city of hamilton · city of hamilton is aware of the application by the hamilton 2003 cycling...

AFFECTS WARDS 1, 2, 3, 7, & 12

CITY OF HAMILTON

OFFICE OF THE CITY MANAGER

Canadian Cycling Championships Report to:

Mayor and Members Committee of the Whole

Submitted by:

Bob Robertson, City Manager

Date: July 15, 2003 Prepared by: Shelley Merlo-Orzel Ext. 5015

SUBJECT: Road World Cycling Championships/Evaluation of Tim Hortons Road

National Championships (CM03014(a) - (Wards 1, 2, 3, 7, 8 & 12)

RECOMMENDATION:

a) That the temporary road closures for the Road World Cycling Championships

attached to this report as Appendix “A” entitled “Street Inventory” be permitted for the following occasions:

i) from 9:00 a.m. until 1:00 p.m. on Monday October 6, 2003; and i) from 10:00 a.m. until 5:00 p.m. on Tuesday October 7, 2003; and ii) from 10:30 a.m. until 5:00 p.m. on Wednesday October 8, 2003; and iii) from 9:30 a.m. until 5:00 p.m. on Thursday October 9, 2003; and iv) from 8:00 a.m. until 5:45 p.m. on Friday October 10, 2003; and v) from 8:00 a.m. until 5:30 p.m. on Saturday October 11, 2003; and vi) from 8:00 a.m. until 4:45 p.m. on Sunday October 12, 2003.

b) That approval for temporary closures as per recommendation (a) of this report, be

subject to the following conditions and adherence to the City Enabling/Legal Agreement with Hamilton 2003 Cycling Championships Organization:

c) That a residential parking plan be adopted within the defined boundaries as shown

on Appendix “P” attached to this report and; d) That “permit parking” restrictions be in effect where parking is allowed on streets

within the defined boundaries during World Cycling Championships through the

SUBJECT: Road World Cycling Championships/Evaluation of Tim Hortons Road National Championships (CM03014(a) - (Wards 1, 2, 3, 7, 8 & 12)

of 17 erection of temporary signs; and that the City Parking By-law 218-01 be amended accordingly; and

e) That “special event parking permits” be issued to area residents in accordance with

the criteria outlined in Appendix “B”. f) That the Alcohol and Gaming Commission of Ontario (AGCO) be advised that the

City of Hamilton is aware of the application by the Hamilton 2003 Cycling Championship Corporation and the Compass Group to serve alcohol during the Road World Cycling Championships from October 6-12, 2003 inclusive, on the grounds of Commonwealth Square, Southam Park (top of Claremont Access), and City Hall car park 40 (lower parking lot of city hall), and that the City deems this a significant event of International significance and has no objection to the AGCO issuance of the appropriate liquor licence for the above mentioned locations.

g) That a protocol for closing/opening the roads prior and post event be established

with Hamilton 2003 Cycling Championship organization the final decision to rest with the City Manager and/or his delegate.

Bob Robertson, City Manager

EXECUTIVE SUMMARY: The Tim Horton Road National Championships took place June 27-29, 2003. This event was the precursor to the World Cycling Championships, scheduled for Hamilton, October 6-12, 2003. The Canadian championships were not expected to draw a large number of spectators, but it is now estimated that 10,000 spectators watched the event from various locations around the race course. The event used the same courses as the Worlds, and required full closures of the race routes for extended periods each day. The Canadian event was compressed into three days, with only two requiring extensive road closures (while the World championships will take a full week). Nonetheless, the event provided an excellent opportunity to review all procedures and plans within the limited timeframe. The Canadian event provided City staff an opportunity to test the traffic and parking mitigation measures and issues and the alternate plans for revised delivery of emergency services and routine civic services, before being on the world stage in October. Numerous road closures were implemented. This was in order to assist the Hamilton 2003 Cycling Championships (HCC) in its responsibility to ensure the safety of the cyclists and the public and to ensure the event is undertaken and completed in a manner that is acceptable to the International Cycling Union (UCI, Union Cycliste Internationale),


of 17 Canadian Cycling Association (CCA), City Council, City staff and the residents of Hamilton. Similar road closures will be required for the World Championships, with no crossing of the course allowed by vehicles, (except Emergency Services during the events). Representatives from UCI were in Hamilton during the National Championships and made their observations and recommendations to HCC that have been forwarded to City staff for review and discussion. In order to assist residents and minimize the implications on neighbourhood parking, the parking plan proposed in this report is similar to that at the National Championships. Knowledge gained from the Tim Hortons Road National Championships has identified the need to ”fine tune” the “Residential Parking Plan”. This proposed parking plan will also include the creation and implementation of approximately 1000 new temporary parking spaces on city streets within the special event parking zone. In the previous report, CM03014 Canadian Cycling Championships, General Managers of the Public Works, Public Health and Community Services and Planning Departments or the appropriate designates, were given delegated authority to implement new regulations or revise existing municipal regulations as required to facilitate World Cycling Championships. This will allow for last minute changes which will be required to implement the traffic and parking plans. BACKGROUND Recent History: August 2001 CM01005- Council approval of the race routes for both National and

World Championships December 2001 CS01103-Approval of Quality Assurance Position for World Events April 2002 CSO1103 (a)- Cycling Update, approval of World Cycling Council

Liaison Committee, approval of Canadian Cycling Championship event for June 2003

June 2002 CSO2028 (a)- Interim Landscape Enhancements July 2002 David Braley provided Council with an HCC Activity Update September 2002 CSO11036/TOE02174- Traffic and Access Issues November 2002 FCS02115- Election Sign By-law February 2003 Neil Lumsden provided cycling update - meeting continued in camera April 2003 CM03014 - Canadian Cycling Championships Road Closures Tim Hortons National Championship Debriefing: Since the last report, HCC together with City staff and affected Ward Councillors held a debriefing of the Tim Horton Road National Championships. Items observed were:

Re-routing of traffic; and Re-routing/scheduling of transit


of 17 Emergency services operations; and Race course operations and schedule; and Implementation of revised parking plan; and Volunteer resources/scheduling Pedestrian crossings Revised civic services On July 5th, 2003 The Championships were aired on CBC television with the Womens’ and Mens’ road race. Traffic Planning The most significant operational difference between the Canadian and the World Cycling Championships is that Main Street West will be closed between Bay Street and James Street for the entire week of October 6, 2003. At the National event, Main Street West was only closed one hour before the race. This may result in a higher level of traffic congestion for traffic entering the downtown core from the west, but will depend on the degree to which the public adjust their travel patterns during race week. Additionally, another significant difference is the need to provide a shuttle service for spectators from designated parking lots throughout the City to the race stadium area. This aspect has yet to be finalized as it is the responsibility of the HCC. The traffic issues for the World Cycling race are being managed at three levels. The first level is the race course proper, plus streets within one block of the race route. This is now being referred to as “the stadium”. The prime concern in this area is ensuring the safety of cyclists and spectators, and all aspects of traffic control within this area are being managed by the technical race group within HCC. The course is inspected and released, through a formal sign-off process, to the race organizers by City staff and Hamilton Police services prior to each race. The second level is traffic approaching the race course. The key element is to reroute and detour traffic at logical points, and to maintain traffic flows on some roads and intersections, by sharing the route with the race course. Responsibility for setting up the closures is held by the operations group of HCC, while most closure points are administered by a combination of police and volunteers. The re-routing and traffic detour plans that were implemented for the Canadian Cycling Championships are being evaluated by the HCC’s consultant, Marshall Macklin Monaghan, City of Hamilton and Hamilton Police staff. Discussions are also on-going with the Ministry of Transportation as to the need and possibilities of closing one or more freeway ramps. The present position is that the ramps may be closed, but only as demand and safety needs dictate based on “real-time” conditions. The third level is advanced detour warning signs. The signs and signing plan which was developed by City staff will be updated to reflect new information before the Worlds. In order to assist HCC in its responsibility to ensure the safety of the cyclists and the public and to ensure the event is undertaken and completed in a manner that is acceptable to UCI, City Council, City staff and the residents of Hamilton, complete closure of the race course will have to be implemented. This means no vehicular traffic (with the exception of


of 17 emergency vehicles) will be allowed along, or across, any of the race routes from one hour before the start of competition to one hour after. Data gathered during the National event showed that general traffic flows were lighter than usual, (30% less overall, with an even greater decrease during the morning rush hour). This was due to the increased public awareness of the event and the school year being completed, as well as the July 1st holiday on the following Tuesday. Similarly, it is anticipated that traffic flows will be lighter during World Cycling Championships. This is due to the continuing communication and the school closings during the week of October 6, 2003. Additionally, Main Street will be impacted a number of days prior to the event and overnight for preparations. The worst traffic congestion will be experienced on eastbound Main Street, from Highway 403 and on York Boulevard, from the 403 to James Street as the only eastbound alternative to Main Street. The other area of significant congestion will be crossing the Escarpment as all four central escarpment crossings again will be closed for the races, rerouting traffic primarily to the Sherman Cut/Access system and the Kenilworth Access. Transit: The HSR will be implementing detours on many of its routes during the race times. Additional buses will be used to supplement the regular routes as it is anticipated that there will be lengthy delays due to the road closures and resultant traffic congestion. Additionally, the HSR will be operating shuttle routes within the race course areas to shuttle passengers to the nearest pedestrian crossing point where they can transfer to a regular route. The cost of these supplemental services estimated to be $50,000.00, are unbudgeted and will be recovered from the HCC expense fund. During the Nationals, the HSR service operated on-time and carried the same number of passengers as previous weekends. Three shuttle buses were used, however usage was relatively low. City Services: City staff are working on plans to deliver services with minimum of disruption, recognizing that areas in or near the racecourse will not be accessible for significant time periods during the events. City staff have been notified of the alternate plans for municipal services and IT requirements during the cycling week. A Communication Plan is being delivered to ensure the public is aware of how Civic Services will be delivered. Access to City Hall proper will be affected as it is within the start/finish line area and extensive equipment set up will begin the week of September 15th with anticipated tear down October 13th week. Access to the front doors of City Hall may be restricted depending on the equipment set up and security. Access to City Hall will be maintained by the back and west side doors during the work week. HCC is constructing a pedestrian bridge to cross Main Street at Bay Street (Board of Ed to City Hall). HCC will also provide


