By-Law 2009-018 - Hall Rental and Equipment Use Policy By-Law

THE CORPORATION OF THE MUNICIPALITY OF CALVIN

BY-LAW NO. 2009-018

BEING A BY-LAW TO ADOPT A POLICY OUTLINING THE TERMS AND CONDITIONS AND FEES FOR THE RENTAL OF THE CALVIN COMMUNITY CENTRE AND ITS EQUIPMENT. (Commonly Known as the Hall Rental and Equipment Use Policy)

WHEREAS the Municipal Act 2001, c.25 Section 10 provides for Broad Authority for single tier municipalities

AND WHEREAS the Council for the Corporation of the Municipality of Calvin deems it desirable to establish the following; Conditions of Rental, Rental Fees and Rental Agreement, Hall Key Agreement for use of the Calvin Community Centre;

NOW THEREFORE the Council of the Corporation of the Municipality of Calvin enacts as follows:

  1. That the “Calvin Community Centre Hall Rental and Equipment Use Policy” shall become part and parcel of this by-law as Schedule “A” attached;
  2. That the “Hall Rental Fees” outlining the set fees for different types of use shall become part and parcel of this by-law as Schedule“B” attached;
  3. That the “Community Centre Rental Agreement” and “Key Agreement” shall become part and parcel of this by-law as Schedule”C” and Schedule“D” attached;
  4. That the “Checklist #1 for Hall Bookings” shall become part and parcel of this by-law as Schedule “E” attached;
  5. That the “Checklist #2 Hall Rental Responsibilities to be Explained to Renter at Key Pickup” shall become part and parcel of this by-law as Schedule “F” attached;
  6. That the “Checklist #3 Hall Checklist After Event” shall become part and parcel of this by-law as Schedule “G” attached;
  7. That the “Conditions of Using Calvin Community Centre Equipment” shall become part and parcel of this by-law as Schedule “H” attached;
  8. That the “Attention Hall Renters (to be posted in Hall)” shall become part and parcel of this by-law as Schedule “I” attached;
  9. This By-law shall come into full force and effect upon the date of the passing thereof.
  10. All By-laws pertaining to the rental of the Hall, rental fees or use of equipment are hereby repealed.

READ A FIRST TIME BEFORE AN OPEN COUNCIL THIS 8th DAY OF December 2009.

READ A SECOND AND THIRD TIME AND FINALLY PASSED BEFORE AN OPEN COUNCIL 8th DAY OF December  2009.

Wayne Brown
MAYOR
Lynda Kovacs
CLERK

 

Schedule “A”

