept.) Volunteers to assist with set up, tear down and to re-set course during the event Medical support personnel and if possible 1 doctor (usually comprised of volunteers) Should Council approve this event, the writer will ensure that the above requirements and logistics are met. Additionally, council should be aware that there may be additional cost associated with the security requirement named above as well as the rental of 2 portable washrooms. The writer will work with local businesses to propose sponsorship in order to off-set costs. The operations plan, which will be provided by FireFit will include the following details: a detailed site plan showing the location of the stage, beverage and food areas, location of additional washrooms, viewing area, fencing, emergency exits, etc. Security and safety measures to be put in place Marketing Strategy Lot closures a building permit and or safety certification for event equipment (i.e. 40 foot tower) as according to Ontario Building Code CONCLUSION The Town of Wasaga Beach hosts a significant number of special events during the months of June to September. It is the responsibility of the writer based upon Council s mandate to attract new events for the 2015 summer season, specifically during the free dates in the calendar, and to attract events which will have an economic impact on our community. The writer feels confident that this event meets that mandate and has the potential to be an annual event with growth potential in the future. This event attracts competitors from every Province and Territory in Canada as well as those who will travel from as far away as New Zealand, Australia, Germany, England and the USA. These new visitors to Wasaga Beach will provide a positive economic impact for the accommodations, retail and food service sectors and support return visits. Additionally, The Scott FireFit Challenge provides an opportunity to attract an audience similar to that of the successful Underground Series, CrossFit style event which has grown year after year in Wasaga Beach. It is important to note that should the event be approved in principal, the writer will bring another report to Committee in the future with regards to the details and progress of the Operational Plan and continue to keep the Committee informed. It is also important to note that in return for the $10,000 Hosting Fee, FireFit will: provide all of the equipment to conduct a FireFit competition look after Competitor Registrations build a web information page for the event which will be updated with information as needed provide competitor and volunteer t-shirts provide awards in the different categories in the form of metals & plaques promote the event through their own advertising, written articles, publications and direct mail marketing, trade shows and on their website more deliverables are available in the budget

52 4 Should this event be approved in principle, the writer recommends that the $10,000 Hosting Fee for this event be allocated in the 2015 Special Events budget. Respectively Submitted, Paula Lehr Paula Lehr External Events Facilitator

53 5 Regional Host Agreement This Agreement between F.F.C. FireFit of Canada Ltd. (dba FireFit of Canada Ltd., hereinafter FireFit ), a Canadian Corporation and (hereinafter the HOST ) sets forth the duties and responsibilities of each party for conducting a sanctioned Regional FireFit Championship Event in the year (hereinafter the Event ) at the Host s facility or site designated by the Host. Understanding FireFit is the sole administrator of the Scott FireFit Championships Event (registered, trademarked). This agreement is for a single Regional FireFit Event to be held in the year. Agreement 1.0 General 1.1 The Host will establish the date, time and location of the Regional Event with the foreknowledge and acceptance of FireFit. Confirmation will be in writing. Participation in the competition will be limited to teams and individuals from the geographical area defined and approved by FireFit & the Host. 1.2 The Hosting Fee and Agreement are for a single Regional FireFit Championship Event, exclusively for the year. 1.3 FireFit will recognize and invite those Teams and Individuals, who have met the qualification times from the Host s sanctioned competition, and extend an invitation to participate in the FireFit Championship Finals. 1.4 FireFit retains the sole right to market FireFit & FireFit Championships paraphernalia (merchandise) at the competition site(s). This includes all associated logos, trademarks and registered logos. This includes Host Team/Event Shirt s. 1.5 Use of the trademarked and registered FireFit Event name or associated logo s is strictly prohibited without the prior consent of F.F.C. FireFit of Canada, Ltd Host Responsibilities: 2.1 The Host at its own expense will provide all the needed venue facilities and support for the FireFit Event. This includes but may not be limited to due to venue requirements the following: Site Requirements 1. Competition Area level 100 x 200 area (such as a parking lot) with a height clearance of 65 feet. Slope, potholes, islands, light stands etc. cannot obstruct area to be used. 2. Appropriate access for max height, max width, max length tractor and trailer (71 x 8 6 x 13 6 ). Please keep in mind turning room is required to maneuver truck and trailer into position. 3. Access for course set-up a minimum of 2 days prior to Event. Course will be built at 2pm (two), 2 days prior to Event day unless otherwise arranged. 4. Power Requirements: Access available Upon FireFit s Arrival. Option 1: Four - 15 amp outlets within 25 of the tower trailer. Option 2: If shore power is not available, FireFit can provide a generator. Host is to provide fuel. Shore power is preferred due to noise and smell of generator use. 5. Water source & supply line to gated Y (two x 1 ½ ) at back of course.

