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HomeMy WebLinkAboutCS 11-20city 06 DICKERING Report to Council Report Number: CS 11-20 Date: April 27, 2020 From: Marisa Carpino Director, Community Services & Deputy CAO Subject: Dr. Nelson F. Tomlinson Community Centre Management Agreement - Claremont Lions & District Club - File: A-1440 Recommendation: 1. That the Mayor and City Clerk be authorized to execute a Management Agreement renewal to which the Claremont Lions & District Club will be permitted to continue to provide certain management services to the City of Pickering at the Dr. Nelson F. Tomlinson Community Centre from April 1, 2020 to March 31, 2025, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. Executive Summary: The Claremont Lions & District Club have an existing Management Agreement to provide certain management services to the City at the Dr. Nelson F. Tomlinson Community Centre which will expire on March 31, 2020. The Claremont Lions & District Club have requested to renew this agreement for an additional five years. The Community Services Department recommends that a renewal agreement be initiated with the Claremont Lions & District Club. Financial Implications: The City will receive 25 percent of the gross revenues collected by the Claremont Lions & District Club for their use of the premises on Saturdays and New Year's Eve throughout the term of the agreement. This represented approximately $250.00 of gross revenues for the City of Pickering in 2019. Discussion: The Claremont Lions & District Club currently have a Management Agreement with the City of Pickering which will expire on March 31, 2020. They have requested to renew this agreement for the next five years. Under the terms and conditions of the Management Agreement, the Claremont Lions & District Club is responsible for security, caretaking, and general maintenance services of the Dr. Nelson F. Tomlinson Community Centre. The renewal agreement allows the Claremont Lion & District CS 11-20 April 27, 2020 Subject: Dr. Nelson F. Tomlinson Community Centre Management Agreement Page 2 Club to continue to book the premises for non-profit functions, charity events, receptions and any other City approved purposes. The Director, Community Services & Deputy CAO recommends that a Management Agreement renewal be initiated with the Claremont Lions & District Club from April 1, 2020 to March 31, 2025. Attachments: 1. Management Agreement 2020-2025 Prepared/Approved/Endorsed By: Marisa Camino Director, Community Services & Deputy CAO :mc Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer .3f12PZ CORP0227-07/01 revised This Management Agreement made as of , 2020, Between: Claremont & District Lions Club (the "Club") - and - The Corporation of the City of Pickering (the "City") WHEREAS the City owns and operates a multi -facility community centre known as the Dr. Nelson F. Tomlinson Community Centre, in the Hamlet of Claremont, in the City of Pickering, hereinafter referred to as the "Community Centre" for the benefit of its citizens, particularly those residents in the Hamlet of Claremont and surrounding area; WHEREAS the Club has provided certain management services to the City with respect to other City - owned facilities located within the Hamlet of Claremont since November 5, 1979 and wishes to continue providing management services at the Community Centre; NOW THEREFORE this Agreement witnesseth that, in consideration of the mutual covenants and agreements herein contained and the sum of Two (2.00) Dollars paid by each party to the other (the receipt and sufficiency of which is hereby acknowledged), subject in the terms and conditions hereinafter set out, the Parties hereto agree as follows: 1. Definitions (1) For the purpose of this Agreement "Premises" shall mean: (a) that portion of the Community Centre being composed of the multi-purpose hall, the kitchen, the meeting room and adjacent hallways, washroom facilities and public changerooms as shown on Schedule "A" attached hereto. (2) For the purpose of this Agreement, "Management Services" shall mean: (a) the leasing of the Premises, or parts thereof, from time to time during the Term of this Agreement, to non-commercial lessees and third parties for non-profit functions, charity events, receptions and any other City -approved purposes in accordance with the rental rates agreed to between the parties hereto in accordance with section 7(f) of this Agreement; (b) the provision of caretaking and general maintenance services to the Premises at the Club's expense, together with the provisions of all necessary cleaning and maintenance supplies such as cleaning products, related paper products and cleaning equipment. 2. Term The Club shall have use of the Premises and shall provide the City with Management Services to the satisfaction of the City for a five-year Term (the "Term") commencing as of April 1, 2020 and ending on March 31, 2025, unless earlier terminated. 