of 17 handicapped assistance at this crossing point. Access to the start/finish line area (City Hall forecourt) may require HCC accreditation. Parking: Residential Parking: There is an obvious need for a comprehensive parking strategy to deal with the residential parking demands associated with the 2003 World Cycling Championships. With experience gained from the Tim Hortons National Championships, Parking and Enforcement Operations has formulated a revised comprehensive Special Event Parking Plan which attempts to address parking concerns of the residents living within the race zone closure and within close proximity to the race route. This plan attempts to accomplish two main objectives; a) to minimize infiltration of spectator parking within the area neighbourhoods, and, b) to provide additional parking for residents who live within the race zone. A review of the original “Residential Parking Plan” that was implemented for the Tim Hortons National Championships concluded that overall the plan worked well. However, based on comments and concerns from residents and City Councillors, several detailed improvements will be implemented for the World Championships in October. This includes, improved signing, communications, public relations and increased enforcement. Due to the number of days the World Cycling Event will impact local residents, the revised plan will include the implementation of approximately 1000 new, temporary parking spaces within the “Special Event Parking Zone”. Again, it is anticipated that there will be significant complaints and concerns because of the disruption to a “quality of life” issue for many residents living within close proximity of the event. The ability to park close to their residence will be severely limited and in some cases, impossible. The lack of access to some neighbourhoods will result in some residents parking many blocks from their residence. Thus, accommodating the residential parking demands is again anticipated as being the most challenging, problematic and controversial of all of the parking issues related to this event. Addressing the noted issues will help alleviate and reduce the impact on area residents. Off-Street Parking Requirements: During the course of planning for the Cycling Championships it was determined that several municipal carparks are required by the HCC to accommodate parking needs for volunteers, VIP’s, competitors, media etc. relative to the World Cycling Event in October. There were no requirements for the Canadian Championships in June. Through negotiation staff have committed use of three municipal carparks; Convention Centre Parking Garage, Carpark 80 (King & Bay) and City Hall (lower deck). Both the Convention Centre Parking Garage and Carpark 80 (King & Bay) will be partially used by the HCC. The requested parking spaces will allow the remainder of each lot to be


of 17 used by monthly parking permits holders. Both of these facilities will not be available to the general public during the weeklong event. The combination of parking for the HCC and monthly parkers will fill the facilities. The value of parking requested equates to approximately $22,000 for the Convention Centre Parking Garage and approximately $7500 for Carpark 80 (King & Bay). Staff has committed to these parking arrangements but the HCC have not committed to reimbursement for lost revenues at these facilities. Carpark 40 (City Hall), on the lower level will not be available for either staff or the public. The HCC have requested use of the lower level parking lot for a trade show. This occupation of the lot will be for the period of October 4th to October 13th inclusive. The lost revenues in this carpark are expected to be approximately $9500. Again, there has been no commitment on behalf of the HCC to reimburse for lost revenues. Due to the location of the race route and the closure of the race zone, there is a need to “bag” approximately 200 parking meters, which will be undertaken by staff. The estimated lost revenue relating to this action is $13,000. It is the intention of staff to invoice the HCC this amount in accordance with current practice. In conclusion, the demand for parking by the HCC has been totally accommodated by staff. While it has resulted in the loss of staff parking at City Hall, the remainder of monthly permit holders in the two remaining facilities will retain their parking privileges. Three municipal carparks will not be available for public use, including spectators of this event. The total costs associated with parking for this event is approximately $52,000, which has not been committed to by the HCC. Public Health and Community Services: The applicant has requested approval to host a beer garden at City Hall, lower parking lot for the general public together with a bicycle tradeshow during the cycling week. In addition to this, VIP/Corporate hospitality areas are planned for Commonwealth Square (across from City Hall- 80 Main Street W) and Southam Park (top of Claremont Access). The Compass Group - Catering Company, from Mississauga, has been contracted to provide catering and concession services for the HCC. As a component of the World Cycling sporting event a festival component compliments the sporting activity. Attached for Council reference, (Appendix C), is the proposed festival schedule for the cycling week. The Public Health and Community Services Department have a number of mandatory services that will require planning and co-ordination to meet the service requirements as outlined in the Ministry of Health and Long Term Care Mandatory Program Guidelines. The following outlines the expected changes to services within the department. The Health Protection Branch will defer routine inspections of food premises, tobacco legislation surveillance and enforcement and will focus on food vending and sanitation issues during the event.


of 17 An increase of public inspectors may be required for activities related to these events. Family physicians will be informed to expect an alternation in vaccine delivery. Parent and Child Branch in collaboration with the Childcare Community has developed a Planning committee to examine the impact of the race and develop recommendations to provide childcare services both within and outside of the race area. Approximately 1090 children will be impacted within the race area. There will be a decrease in services to the Healthy Babies, Healthy Child and Blended & Family Home Visits as well as the Postpartum & Breastfeeding program. Alternative hours of service delivery will be provided ensuring that services are delivered to high need families after the race. Day-care services for approximately 1090 children will be impacted within the Parent Child Branch. The Benefit and Eligibility program will inform all clients that access to the Ontario Works Participants Verification Program will be altered as a result of the altered Hamilton Street Railway schedule and reduced access to 31 King St. E. The Healthy Lifestyles & Youth Branch will suspend all school activities including dental screening. All clinical services will be provided although with the altered Hamilton Street Railway schedule a decline in clients is expected. Economic Impact Analysis As provided by Hamilton Cycling Championship Corporation outline the following: The Road Word Cycling Championships will occur between Monday October 6, 2003 and Sunday October 12, 2003. Projections for the World Cycling Championships include:

i) 750 athletes from 50 countries; and ii) 800 + media to cover the 6 day event world-wide; and iii) 20,000 spectators from Europe and USA expected to visit Hamilton iv) 200,000+ estimated regional spectators to attend the 6 day event v) 2,000-3,000 volunteers required to host the event; and vi) Third most watched sport event after Olympic and World Cup Soccer - 500

million television viewers worldwide. The economic impact of the World Cycling Championships is anticipated to be significant both to the province of Ontario and the region of Hamilton. The analysis estimates that these championships will produce a total expenditure impact of $56,711,200: this is the equivalent of 1,350 full time persons years of employment in the Hamilton region.


of 17 The marketing of the City of Hamilton estimated worth of 5 million dollars includes: The 5 million dollars equates to $500,000 from the outdoor billboard campgain, 3.5 million dollars from television, $500,000 from radio and $500,000 from bus shelters. Website titled - Hamilton 2003 receives 2500 hits per day Hamilton 2003 naming rights – all printed material distributed locally, regionally,

nationally and internationally gives Hamilton overwhelming exposure. Television spots currently airing on CanWest Global nation-wide, CTV, TSN, and the

Score. To expand to CBC/RDS and SportsNet beginning May 2003. Video produced by CH Television for Zolder 2003 Road World Cycling Championship

gives significant exposure to the City of Hamilton. Video was viewed by 500 guests during official presentation and continues to be shown in marketing presentations.

