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Home My WebLink AboutBy-law No. 2014-082 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2014-082 BEING A BY-LAW TO ADOPT A POLICY FOR THE OPERATION AND MANAGEMENT OF THE STRAFFORDVILLE AND VIENNA COMMUNITY CENTRE FACILITIES WHEREAS the Council of the Municipality of Bayham recognizes the need for clear and concise policies for the operation and management of the municipal owned community centre facilities; AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it advisable that the Operation and Management Policies be confirmed and adopted by by-law; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Operation and Management Policies attached hereto as Schedule "A" and Schedule "B"are hereby adopted as the policies, practices and contract to be used for the operation and management of the Straffordville and Vienna Community Centre facilities owned by the Municipality of Bayham and form part of this by-law; 2. AND THAT By-law 2014-082 shall come into full force and effect upon final reading. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 17TH DAY OF JULY 2014. 41- 1/1:0,-/) MAYOR CLERK Schedule "A" to By-law 2014-082 Page 1 of 2 Policies for the operation and management of the Straffordville and Vienna Community Centre Facilities CONTENT 1. Bookings, rental contracts, collection of fees,HST and damage deposits. 2. Weekly functions 3. Non-compliance 4. Security measures ********************************** 1. Bookings,rental contracts,collection of fees,HST and damage deposits At the time of booking rentals the Managers shall: • fully complete a rental contract; • ensure the contract is signed by the renter and the Manager; • collect rental rates and fee waiver amounts as approved,an amended from time to time by Council; • collect payment of no less than 50% of the total rental fee, plus 50% of the applicable HST, in advance; • provide a copy of the rental contract to the renter; • collect the balance in full,plus the applicable HST, including any damage deposit required, a minimum of two weeks prior to the function; • be provided with the certificate of insurance. 2. Weekly functions Community groups that regularly conduct more than one weekly function per month, such as bingo, shall prepay the full amount for the functions for the month (rentals and/or cleaning fees, as approved by Council),no less than two weeks prior to the date of the first weekly function for the next month, and subject to the above noted requirements. Schedule "A" to By-law 2014-082 Page 2 of 2 3. Non-compliance Any user or group that does not comply with the above requirements # 1 and#2 and those provided on the contract, shall be declined access to the facility until such time as all applicable requirements and payments have been met. 4. Security measures Municipal staff shall be authorized to take action as deemed necessary to ensure the safety and security of the Straffordville Community Centre and the Vienna Community Centre facilities, the public and authorized users,in regard to failure of any key holder to follow locking procedures and/or re-activation of the security system upon exiting the facility. Failure to comply will result in: • notice sent by letter or delivered to the specific keyholder requesting that the key be returned within 3 days to the Municipal office; and • failure to return the key as requested,will result in the cancellation of the security code issued to the said group member. Schedule "B" to By-law 2014-082 Hall Rental Contract Pages 1 & 2 (attached) 5civedc4 le." I' rVz- ,v,AYHAlif THE CORPORATION > 4/ -69 x 16 °."* ;. OF THE MUNICIPALITY OF BAYHAM 41 S Box 160,9344 Plank Road,Straffordville,ON NUJ 1Y0 519-866-5521 I Fax: 519-866-3884 rc�� Ali/unity YsIa� HALL RENTAL.CONTRACT (Prepared in Duplicate) FACILITY: BETWEEN THE CORPORATION OF THE MUNICIPALITY OF BAYHAM AND APPLICANT (Organization,group or individual) (Authorized signing officer) (Mailing Address,Postal Code&Telephone Number) NATURE OF FUNCTION: DATE OF FUNCTION: HOURS OF FUNCTION FACILITIES(check that apply): U Basement U Kitchen U Main Hall U Bar ❑Upper Hall EOUIPMENT REQUIRED: RENTAL FEE: DAMAGE DEPOSIT: Upon signing,I hereby submit the non-refundable sum of$ with the said owner/manager,as a deposit against the rental of the said premises and the balance due of$ plus the Damage Deposit,(as applicable)of$ a minimum of two weeks prior to the function. I acknowledge that the damage deposit is refundable less any applicable damage costs. I agree that the provisions of the Liquor License Act of the Province of Ontario,and 1 or of any regulation made there under,as applicable,will not be contravened. I have read and acknowledge the receipt of a copy of this Agreement and the Terms&Conditions of Use stated on the reverse side hereof and hereby