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3859 To adopt the Town of Tillsonburg Special Events PolicyTHE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3859 A BY-LAW to adopt the Town ofTillsonburg Special Events Policy. WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt and maintain policies with respect to the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. WHEREAS the Council of the Corporation of the Town ofTillsonburg is desirous of adopting the Special Events Policy. THEREFORE the Council of the Town of Tillson burg enacts as follows: 1. THAT the Town of Tillsonburg Special Events Policy attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 10 day of November, 2014. Read a Third and Final Time and passed this 10 day of November, 2014. ~~,_. ~C---- Clerk -Donna Wilson Schedule 'A' THE CORPORATION OF THE TOWN OF TILLSONBURG APPROVAL DATE: SCHEDULES ~ r7il(&,onbur0 a;&etobtuJJr-~ ADMINISTRATIVE POLICY SPECIAL EVENT POLICY REVISION DATE: A. Policy Statement Page 1 of3 Hosting an event is a great opportunity to raise organizations visibility in our community. This policy shall ensure that all requirements of a Special Event Permit are met to ensure for a successful and safe event. B. Purpose The Town of Tillsonburg is committed to ensure and improve communications between organizations and the Town. This policy is to provide guidance and advice to organizers of special events held on municipal property. This policy is to improve communication and opportunities for organizers to host events in a safe and productive manner. C. Scope Any group or organization wishing to use public property for any length of time for the purpose of "an event" or "an organized activity" in any manner must obtain a permit from the Town of Tillson burg (the Town). D. General This policy shall be administered by the Parks & Recreation Services Department. This policy shall be referred to as the "Special Event Policy". This policy comes into force and effect on the date adopted. E. Authority The Director of Parks & Recreation Services or his/her designate is hereby given authority to process all Special Event Applications and THE CORPORATION OF THE TOWN OF TILLSONBURG APPROVAL DATE: SCHEDULES Uil(Q,onbur0 a;~tobJ/~~ ADMINISTRATIVE POLICY SPECIAL EVENT POLICY REVISION DATE: Page 2 of3 provide final approvals providing they meet the criteria contained in the Town ofTillsonburg Special Event Manual. Administrative changes to the Manual will be at the discretion of the CAO and Senior Management. F. Policy The intent of the policy is: •To promote the Town ofTillsonburg as a premier place to hold special events. •To facilitate advance planning for special events. •To facilitate the administration of special events. •To provide standard information that allows special event organizers to achieve their goals. •To assist event organizers in planning safe and successful events which create minimal impact on the community. •To ensure that good risk management procedures are in place and that all appropriate insurance requirements are met. •To coordinate the approval and communication process required for special events. •To ensure proper notification to affected departments (Fire, EMS, Roads, Health, Building and By-law, Parks & Recreation Services, Clerk's (licensing) and O.P.P.) THE CORPORATION OF THE TOWN OF TILLSONBURG APPROVAL DATE: SCHEDULES --·"711 rlil(o,onbur0 a;!ke tobtdir-futlae ADMINISTRATIVE POLICY SPECIAL EVENT POLICY REVISION DATE: Page 3 of3 The special events manual is intended to assist event organizers with identifying requirements as set out by the Town of Tillsonburg, the Ontario Provincial Police and the Oxford County Public Health and Emergency Services. The guidelines in the Special Events Manual must be followed by all event organizers for a seamless, safe and successful facilitation of events. All special events within Town limits must be approved for operation on Town streets, sidewalks, parks, facilities, and parking lots. The safety of operators and visitors at the special event is paramount. Respectful use of Town property and its maintenance is mandatory.