CBC Television will provide 15 hours of national television coverage during the week of October 6-12, 2003 (7 hours live on Saturday and Sunday)

Cycling Media- continual promotion through editorial content in several prominent cycling publications including Cycling News, VeloNews, VeloMag, Pedal Magazine and Canadian Cyclist.

Outdoor bus shelter/billboard campaign to start in May 2003 in all major Canadian cities.

Radio coverage will mirror the current television ad campaign with networks all across Canada to carry Hamilton 2003 PSAs.

Canada Post has confirmed a postage stamp (48 cents) for the Event stamp will be available for purchase early September and sold in booklets of 8 (pictures 2 cyclists in motion on steel grey background with the word "Hamilton" on stamp itself). Cover of booklet also promo's the logo and Hamilton to be sold in 7,000 Canada Post outlets in Canada. Discussion is still ongoing about a potential 'unveiling' prior to September 2003.

Sport Tourism Economic Assessment Tool (STEAM) – The 2003 World Road Cycling Championships will be analyzed using this new methodology to provide an assessment of the economic benefit of this event to the region. Tourism Hamilton Large Event Strategy:

The Board of Directors of Tourism Hamilton has struck a subcommittee to engage local industry to participate and benefit large events including Road World Cycling Championship. As part of Tourism Hamilton’s Business Plan, a Tourism Summit was held on Wednesday March 26, 2003. The theme of the one-day Summit was, “When a large event comes to your city – what does it mean for your community; and, how can tourism businesses and organizations, participate in, and benefit from the events?” Guest speakers who addressed this question included Vicki Rosin from the 2002 Manchester Commonwealth Games,


of 17 David Baxter and a Sport Tourism panel, which included a representative from the Road World Cycling Event. On Wednesday, September 17, 2003, Tourism Hamilton will be hosting a Fall Tourism Summit. Delegates will develop a better understanding of how to ensure their customer service standards are being met, as the city prepares for the increased visitor traffic at the Road World Cycling Championships, and beyond. Tourism Hamilton continues to provide pre-event services as needed by event organizers, participants and visitors. Tourism Hamilton is producing a “Tourism Hamilton Large Event Manual” to provide tourism industry partners with a resource tool, to maximize business opportunities in conjunction with events such as, the Road World Cycling Event in partnership with Tourism Hamilton. The manual will outline Tourism Hamilton’s pre-event marketing activities and visitor services marketing programs. Tourism Hamilton’s 2003 Road World Cycling Championship visitor services include:

• Tourism Hamilton involved in a partnership program with Steve Bauer Bike Tours

Inc. (the official Road World Cycling Championship tour operator)

• Downtown Tourism Hamilton Visitor Information Centre will be open the entire week and weekend with appropriate extended hours;

• Temporary Visitor Centres will be positioned at strategic locations around the

course– partner brochures in the quantity of 5,000 – 10,000 will be distributed).

• Tourism Ambassador Event Program established to provide effective and efficient customer service.

Tourism Hamilton Large Event Manual will include the following components to assist tourism industry partners maximize business opportunities:

• Coupons/Vouchers – industry stakeholders such as attractions, restaurants, attractions, retail could develop special coupons that will be distributed to visitors.

• Event Pageantry – encourage restaurants and businesses to theme their storefront

and windows to welcome visitors and encourage them into their establishments.

• Assist in the creation of programs, promotions, special events at attractions, restaurants, retail shops, shopping districts, offering incentives such as 10% off with ticket stubs,

• 2 for 1 admission, etc. to drive traffic to their establishment.

• Assist in the development of a special shopping flyer/brochure to list unique products

to buy and Hamilton/Canadiana souvenirs.


of 17

• Assist in the development and creation of appropriate Hamilton souvenir for visitors.

• Promote Walking Tour and/or Biking Tour Guides of Hamilton – build package geared to visitor.

National Cycling Championship Communication Media: Corporate Communications and HCC hosted a media briefing on road closures and detours on June 24. Corporate Communications sent Public Service Announcements to all local broadcast media just after midnight of each day of the races detailing road closure and information for residents for that day’s event. CH TV broadcasted all its news shows (including CH Morning Live and CH Talk Live) live from City Hall on Friday, June 27. Media coverage was accurate, complete and very favourable. On the Friday and Sunday race days, media were provided with road closure and opening e-mail bulletins as they happened and update bulletins every hour in between. All local media were grateful for the timeliness, quantity and quality of the information and interviews provided by City staff. Resident communication: The City relied heavily on free media (as outlined above) to reach Hamilton residents with municipal services information and bulletins the week prior to and during the races. In the months and weeks leading up to the event the three primary communication vehicles for resident information on municipal services were City Connections, the City Web site and the Customer Contact Centre. The “2003 National Cycling Championships – Information for Hamilton Residents” Web pages on the City’s Web site received more than 56,500 hits from May 1 to June 30. We received more than 200 e-mails from the Web site ([email protected]), each personally answered by City staff or HCC staff. Our Web site was extremely well received by users and was well publicized by local media. The Customer Contact Centre offered extended hours on the Friday and Sunday of the races. Staff handled approximately 1,500 calls with the majority received on the Friday. The calls were categorized as relating to parking (some residents in multi-residential buildings did not receive permit, violation complaints, clearer information requested), information (want clearer maps, confusion over the meaning of "shared roadway," residents didn't believe vehicles couldn't get out of race zone during road closure times), traffic (limited detour information, delay reopening roads) and suggestions for Worlds (need better waste management, sign the pedestrian crossings, more pedestrian crossings). The Customer Contact Centre staff were excellent ambassadors for the City, addressing residents' concerns and issues with professionalism and diplomacy. Eight issues of “Cycling Courier” in City Connections were published culminating in a comprehensive two-page overview of municipal services affected by the race.

