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HomeMy WebLinkAboutBy-law No. 2024-078THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2024-078 A BY-LAW TO ADOPT A FACILITY RENTAL POLICY WHEREAS Section 8 of the Municipal Act, 2001, S.O. 2001, c.25, provides a Municipality with the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; AND WHEREAS the Straffordville Hall Foundation provides services to manage the bookings of rentals for certain Municipal Facilities; AND WHEREAS it is necessary to have a policy to outline the provisions associated with renting these municipal facilities; THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Facility Rental Policy attached hereto as Schedule "A" and forming part of this by-law is hereby adopted; 2. AND THAT this by-law shall come into full force and effect on January 1, 2025; 3. AND THAT By-law No. 2023-096 shall be repealed on January 1, 2025. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 19tn DAY OF DECEMBER 2024. mAYOR CLERK rll.r-lal_�ZV .9 IL "ill W 1161CP - Facility Rental Policy Section 1 — Purpose The purpose of this policy is to outline the process and requirements to rent municipal facilities managed by the Straffordville Hall Foundation (SHF). Section 2 — Scope This policy applies to the Municipal facilities managed by the SHF. This includes: Straffordville Community Centre Main Hall Straffordville Community Centre Servery • Straffordville Community Centre Trackless Lounge ■ Straffordville Community Park Pavilion Straffordville Community Park Concrete Pad • Straffordville Ball Diamond II Port Burwell Ball Diamond Section 3 — General Provisions a) Rental inquiries are to be submitted to the prescribed representative of the SHF by phone or email. b) Renters will complete an application form as deemed appropriate by the Municipality, and will enter into an agreement for use of municipal property. c) Rental charges will be issued in accordance with the Municipal Rates and Fees By-law, and may qualify for discounted rates as prescribed below or otherwise approved by the Chief Administrative Officer or designate. d) Rentals are available on a first -come, first -served basis. The Municipality reserves the right to deny any rental request for any reason. e) The threshold for full -day bookings for the Main Hall will generally be for six (6) or more hours. f) The discounted "Additional Hours" for the Main Hall and Trackless Lounge rate is only applied if the event is more than three (3) hours but less than six (6). g) Rentals are booked in full -hour increments. No half-hour increments will apply to a rental without prior Municipal approval. h) All persons using a municipal facility must provide two (2) weeks prior to event a certificate of insurance in the minimum amount of $2,000,000.00 naming the Municipality of Bayham as additional insured. i) Deposit for hall rental is due at time of booking/signing. Balance of rental fee is due a minimum of two (2) weeks prior to date of function. j) Failure to cancel in writing two (2) weeks prior to the booking will result in full charges being applied. k) A Damage Deposit based on 50% of the rental fee may be charged for Main Hall bookings which is refundable less applicable damages, if any. 1) Main Hall or Trackless Lounge renters are responsible for all fire and/or security alarm and response costs. m) Facility use may be revoked as a result of damage or improperly disposed of refuse. Cleaning fees shall be the responsibility of the renter. n) Set up and take down of the space done by the SHF is not included in part of the allocated rentals. The prescribed representative of the SHF is to determine when set up and take down is best suited based on the booking schedule and volunteer availability. Section 4 — Community Partners Community Partners shall mean not -for -profit community organizations or community organizations with a formal structure and mandate that provide funds or services on a volunteer basis for the good of the community. Community Partners may receive a $50 reduction on a Main Hall or Trackless rental as deemed applicable. Qualification as a Community Partner shall be at the discretion of the Municipality. Section 5 — Recurring Recreational Bookings Recurring Recreational Bookings shall mean a renter who books the Main Hall for two (2) or more hours, six (6) or more times within a calendar year. A Recurring Recreational Booking may receive a $50 reduction from each rental as deemed applicable. Qualification for a Recurring Recreational Booking shall be at the sole and unfettered discretion of the Municipality. Section 6 —Administration This policy shall be administrated by the prescribed representative of the SHF and the Chief Administrative Officer of the Municipality, or their designate.