agree to them and the costs associated with the rental of this facility. SIGNATURE OF APPLICANT: DATE: SIGNATURE OF AUTHORITY FOR THE MUNICIPALITY OF BAYHAM: L.L.B.0 REGULATIONS Persons renting the premises must submit their alcohol application form to the store manager for the Liquor Control Board of Ontario no less than 10 days prior to the scheduled reception(weddings&social functions).Applications for fundraising or other events must be submitted no less than 30 days prior to the event. FOR FURTHER INFORMATION,PLEASE REFER TO THE RULES&REGULATIONS PROVIDED WITH YOUR LCBO SPECIAL OCCASION PERMIT APPLICATION AND THE MUNICIPAL ALCOHOL POLICY. SPECIAL CONDITIONS Any other conditions deemed necessary are to be written below and initialled by both the Applicant and the Manager. Orininal-Ranter Copy-Municipality L. 6cLA u_ 2 8 7% 19 2°- TERMS AND CONDITIONS OF FACILITY USE Persons renting the premises are responsible for obtaining their own Special Occasion Permit,if alcohol is to be served, and must be provided to an authorized agent for the Municipality of Bayham at least 24 hours prior to the hour the license becomes effective. Any payment of event workers is the responsibility of the renter. All persons or organizations using the facility must provide a"certificate of insurance"in the minimum amount of$1,000,000 coverage for the duration of this function.The"certificate of insurance"naming the Municipality of Bayham as the certificate holder, must be presented tete Community Centre Manager a minimum of two(2)weeks prior to any event,whether alcohol is being served or not. This includes functions when Council has approved a fee waiver. The Rental Agreement,Special Occasion Permit, and certificate of insurance must be in the same name(s). Conditions of the Municipal Alcohol Policy and the current Municipal Rates and Fees By-law will apply,as applicable. The facility shall not be used for a purpose for which it has not been approved by the Municipality of Bayham or its agent. The Applicant agrees to have the facility cleared of guests within ONE HOUR AFTER CLOSING TIME. The Applicant agrees to compensate the Municipality of Bayham for any damage done to the building,equipment or property,by any person or persons using the facilities pursuant to this agreement. The Applicant agrees to hold and save harmless the Municipality of Bayham from any actions,claims or proceedings brought by any person or organization for injuries,damages,personal loss,or for any other reason,wherein the Claimant(s)allege such claims,actions or proceedings are the result of attendance at the facility and the function herein provided for. The Applicant agrees to provide adequate security to maintain order and crowd control for the function and further agrees not to hold,sponsor or promote any function deemed to be publicly or morally offensive or that in any way would contravene any Statute,Law,or Regulation of the Government of Canada,the Province of Ontario or the Municipality of Bayham. The renter is responsible for all fire alarm response costs where the alarm is directly due to the activities or negligence of the renter and/or guests. Open flame or decorative lighting devices are not advisable,however permitted,if securely supported in a non-combustible holder and located and protected so that combustible materials will not come into contact with or be ignited by the flame. Battery operated candles are suggested as an alternate choice for candles or sparklers. SMOKE MACHINES are not permitted The Bar must close and music I entertainment cease no later than 1:00 a.m.Tables must be cleared by 1:30 am and all persons out of the building by 2:00 a.m. $50 per hour will be charged to the renter for failing to vacate premises by 2:00 am. $20 key fee is refundable upon return to Manager following function. Additional cleaning 1 other services required or requested will be charged on a cost recovery basis. WRITTEN NOTICE OF CANCELLATION must be given to the Manager by the Renter,a minimum of THIRTY(30)DAYS prior to the date of rental,otherwise,the full charge will apply. The Municipality shall not be responsible for stolen,lost or damaged articles,or for personal injuries that the Applicant or member of the Applicant's organization,or a guest thereof,may sustain or suffer by reason of the use of the facility, equipment or parking area. The Municipality of Bayham shall not be responsible for any inconvenience or cancellations caused by failure of electrical, sewer,water or other services at the facility. Should the closure of the facility become necessary and the event cancelled, the function may be re-booked(within a year)at the facility.The initial deposit will be credited to the re-scheduled booking and the balance due as per rental agreement requirements. Original-Renter Copy-Municipality