COMMUNITY SERVICES DIVISION Transit and Traffic Department. Chair and Members of the Community and Corporate Services Committee

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1 Pg 1 of Report TT-33/09 COMMUNITY SERVICES DIVISION Transit and Traffic Department TO: SUBJECT: Chair and Members of the Community and Corporate Services Committee Ontario Cycling Road Race Championships Staging Report Number: TT-33/09 Report Date: May 26, 2009 Author(s): Peter Peebles Date to Committee: June 24, 2009 Telephone: Ext. Date to Council: July 6, 2009 Ward(s) Affected: All File Number(s): APPROVALS: Department Head General Manager City Manager Committee Disposition & Comments Council Disposition & Comments 01 Approved 02 Not Approved 03 As Amended 04 Referred 05 Deferred 06 Received & Filed 07 Withdrawn 01 Approved 02 Not Approved 03 As Amended 04 Referred 05 Deferred 06 Received & Filed 07 Withdrawn 1.0 RECOMMENDATION: THAT Council approve the staging of the Burlington portion of the Ontario Cycling Road Race Championships to be held on Sunday, July 26, 2009, subject to fulfillment of the Burlington Cycle Racing Criteria and Guidelines by the Midweek Cycling Club race organizer. EXECUTIVE SUMMARY: N/A 2.0 PURPOSE: The Ontario Cycling Road Race Championships event was approved as part of Report PR 24/09 by Council at their regular meeting on May 4, The report indicated that the Transit and Traffic Department would submit an event staging report to the June 24, 2009 Community and

2 Pg 2 of Report TT-33/09 Corporate Services Committee meeting for approval. The Ontario Cycling Road Race Championships, as indicated in Appendix A, are scheduled to take place on July 26, 2009 from 7:00 am to 6:30 pm primarily on City of Burlington roads with a small section on City of Hamilton roads. This is a new event for Burlington and utilizes one of the routes proposed for the 2011 and 2012 National Cycling Road Race Championships. 3.0 BACKGROUND AND RELATIONSHIP TO STRATEGIC PLAN: This report relates to the following references within the City s Strategic Plan, Future Focus VII: Responsive Community Goal 2: Strategic Action: City and community services, programs, parks and facilities contribute directly to the exceptional quality of life enjoyed by Burlington citizens. 2.2: Support and encourage health, wellness and active living by all residents. 4.0 DISCUSSION: Mid Week Cycling Club Race Promoter: The Ontario Cycling Road Race Championships are organized by the Midweek Cycling Club, a not-for-profit corporation that puts on cycling events. The Club is affiliated with the Ontario Cycling Association and sanctioned by the Canadian Cycling Association as well as cycling s international governing body, Union Cycliste Internationale. The Midweek Cycling Club staged successful bicycle road races in Halton Region and north Burlington in 2007 (Rattlesnake Point Bicycle Race) and 2008 (Ontario Cup Bicycle Race). The president of the Midweek Cycling Club, Craig Fagan, met with City staff and has provided his overview of the presentation of the Ontario Cycling Road Race Championships that is included in this report as Appendix C. Burlington/Hamilton Race Course: The start/finish line for the Ontario Cycling Road Race Championship races is on Lemonville Road just north of the intersection of Lemonville Road and Hidden Valley Road and continues as follows: ( route map in Appendix A ) 1. Lemonville Road from Hidden Valley Road to York Road. 2. York Road from Lemonville Road to Old York Road. 3. Old York Road from York Road to Snake Road. 4. Snake Road from Old York Road to the Burlington/Hamilton boundary (rail bridge). Crossing into Hamilton as follows: 1. Main Street South from the boundary to Union Road.