54 6 Site Requirements Continued 6. Access to toilets for spectators. At least 2 Port-a-Potti s need to be available in the Scott Ready Area for Competitor use only. 7. Depending on site location some fencing may be required. Site Security, will need to be present from 8 pm to 8 am while FireFit equipment on site. Please note if Award s Ceremonies to be held off site earlier than 8 pm, Security will need to be arranged to arrive earlier that day. 8. Seating for spectators i.e. bleachers. 9. Jumpers for electrical cords / hose etc. and appropriate markers (signs) for these hazard areas. Other Requirements: 1. Drinking water & ice for Warm up & Recovery areas. Please DO NOT use individual bottles! The large 18 litre bottles with cooler or dolphin pump are much easier and create less garbage. The water should be located in the Warm-up Area, the Scott Ready Area & the Recovery Area. Ice is for Recovery Area only (3 x 8 ) tables and 20 chairs. 3. Minimum 10 Garbage cans and 10 recycling containers with extra plastic bags nurses or medical personnel and if possible 1 doctor. Addendum attached. 5. Announcer we suggest a firefighter or local radio announcer. 6. Minimum 3 Bilingual Volunteers (2 Referee s & 1 Administrative Assistant) if Event is taking place where English is not the primary language. 7. Backup for breathable air supply (4500 psi) for , 30-minute Scott SCBA cylinders. This will be used for backup. The Scott Air Trailer will be on site for most Regional Events. 8. Manpower (6-10 Volunteers) to erect (2 days prior to the event, this is usually Thursday at noon for a Saturday event & tear down course (immediately after event). 9. Manpower to re-set course on event day (35 volunteers). 10. Host Hotel to provide 1 complimentary non-smoking room for 3-4 nights. Please confirm this requirement with FireFit prior to making the arrangements. 11. Tents. FireFit provides four (4) 10x10 tents but it is recommended that the Host supply a large Warm-up Area tent & Recovery Area tent. These are especially important in extreme weather conditions. Many times these can be secured from a local sponsor. 20 x 40 or larger for Warm-up Area a 10 X 20 for Recovery. 12. Provide an Extrication Team and vehicle to perform an extrication demonstration with the new DEWALT reciprocating saw and blades. DEWALT will train the Extrication Team in the use of the saw and blades prior to the demo. Extrication Demo s will take place during the lunch breaks on Saturday and Sunday. 13. Prizes from local sponsors (optional). 14. Commercial General Liability for a minimum of $3,000, FireFit to be named as an Additional Insured. (FireFit also carries Commercial General Liability and will name Hosting Body as Additional Insured on our policy). 15. For Corporate or Media Event the Host must secure appropriate Liability Insurance for these Events. FireFit must be named as an Additional Insured. The Policy that FireFit carries does NOT cover Corporate or Media Events. 2.2 The Host will pay to FireFit a yearly Event fee of $10,000. (plus applicable Provincial taxes) for a two (2) day sanctioned Event. Terms of payment are as follows: $1,000. (plus applicable taxes)non-refundable Date Request fee. $2,500. (plus applicable taxes) non-refundable down-payment to be forwarded to the FireFit office by October 30th of the year prior. The remaining balance $6,500. (plus applicable taxes) is due 60 days prior to Event date. In the event of cancellation the Host agrees to pay the entire Hosting Fee including applicable taxes unless waived by FireFit. In the event the Host violates this agreement, FireFit reserves the right to terminate this agreement and the Host will not be entitled to any refund of monies paid to date. 2.3 The Host is responsible for creating an Organizational Committee, which will be in direct contact with FireFit regarding the planning of Event. The Organizational Committee is charged with the responsibility of providing an information package to FireFit outlining the following: 1. Name, address, phone number & website of Host Hotel. 2. Hotel rates with booking code. (Please use FireFit as booking code). 3. In some cases Host Hotel to provide 1 complimentary non-smoking rooms for 3-4 nights (FireFit to confirm). 4. Places of interest and facilities within Host City/Town. 5. Other events that may be running in conjunction with the FireFit Event. 6. Sponsor logo s to be displayed on Event page along with Sponsors Website link.

55 7 This information must be supplied to FireFit no later than January 30th of the Hosting Year. A Web Page will then be created to promote the Event on the FireFit Website. 2.4 The Host is authorized the use of the FireFit Event name, logo(s) and trademarks in any form or format (i.e. printed, embossed, embroidered or other likeness) for advertising purposes only. However, Host cannot designate to a third party the use of these trademarks without the written permission of FireFit. Manuals, forms, and other copyrighted materials including the name and concept cannot be used without the written permission of FireFit. 2.5 The Host will contact and invite the local media to cover the FireFit Event. 2.6 Hosting bodies are welcome and encouraged to secure sponsorship for the Event. Local sponsors may not conflict with National Sponsors of the FireFit Championships. Local Sponsors must be of reputable companies and must not display or supply any paraphernalia that may be considered offensive. Please contact FireFit if you have any concerns. At this time the National sponsors are: Scott Health & Safety Breathing Apparatus Angus Fire / Pyrene Fire Hose and Adapters Simulaids Rescue Mannequins and CPR Equipment STC Footwear Fire Boots Molson DEWALT Power Tool Fresh Gear Rapid Sanitizing System Please note that this list may be added to as we firm up our National Sponsors. 2.7 The Host may provide FireFit with a left chest logo that will be used on the Competitor T-shirts. If the Host chooses not to supply, then a standard logo will be used by FireFit. The logo must meet the following criteria: The logo needs to be designed keeping in mind that it will be used in a heat press format. 1. Must be Left Chest size max Colours of your choice that will show up well on White or Grey 3. Be created in Adobe Illustrator and saved as.eps or.ai file 4. Make sure that all fonts used in design are converted to artwork. 5. Use spot colours. 6. artwork along with a jpg of the design to firefit@firefit.com. Please provide this artwork by February 1, of your Event Year. 2.8 Banner space is available to the hosting Department to sell to local sponsors. The space is as follows: 4 8 x 3 banners on tower (1 on front if sponsor $5 k or more, 3 on side & back locations) 5 8 x 3 banners at end of course Banners may also be hung on bleachers in tents etc. These banners may be sold for whatever price the Hosting Department can sell them for with the money s going towards their charity or organization. Please note, local sponsors may NOT conflict with National Sponsors of the Event. 3.0 Indemnity The Host agrees to indemnify, defend and hold harmless FireFit and its subsidiary, affiliated and parent corporations, and their officers, directors, shareholders, employees, agents, representatives, distributors, dealers, contractors, assigns and servants from all liabilities, losses, claims, damages, judgments, causes of action and expenses, including reasonable attorneys fees and legal expenses (hereinafter referred to as Claims ), based on, arising from the conduct of the Event, except to the extent such Claims are due to the negligence or fault of FireFit or for which FireFit is responsible at law. These indemnification obligations shall not be limited in any way by any benefits payable by or for Host under any worker s compensation act, disability benefit act or other employee act. This obligation shall continue beyond the termination or expiration of this Agreement. 4.0 FireFit Responsibilities 4.1 FireFit will provide all of the equipment to conduct a FireFit competition to include a suitable tower, SCBA, forcible entry machines, Rescue Mannequins, fire hose, Event Flooring, and Event Software.