Calvin Community CentreHall Rental & Equipment Use Policy

POLICY

  1. INTRODUCTION
    The Corporation of the Municipality of Calvin owns and operates the Calvin Community Centre and the Equipment located at this facility. Hall rental and equipment usage at the Calvin Community Centre shall be governed by this Hall Rental & Equipment Use Policy. Amendments to this policy may be made from time to time with authorization of Council.
  2. HALL CAPACITY
    Calculated using Table 3.1.17.1 of the 2006 Ontario Building Code
    1. Maximum capacity of the premises for events with non fixed seating and tables, including all events serving food and/or alcoholic beverages is 131 persons.
    2. Maximum capacity of the premises for events with non-fixed seats only, no tables and no service of food or alcoholic beverages is 192 persons.
    3. Maximum capacity of the premises for an exhibition hall (such as a vendor outlet or yard or garage sale) is 52 persons.
    4. Maximum capacity of the premises for events with non fixed seating, with tables and with no service of food or alcoholic beverages is 152 persons.
  3. GENERAL RULES
    1. Rental of the Hall includes a PA system only. The municipality must be notified at time of booking that the PA system will be required. Provision of any other sound system is the responsibility of the Renter.
    2. No Smoking is permitted in the Hall or the entrances.
    3. No candles or open flame decorations are permitted.
    4. No nails, screws, staples or scotch tape should be used to affix decorations to the walls or tables.
    5. No overnight camping is permitted anywhere on municipal property.
    6. No overnight use of the Hall is permitted with the exception of use as an Emergency Response Centre.
    7. All events must be completed by 1 am. Clean up may take place after the event and the Hall and the grounds must be vacated by 2:30 am. (Clean up may be permitted before NOON the next morning with prior authorization).
    8. Decorating of the Hall the day before the event must be completed during municipal office hours (before 4 pm) otherwise an additional fee shall apply. Decorating may take place the morning or afternoon on the day of the event at no additional charge (eg. for weddings, dances).
    9. Half day rentals typically mean 4 (four) hours (e.g. 8 am – Noon; Noon – 4 pm; 4 pm – 8 pm).
    10. Full day rentals typically mean over 4 hours and up to 8 hours (e.g. 8 am – 4 pm; 5 pm – 1 am)
    11. Partial day rentals typically means up to 3 hours per session or up to 3 hours over the period of one week.
  4. WATER USEWATER IS LIMITED.
    Water in the Hall is provided through a cistern system. There is currently no operating well servicing the Hall, water must be trucked in to the cistern. Full day events will be provided 500 gallons of water usage at no additional charge. Any water used over that limit will be charged an “overuse” fee based on the current rate per gallon and deducted from the deposit before the balance can be refunded.
  5. EVENTS SERVING ALCOHOL
    1. A copy of the Special Occasion Permit (SOP) is required for all liquor related events and must be submitted to the municipal office prior to the event.
    2. The SOP must be posted on site at all times during the event.
    3. No alcohol is permitted outside of the building except for specifically licensed outdoor events within confined areas.
    4. All alcohol must be removed from the Hall immediately after the event.
    5. Alcohol related events must adhere to the rules of the Liquor Licensing Board.
    6. Alcohol related events must provide security (door and floor monitors) and utilize bartenders with their Smart Serve Ontario number. Names and Smart Serve Ontario numbers of those working at the event must be provided to the Municipal office, along with the SOP, prior to a key being issued.
  6. INSURANCE
    1. The Renter is responsible for providing Liability insurance required for all private events. Proof of insurance must be provided to the municipal office prior to the event and before a Hall key can be issued. Contact your insurer for details on acquiring this coverage
    2. The Renter is responsible for providing Party Alcohol Liability (PAL) insurance for all events where alcohol is served. Proof of insurance must be provided to the municipal office prior to the event and before a Hall key can be issued. Contact your insurer for details on acquiring this coverage.
  7. BOOKING DEPOSIT
    1. At time of booking, a 50% booking deposit is required to guarantee your booking for all events.
    2. The booking deposit is non-refundable unless cancellation is made at least 72 hours prior to the scheduled event.
    3. Full payment is required, along with any required DAMAGE DEPOSIT (see below) before a key to the Hall will be issued.
    4. Should the kitchen be required the day or evening before for preparation, an additional fee shall apply.
  8. DAMAGE DEPOSIT
    1. Required for all FULL DAY EVENTS only.
    2. Must be deposited with the municipal office in CASH only before Hall key can be issued.
    3. Refundable upon key return, between Noon and 4 pm the first business day following the event, after Hall inspection providing no damage to facilities or equipment or overuse of water has occurred during the event. (Normal wear and tear accepted).
  9. HALL KEYS
    1. Keys to the Hall are to be picked up the last business day prior to the event during regular municipal office hours (8:30 am – 4:00 pm)
    2. All copies of required Special Occasion Permits, proof of insurance and names of those working at the event, along with their Smart Serve Ontario numbers (if required for event) must be provided to the office before a hall key can be issued.
    3. Keys must be returned to the municipal office between NOON and 4:00 pm on the first business day following the event to allow staff time to check the facility, check all equipment and calculate water usage. Deposits will not be refunded until staff has completed this check.
    4. Any damage that occurs is the responsibility of the individual whose signature appears on the Rental Agreement.

 

Schedule “B”

HALL RENTAL FEES

HALF DAY (Additional fee if kitchen is required)  
Showers/Luncheons/Meetings/Seminars $50
   
FULL DAY (Additional fee if kitchen is required)  
Events with No Alcohol $100
(plus damage deposit)
Meetings/Seminars/Courses/Lectures/Business Functions $100
(plus damage deposit)
Events with Alcohol $150
(plus damage deposit)
   
PARTIAL DAY (Additional fee if kitchen is required)  
Seminars/Workshops/Lectures/Meetings/Religious or Memorial Services
(under 3 hours per session or under 3 hours over the period of one week)
$30
   
NO CHARGE EVENTS (Donations gratefully accepted)  
Funeral Luncheon (Calvin residents only) FREE
Meetings of Organized Community Groups or Charitable Organizations FREE
   
ADDITIONAL FEES  
Use of kitchen during event $50
Additional use of kitchen the evening or day before the event (Hall must be vacated by 10 pm if using kitchen the evening before the event)

Use of kitchen means
 - use for food preparation and clean up; or use of dishes and dishwashing; or use of stoves and cooking utensils; or a combination of any or all of these. (Leaving food, which has been prepared off premises, in the fridge or on the counter at the Hall; or using paper plates and plastic cutlery does not require a fee for kitchen use.)
$50
Decorating or set up of Hall after 4 pm the evening before the event (Hall must be vacated by 10 pm if decorating the evening before the event) $50

Damage Deposit (Required for all FULL DAY events only. Must be paid in cash before key can be issued. Refundable upon key return after hall inspection–(normal wear and tear excepted)

a. Full day, no alcohol

b. Full day, with alcohol

 

$100 cash

$150 cash

   
Long term usage of the Hall can be negotiated with the Municipal Office.  