3 Pg 3 of Report TT-33/09 2. Union Road from Main Street South to Mill Street. 3. Mill Street from Union Road to Mountain Brow Road (Burlington/Hamilton boundary). Returning to Burlington as follows: 1. Waterdown Road from Mountain Brow Road to Plains Road West. 2. Plains Road West from Waterdown Road to Howard Road. 3. Howard Road from Plains Road West to Lemonville Road. 4. Lemonville Road from Howard Road to Hidden Valley Road. Rolling Road Closures: All roads on the race route will be governed by rolling closures whereby local access is allowed in gaps between the race groups by race marshals or the Police. At our direction, the race organizer will be supplying and installing signs to provide advance and race day information and direction to vehicles using these roads. Race Configurations: Of the approximate 500 event participants, only 200 will be racing at any one time in a clockwise direction on the route shown in Appendix A. Road race cyclists travel in a tight group called a peloton with several riders often about 20 seconds ahead. There is a Police vehicle in front of the first riders and at least one chase vehicle directly behind the last rider in each group. The racers observe the centre line rule which means that they will not cross the centre line on the road and will only ride in the traffic lanes in their direction of travel. The races will be run in 3 sections with the first starting at 8:00 am, the second at 10:45 am, and the third at 1:45 pm with the final racer finishing at about 5:25 pm. The racers complete from 4 to 13 laps of the course and take about 20 minutes to finish each lap. On a flat section of road they ride at about 40 km/h and can reach speeds of 80 km/h on the down hill sections. At race speeds the entire group passes any one point in about 30 seconds. There will be gaps between the rolling closures created for the passing race groups during which time local residents can use the road. A summary of the proposed race presentation was provided by the Midweek Cycling Club as indicated in Appendix C. This summary was submitted two months ago and any changes are noted in the body of the report. Race Approvals: A small northern portion of the race utilizes City of Hamilton roads to provide a connection between the Snake Road and Waterdown Road sections of the race route creating a continuous circuit to ride around. The race also goes over Hwy 403 on Waterdown Road which is under the jurisdiction of the Ministry of Transportation of Ontario (MTO). Transit and Traffic Department staff met on May 12, 2009 with the race promoter, representatives from Hamilton, the MTO and Emergency Services staff to review the event application and ensure that the proper approval processes were followed. For additional details refer to Appendix B.

4 Pg 4 of Report TT-33/ FINANCIAL MATTERS: The Ontario Bicycle Road Race Championships are a non-profit event and therefore are exempt from the special event fee. The Midweek Cycling Club will pay the cost of pay duty officers and all traffic control devices and park related usage as deemed necessary by City staff. 6.0 ENVIRONMENTAL MATTERS: The race organizer will assign a crew for post race pick up of any garbage that may accumulate on the race route or reserved park area. There will also be portable toilets provided by the organizer for the racers and those watching the race located at Hidden Valley Park. 7.0 COMMUNICATION MATTERS: Information regarding the Ontario Cycling Road Race Championships and related road access restrictions is being distributed in the following ways: 1. Formal advance notification to the Joseph Brant Hospital and Emergency Services (Fire, Halton EMS, Central Ambulance Communications Center, Halton Regional Police Services) on July 3, Delivery of a notification letter and event route map by the race organizers on June 9, 2009 to all homeowners, businesses and churches directly affected by the temporary road closures in Burlington. This change from the June 26 date noted in Appendix C was made to provide sufficient notification in advance of the June 24 Community & Corporate Services Committee meeting. The letter will provide residents with the necessary contact information to ensure that they can discuss any issues they may have with the event organizer and City staff. Hamilton will follow their notification process for their residents affected by the race. 3. The race organizer will distribute a second letter on July 18, 2009 reminding race route residents of the event and contact numbers if they have concerns. 4. Event information advertisement in the Burlington Post on July 18, Event information and map on the City of Burlington website under Special Events on July 5, CONCLUSION: The Midweek Cycling Club has fulfilled the pre-race Burlington Cycle Race Criteria for the section of the Ontario Cycling Road Race Championships to be staged in Burlington on July 26, They have also completed all the requirements of the City of Hamilton and the Ministry of Transportation of Ontario regarding the portions of the race within their jurisdictions. Staff therefore recommend that the event staging plan as presented in Report TT-33/09 be approved so that a Major Special Event Permit can be granted to the Midweek Cycling Club to proceed with the Ontario Cycling Road Race Championships.