56 8 4.2 FireFit will look after Competitor Registrations via our Internet Website, ( ). FireFit Responsibilities 4.3 FireFit will build a Web Information Page for the Event which will be updated with the information provided by the Host. We would like to have all pages complete no later than February 27th of the Hosting year. Web Page Information should be received in our office no later than January 15th in order for us to meet this deadline. 4.4 FireFit will provide Competitor and Volunteer T-shirts (45). Additional Volunteer T-shirts may be ordered at a cost of $10 per shirt (plus applicable taxes). If additional Volunteer shirts will be required please inform FireFit of your additional requirements by March 1, 2015 so that additional heat presses can be ordered. Please hilary@firefit.com with Volunteer T-shirt sizes a minimum of 2 weeks prior to your Event. It is important to ensure that Volunteers are available for the whole Event Day. Volunteers who are unable to commit from 9am to 5pm will not be able to Volunteer on the course. 4.5 FireFit will provide Awards in the different categories in the form of Medals & Plaques. 4.6 FireFit agrees to indemnify and hold harmless Host employees, officers, directors and agents for reasonable litigation expenses, reasonable legal fees, liability, damages, awards, or costs, etc. as a result of the negligence or gross negligence of FireFit. FireFit will provide Host with a copy of our insurance document that verifies appropriate coverage for the FireFit Event. Please provide FireFit with who should be specified as an Additional insured and provide legal name, address, phone and fax # s. 4.7 The Host agrees to indemnify and hold harmless FireFit its employees, officers,directors and agents against any reasonable litigation expenses, reasonable legal fees, liability damages, awards, or costs, etc. as a result of the negligence or gross negligence of the Host. The Host will provide FireFit with a copy of their insurance document that verifies appropriate coverage for the Event and name FFC FireFit of Canada, Ltd as an additional insured on this policy. 4.8 FireFit will promote the FireFit Event through our own advertising, written articles, publications and direct mail marketing, Trade Shows and our Internet Web Site ( This document contains the entire agreement between the parties. Any changes must be acknowledged in writing and executed by both parties. This agreement does not convey a material interest in the property owned by FireFit. By our signatures below, each party is agreeing to abide by the points and fulfill the responsibilities outlined above and warrants to each other that we are authorized to enter into this Agreement on behalf of our respective organizations.

57 Addendum 'A' MEDICAL AREA Recommended Supplies for Recovery Area Tent (minimum 20' x 10') 3 Large Tables 20 Chairs 6 Stretches 1 Water cooler Drinking Water (18L bottles) minimum 5 per day Disposable Cups for drinking water Ice (6 large Bags per day) 2 Bin (size of a recycle bin - for towels 1 for clean, 1 for dirty) Towels (1 per competitor) 150 per day approx. Disinfectant First Aid Kit (assorted dressings, tapes, tensors, splints) 1 Airway Kit with Ambu bag Blood Pressure Cuffs (3 minimum) Stethoscopes (1 for each medical person) Oxygen Tanks (Average 5 per day) Oxygen masks (50 per day) approx. 1/4 competitors require oxygen Sickness Bags (plastic) Intravenous Set-ups of Normal Saline (qualified personnel only to administer) 6 Large Garbage Bags (per day) 3 Large Garbage Cans Personnel: 6 Registered Nurses and 1 Doctor must be bilingual Recommended Personnel: Massage Therapists, Physiotherapists Mister Fan will be provided by FireFit for Recovery Area 3 Levels of Recovery: 1. Assessment Area 4 chairs & drinking water 2. Recovery Area towels, mister fan, ice, 10 chairs, drinking water 3. Acute Care Area stretchers, 6 chairs, IV s, towels, ice, drinking water 9

58 HISTORICAL ADVISORY COMMITTEE MINUTES Held Monday September 22, 2014 at 2:00 p.m. In the Classroom, Town Hall PRESENT: Mary Watson, Chair Nancy Ludlow, Vice Chair Marilyn Beecroft Lindsay Neale ABSENT: Ron Anderson, Councillor Rod Reynolds, Secretary Twyla Nicholson, Clerk 1. CALL TO ORDER The meeting was called to order at 2:05 p.m. 2. DISCOSURE OF PECUNIARY INTEREST - None 3. MINUTES OF LAST MEETING - Not available 4. DEPUTATIONS/PRESENTATIONS - None 5. UNFINISHED BUSINESS a) Historical Appreciation Award The Committee will consider rewriting the guidelines for the Historical Appreciation Award at a future date. b) Simcoe County Grant Twyla will keep Simcoe County updated on how the Committee will use their grant. c) Interpretive Signs Mary advised that she met with Errol Smith of Trilinks Golf Course (Marlwood) regarding the possibility of putting an interpretive sign in front of the clubhouse. Errol was very receptive of the idea and said that he would check with the owners. It was agreed to wait until spring of 2015 and have the sign unveiling incorporated with the golf course opening for Mary also advised that the three golf courses in town have since been sold, so she will approach Errol again in the spring. Discussion also ensued on other locations for interpretive signs and the Committee suggested the following places:

59 Historical Advisory Committee September 22, 2014 Page 2 of 2 o Playland Park o The Coach House o The riding stable behind the soccer field o The location of the beachfront motorcycle races o The old racetrack off Oxbow Park Rd o Recognize some of the locations of the old inns such as Coachman, Capstan etc. The matter will be referred to the next meeting. 6. SUB-COMMITTEE REPORTS - None 7. NEW BUSINESS a) Update on the Rudge Motorcycle Display Mary advised that the motorcycle is now in the large display cabinet in front of the Council Chambers. The Committee reviewed the interpretive sign which will go on the wall and were advised that two old posters are currently being re-framed. The Committee will be advised of the unveiling date when it is known. 8. ITEMS FOR FUTURE MEETINGS 9. DATE OF NEXT MEETING Monday, October 27, 2:00 p.m. in the Classroom, Town Hall. 10. ADJOURNMENT The Chair adjourned the meeting at 2:45 p.m.

60 HISTORICAL ADVISORY COMMITTEE MINUTES Held Monday November 24, 2014 at 2:00 p.m. In the Classroom, Town Hall PRESENT: ABSENT: Mary Watson, Chair Nancy Ludlow, Vice Chair Rod Reynolds, Secretary Marilyn Beecroft Lindsay Neale Twyla Nicholson, Clerk Ron Anderson, Councillor 1. CALL TO ORDER The meeting was called to order at 2:00 p.m. 2. DISCLOSURE OF PRECUNIARY INTEREST None 3. MINUTES OF LAST MEETING September 22, 2014 Moved by M. Beecroft, Seconded by N. Ludlow THAT the Historical Advisory Committee minutes of September 22, 2014, be accepted, as presented. CARRIED 4. DEPUTATIONS/PRESENTATIONS - none 5. UNFINISHED BUSINESS a) Historical Appreciation Award redo guidelines b) Simcoe County Grant Projects T. Nicholson will inform the County about the Interpretive signs. 6. SUB-COMMITTEE REPORTS - None 7. NEW BUSINESS a) Staff/Council Update The Committee briefly discussed the two applicants that indicated interest to be a member on the Historical Advisory Committee. Council will make its appointments on December 2 nd at the Inaugural meeting. We should keep the January 26/15 meeting to meet and greet the mew member. b) Council Inauguration on December 2nd.

61 Historical Advisory Committee Page 2 c) A new Council representative will be appointed to the Historical Advisory Committee. d) The Rudge Motorcycle display is done and in place and looks good. 8. ITEMS FOR FUTURE MEETINGS Each member of the Committee is to prepare a list of local historical names for the new roads. The Committee expressed interest in continuing with the fourth Monday of the month at 2:15 p.m. for meetings. 9. DATE OF NEXT MEETING January 26, ADJOURNMENT The Chair adjourned the meeting at 2:35 p.m.

62 HISTORICAL ADVISORY COMMITTEE MINUTES Held Monday January 26, 2015 at 2:15 p.m. In the Classroom, Town Hall PRESENT: Mary Watson Nancy Ludlow Rod Reynolds Marilyn Beecroft Lindsay Neale Paula Chomiak Twyla Nicholson, Clerk Bonnie Smith, Councillor 1. CALL TO ORDER The meeting was called to order at 2:15 p.m. The Clerk chaired the meeting until the new Chair was appointed. Members were introduced and provided a brief background and why their interest in the Historical Advisory Committee. 2. DISCLOSURE OF PRECUNIARY INTEREST None 3. MINUTES OF LAST MEETING November 24, 2014 Moved by M. Watson, Seconded by M. Beecroft RESOLVED THAT the Historical Advisory Committee minutes of November 24, 2014, be accepted, as presented. CARRIED 4. DEPUTATIONS/PRESENTATIONS - none 5. UNFINISHED BUSINESS a) Historical Appreciation Award redo guidelines b) Simcoe County Grant Projects 6. SUB-COMMITTEE REPORTS - None 7. NEW BUSINESS a) Staff/Council Update The Clerk reviewed the Terms of Reference for the Committee highlighting the projects that the Committee has worked on in 2014 such as the Town s 40 th Birthday, motorcycle display case, GIS historical street names, Wasaga Under Siege poster contest and interpretive signs.

63 Historical Advisory Committee Page 2 Councillor Smith was introduced as the Council representative. She spoke to the time capsule millennium project put in place in 2000 to be opened on July 1, Councillor Smith commented on Beck Square being in need of some cleanup. The Clerk will contact the Manager of Parks, Facilities and Recreation. Upon request of the Committee, the Clerk will distribute a list of members contact information. b) Appoint Chair, Vice-Chair, Secretary After discussion, the following resolution was made: Moved by M. Beecroft, Seconded by Bonnie Smith Resolved that the Historical Advisory Committee appoints the following positions: Chair: Mary Watson Vice-Chair: Lindsay Neale Secretary: Rod Reynolds CARRIED c) Schedule for future meetings After discussion, the following resolution was made: Moved by Nancy Ludlow, Seconded by Rod Reynolds Resolved that the Historical Advisory Committee schedules its meetings generally the fourth Monday of every month at 2:15 p.m. to be held in the Town Hall Classroom for the term; however, may amend its meeting schedule from time to time. 8. ITEMS FOR FUTURE MEETINGS The Committee discussed future projects of interest to include focusing on implementing interpretive signs to designated historical areas in Wasaga Beach. The Committee discussed some potential areas for signs. It was noted that Public Works and Parks/Recreation will need to be contacted for information. The members will gather the information required to report to Council for consideration. The Clerk will follow up with the County to determine if the grant provided can be used for the interpretive signs. Lindsay offered to review the Historical Recognition Program guidelines and bring back to the Committee for consideration and review. 9. DATE OF NEXT MEETING February 23, ADJOURNMENT The meeting was adjourned the meeting at 3:15 p.m.

