Operation of the 1998 Molson Indy Race

at Exhibition Place.

The Urban Environment and Development Committee recommends the adoption of Recommendations Nos. (1), (2), (3) and (5), embodied in the joint report (March 4, 1998) from the Commissioner of Works and Emergency Services and the Interim Functional Lead, Transportation.

The Urban Environment and Development Committee reports, for the information of Council, having:

(1) concurred with Recommendation No. (4) embodied in the joint report (March 4, 1998) from the Commissioner of Works and Emergency Services and the Interim Functional Lead, Transportation, viz:

"(4) that a copy of this report be forwarded to the Toronto Community Council for its meeting on April 1, 1998, for information;"; and

(2) requested the City Solicitor to submit a report directly to Council, for consideration with this matter at its meeting scheduled to be held on April 16, 1998, on whether an indemnity should be obtained from Molson Breweries of Canada Limited in addition to the indemnity obtained from Molstar Sports and Entertainment.

The Urban Environment and Development Committee submits the following joint report (March 4, 1998) from the Commissioner of Works and Emergency Services and the Interim Functional Lead, Transportation:

Purpose:

To review the proposed Operations Plan and endorse certain traffic operational elements to enable the running of the 1998 Molson Indy race at Exhibition Place from July 17 to 19, 1998.

Funding Sources, Financial Implications and Impact Statement:

No funds are required in connection with this report.

Recommendations:

It is recommended that:

(1) the Agreement recommended to be entered into with Molstar Sports and Entertainment (a wholly-owned subsidiary of Molson Breweries of Canada Limited) in a form satisfactory to the Commissioner of Works and Emergency Services, the City Solicitor and the City Treasurer contain, among others, the following terms and conditions with respect to the partial and total road closures of Lake Shore Boulevard West, from Strachan Avenue to British Columbia Road, between July 17 to 19, 1998, inclusive:

(a) Molstar Sports and Entertainment shall submit a policy of public liability insurance as primary insurance in the amount of not less than $15,000,000.00 (Fifteen Million Dollars), naming each of the City of Toronto, the Toronto Chief of Police, the Toronto Police Services Board, the Board of Governors of Exhibition Place, the Canadian National Exhibition Association, and any Agency, Board, Commission or Body having utilities or services on or in Lake Shore Boulevard West, as additional insureds (hereinafter referred to collectively as the "Additional Insureds") in a form satisfactory to the City Solicitor and the City Treasurer;

(b) Molstar Sports and Entertainment shall submit proof satisfactory to the City Solicitor and the City Treasurer, that Molstar Sports and Entertainment and the Additional Insureds are covered for an additional $50,000,000.00 (Fifty Million Dollars) under Molson's corporate excess insurance programme;

(c) Molstar Sports and Entertainment shall agree to indemnify and save harmless each of the Additional Insureds from all claims, suits, or demands arising out of the event in a form satisfactory to the City Solicitor, including claims arising out of negligence of the City of Toronto, its agents and employees;

(d) Molstar Sports and Entertainment shall agree to pay the cost of providing all barriers, delineators, signs, pavement markings, portable flashers and other traffic control measures, including pay-duty officers, deemed necessary by the Toronto Commissioner of Transportation and the Chief of Police for the control of traffic on Lake Shore Boulevard West, all restoration costs attributable to the event(s), and the cost of advertising and registering any by-laws;

(e) Molstar Sports and Entertainment will obtain from each participant a Release, Waiver and Indemnity from any and all claims resulting from participation in the event(s) in a form satisfactory to the City Solicitor; and

(f) Molstar Sports and Entertainment will obtain a written waiver from all persons whose access would be affected by the staging of this event(s);

(2) subject to the execution by Molstar Sports and Entertainment of the aforesaid agreement, authority be granted to totally occupy or close Lake Shore Boulevard West, between Strachan Avenue and Ontario Drive, from 1:00 a.m. Friday, July 17, 1998, to 11:59 p.m. Sunday, July 19, 1998, except for emergency vehicles and Transportation Department vehicles. (Access and egress will be maintained to Ontario Place and local Lake Shore Boulevard West traffic by an alternate route via Remembrance Drive, a parallel road on the south edge of Lake Shore Boulevard West);

(3) stopping be prohibited from 7:00 a.m. to 8:00 p.m. from July 17, 1998, to July 19, 1998, inclusive, on both sides of Fleet Street, from Bathurst Street to Strachan Avenue, and on both sides of Strachan Avenue, from Lake Shore Boulevard West to King Street West;

(4) this report be forwarded to the Toronto Community Council for its meeting on April 1, 1998, for information; and

(5) the appropriate City officials be authorized and directed to take the necessary action to give effect thereto, including the introduction in Council of any Bills that may be required.

