Staff Report: FILMING PERMIT - FEES AND CHARGES AMENDMENT AND FOLLOW-UP

RECOMMENDATION

THAT the report dated January 28, 2021 from the Community Planner titled “Filming Permit – Fees and Charges Amendment and Follow-up” be received.

CHIEF ADMINISTRATIVE OFFICER’S COMMENTS

I concur with the recommendation.

DIRECTOR OF DEVELOPMENT SERVICES’ COMMENTS

I concur with the recommendation.

DIRECTOR OF ENGINEERING’S COMMENTS

I concur with the recommendation.

PURPOSE OF REPORT

The purpose of this report is to follow up to the attached November 10, 2020 report to Committee of the Whole regarding the next steps in the creation of a Filming Permit process for the Town:

• The Town would create these same documents attached for the Town of View Royal, and they would (as proposed) be issued by staff and approved by the CAO or appointed officer. At the CAO’s discretion Council may be required to approve any aspect of the filming request.
• The Town would also have to amend the Fees and Charges Bylaw to include a Filming Permit fee and a filming performance deposit amount (estimate of costs, not a fixed fee). Staff will make a determination of the fee proposed in advance of the item coming to Council, noting that the fee will be designed to cover Town costs.

This report will present an amendment to the Fees and Charges Bylaw for three readings and will present Council with the Filming Permit application documents.

BACKGROUND

The Town has, at the suggestion of City of Victoria Staff, copied the City’s processes for Filming Permits such that a seamless, customer-friendly process is available to film productions on southern Vancouver Island.

This report will continue that process, with copying the fee structure the City is currently using, as well as requiring a discretionary deposit for city services to cover such things as street occupancy, labour for posting no parking signage, etc. as the City does. These requested services are listed in the Film Permit Application Location Sheet. Typically, this is $5,000 according to City of Victoria Culture staff.

The City does not have a fine for filming with no permit. They will just visit the site and request the permit.

PROJECT INFORMATION

Filming Permit Fees and Deposits

The City of Victoria’s fee structure for filming is as follows:

Schedule H

Filming Fees

(Subject to Applicable Taxes)

Rates are hourly rates unless otherwise indicated.

Staff is proposing to mirror these fees in the Town’s Fees and Charges Bylaw with the attached bylaw amendment.

Staff is also proposing a City Services deposit associated with the Filming Permit with a cap at $20,000, which is also within the bylaw amendment.

Staff is not proposing a fee for damage currently, again in concert with the City of Victoria. Note that this could potentially cause delay in issuing a permit should a production company not be anticipating it. This can be revisited if necessary.

Staff will update the attached application forms with reference to the fees and deposits.

Street Use Permit Fees

Currently the Town has a Street use Permit process with a fee of $50/day, which will be charged should street use be required.

Street Use Permit - $50/day fee

11.4. A person shall not hold or conduct any special events, including, but not limited to, parades, rallies, linear sporting events, such as and including Cycle and running races or tours, or religious gatherings within or upon a Street unless the person applies for and obtains a Street Use Permit.

FILMING PERMIT PROCESS SUMMARY

To summarize the proposed Filming Permit process:

1. A film production company or similar would contact the Town regarding filming at a given location.
2. The Town would send the following application forms (attached to this report): a) Film Production Guidelines b) Film Permit Application Location Sheet c) Filming Street Use Request
3. The Town would request fees and deposits depending on what is requested.
4. Once fees and deposits are received the Town issues a Film Permit and potentially a Street Use Permit.
5. Town staff would work with the production contact identified in the application to work through issues which may arise and ensure all permit conditions are being met.

ALTERNATE RECOMMENDATION

If Council wishes, a damage deposit fee could be included in the bylaw. This would be included in the Fees and Charges Bylaw as an upper limit cap. Staff suggests $25,000.

RECOMMENDATION

THAT the report dated January 28, 2021 from the Community Planner titled “Filming Permit – Fees and Charges Amendment and Follow-up” be received.

SUBMITTED BY: J. Davison MCIP RPP, Community Planner

REVIEWED BY: L. Chase MCIP RPP, Director of Development Services

ATTACHMENTS:

1. Fees and Charges Bylaw No. 958 Amendment Bylaw No. 1068
2. Film Production Guidelines
3. Film Permit Application Location Sheet
4. Filming Street Use Request