mailto:[email protected]


of 17 World Cycling Communications: Event communication (race schedules, festivals information, educational opportunities, spectator and participant parking, road closures and traffic detours) to Hamilton residents and businesses has been planned and implemented by the Community Relations staff of the Organizing Committee (HCC) in consultation with the City’s Corporate Communications Division and the World Events Manager. Tactics include brochures (delivered to all residents and businesses in the Race Zone and periphery), four Town Hall meetings (March 4 meeting televised live on Cable 14), monthly one hour show televised on Cable 14, regular media appearances by Hamilton 2003 and City staff, stakeholder meetings, news releases and information on the Hamilton 2003 Web site (www.hamilton2003.com). Municipal communications strategies and tactics (communication to Hamilton residents on cycling event-precipitated changes, deletions and additions to municipal services) will be planned and implemented by the City’s Corporate Communications Division and the World Events Manager. Municipal communications will be co-ordinated with HCC communications and community relations initiatives for consistent, efficacious communication to Hamilton taxpayers. The primary tactics include a weekly column in City Connections leading up to the races starting August 6, Web pages on the City’s Web site dedicated to information for Hamilton residents (www.hamilton.ca), Customer Contact Centre training, Ward/neighbourhood newsletter submissions, resident Special Event parking information mail drop to Race Zone residents, news releases, public service announcements, media appearances/interviews, and paid advertising (if budget permits). Policing: Staffing and resource deployment for the World Championship will require additional personnel and equipment, with slight modifications at key intersections. Therefore, the numbers captured below are a true reflection of staffing deployment, resource deployment and equipment costs. A debriefing of the Canadian Cycling Championship was conducted. This review resulted in a discussion of the road opening procedure at the conclusion of the race as well as a review of the uses of John Street and the Jolley Cut. Traffic direction, external to the race stadium, including essential service, emergency crossings and additional pedestrian crossing points will be reviewed. Aerial reconnaissance photographs at 8:30 a.m. Friday 27th June 2003 showed no traffic backlogs. For the Worlds Cycling Championship, traffic coming from Highway #403 onto Main Street will be re-directed to York Boulevard, thereby allowing motor vehicle access easterly into Hamilton. As a result, of the recent debriefings uniformed personnel will continue to staff thirty-one intersections. Additional thirty officers will be designated for crowd control, including VIP and Internationally Protected Persons (IPP's) security. There will be an additional focus on greater security in and around high pedestrian areas such as the start/finish line in front of City Hall. A range of twenty-four to thirty motorcycles will be


of 17 deployed for the short and long time trials. Additional motorcycles will be designated specifically to control traffic external to the race stadium. Within the race zone, three designated Emergency Pods will continue to provide rapid response by Fire, Police and EMS personnel. These emergency service providers will respond to calls for service within the three designated race zones. It is anticipated that support from surrounding police services, as well as polices auxiliary members, will offset the need for additional officers. As many as eight hundred and fifty officers (excluding auxiliaries) are required to staff the seven day event of the World Cycling Championship. Cycling Operation Centre The Cycling Operation Centre (COC), consisting of City Manager, Police, Fire, EMS, Special Events, Public Works, Public Health and Community Service, Traffic, Parking, Legal & Risk Management, HSR, Communications and Ambulance Dispatch, proved to be a successful cohesive team. The COC was located at the Hamilton Hydro Building, which provided a safe and secure base of operations. A micro dish, closed circuit television (CCTV) network, received transmitted digital images from the start/finish line, which were beamed into the COC. This mechanism proved useful and the addition of CBC live feed monitors to support the CCTV will be required during the World Championship. Hamilton Emergency Services: Fire Services- Resource Directory All full time stations staffed as per usual Additional resources inside Race Course/Stadium 1 dedicated Fire Dispatcher I Mangers in COCC I Manager in-field 1 Squad & 3 Staffed Pumpers were the apparatus inside PODS (Pumpers - 4 Fire Fighters, each Squad 3 Fire Fighters) 1 Reconnaissance Officer Fire Responses -Nationals June 27 -29 Fire were dispatched and responded to a total of 10 emergency calls inside the race Pods In addition fire s interacted and staff face to face with many spectators during the race. CALLS 6 in Pod A ( downtown core) 2 in Pod B ( West 5 th)