3. Maintenance (a) The City shall be responsible for all inspections and preventative maintenance with respect to the exterior of the Community Centre, the heating equipment, transformer, parking lot and lights, exterior landscaping and the physical structure of the building provided, however, that the Club shall be responsible for any damages or costs incurred due to the misuse or negligence of the Club, its employees, invitees, servants, agents, or others under its control and the Club shall pay to the City on demand the expense of any repairs including the City's reasonable administration charge necessitated by such negligence or misuse. (b) The City shall be responsible for all day-to-day operating expenses of the Premises including, hydro, water, heating, air conditioning, sewage disposal (including periodic emptying of the septic tank) and garbage removal. The City shall provide grass cutting and landscaping services and snow removal for the parking lot, sidewalks, walkways and other areas of pedestrian passage of the Community Centre only. The City shall provide cleaning services to the common areas of the Community Centre only once per week; subject to cancellation, at the discretion of City staff, should the need be unwarranted. Common areas include the interior main entrance vestibule, the lobby area, the two interior washrooms, and during the outdoor sports season, the two exterior washrooms. (c) As set out in WHMIS Regulation R.R.O. 1990, Reg. 860, as amended by: O. Reg 36/93 of the Occupational Health and Safety Act, the Club shall be responsible to maintain a binder containing material safety data sheets for all hazardous products stored or used on the Premises. Said binder must be kept current at all times and available for reference by users of said products. (d) The Club shall be responsible to provide the City with WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Club members working alone or overseeing any maintenance tasks performed on the Premises. 4. Security The Club shall be responsible for the security of the Premises. The Club shall be responsible for any costs incurred or arising due to the misuse or negligence of the Club, its employees, invitees, servants, agents or others under its control and the Club shall pay to the City on demand the expense of any repairs including the City's reasonable administration charges necessitated by such negligence or misuse. The Club will ensure that no copies of the keys to 2 the Premises are made or given to third parties (even temporarily) without the prior written consent of the City. Only Club representatives that have signed for keys with the City will be authorized to be in the possession of keys to the Premises. 5. City Use of Premises Notwithstanding any other provision of this Agreement, the City and the Club acknowledge and agree that the City will have first right of refusal to use the Premises, for the City's services, programs, events and general activities, including for Claremont and District Community Association program purposes or for any other City purpose Monday through Thursday from 7:00 am to 11:00 pm and Friday's from 8:00 am to 5:00 pm throughout the Term, at no cost to the City. The City agrees to provide the Club with the specific dates and times that the Premises will be required for City use or for use by the Claremont and District Community Association, at least one month in advance of the required date. The Club will not be entitled to any rental fees or other remuneration associated with the said use of the Premises by the City or by the Claremont and District Community Association. 6. Use & Occupancy of Premises By The Club The Club agrees to use, and ensure that the use of the Premises is in accordance with the City's Alcohol Management Policy and the City's rules and regulations which are attached hereto as Schedules "B" and "C". (a) Sharing of Use With The Club The parties herein acknowledge and agree that the Club shall have the exclusive use of the Premises every Saturday throughout the year and New Year's Eve of each year throughout the Term; (b) Appearance of Premises The Club agrees to maintain and operate the Premises so that it shall always be of good appearance and suitable for the proper operation of the uses required to be carried on therein and comparable with the standards of the best such uses, and in so doing, to keep both the interior and exterior of the Premises clean, orderly and tidy, and clear of all refuse, snow and ice. (c) By -Laws The Club agrees to comply, at its own expense, with all Municipal, Federal and Provincial, sanitary, fire, health and safety laws, regulations, by-laws and requirements pertaining to the occupation and use of the Premises, the condition of the improvements, trade fixtures, furniture and equipment installed by or on behalf of the Club therein and the making by the Club of any repairs, changes or improvements therein, which repairs, changes or improvements, shall be subject to pre -approval by the City in accordance with the provisions of section 10. 