64 HISTORICAL ADVISORY COMMITTEE MINUTES Held Monday February 23, 2015 at 2:15 p.m. In the Classroom, Town Hall PRESENT: ABSENT: Mary Watson Nancy Ludlow Rod Reynolds Lindsay Neale Paula Chomiak Twyla Nicholson, Clerk Bonnie Smith, Councillor Marilyn Beecroft 1. CALL TO ORDER The meeting was called to order at 2:15 p.m. 2. DISCLOSURE OF PRECUNIARY INTEREST None 3. MINUTES OF LAST MEETING January 26, 2015 Moved by L. Neale, Seconded by P. Chomiak Res No RESOLVED THAT the Historical Advisory Committee minutes of January 26, 2015 be accepted, as presented. CARRIED 4. DEPUTATIONS/PRESENTATIONS - none 5. UNFINISHED BUSINESS a) Historical Appreciation Award L. Neale is drafting the guidelines. Presently, the award will be based on culture (Land or Building) or a person (contributing to the history of Wasaga Beach) Presentation of the Award should coincide with the Municipal Volunteer Recognition Day in February. b) Simcoe County Grant T. Nicholson has been informed by the County that the original grant of $5,000 was issued in 2012 and directed to the Wasaga Beach Heritage Advisory Committee; the County now feels that too much time has lapsed and as the County is now under the direction of a new Council, they asked that the funds be returned to the County and that a new application be made for any future projects. 1

65 The Clerk will arrange for the money to be returned. L. Neale will start the process of researching and applying for a new County Grant for the Historical Advisory Committee projects, specifically, the interpretive signs. 6. SUB-COMMITTEE REPORTS - None 7. NEW BUSINESS a) Staff/Council Update Beck Square update: T. Nicholson investigated the maintenance problem with Beck Square and the Manager of Parks, Facilities and Recreation advised that a major clean-up was completed last fall and direction has been communicated to staff to ensure the grounds and landscaping is properly maintained. b) Council Update Councillor Smith discussed the naming of the area lying just west of the Main Street Bridge to maintain the historical significance of Playland and the area. Moved by B. Smith, Seconded by R. Reynolds Res. No THAT the Historical Advisory Committee recommends that the property known as Festival Square at Main St. be formally named Playland Square and the stage within Playland Square be named Festival Stage to maintain the historical significance of the property. CARRIED Councillor Smith explained the Friends of Nancy Island would be carrying on with their annual Siege, but on a much smaller scale. c) Marlwood Golf Course interpretive sign The Committee expressed concerns about the possibility of bankruptcy of Marlwood Golf course and the probability of the historical clubhouse being demolished. If an interpretive sign was to be placed at Marlwood, it could be put on the boulevard in front of the Clubhouse. Other suggestions for interpretive signs were suggested such as the oldest church, beach, building, shop, tree or an event. d) Meeting Dates Concern was expressed that the minutes are reaching Council with information two or more months behind. The Clerk explained that the Historical Advisory Committee currently meets the fourth Monday of the month and with the change in the General Government schedule to the third week of the month, this put the Committee at least two months behind reporting to the General Government Committee. The Committee discussed and changed its meeting dates to the 1 st Monday of the month.

66 The minutes should only be one month behind on this schedule. It was noted that there are no meetings for December, July and August. Moved by P.Chomiak, seconded by L. Neale Res. No THAT the Historical Advisory Committee meet on the first Monday of the month at 2:15 pm and can be amended from time to time. CARRIED The Committee agreed to meeting on March 2, 2015 to review the February 23 rd minutes only in order that they be put on the March General Government Committee agenda. e) Road Renaming The Clerk explained that Council has noted as an immediate priority to rename an existing road as Peacekeepers or Veterans Way with the suggestion to rename Powerline Road. There was a general discussion regarding the renaming of Powerline Road as to any historical significance to the road. Mary Watson reported that Powerline Road was created as a feeder road for hydro coming off of Hwy 26 to the old substation that was located on the river across form Pizza Dee s. It was also once proposed to put a 3 rd bridge there but that never went through. She was of the opinion that there is no historical significance to the name Powerline and doesn t believe anyone lives along there, so an address change would have minimal effect on property owners. Moved by R. Reynolds, Seconded by L. Neale Res. No THAT the Historical Advisory Committee recommends to Council the renaming of Powerline Road to Veterans Way as there is no historical significance to the name Powerline Road. CARRIED 8. ITEMS FOR FUTURE MEETINGS - none 9. DATE OF NEXT MEETING March 2, 2015 Meetings scheduled: April 13/15; May 4/15; June 1/15; September 7/15; October 5/15; November 2/ ADJOURNMENT The meeting was adjourned the meeting at 3:30 p.m.