Background:

In a separate report to the Urban Environment and Development Committee under today's date, it is recommended that City Council ratify an agreement between the City, Molson Breweries of Canada, Limited (through its corporate affiliate Molstar Sports and Entertainment Inc. for the purposes of the Molson Indy) and The Board of Governors of Exhibition Place to permit the yearly Molson Indy race to be held through to the year 2000. In conjunction with this matter, the Molson Indy organization has submitted documentation under date of February 10, 1998, which addresses the staging of the 1998 race, in accordance with the terms of the existing Agreement.

Discussion:

This year's event is scheduled for July 17, 18 and 19, 1998, with a peak attendance estimated at 75,000. The documentation which has been submitted addresses the obligations of Molstar Sports and Entertainment related to such aspects as a transportation plan, noise attenuation, community liaison, emergency services and clean-up, among other things. The community consultation process, which was established through a Community Liaison Committee comprised of area residents and associations, has been continued as in previous years.

In accordance with the existing Agreement, the Molson Indy organization is required to submit documentation on or before February 1 each year to address in detail its obligations related to staging of the race. The elements specifically set out in the Agreement include:

(1) attendance;

(2) traffic/transit/parking;

(3) noise;

(4) community liaison;

(5) operating plan and safety;

(6) law enforcement;

(7) set-up/clean-up;

(8) emergency planning, and

(9) costs/insurance/liability.

Staff have held discussions related to the transportation plan and will continue to liaise with representatives of Molstar Sports and Entertainment, the Toronto Transit Commission, GO Transit, Exhibition Place, the Police and Fire Departments and Ambulance Services, as required, to ensure that all of the transportation elements of this event are carried out in a comprehensive manner. The plan will again be "transit-oriented", with augmented TTC and GO Transit services and stringent controls on illegal parking in abutting neighbourhoods. In terms of community liaison, a meeting held after the 1997 race revealed no significant problems with last year's operation. A further meeting with the community is scheduled for the first week of April to discuss event planning and the Operating Plan for this year's Molson Indy.

The above-noted regulatory changes to prohibit stopping on certain City streets during the event are routinely applied in conjunction with this event. Nevertheless, the changes reflect an extension of the proposed regulations to 8:00 p.m. instead of 7:00 p.m., and an extension in the area to which the prohibition applies on Strachan Avenue, from Ordnance Street to King Street West, in an effort to minimize post-race congestion and ensure a safe operating area.

Agreement Provisions pertaining to Road Closures:

During the first week of July 1998, work crews under contract to the event sponsor, supervised by Transportation Department staff, will install the bulk of the barrier wall system needed for the Molson Indy race. No work will take place during the peak commuter periods or during Ontario Place and Exhibition Place peak periods. The installation procedure only requires limited lane restrictions for short periods of time. Once installed, there will be little adverse impact on Lake Shore Boulevard West traffic operations. The sections of barrier wall which tend to restrict normal traffic operation will not be installed until the major road closures commence on July 17, 1998. At 1:00 a.m., Friday, July 17, 1998, Lake Shore Boulevard West, between Strachan Avenue and Ontario Drive, will be closed to allow completion of the barrier system installation and use of the roadway for the event. Based on previous years' experience, it is proposed to re-open this portion of Lake Shore Boulevard West as soon as practicable after the final race, but no later than midnight, Sunday, July 19, 1998.

Access to the closed portions of Lake Shore Boulevard West will be restricted to persons accessing Ontario Place, local traffic, emergency vehicles, Transportation Department vehicles and public transit vehicles. Police Officers, assisted by Transportation Department staff and equipment, will control the use of all restricted areas.

All expenses attributable to this event will be borne by the event sponsor.

Conclusions:

The Molson Indy race is scheduled for Exhibition Place during July 17 to 19, 1998, inclusive, using the same format as in previous years. Reports by staff of the municipal agencies, the Toronto Police Service and others, indicate that previous races, held annually since 1986, have been managed in a highly professional manner and have resulted in few public complaints. The 1998 race plans have been carefully reviewed and, once again, staff are satisfied that the race can be accommodated with minimum public disruption. The main focus of the plan is to encourage race patrons to rely on public transit for travel to and from race events.

The City Solicitor has been consulted in preparing this report.

Contact Names and Telephone Numbers:

Mr. Ron Rout, Road Allowance Control Section, Toronto Transportation, Metro Hall, 392-5365.

Mr. Tim Laspa, Infrastructure Planning and Transportation Division, Toronto City Works Services, 392-7711.

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Councillor Moscoe declared his interest in the foregoing matter in that his "soon-in-law" has a catering contract with the Molson Indy.