of 17 2 in Pod C ( Chedmac) 0 in Pod F ( Wellington/Main) Improvements for October During time trials it is more difficult to access race course at crossing points thus we'll need a good communications strategy to co-ordinate with Race Marshals when crossing at theses points and entering in or out of the PODS. Need a method of confirming barriers placements prior to commencing race each day. We cannot endorse starting the race until confirmations of all barriers are in place as per "plan". EMS: EMS response time during the races averaged 3.4 minutes when normally it is 6 minute average. The estimates of resources are based on shared roads. Response limitations increase if there is less access than what was available during the Canadians. CALLS Friday June 27- 14 patients of which 10 transported (1 racer practicing/car) Saturday June 28- 3 patients of which 3 transported (3 racers) Sunday June 29 – 5 patients of which 4 transported (2 racers) October Challenges Staffing eight (8) consecutive days Traffic flow to hospitals Sufficient Advanced Care Paramedics & Food and Water in PODS for staff October Improvements Enhanced Radio Communications and use of Tactical Cannel Same Radios as Race Committee Advance information on Medical Team interface POD and other Added Units in COC Control More Paramedic and Ambulance CO advance Updates Improved COC Event Documentation Seek Separate Pod Street Listing Legal/Risk Management: As a result of the city staffs debriefing several areas of concern were noted Risk Management Services recommends the following:


of 17 Claims Protocol: HCC shall develop a Claims Protocol for the handling and processing of claims arising out of the event that is acceptable to the City's Manager of Risk Management Services. Course Inspection, Handover and Start Protocol: HCC shall develop a protocol with the City that provides for inspection processes of the course, remedial changes that may be required on the course, authority of HCC and City staff, acceptance of the course by HCC and race starting procedure. HCC shall provide to the City copies of any Agreements with CCA and/or copies of any agreements with UCI or between any of the parties. This is necessary to ensure that all course requirements that are expected by any of the entities have been met. HCC, CCA and UCI shall provide a list of senior race officials to the City with their authority levels and make these individuals available to City staff as required.

ANALYSIS OF ALTERNATIVES: The alternative is to not proceed with the cycling event. This would lead to negative consequences impacting the City’s image and potentially have legal and financial ramifications. FINANCIAL/STAFFING/LEGAL IMPLICATIONS:

Project ID that has been established in the City Manager’s office to track all municipal expenses related to both cycling events. It is anticipated that the city will recover $550,000.00 (including $200,000.00 sponsorship not given to HCC) for incremental event costs related to fire, police, ambulance and traffic.

The expected revenue loses at parking meters and carparks are expected to be in the order of $50,000.00 to $55,000.00. Implementation of the described Residential Parking Plan will result in expenditures in order of $30,000.00 to $35,000.00.

The original projected cost for policing was $150,000. These costs did not include any overtime (1.5 hour), but only reflected costs for equipment rentals, vehicles, portable radios, battery, battery chargers, food, and additional equipment required on the race theatre and intersections along arterial roadways in and throughout Hamilton. If we were to calculate the costs of officer’s wages it could reach $397,500. Alternatives to ensure safety and security are being explored.


of 17 The cost associated with detour signing, plus implementing and removing two-way operation on John Street for both races, is now estimated at $100,000.00.

The cost associated with the revised services for the Hamilton Street Railway will be approximately $50,000.

It is estimated that the HCC operational budget is $14M. Based on current information supplied to the City, total incremental costs are estimated at $850,000. The City has provided additional in-kind costs that will be tracked. These costs would be similar in nature to assistance provided to other major events.

POLICIES AFFECTING PROPOSAL:

Special event guidelines will be adhered to. CONSULTATION WITH RELEVANT DEPARTMENTS/AGENCIES: There is a core staff team comprised of various city departments that meets bi-weekly to discuss and plan the method of delivering municipal services during the cycling events. A Civic Operation Centre comprised of city dept staff was set up in the Hamilton Hydro building during the Canadians and is anticipated for the World event. Meetings have taken place with all departments regarding the delivery of municipal services.

CITY STRATEGIC COMMITMENT:

The City's commitment is to provide the best possible venue for the Canadian and World Cycling events this year. To maximize community and economic benefits to safeguard the city's best interests and to minimize as best as possible the impacts to citizens. The successful implementation of these events will have economic benefits with respect to the image of the City tourism and hospitality industry. Social benefits include the promotion of volunteerism and the focus on cycling as a means of improving health and fitness.


of 17 Cultural benefits include the promotion of athletic, cultural and artistic initiatives and the enhanced appreciation for and understanding of the Canadian identity.

Appendix “A” to CM03014(a)

6/Oct 7/Oct 8/Oct 10/Oct 11/Oct 12/OctMonday Tuesday Wednesday Friday Saturday SundayTraining Time Trials Time Trials Training Time Trials Road Race Road Race Road Race