 

Schedule “C”

MUNCIPALITY OF CALVIN COMMUNITY CENTRE (HALL)

RENTAL AGREEMENT

 

OFFICE USE

 

NAME:____________________________  ORGANIZATION:________________________________

 

ADDRESS:_________________________________________________________________________

 

PHONE:________________________________

 

DATE OF EVENT:_______________________ TYPE OF  EVENT:___________________________

 

TIME OF EVENT:___________________________

 

PA SYSTEM REQUIRED ____________________ (Y/N)

 

ADDITIONAL USE OF KITCHEN EVENING BEFORE_________  PAID:_____________(amount) (Y/N)

 

USE OF KITCHEN DURNING EVENT _________  PAID:_____________________(amount) (Y/N)

 

HALL DECORATING REQUIRED EVENING BEFORE _________  PAID:_____________(amount) (Y/N)

 

LIABILITY INSURANCE POLICY NUMBER:__________________________

 

PAL INSURANCE POLICY NUMBER:________________________________

 

SPECIAL OCCASION PERMIT NUMBER:_____________________________

 

SMARTSERVE ONTARIO NAMES/NUMBERS:__________________________________________
(alcohol related events only)

__________________________________________

 

DOOR AND FLOOR MONITORS/NAMES: __________________________________________
(alcohol related events only)

 

BOOKING DEPOSIT PAID:______________________ (amount) all events

 

RENTAL FEE PAID:____________________________ (amount) all events

 

DAMAGE DEPOSIT PAID:_______________________ (amount) Full Day events only

 

I,____________________________ have read and fully understand the Calvin Community Centre (Hall) Policy

 

________________________             ________________________

Signature                                                                     Date

 

Schedule “D”

KEY AGREEMENT

 

I,________________________have been made aware that should this key be lost or stolen, there is a cost of $180.00 to re-key the locks and cut new keys and that this cost is to be paid by myself, or my organization. This key is to be returned to the municipal office the first business day after my event or, in the case of long term use, within 7 days upon request.

       
DATE OF ISSUE ORGANIZATION AUTHORIZED PERSON KEY#
       
ISSUED BY DATE ISSUED DATE KEY RETURNED INITIAL

 

Schedule “E”

CHECKLIST #1 - FOR HALL BOOKINGS

Renters Name: Address:
Phone:  
__ What type of event  Amount: $
__ Date of event  
__ 50% deposit required to secure booking Amount: $
__ Will you be using the hall prior to the event to prepare? (time, extra cost; decorating of hall must be during office hours (before 4 pm) or on the day of event or additional fees will apply) __ Yes __ No
__ Will you be using the kitchen? (extra cost) __ Yes __ No Amount: $
__ Will there be alcohol at your event? (PAL needed, SOP and Smart Servers and Door/Floor monitor required with names and Smart Serve Ontario numbers) __ Yes __ No
__ You will be responsible for providing Liability insurance. (non alcohol events) 
__ PA system in hall included. Will you be using the PA system __ Yes __ No
__ No overnight camping is permitted anywhere on municipal property.
__ Damage deposit for full day events (cash only) __ Yes __ No Amount: $
__ Hall is on a cistern system. Water is limited to 500 gallons per event. Charges for usage over 500 gallons will apply.
__ Maximum capacity: Non fixed seating w/tables serving food and/or alcohol 131; Non fixed seating w/no tables no food or alcohol 192; Exhibition Hall (e.g. Yard or garage sale) 52; Non fixed seating w/tables and no food or alcohol service 152.
__ Do you have special needs? (accessibility) __ Yes __ No Details:

__ Key for hall may be picked up during business hours 8:30-4:00pm. Before a key will be issued you will need to provide Full Payment and Damage Deposit if required along with copies of the following:

  • Liability insurance

    With Alcohol:
  • Special Occasion Permit (SOP)
  • Party Alcohol Liability Insurance (PAL)
  • Names of Smart Server(s) and numbers
  • Names of door/floor monitor(s)
__ In case of cancellation 72 hours notice is required for full refund of booking deposit.

__ Fees Due

50% Booking Deposit

Balance of Rental Fee

Damage Deposit
(If applicable, for full day events only)

TOTAL AMOUNT

 

$ ________________

$ ________________

$ ________________


$ ________________

 

Received? __ Yes __ No

 

 

 

 

Date Received:

 

 

 

__ Booking done by:
__ Date: 

 

Schedule F

CHECKLIST #2

 

HALL RENTAL RESPONSIBILITIES

TO BE EXPLAINED TO RENTER AT KEY PICK-UP

 

 

ð       Explained key usage to unlock doors

ð       No smoking permitted in hall.  Smoking area outside parking lot door. Ashtray provided

ð       Explained lights and pot lights usage.