3 7. Rental Revenues (a) The Club shall pay to the City a fee equal to 25% of the gross revenue collected by the Club for their use of the Premises on Saturdays and on New Year's Eve throughout the Term. (b) The Club shall retain 100% of the rental fees recovered for the Premises from all authorized leases other than the City and the Claremont and District Community Association as outlined in section 5(a). (c) The applicable fee, as set out in section 7(a) above, shall be paid by the Club to the City, in lawful money of Canada, on January 31st, April 30th, July 31st, and October 31st of each year throughout the Term and at the address of the City set out in section 16(c)(i) or at such other place as the City shall from time to time designate. (d) The Club shall submit a written report to the City every three months, on January 31st April 30111, July 31st, and October 31st of each year throughout the Term, documenting the source and amount of all licence fees received by the Club for the Premises. (e) The Club shall submit its annual financial statement and annual schedule to the City by the 2nd Monday of August of the following year throughout the Term. (f) The Club agrees that it shall only charge such fees for the rental of the Premises at the rate that is approved by the City annually. The City and the Club shall establish the approved rental fee rate yearly throughout the Term. (g) The City shall pay to the Club 40% annually of filming rental fees for the Community Centre parking lot only by February 15th of each year throughout the Term. 8. General Covenants (a) The City covenants with the Club: (i) for quiet enjoyment; and (ii) to observe and perform all covenants and obligations of the City herein. (b) The Club covenants with the City: (i) to pay rent; and (ii) to pay all applicable taxes, including business taxes and goods and services taxes; and (iii) to observe and perform all covenants and obligations of the Club herein. 4 9. Prohibition Against Assignment and Sub -Letting The Club shall not assign this Agreement without the prior written consent of the City which consent may be arbitrarily withheld. 10. Leasehold Improvements & Trade Fixtures (a) Definition of Leasehold Improvements For purposes of this Agreement, the term "Leasehold Improvements" includes without limitation all fixtures, improvements, installations, alterations and additions from time to time made, erected or installed by or on behalf of the Club in or on the Premises, and whether or not moveable, with the exception of furniture and equipment not of the nature of fixtures. (b) Installation of Improvements & Fixtures The Club shall not make, erect, install or alter any Leasehold Improvements or trade fixtures, including lighting, in or on the Premises without having first obtained the City's written approval. The Club's request for any approval hereunder shall be in writing and accompanied by an adequate description of the contemplated work and, where appropriate, working drawings and specifications thereof. All work to be performed in the Premises shall be performed by competent contractors and subcontractors of whom the City shall have approved such approval not to be unreasonably withheld. All such work shall be subject to inspection by and the reasonable supervision of the City, and shall be performed in accordance with any reasonable conditions or regulations imposed by the City and completed in a good and workmanlike manner in accordance with the description of work approved by the City. (c) Liens & Encumbrances on Improvements & Fixtures In connection with the making, erection, installation or alteration of Leasehold Improvements and trade fixtures and all other work or installations made by or for the Club in or on the Premises, the Club shall comply with all the provisions of the Construction Act, R.S.O. 1990, c. C.30, as amended, and other statutes from time to time applicable thereto, including any provision requiring or enabling the retention by way of hold -back of portions of any sums payable, and except as to any such hold -back shall promptly pay all accounts relating thereto. The Club shall not create any mortgage, conditional sale agreement or other encumbrance in respect of its Leasehold Improvements or, without the consent of the City, with respect to its trade fixtures nor shall the Club take any action as a consequence of which any such mortgage, conditional sale agreement or other encumbrance would attach to the Premises or any part thereof. If and whenever any lien for work, labour, services or materials supplied to or for the Club or for the cost of which the Club may be in any way liable or claims therefore shall arise or be filed or any such mortgage, conditional