67 STAFF REPORT TO: FROM: General Government Kathy Wilson, Deputy Treasurer SUBJECT: Extension Agreement - Roll # DATE: March 18 th, 2015 RECOMMENDATION THAT General Government Committee recommends to Council that it enact a By-Law authorizing the Mayor & Clerk to enter into an extension agreement for the payment of taxes with the owner of 23 7 th Lane to extend the period of time in which the cancellation price is to be paid with payment terms as follows; $775 per month for the period March 2015 to August 2016 on the tax account; the balance of the tax account by September 30 th, 2016 including the final installment for 2016; Current taxes as they become due; $150 per month for the period March 2015 to October 2015 on the water/wastewater account; the balance of the water/wastewater account by November 30 th, 2015 and; payment of all water/wastewater installments as they become due. BACKGROUND The property at 23 7 th Lane identified as Tax Roll # has outstanding property taxes in the amount of $12, dating back to As part of the regular procedures within the Treasury Department the property owner was notified on three (3) occasions prior to the property file being forwarded to Realtax Corp on June 25 th, Realtax then sent out the required Farm Debt Notices, completed the title search, and finally registered the Tax Arrears Certificate and notified the owner on July 4 th, Subsequent to that the owner of the property contacted the Town (via ) on February 4 th, 2015 to make payment arrangements to avoid losing the property. As described in Section 378 (1) of the Municipal Act, municipalities, through a by-law may enter into an extension agreement that extends the time in which the cancellation price is to be paid. However, the extension agreement and authorizing by-law must be passed by Council prior to expiry of the redemption period (365 days after the registration of the tax arrears certification). An extension agreement may be entered into with the owner of the land, the spouse of the owner, a mortgagee or a tenant in occupation of the land. This information was shared with Mr. Harrison and he is in agreement with entering into an extension agreement. DISCUSSION The owner has requested the Town enter into an extension agreement to extend the period of time in which the cancellation price is to be paid and has proposed to make payment as follows: $775 per month for the period March 2015 to August 2016 on the tax account; T:\Departments\Treasury\Taxes\TaxSales\ExtensionAgreements\ExtensionAgreement February2014

68 2 the balance of the tax account by September 30 th, 2016 including the final installment for 2016; Current taxes as they become due; $150 per month for the period March 2015 to October 2015 on the water/wastewater account; the balance of the water/wastewater account by November 30 th, 2015 and; payment of all water/wastewater installments as they become due. The property owner is fully aware that a default on the payment arrangements will reinstate the tax sale process and may eventually lead to his property going to public tender. The details of this payment arrangement have been discussed with the Treasurer and are felt to be reasonable and fair. CONCLUSION The payment arrangement being requested is felt to be reasonable for both the owner and the Town. Entering into an extension agreement is a tangible way to demonstrate to Ratepayers that the Town is willing to work with owners to assist them in retaining their properties and still collect the taxes and interest owed to the Town. Respectfully submitted, Concur with Recommendation, Kathy Wilson, Deputy Treasurer Monica Quinlan, Treasurer

69 STAFF REPORT TO: FROM: General Government Kathy Wilson, Deputy Treasurer SUBJECT: Tax Sale Roll / DATE: March 18 th, 2015 RECOMMENDATION THAT General Government Committee recommends to Council that it authorize the Treasurer to refund $6, to Mr. Jeffrey Glover for the revocation of his tender on the Tax Sale for Roll # BACKGROUND The property at 722 River Road East identified as Tax Roll # was advertised for sale by public tender for four weeks in the local paper and once in the Ontario Gazette due to nonpayment of property taxes with a minimum tender amount of $56, The tender opening occurred on February 19, 2015, where only one tender was received in the amount of $58, from Mr. Jeffrey J. Glover. In accordance with the Municipal Act a notice was mailed on February 20 th to Mr. Glover advising him that he would be declared the successful purchaser if, within fourteen calendar days of the mailing of the notice, the balances are paid to the Treasurer of the Municipality. DISCUSSION On March 6, 2015 a letter was received from Mr. David Ball, Mr. Glover`s solicitor advising that they would not be closing this transaction and thus resulting in the tenderer not being declared the successful purchaser. Additionally a second letter was received from Mr. Glover`s solicitor requesting consideration on the return of some or all of the $12, deposit as there are interests of the Federal and Provincial governments encumbering the land along with the municipal tax arrears, are far in excess of the value of the property. Attached are copies of the two letters for Committee`s consideration. Please note that in accordance with the Municipal Act the following excerpt was included in the advertisements for the tax sale as well as within the tax sale packages that are provided for a fee to anyone who requests it: Except as follows, the municipality makes no representation regarding the title, crown interests, or any other matters relating to the lands to be sold. Responsibility for ascertaining these matters rests with the potential purchasers. Any interests of the Federal or Provincial Crown encumbering the land at the time of the tax sale will continue to encumber the land after the registration of the tax deed. T:\Departments\Treasury\Taxes\TaxSales\ExtensionAgreements\ExtensionAgreement February2014

70 2 Moreover, the Municipal Act, 2001, Ontario Regulation 181/03, Municipal Tax Sales Rules-Section 11(3) states that: If the tenderer does not make the payment as set out in subsection (1), the tenderer s deposit shall be immediately forfeited to the municipality and the treasurer shall offer the parcel of land to the lower tenderer in accordance with section 12. As there is no another tenderer the Town can offer the land again for public sale by public tender, a second time or may register a notice of vesting in the name of the municipality in accordance with the prescribed rules. Although the Municipal Act allows the Town to keep the funds on deposit, since in this particular circumstance Mr. Glover s solicitor provided negligent advise, staff are of the opinion that it is reasonable to provide a partial refund. The partial refund includes complete recovery of all tax sale fees as well as a 10% administrative fee leaving the balance of $6,000. This ensures that the taxpayers of the Town are not burdened in any way due to the revocation of this tender. CONCLUSION Finally as detailed above the Town has ensured compliance with legislation throughout the tax sale process and although the Act allows that the tenderer s deposit be immediately forfeited to the municipality, staff are of the opinion that it is fair to offer a partial refund. This partial refund ensures that the taxpayers for the Town are not burdened with any portion of the Tax Sale fees and further ensures that Mr. Glover (or his solicitor) are provided with a reasonable amount in return. Respectfully submitted, Concur with Recommendation, Kathy Wilson, Deputy Treasurer Monica Quinlan, Treasurer