10am-12pm 11am-4pm 11am-4pm 10am-12pm 12pm-4pm 9am-5pm 9am-5pm 9am-4pmMain - James to Bay - 24hr Closed Closed Closed Closed Closed Closed Closed ClosedMain - James to Queen Closed Closed Closed Closed Closed Closed Closed ClosedMain & Queen NW Quad NW Quad NW Quad NW Quad NW Quad NW Quad NW Quad NW QuadQueen - Main to Amelia Closed Closed Closed Closed Closed Closed Closed ClosedBeckett - Amelia to Auchmar Closed Closed Closed Closed Closed Closed Closed ClosedGarth - Auchmar to Fennell/Scenic Closed Closed Closed Closed Closed Closed Closed ClosedGarth & Fennell/Scenic SE Quad SE Quad SE Quad Shared SE Quad SW Quad SW Quad SW QuadScenic - Garth to Lavendar Closed Closed Closed ClosedScenic - Lavendar to Mohawk Shared Shared Shared SharedScenic & Mohawk Shared Shared Shared SharedMohawk - Scenic to Garth Shared Shared Shared SharedMohawk & Garth Shared Shared Shared SharedGarth - Mohawk to Fennell Shared Shared Shared SharedGarth & Fennell/Scenic SE Quad SE Quad SE Quad SE QuadFennell - Garth to West 5th Shared Shared Shared Shared Shared Closed Closed ClosedFennell & West 5th SharedWest 5th - Fennell to Gateview SharedFennell - West 5th to Upper James Shared Shared Shared Shared Closed Closed ClosedFennel & Upper James Shared Shared Shared Shared SE Quad SE Quad SE QuadUpper James - Fennell to Rosedene Shared Shared Shared Shared Closed Closed ClosedUpper James - Rosedene to Claremont Closed Closed Closed Closed Closed Closed ClosedClaremont - Upper James to Victoria Closed Closed Closed Closed Closed Closed ClosedVictoria - Claremont to Main Closed Closed Closed Closed Closed Closed ClosedVictoria & Main NE Quad NE Quad NE Quad NE Quad NE Quad NE Quad NE QuadMain - Victoria to Wellington Closed Closed Closed Closed Closed Closed ClosedMain & Wellington NW Quad NW Quad NW Quad NW Quad NW Quad NW Quad NW QuadWellington - Main to Claremont Closed Closed Closed Closed Closed Closed ClosedClaremont - Wellington to Claremont Access Road Closed Closed Closed Closed Closed Closed ClosedClaremont Access Road - Claremont to West 5th Closed Closed Closed Closed Closed Closed ClosedWest 5th - Gateview to James Mtn. Closed Closed Closed Closed Closed Closed Closed ClosedJames Mtn - West 5th to Inglewood Closed Closed Closed Closed Closed Closed Closed ClosedJames - Inglewood to St. Josephs Closed Closed Closed Closed Closed Closed Closed ClosedJames - St. Josephs to Hunter Shared Shared Shared Shared Shared Shared Shared SharedJames - Hunter to Main Closed Closed Closed Closed Closed Closed Closed Closed

Street Segment or IntersectionWorlds

9/OctThursday

In addition to the street segments listed in the above chart (the “Stadium”) any and all City roads that intersect with the Stadium shall be temporarily closed for a distance of one-block from the Stadium for the same time periods that the Stadium is closed. Where the term “Quad” is indicated, vehicular access is allowed to that area only. As an example, the intersection of Main Street and Queen Street the northwest quadrant will be open to vehicular traffic while the southeast quadrant is closed to vehicular traffic. Where the term “Shared” is indicated, both vehicular and cyclist traffic will utilize a designated portion of the roadway. Consequently the section of road will not be closed to vehicular traffic. For the World Championships the road closures will occur one hour prior to the first race time. Conversely the roads will open one hour after the completion of the last race each day. During the World Championships, Main Street between Bay Street and James Street will be closed for twenty-four hours from Monday October 6, 2003 until Sunday October 12, 2003.

Appendix “B” to Report CM03014(a)

Special Event Parking Permit

That Special Event Parking Permits be issued to area residents in accordance with the following criteria:

i) Parking permits will be issued for this event. The permit will be different from the Tim Horton’s National Championship Event Permit.

ii) One “Special Event Parking Permit” will be issued to each residential unit (including apartment buildings) within the closed area referred to as “Race Zone” in Appendix “P”..

iii) One “Special Event Parking Permit” will be issued to each one, two and three family dwelling unit within the area referred to in Appendix “P”, as the “Perimeter Parking Zone”.

iv) Special Event Parking Permits will be mailed in advance of this event. The permits will allow residents to park in all legal areas within the defined boundary. Spectator parking will again not be permitted.

v) Additional “Special Event Parking Permits” may be requested at the Parking & Enforcement Operations Office at 80 Main Street West (at Summers Lane). Permits will be issued only to persons residing in this defined area. A second permit will be issued upon request while additional permits must be substantiated by proof of registration of the vehicle within the defined boundaries.

vi) “Special Event Parking Permits” will be issued to persons living outside the race zone or perimeter parking zone only with justification and with advance notice (two weeks prior to event). These requests can be made through the Parking & Enforcement Operations Office and will only be considered because of a major personal event.

vii) “Special Event Parking Permits” will not be issued to businesses and/or their employees. Concerns about parking by area businesses will be addressed on an individual basis by Parking and Enforcement Operations, in consultation with the Ward Councillor.

viii) “Special Event Parking By Permit Only” signs will be placed at each roadway entrance to the defined boundary area to inform motorists that they are entering the special event parking area.

ix) All special event parking signs will be displayed at least 12 hours prior to the scheduled start of each event in order to

allow motorists to either obtain a permit (if they have not already done so) or to make alternate parking arrangements.

x) An additional 1000 temporary parking spaces will be created within the defined parking area to supplement the current parking supply

xi) Parking will be prohibited on roadways designated as Emergency or Essential Service accesses.

xii) All parking meters on detour roads and on the racecourse and within the “Race Zone” will be bagged to ensure that the public are not “trapped” within the race zone.

xiii) Parking Control Officers will be assigned to patrol the area during the event. Parking Control Officers will provide strict enforcement in critical areas, but will be given a wider range of discretion and a public relations mandate in other areas.

xiv) Towing of illegally parked vehicles will be undertaken on the race route and at Emergency and Essential Services crossings at all times;

xv) Extended business hours will be available on at the Parking & Enforcement Operations Office at 80 Main Street West (at Summers Lane) for residents to obtain “Special Event Parking Permits” who cannot attend during normal business hours.