5 Pg 5 of Report TT-33/09 Respectfully submitted, Peter Peebles, B.A. Traffic Technologist Appendices: Staff / Others Consulted: Appendix A - Map of Race Route Appendix B - Burlington Criteria for Cycle Racing Appendix C - Midweek Cycling Club Race Details Name Telephone Dave Cioruch, Fire ext. 207 John Ophoven, HRPS ext John Johnston, Hamilton Police Richard Shebib, City of Hamilton ext Robin McElary-Downer, OPP Branco Zivcovic, MTO Craig Fagan, Midweek Cycling Club Italo DiPietro, Engineering ext Mike Spicer, Transit ext Mike Mueller, P&R Jennifer McNichol, Ambulance ext Notifications: Name All addresses on the race route by Midweek Cycling Club as directed by Transit and Traffic Department Mailing or Address

6 Pg 6 of Report TT-33/09 APPENDIX A

7 Pg 7 of Report TT-33/09 APPENDIX B External Jurisdiction Race Conditions A. Ministry of Transportation of Ontario: Complete an encroachment permit for the use of the Hwy 403 overpass on Waterdown Road for the race. Station a Police officer at the intersection of the Hwy 403 off ramp and Waterdown Road to relive any congestion that may back up from the ramp onto the highway. Place signing on the ramp providing warning of the race ahead on Waterdown Road. B. City of Hamilton Traffic Engineering and Operations Department: Promoter to complete Hamilton s Special Event application, to be submitted to Hamilton s Council for approval. At Hamilton s direction ensure that necessary event information signing is in place on their roads. At Hamilton s direction ensure that any necessary detour signing is in place. At Hamilton s direction ensure that there is no parking on the event route roads. Confer closer to the race date regarding construction on Dundas Street and how that may affect traffic volumes using the race route and additional measures as required. C. City of Hamilton Police Department: Agreement in concept. Promoter must submit marshalling plans and Police will provide their traffic supervision plans on their roads. Compatible communication system between Hamilton and Halton Police to be created to ensure rolling closures as riders complete race circuits. Promoters escort vehicles must be clearly marked. D. Halton Regional Police Service: Agreement in concept. Internal Jurisdiction Race Conditions: Pay duty officers at the four signalized intersections and event marshals at other minor intersections. Additional staff under consideration, plan and costs to be submitted to promoter June 10, Work with Hamilton on compatible communication system. Other cyclist use of event roads to be minimized to avoid confusion.

8 Pg 8 of Report TT-33/09 APPENDIX B CONTINUED E. Burlington Fire Department: All intersections on event route attended by either Police, Marshals or volunteers so that emergency access is maintained. Flammable devices in race staging area at Hidden Valley Park must be approved. F. Ambulance Services: Emergency vehicle access maintained at all times. Promoter to submit an emergency contingency plan. G. Parks and Recreation Department: Book Hidden Valley Park main field and auxiliary buildings for staging area. Ensure access maintained to secondary field and picnic areas. Ensure proper cleanup of rented areas. H. Burlington Transit: Ensure priority access provided to Route 1 transit route buses around intermittent road closures on Plains Road West. I. Traffic Services Section: Promoter to meet the Burlington Cycle Racing Criteria including information letters to all addresses on the race route three weeks prior to the event, ads in the Burlington Post and advance and traffic control signing as stipulated by Traffic Services. There will be no parking along the race course. Parking will be provided at the parking lots at Hidden Valley Park and other parking lots in the area. Confer closer to race date regarding possible modifications related to construction at Waterdown Road/North Service Road intersection.