ð       No candles or open flame decorations permitted

ð       Larger tables are available and will be left out if needed.

ð       Explained disposal of garbage and garbage key

ð       Explained kitchen use, review what is available (dishes, appliances, tea towels etc.)

ð       Emergency numbers by phone. If the fire alarm sounds please vacate building.

ð       Hall is on a cistern system and water is limited. Ensure all taps are off and toilets are not running prior to leaving. Explained 500 gallon limit per event.

ð       No overnight camping is permitted on municipal property.

ð       Stove fan must be turned on in order for stoves to work.

ð       Liquor License (SOP) must be posted on site at all times during the event

ð       All windows and doors must be locked and lights off (both inside & outside) prior to leaving the building.

ð       Check grounds outside for garbage and debris at end of event.

ð       All events must be completed by 1 am. Clean up may take place after the

        event and the Hall and the grounds must be vacated by 2:30 am. (Clean up may

be permitted before NOON the next morning with prior authorization).

ð       Wipe down tables and chairs but do not stack them

ð       Keys must be returned to the municipal office between NOON and 4:00 pm

        on the first business day following the event to allow staff time to check the

facility, check all equipment and calculate water usage. Deposits will not be

refunded until staff has completed this check.

ð       All Service Room doors are locked during events (water room, furnace room, electrical room). Should you have problems and require entry into any of these areas, please contact the Urgent Call Line as posted in the Hall (appropriate staff will then be contacted ASAP).

ð       Video surveillance of grounds 24/7 for safety and security.

 

 

 

I,________________________have received full explanation from Staff and fully understand the use, responsibilities and obligations of the hall rental.

 

 

 

Renter:                ________________________________________

 

Staff member:     ________________________________________

 

Date:                   ________________________________________

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Schedule G

CHECKLIST #3

 

Hall Checklist After Event

 

Name of Renter:           _________________________________________

 

Date:                            _________________________________________

 

 

Water Meter level                 Before:_________________________ cubic metres

                                                Date:_____________  Time:__________

 

                                                After___________________________ cubic metres

                                                Date:_____________  Time:__________

 

 

                                                                                                                        Yes                              No

  1.       Are tables and chairs clean                                                                    ð                                  ð
  2.       Is there stuff hanging off of the walls or ceiling                            ð                                  ð
  3.       Are floors clean (garbage picked up)                                                     ð                                  ð
  4.       Are windows and doors locked                                                            ð                                  ð
  5.       Are the entrance and outside lights off                                       ð                                  ð
  6.       Are kitchen counters clean & dishes put away                           ð                                  ð
  7.       Is stove clean                                                                                        ð                                  ð
  8.       Is microwave clean                                                                               ð                                  ð
  9.       Is fridge clean                                                                                       ð                                  ð
  10.   Is bar clean                                                                                           ð                                  ð
  11.   Is garbage empty and bags put in the green bin                          ð                                  ð
  12.   Are there cigarette butts in the parking lot                                              ð                                  ð
  13.   Is there garbage on the grounds
  14.        Playground                                                                               ð                                  ð
  15.       Ballfield                                                                                    ð                                  ð
  16.        Soccer field                                                                              ð                                  ð
  17.       Yards                                                                                       ð                                  ð
  18.        Rink                                                                                         ð                                  ð
  19.         Parking Lot                                                                              ð                                  ð
  20.   Are the change room lights off                                                   ð                                  ð
  21.   Damage to building or signs                                                                   ð                                  ð
  22.   Are fire extinguishers in proper location and still charged                        ð                                  ð
  23.   Are bathrooms clean                                                                             ð                                  ð
  24.    PA System check                                                                                ð                                  ð
  25.   Are ceiling tiles and diffusers intact                                                        ?                                 ?

 

Comments

 

 

 

 

 

 

 

 

Inspected by:    _________________________________________

Date                 :__________________________________________

 

Deposit refunded:         $_________________

Comments:       ________________________________________________________________________
____________________________________________________________________________________

Schedule H

 

 

CONDITIONS OF USING CALVIN COMMUNITY CENTRE EQUIPMENT

 

 

  1. All equipment shall be signed for prior to leaving the community centre premises.

 

  1. Equipment shall be on loan, free of charge to the RESIDENTS, BUSINESSES, COUNCIL AND STAFF OF CALVIN ONLY.

 

  1. All equipment shall be returned in the same condition in which it was received

 

  1. Any lost or damaged equipment must be replaced.

 

      5.   All equipment must be returned by the agreed upon date.

 

6.   Any loss/damage to equipment is the responsibility of the individual whose signature       appears on this agreement.

 

 

 

 

__________________________                    __________________________

Signature                                                          Date

 

 

_________________________________________________________________

Item/s Borrowed

 

 

_____________________________

Date to be Returned