Filming On Municipal Streets and Parkland Under the Jurisdiction of the Town of Oakville Procedure

Purpose statement

This procedure outlines the filming permit application process, conditions of approval and terms and conditions for location filming on municipal streets and parkland in the Town of Oakville.

Scope

This procedure applies to filming projects on municipal streets and parkland within the jurisdiction of the Town of Oakville.

Procedure

Filming permit application process

Permits and approval for location filming other than current affairs and newscasts shall be coordinated through the Economic Development department with the municipal representative responsible (Transportation and Engineering or Parks and Open Space) and shall comply with all applicable by-laws, policy and regulations.

Requests for filming projects are to be made not less than thirty (30) calendar days in advance of the proposed filming date. Ward Councillors will be notified by Economic Development staff when a film application has been received so that they are aware of the project prior to permit approval.

Drones, explosives and special effects

Filming activities which involve the use of drones must be approved by the director of the department responsible for issuing the filming permit. The use of explosives, pyrotechnics, fireworks, detonators, guns, gunfire, or other special effects must be specifically approved by the director of the department responsible for issuing the filming permit, Halton Regional Police Services, and the Town of Oakville Fire Department.

Conditions of approval

All approvals are conditional on the film company providing the following:

• A signed and completed Filming Permit Application form (Appendix A);
• All applicable fees paid prior to booking date, plus any additional charges for clean up, repairs to return site to original condition. Filming Permit Application fees are non-refundable. 
• All additional approvals/permits as specified in the permit;
• An acceptable Certificate of Insurance for general comprehensive liability in the amount required by the town’s Insurance Policy and related procedures, naming The Corporation of the Town of Oakville as an additional insured.
• Other special charges may be required depending on the nature of the filming

Notification and consent

The town requires that the film company notify neighbourhoods/areas of their upcoming activities and obtain consent (Appendix B). The level of consent or approval required by the applicant from the area(s) affected will vary depending on the size and duration of the production, and on the type of area involved (residential, commercial, BIA district).

Filming companies shall provide advance notice on a standard notification letter to all residents and businesses within an area specified by the department responsible for issuing the filming permit. The notification letter shall include the following details:

• the name, address and phone numbers of the  film company's office and representatives (including after hour emergency numbers);
• duration of the filming, proposed start time and completion time (which is inclusive of clean up activities) for each day of filming;
• number and type of production vehicles and the location of each vehicle within the roadway;
• number of cast and crew involved in the filming;
• identify if bright lighting will be used and its effect on other properties;
• identify possible source and magnitude of noise during the production.

Applicants, who fail to achieve the levels of consent required, may submit their permit requests for consideration to the director of the department responsible for issuing the filming permit.

Terms and conditions of filming

1. Filming hours - Location filming shall only occur between the hours of 7:00 a.m. and 11:00 p.m. on streets and between 6:00 a.m. and 10:00 p.m. on municipal parkland. This time frame includes the time required for the arrival and departure of cast and crew, as well as setting up and dismantling sets, equipment and clean up. Any activity during restricted hours requires pre-approval by the director of the department responsible for issuing the filming permit
2. Production crew conduct - Production crews must conduct themselves in a safe and professional manner in the course of filming activities. All applicable federal, provincial and municipal laws and regulation must be adhered to.
3. Parking and traffic control - Parking of all production vehicles must be pre-approved.  The Transportation and Engineering Department must be contacted for any on-street parking approvals.
   1. A limited number of production vehicles shall be permitted on residential streets. The number shall be determined by the department designate.
   2. Film companies will be required to gain consent for parking large production vehicles in front of a resident’s home.
   3. Where deemed necessary by the town, the film company will be required to retain the services of off-duty police officers for the purposes of traffic control and permit compliance and shall bear all costs associated therewith.  For information regarding retaining the services of off-duty police officers please contact Halton Regional Police Services at (905) 878-5511.
   4. All equipment and vehicles not in use shall be placed so as not to cause any interference to pedestrians or vehicular traffic. Production vehicles must not block fire hydrants, driveways, or other ingress / egress points.
4. Minimizing disruption to affected areas – The film company shall ensure minimum disruption to residents and businesses during filming activities and give due consideration to the rights of citizens at all times. Citizens should be free from negative environmental conditions resulting from filming, including spill-over lighting, exhaust fumes or noise that may affect their ability to enjoy their property or run their business. Pedestrian and vehicular access to their premises must also be maintained. In this regard, the following must be adhered to:
   • Lighting is to be orientated away or shielded from neighbouring residents and should not interfere with traffic movement or the safe operation of roadways;
   • Noise by-law must be adhered to at all times.
   • Only ‘blimped’ generators are allowed (i.e. sound insulated box type). They must be placed so that noise emissions and exhaust fumes do not disturb or cause a nuisance to residents and visitors.
5. Clean-up/restoration - The film company is responsible for maintaining the location in a clean condition and for any clean-up following, and is liable for any damage caused to Municipal property as a result of the film company’s use of the facilities. All waste and litter shall be disposed of in an authorized manner, prior to 11:00 p.m., and with minimum amount of noise and disruption.

Responsibilities

The Parks and Open Space Department is responsible for maintaining the procedure as it relates to filming on Municipal Parkland under the jurisdiction of the town.

The Transportation and Engineering Department is responsible for maintaining the procedure as it relates to filming on Streets under the jurisdiction of the town.