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74 v General Government Committee Cheque, PAP and EFT Register February 1-28, 2015 Council Members Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date Petty Cash - Admin petty cash $ Corporate Express office supp, paper, keyboard $ Corporate Express office supplies $ Corporate Express office supplies, paper $ Corporate Express office/filing supplies, paper $ Corporate Express office supp, paper, envelopes $ Corporate Express office supplies, paper $ Committee presentation-travel $ Canadian Cancer Society memorial donation $ City of Belleville OSUM conference $ EFT Shoreplan Engineering Limited Beach Areas 1 & 2 study $6, EFT Metroland North Media advertising $ PAP Great West Life Assurance Co (PAP) employee benefits $2, PAP TD Visa (restaurants) business dinner $40.59 $10, Administration Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date Simcoe, County of Warden's Funspiel $ Excel Business Systems photocopies $ Happenings Party Rentals staff Christmas party $ Shred-It International ULC shredding services $ Corporate Express office supp, paper, keyboard $ Corporate Express office supplies, paper $ Corporate Express office/filing supplies, paper $ Corporate Express binding supplies, paper $ Corporate Express office supplies $ Corporate Express stamp $ Excel Business Systems new digital copier $5, Ontario Municipal Management Institute membership $ Shred-It International ULC shredding services $ Wasaga Beach Foodland coffee supplies $ Cunningham Lindsey insurance claim $ Randazzo Arbitration Services Ltd. legal fees $1, Wasaga Beach Foodland coffee supplies $ Wasaga Flowers New Year's Levee/Order of WB $ Beach Builders Supplies Ltd building maint $ Beach Builders Supplies Ltd pest control $ Shred-It International ULC shredding services $ Wasaga Beach Foodland coffee supplies $6.68 EFT Breaking Down Barriers curling bonspiel $ EFT Cintas Canada Limited floor mats $ EFT D. Houston Counselling & Associates employee support services $1, EFT Cool Team Service Corp building maint $2, EFT Metroland North Media advertising $ EFT Van Houtte Coffee Services LP coffee $ EFT Baulke & Augaitis Stahr LLP insurance claim $2, EFT Baulke & Augaitis Stahr LLP legal fees $ EFT Glen Martin Limited cleaning/maint supp $ EFT Mad River Electric building maint $ EFT C A Sellers Cleaning Services janitorial services $2, PAP Great West Life Assurance Co (PAP) employee benefits $6, PAP Bell Mobility Cellular (PAP) cell phone $1, PAP Enbridge Consumers Gas (PAP) 30 Lewis St $1, PAP Ontario Professional Planners Institute membership $727.40

75 PAP TD Visa (hotels) accommodations $2, PAP TD Visa (hotels) Labour Relations Seminar $ PAP TD Visa (restaurants) business dinner $81.20 PAP Telizon Inc (PAP) telephone $ PAP Wasaga Distribution Inc (PAP) 28 Main St $15.10 PAP Wasaga Distribution Inc (PAP) 30 Lewis St $3, PAP Wasaga Distribution Inc (PAP) 950 Powerline Rd $91.21 $38, Property Purchase/Sale Cheque Register Cheque Number Payment Date Vendor Name Transaction Description Amount Paid EFT Baulke & Augaitis Stahr LLP legal - Pt Lot 59, RCP 1700 $ $ Town Archives Cheque Register Cheque Number Payment Date Vendor Name Transaction Description Amount Paid EFT Jassmar display cabinet $ $ Historical Advisory Committee Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date Simcoe, County of return grant $5, $5, General Government Committee Cheque, PAP and EFT Register February 1-28, 2015 $54, Treasury Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date Excel Business Systems photocopies $ Petty Cash - Admin petty cash $ Petty Cash - Fire petty cash ($0.02) Corporate Express office supp, paper, envelopes $ Corporate Express office supp, paper, keyboard $ Corporate Express office supplies $ Corporate Express office supplies, paper $ Corporate Express office/filing supplies, paper $ Corporate Express space heaters $ Corporate Express binding supplies, paper $ Corporate Express office supp, paper, envelopes $ Corporate Express office supplies $ Corporate Express office supplies, paper $ Pitney Bowes mailing machine lease $1, Local Authority Services Asset Management symposium $ Petty Cash - Library Programs petty cash ($0.01) EFT Metroland North Media advertising $ PAP Great West Life Assurance Co (PAP) employee benefits $6, PAP Bell Mobility Cellular (PAP) cell phone $ PAP PitneyWorks postage $56, PAP Telizon Inc (PAP) telephone $ $66, Debenture Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date PAP Ontario Clean Water Agency (PAP) debenture/operations & maint $32, $32,868.11