9 Pg 9 of Report TT-33/09 APPENDIX C 2009 Burlington Road Race Provincial Road Race Championships Overview submitted by Midweek Cycling Club 2009 Race Participants We expect between 300 and 450 licensed riders to participate. They will travel from across the province to train and participate. All participants will be covered by the Ontario Cycling Association s insurance plan. The vast majority have a license issued by the Canadian Cycling Association or another body recognized by the U.C.I. (the international cycling federation). The Snake Rd -Waterdown Rd course is not for the inexperienced road racing cyclists; most will have ridden between 5,000 and 25,000 km and started over 20 races in the preceding 12 months. The vast majority are adults over 25 years of age, above average education and income, and are in ownermanager-professional-academic careers. The largest categories are Masters (over 30 years of age). The bicycles these endurance athletes utilized are very high tech; built of the latest carbon fibre technology and retailing between $4,000 and $12,000 with a pair of wheels averaging in the $1,500 range Race Economic Impact Recent experience with the Provincial Championships demonstrated a positive impact greater than anticipated. Therefore, we can expect 25% and 40% participants will come from outside of the reasonable commuting distance. Average length of stay will be 3 days -2 nights; they will want to train on the course. These adults will tend to bring their families and thus utilize more accommodations and eat more meals per participant than most sporting events. This one day event will generate between $37,000 and $60,000 in new hospitality spending into the businesses of Burlington. Future years -National Road Championship Application Midweek Cycling Club is working with the City of Burlington to prepare a bid and host would like to apply to host the National Road Cycling Championships for which would bring over 600 cyclists and in excess of $1 million in revenue to the Halton Region each year. After testing two previous potential courses and reviewing bid needs it has been determined that a Royal Botanical Gardens-Waterdown-Aldershot road course may best suit both the promotion needs of the community and the racing needs of a national championship. The proposed course will be used as a dry-run for this application. Sanction, Insurance & Midweek Cycling Club The Burlington Road Race will be organized by Midweek Cycling Club Inc. with the assistance of Halton, Hamilton and Toronto area cycling clubs. The Provincial Championship Road Race is the highlight of the Ontario Cycling Association s 2009 racing calendar and will be sanctioned by them and covered by their $5 million insurance policy. A Certificate of Insurance, of public liability and property damage insurance in the amount of $5 million, naming applicable municipalities, sponsors, organizers and appropriate third parties as additional insured will be issued. Communication with the Community As per your direction, a reminder householder piece detailing the event, traffic flow, etc. will be mailed to arrive 30 and 4 days prior. Our experience indicates that as long as residents have access to their property (which they will) they typically welcome the race. Race Signage We plan to place self-standing 30 diamond Caution Bicycle Race signage on the approach roads to the course, as per municipal staff s direction. Be Prepared To Stop and temporary Stop signage is planned for Lake Ontario bound Waterdown Rd. at Union in Waterdown.

10 Pg 10 of Report TT-33/09 Road Closure APPENDIX C CONTINUED We request the course identified on the map be closed to all but local traffic. We propose where local traffic volumes allow the roads be closed and all other sections (ex. Waterdown Rd, Plains Rd) will be managed by a rolling enclosure to enable residents and local traffic retain access. (See next page for rolling enclosure description). Police Pay-Duty and Auxiliary We would appreciate a combination of Pay-Duty and Auxiliary Police be assigned to manage the race. Hopefully the Auxiliary could be teamed up with Pay Duty at the Waterdown-Plains Road intersection and where ever traffic volumes enable them to be used instead of Pay-Duty. We are assuming Pay-Duty within/on Police vehicles will be assigned to the Rolling Enclosures. Volunteers & Marshals As previously mentioned, the area racing and touring clubs would be invited to assist in the organization. Plus we will invite students to make use of this race to fulfill some of their community involvement academic requirement. Spectators In Ontario, bicycle road races typically do not bring out many spectators and the ones who come are the hard-core who are very experienced with the sport and do not cause problems to traffic flow or mess the yards of the host community. They tend to congregate around hill climbs, feed-zones and the startfinish areas. They move about the course either on-foot or on bicycle. Bicycle races are free to watch. In some communities the residents abutting the race will host watch the race parties. Clean-up We will ensure the course is left at least as clean as when we arrived. A post-race crew travels the course to pick-up litter and water-bottles. Rolling Enclosures What is a rolling enclosure? Rolling enclosures have been safely utilized in Ontario for at least 20 years to manage a bicycle road race. As the diagram show a lead police vehicle clears the road of traffic, (typically 30 seconds ahead) then either the breakaway with following Com 2 official s vehicle or a gap, followed by the peloton, then Com 1 Official, neutral support and possibly emergency services. Any dropped riders are outside the rolling enclosure and must obey the rules of the road. The rolling enclosure travels at the speed of the fastest rider in the break away. Emergency vehicles always have precedence over the rolling enclosure; race is neutralized until they pass.