World Cycling Festival

October 5 – 12, 2003

Sunday

October 5 Monday

Oct 6 Tuesday

Oct 7 Wednesday October 8

Thursday October 9

Friday October 10

Saturday October 11

Sunday October 12

8am – 5pm Bike Rally 7pm-10pm – Official Opening Ceremonies, Copps Coliseum

Chamber of Commerce Kick Off Dinner

12pm – 9pm – Rooftop Festival, Jackson Square (H&RAC Artisans’ Market & Outdoor Music Festival) (tentative) 6pm-11pm New proposed event – Lobsterfest

10am – 8pm – Aboriginal Festival, Bayfront Park 12pm – 9pm – Rooftop Festival, Jackson Square (H&RAC Artisans’ Market & Outdoor Music Festival) TBD–Hess Village Spin Class (tentative) 6pm Verona Dinner (by invitation only)

10am – 8pm – Aboriginal Festival, Bayfront Park 10am – 6pm – Mohawk in Motion Bike Camp & Family Zone, Fennell Campus 12pm – 9pm – Rooftop Festival, Jackson Square (H&RAC Artisans’ Market & Outdoor Music Festival) 4pm – 11pm – Rib Row, Ferguson Station & Street, Downtown BIA/Int’l Village 5pm-7:00pm Public Partner Reception (Hamilton Convention Centre – by invitation only) 6:30 – 11:30 – Official Gala Dinner, Hamilton Convention Centre (dinner starts at 7:30) 7:30 – 10:00pm – H&RAC Inuit Throat Singers & Native Dancers Performance, Theatre Aquarius

10am – 8pm – Aboriginal Festival, Bayfront Park 10am – 6pm – Mohawk in Motion Bike Camp & Family Zone, Fennell Campus 12pm – 9pm – Rooftop Festival, Jackson Square (H&RAC Artisans’ Market & Outdoor Music Festival) 12pm – 11pm – Rib Row, Ferguson Station & Street, Downtown BIA/Int’l Village 7:30pm – Special Entertainer? (tentative)

10am – 6pm – Aboriginal Festival, Bayfront Park 10am – 6pm – Mohawk in Motion Bike Camp & Family Zone, Fennell Campus 12pm – 5pm – Rooftop Festival, Jackson Square (H&RAC Artisans’ Market & Outdoor Music Festival) 12pm – 11pm – Rib Row, Ferguson Station & Street, Downtown BIA/Int’l Village

Note: Wednesday, September 24, 9am – 5pm – United Way “Gear up for World Cycling’ Stationary Bike Challenge, Commonwealth Square

CALENDAR OF EVENTS BRIEF.doc 7/21/2003

2003 Cycling Championships

LEGEND

Perimeter Parking Zone "B"

Race Zone "A"

Special Event Parking Areas

SPR

ING

ST

STINSON ST

TISD

ALE

ST S

VIC

TOR

IA A

V S

WAL

NU

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NW

ALN

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WEL

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YOUNG ST

EAST

AV

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ALD

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S

ERIE

AV

FER

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AV

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FOR

D S

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FOREST AV

FOSTER ST

GRANG

E ST

GR

ANT

AV

HAYMARKET ST

HU

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ST

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HUNTER ST E

JACKSON ST E

JAR

VIS

ST

JOH

N S

T S

KIN

GSW

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LOUISA AV

MO

UN

TWO

OD

AV

NIGHTINGALE ST

ON

TAR

IO A

V

PATRICK ST

REBECCA ST

CAT

HAR

INE

ST S

CENTURY ST

CHARLTON AV E

CLAREMONT ACCESS h

CLAREMONT EXIT RAMP

ALANSON ST

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AUR

OR

A ST

BAIL

LIE

ST

BECKLEY ST

BOW

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T

ALG

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A C

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BY

AV

AMELIA ST

ANDREW CT

AUCH

MAR

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BECKETT DR BE

LAIR

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BETHANY CT BRAEMAR PL

BRUCEDALE AV W

BU

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DO

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ST

DUFF ST

EA

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5TH

ST

EA

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6TH

ST

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ST

ELMWOOD AV

FENNELL AV W

FIS

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FREEMAN PL

GENESEE ST

HILLCREST AV

HILLCREST CT

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WA

RD

AV

JAMES MOUNTAIN RD

LAU

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MA

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MONARCH RD

RICHWILL RD

TUR

NE

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WA

RR

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AV

WEMBLEY RD

WE

ST

15TH

ST

WE

ST

17TH

ST

WE

ST

18TH

ST

WE

ST

19TH

ST

WE

ST

22N

D S

T

WE

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4TH

ST

WESTCLIFFE AV

MAC

NAB

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CAR

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NE

ST S

HERKIMER ST

ABERDEEN AV

ALEXANDER ST

BAY

ST S

BEUL

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BLANSHARD ST

BOLD ST

BRU

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CHARLTON AV WCHATHAM ST

COTT

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DU

ND

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MO

UN

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FLAT

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FRID

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GEORGE ST

GLENFERN AV

GLENSIDE AV

HENRY ST

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SHILL ST

HOMEWOOD AV

HUNTER ST W

JACKSON ST W

JAM

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T S

KEN

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ALD

AV

MAP

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AV

MAR

GAR

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MARKLAND ST

MELBOURNE ST

MIL

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MO

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NAPIER ST

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NEW

ST

PAR

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QU

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RAY

ST

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ROCKWOOD PL

SAINT JAMES PL

SAINT JOSEPH'S DR

SOUTH ST

STANLEY AVSU

MM

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ALD

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BROMLEY RD

CALLIE RD

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12T

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3TH

ST

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16T

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17T

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7TH

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8TH

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CHARLTON CHARLTON

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WE

ST

5TH

QUEENSDALE AVE.EMPRESS AVE

BAY

ST

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MAIN ST. WLO

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ST, S

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T. S

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AVE

.

SOUTH BEND RD. W.

MOHAWK RD.

Zone "A"

Zone "B"

UPPE

R JA

MES

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