76 Balance Sheet, Taxes, Unconditional Grants Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date CUPE National Sec-Treasurer Of The ALL $ Union CUPE National Sec-Treasurer Of The ALL $ Union CUPE National Sec-Treasurer Of The ALL $ Union Petty Cash - Admin float - Snowman Mania toques $ refund ball hockey fee $ rebate impound fee $ United Way Greater Simcoe County ALL $ United Way Greater Simcoe County ALL $ United Way Greater Simcoe County ALL $ Wasaga Beach Professional Fire Fighters ALL $ Association Wasaga Beach Professional Fire Fighters ALL $ Association Wasaga Beach Professional Fire Fighters ALL $ Association Workplace Safety & Insurance Board ALL $8, Workplace Safety & Insurance Board ALL $8, Workplace Safety & Insurance Board ALL $8, tax refund $149, Corporate Express office supp, paper, envelopes $ Corporate Express office supplies, paper $ Corporate Express office supplies, space heater $ Corporate Express office/filing supplies, paper $ Corporate Express space heaters $ Corporate Express staff purchase $ development charge credit $122, Corporate Express batteries $ Corporate Express office supp, paper, envelopes $ Corporate Express office supplies, paper $ refund lot grading/bldg permit $1, Minister Of Finance - Misc tax sale advertising $ $ refund parking ticket $ Simcoe, County of development charges $6, Utility Account: $ Ontario Tax Sales Inc. tax sale listing $ Ontario Clean Water Agency replace doors & windows $15, Rotary Club of Wasaga Beach and Area clock tower $3, EFT Georgian Paving Ltd. asphalt $23, EFT water conservation rebate $70.00 EFT Metroland North Media advertising $1, EFT Simcoe District School Board (dev chgs) development charges $1, EFT Simcoe Muskoka Catholic School Board development charges $ (dev chgs) EFT Collingwood, Town of annual Airport partnership $15, EFT Collingwood, Town of SBEC 2014 funding $2, EFT Point To Point Communications portable radios $6, PAP Bank of Canada - CSB (PAP) ALL $1, PAP Director Family Support (PAP) ALL $ PAP Minister Of Finance - Payroll ALL $6, PAP Ontario Municipal Employees Retirement ALL $63, System PAP Receiver General Of Canada (Payroll) ALL $107, PAP TD Future Builders (PAP) ALL $ PAP Bank of Canada - CSB (PAP) ALL $1, PAP Director Family Support (PAP) ALL $ PAP Great West Life Assurance Co (PAP) employee benefits $ PAP Minister Of Finance - Payroll ALL $8,643.60

77 PAP Ontario Municipal Employees Retirement ALL $89, System PAP Receiver General Of Canada (Payroll) ALL $146, PAP TD Future Builders (PAP) ALL $13, PAP Bell Mobility Cellular (PAP) cell phone $45.82 PAP Canadian Tire 652 staff Funspiel $70.15 PAP Great Lakes Trophies staff Funspiel $ PAP Ontario Clean Water Agency (PAP) debenture/operations & maint $0.00 PAP TD VISA (miscellaneous) staff Funspiel $ PAP Telizon Inc (PAP) telephone ($0.07) PAP Wasaga Distribution Inc (PAP) Stonebridge gazebo $36.53 $822, General Government Committee Cheque, PAP and EFT Register February 1-28, 2015 $922, Cemetery Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date Minister Of Finance - Misc 2014 Cemetery report $ $ General Government Committee Cheque, PAP and EFT Register February 1-28, 2015 $ Information Technology Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date Corporate Express office supplies, space heater $ Corporate Express labels $ Corporate Express office supplies $ Corporate Express office supplies, paper $18.75 EFT G & S Computer Services Inc connection - bulk water stn $22.60 PAP Great West Life Assurance Co (PAP) employee benefits $2, PAP Bell Mobility Cellular (PAP) cell phone $ PAP Federal Express Canada Ltd. shipping - computers $ PAP TD Visa (IT) software license & maint $28.83 $2, General Government Committee Cheque, PAP and EFT Register February 1-28, 2015 $2, Special Events Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date CHS Productions Snowman Mania - sound $5, system Beach Booster Promotions banners $1, Corporate Express office supplies, paper $ Festivals & Events Ontario FEO conference $ Sinton-Landmark Snowman Mania - shuttle bus $ Wasaga Beach Paintball Adventures Snowman Mania - laser tag $ Audio Ciné Films Inc. Snowman Mania - film license $5.65

78 Beach Booster Promotions Snowman Mania - advertising $ Wild Wing of Wasaga Beach Snowman Mania - dinners $ EFT Firemaster Productions Snowman Mania - fireworks $4, EFT Elephant Thoughts Snowman Mania - activities $ EFT Metroland North Media advertising $5, PAP Great West Life Assurance Co (PAP) employee benefits $ PAP Bell Mobility Cellular (PAP) cell phone $ PAP TD VISA (miscellaneous) Snowman Mania - craft supplies $ PAP Wasaga Distribution Inc (PAP) 75 Beach Dr $15.10 $20, General Government Committee Cheque, PAP and EFT Register February 1-28, 2015 $20, Economic Development Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date Excel Business Systems photocopies $ Plaid Toad Studios promotional - SMM toques $2, Georgian Triangle Tourist Association advertising - Visitor Guide $1, Georgian Bay Signworks bench advertisement $ EFT South Paw promotional - beach balls $2, EFT South Paw promotional - jackets $1, EFT South Paw promotional - sunglasses $ EFT South Paw promotional - towels $2, EFT Gough, Mary Anne advertising - Cycle Simcoe $85.00 EFT Gough, Mary Anne advertising - Sledfest $25.00 EFT CKVR-TV advertising $1, EFT Metroland North Media advertising $37.93 PAP Great West Life Assurance Co (PAP) employee benefits $ PAP Bell Mobility Cellular (PAP) cell phone $58.79 PAP TD Visa (hotels) Committee presentation - hotel $ PAP TD Visa (restaurants) business dinner $40.59 PAP Telizon Inc (PAP) telephone $14.02 $13, Chamber of Commerce Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date PAP Telizon Inc (PAP) telephone $45.95 $45.95 General Government Committee Cheque, PAP and EFT Register February 1-28, 2015 $13, Affordable Housing Cheque Register Cheque Payment Vendor Name Transaction Description Amount Paid Number Date Enbridge Gas Distribution 404 Mosley St $ Enbridge Gas Distribution 404 Mosley St $ PAP Wasaga Distribution Inc (PAP) 404 Mosley St main floor $37.88 PAP Wasaga Distribution Inc (PAP) 404 Mosley St upper apt $33.38 $ $536.26