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 newscast shall be coordinated through the municipal representative responsible (Engineering & Construction or Parks Open Space) and shall comply with all applicable by-laws, policy and regulations.

Requests for filming projects must be made not less than thirty (30) calendar days in advance of the proposed filming date. Should Council approval be required on an application, the application may be delayed.

Special effects, explosives and similar devices

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

Conditions of approval

All approvals are conditional on the Film Company providing the following:

  • A signed and completed filming Permit Application form;
  • 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 of $2 million. The Town of Oakville must be named as additional insured.
  • A security deposit in the form of cash or certified cheque for any potential damage to or loss of town property, materials or supplies. The amount of the deposit shall be determined by the director of the department responsible for the issuance of the permit.
  • Other special charges may be required depending on the nature of the filming

Notification and consent

The Town of Oakville requires that the Film Company notify neighbourhoods/areas of their upcoming activities, and obtain consent. 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, B.I.A. district).

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

  • the name, address and phone numbers of the production 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 to town Council for consideration.

Terms and conditions of filming

  • Filming Hours - Location filming shall only occur between the hours of 7:00 a.m. and 11:00 p.m. on Streets and between 8:00 a.m. and 11:00 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 or days requires pre-approval by town Council.
  • 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.
  • Parking and Traffic Control - Parking of all production vehicles must be pre-approved.  The Engineering and Construction 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 Director of Engineering and Construction or designate.
    2. Production companies will be required to gain consent for parking large production vehicles in front of a resident’s home if the production is to last more than three (3) days.
    3. Where deemed necessary by the Town, the Production Company will be required to retain the services of off-duty police officers and/or town staff 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.
  • Minimizing Disruption to Affected Areas – The Production 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.
  • Clean-up/Restoration - The production 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 of Oakville.

The Engineering and Construction department is responsible for maintaining the procedure as it relates to filming on Streets under the jurisdiction of the Town of Oakville.

Procedure details

Procedure Number: MS-PER-002-001
Parent Policy: MS-PER-002
Section: Municipal Services
Sub-Section: Permits
Author: Engineering and Construction Parks Open Space and Recreation of Culture
Authority: CAO
Effective Date: 2008 Jul 07
Review by Date: 2013

References

Film website
Online form
By-law 1993-96, as amended
By-law 1998-142, as amended
By-law 1999-159, as amended