ADMINISTRATIVE REPORT

Date: September 28, 1998
Author/Local: Sheri Plewes/7280
RTS No.: 00094 CC File No. 4209

TO:	Standing Committee on City Services and Budgets Committee
FROM:	Deputy City Manager in Consultation with the General Manager of Engineering Services, Chief Constable, the General Manager of Community Services and the Director of Legal Services.
SUBJECT:	2010 Olympic Bid: Issues and Current Status

RECOMMENDATION

THAT Council approve entering into the Bid City Agreement with the Canadian Olympic Association subject to first entering into a legal agreement with the Provincial Government to indemnify and release the City of Vancouver for the obligations within the Bid City Agreement, both legal agreements to the satisfaction of the City Manager and the Director of Legal Services, it being understood that no legal obligations shall arise until the execution of such agreement.

COUNCIL POLICY

There is no Council policy directly related to this matter.

PURPOSE

This report provides a status update on the progress of the Vancouver Whistler 2010 Olympic Bid, requests Council's consideration of a legal issue and highlights other aspects related to the bid.

BACKGROUND

On March 15, 1998, the Canadian Olympic Association (COA) confirmed the participation of the Vancouver Whistler 2010 Bid Society (the Society) in the bid process for the 2010 Olympic Winter Games. Prior to this announcement, the Society had completed a three-month process of research and community consultation to determine the extent of communityinterest and support. The bid package proposes that Whistler would host the alpine and freestyle skiing events, Nordic skiing, and biathlon; the Greater Vancouver region would hold the ice hockey, figure skating, speed skating, short track speed skating and curling events. The two other Canadian cities engaged in the bid competition are Calgary and Quebec City.

On February 5, 1998, the Vancouver Whistler 2010 Bid Society appeared before the Committee of Council to solicit support for the Olympic bid. At that time, Council unanimously approved the following recommendation:

"THAT Vancouver City Council supports in principle the regional concept for the 2010 Winter Olympics."

The members of the Society have been preparing the documentation required by the COA. In early August, the Society hosted the COA Technical Committee to review venues and planning strategies. On September 21, 1998, the Society organized a press release publicly announcing the venues.

The Society must submit the required bid book to the COA by October 15, 1998 for presentation by the Society in late November. The successful Canadian bid will be announced by the COA in November and will proceed to the international bidding process.

DISCUSSION

Staff have reviewed the technical aspects of this Olympic bid. The legal obligations required of the City of Vancouver by the COA have been identified as an issue for which Council direction is required.

LEGAL OBLIGATIONS

The COA requires the signing of a Bid City Agreement immediately at the time of selection of the successful bidder. The Bid City Agreement is a legal agreement between the COA, the Olympic Bid Committee and the host city. The Bid City Agreement outlines the obligations that the COA requires regarding finances, security, operational procedures and indemnities.

Upon reviewing this agreement, staff became concerned that the Bid City Agreement did not reflect the circumstances of the Vancouver Whistler bid. The Bid City Agreement contemplates that only one "host city" will sign and take on the obligations of the agreement upon being selected by the COA. The Vancouver Whistler bid will involve venues locatedwithin the City of Vancouver, the Municipality of Whistler, the campus of the University of British Columbia, and Provincial Crown land. The participation of this consortium in the bid caused staff concern that the legal relationships between the cooperating parties be understood and documented. The COA requirement that one city sign the Bid City Agreement was not seen as appropriate.

The Society presented this concern to the COA and offered other alternative legal solutions, however, the COA ruled that the Bid City Agreement had to be signed by the City of Vancouver. This level of commitment had not previously been presented to Council by the Society and staff are seeking Council's direction on this expanded role.

The Society has discussed this issue with the Provincial Government and have received assurances that they would be willing to enter into a separate agreement with the City of Vancouver providing indemnity and release for the City's obligations with the COA. The Society has had their lawyers prepare a draft legal agreement which our Law Department is now reviewing. Staff wish Council's direction on whether they wish to consider this legal arrangement.

The following issues are items that may be of concern to Council and are provided for information and a status update:

1. TRANSIT IMPROVEMENTS

On June 24th, 1998, the Provincial Government announced their plans to provide major enhancements to the existing SkyTrain capabilities, including the Phase I Broadway Corridor alignment. In addition, the Provincial Government included a Games commitment to extend the SkyTrain system to operate between the Waterfront Station (at the Vancouver Trade and Convention Centre) to Richmond and Vancouver International Airport prior to the Olympic Games. The value of this extension for the Olympic Games would be to provide direct rapid transit access for individuals arriving by air, spectators staying in accommodation in Richmond, spectators living in southern Vancouver, and for "non-overnight" visitors from the United States.

City staff have not received any specific details from BC Transit regarding planning, alignment, community consultation or project scheduling related to this Vancouver Richmond extension.

2. VENUE SITE - PACIFIC COLISEUM

The Society has been given preliminary approval by the City to pursue a proposal to use the Pacific Coliseum and the present site of the Agrodome in Hastings Park, as venues for men's and women's Olympic ice hockey.

To be used for the Olympics, the Pacific Coliseum would have to be renovated to repair the building deficiencies and a new ice plant installed. On the Agrodome site, a 6000 seat arena is proposed that would be adapted for smaller-scale community legacy use after the Games.

Under the Hastings Park Plan, Council identified the Coliseum as one of the buildings to remain on the site to be used for live entertainment and trade and consumer shows. The use of the facility for the Olympic Games would provide the capital expenditures that were identified as necessary in the Plan in order to ensure future viable use. The Society has indicated that they wish to be consistent with the Hastings Park Plan in any venue design.

The provision of parking on-site in the Hasting Park Plan was developed based on the best assumptions of site usage at the time, including a reduction of events at the Coliseum. A new parking study, including community consultation to protect the area from overflow traffic and parking related to events, would have to be done during the design phase for the facilities. The Society has given assurances that they will work with City staff, the Vancouver Park Board and the local community in meeting parking requirements.

3. TRAFFIC MANAGEMENT PLAN

One of the major elements in preparing an Olympic bid is to ensure the mobility of athletes, officials, media, spectators, residents, and businesses during the Games. City staff have emphasized that a Vancouver Traffic Management Plan will have to be prepared by Engineering Services and the Vancouver Police Department in consultation with the Olympic event organizers. This plan would deal with the impacts on traffic due to activities at the venues in Vancouver and at UBC. The goal of the plan would be to accommodate the increased on-street requirements of the Olympics while reducing the impacts on residents who live, work and do business in Vancouver. The plan would acknowledge the large impact an event like the Olympics would have on residents and businesses and inform individuals about the impacts and options available.

The Society has indicated its willingness to work with staff in developing a comprehensive Traffic Management Plan in the next phase of the Games planning.

4. SECURITY

The Olympic Games require careful and effective planning to provide the level of security necessary to host such a high-profile international event. The Vancouver Police Department would provide a lead planning role for the security plan within the City of Vancouver. The Vancouver Police Department would provide joint coordination of the venue security with the RCMP, traffic control and motorcade escort, crowd control, and coordinate the Traffic Management Plan with Engineering Services. All costs associated with the provision of these services would be provided by the Olympic Organization.

To date the Society has enlisted staff input from the Vancouver Police Department and Engineering Services. This involvement would continue into the next phase of the Games planning.

CONCLUSION

At this stage, the staff review of the Vancouver Whistler 2010 Olympic bid identified a legal issue for Council consideration. This relates to the requirement by the COA for the City of Vancouver to enter into the Bid City Agreement. Information on four additional items were provided for Council as a status update.

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(c) 1998 City of Vancouver