sale agreement or other encumbrance shall attach, the Club shall within 20 days after receipt of notice 5 thereof procure the discharge thereof, including any certificate of action registered in respect of any lien, by payment or giving security or in such other manner as may be required or permitted by law, and failing which the City may in addition to all other remedies hereunder avail itself of its remedy under section 12 and may make any payments required to procure the discharge of any such liens or encumbrances, shall be entitled to be reimbursed by the Club as provided in section 12, and its right to reimbursement shall not be affected or impaired if the Club shall then or subsequently establish or claim that any lien or encumbrance so discharged was without merit or excessive or subject to any abatement, set-off or defense. This subsection shall not prevent the Club from mortgaging or encumbering its chattels, furniture or equipment not of the nature of fixtures. (d) Additions and Alterations The Club shall not make any alterations or additions to the Premises without the prior written consent of the City's Director, Community Services. Any such pre -approved alterations, additions, or fixtures shall be added to the City's inventory of fixtures, and shall form part of the City's property. The Club acknowledges that it has no claim to any such alteration, addition or fixture upon the termination of this Agreement. 11. Insurance & Liability (a) Club's Insurance The Club shall take out, at its sole cost and expense, and keep in force during the Term: i. insurance upon property owned by the Club which it is located on the Premises;_ ii. comprehensive insurance of the type commonly called general public liability, which shall include coverage for personal liability, contractual liability, Club's legal liability, non -owned automobile liability, abuse liability, bodily injury, death and property damage, all on an occurrence basis with respect to the Club's use and occupancy of the Premises, with coverage for any one occurrence or claim of not less than $2,000,000.00 or such other amount as the City may reasonably require upon not less than six months notice at any time during the Term, which insurance shall include the City as a named insured and shall protect the City in respect of claims by the Club as if the City were separately insured; and (iii) insurance against such other perils and in such amounts as the City may from time to time reasonably require upon not less than 90 days written notice, such requirement to be made on the basis that the required insurance is customary at the time for prudent tenants of similar properties. All insurance required to be maintained by the Club hereunder shall be on terms and with insurers to which the City has no reasonable objection. Each policy shall contain a waiver by the insurer of any rights of subrogation or indemnity or any other claim over to 6 which the insurer might otherwise be entitled against the City or the agents or employees of the City, and shall also contain an undertaking by the insurer that no material change adverse to the City or the Club will be made, and the policy will not lapse or be cancelled, except after not less than thirty days written notice to the City of the intended change, lapse or cancellation. The Club shall furnish to the City, if and whenever requested by it, certificates or other evidences acceptable to the City as to the insurance from time to time effected by the Club and its renewal or continuation in force, together with evidence as to the method of determination of full replacement cost of the Club's Leasehold Improvements, trade fixtures, furniture and equipment, and if the City reasonably concludes that the full replacement cost has been underestimated, the Club shall forthwith arrange for any consequent increase in coverage required hereunder. If the Club shall fail to take out, renew and keep in force such insurance, or if the evidences submitted to the City pursuant to the preceding sentence are unacceptable to the City or no such evidences are submitted within a reasonable period after request therefore by the City then the City may give to the Club written notice requiring compliance with this section and specifying the respects in which the Club is not then in compliance with this section. If the Club does not, within 72 hours or such lesser period as the City may reasonably require having regard to the urgency of the situation, provide appropriate evidence of compliance with this section, the City may, but shall not be obligated to, obtain some or all of the additional coverage or other insurance which the Club shall have failed to obtain, without prejudice to any other rights of the City under this Agreement or otherwise, and the Club shall pay all premiums and other expenses incurred by the City in that connection as additional rent pursuant to section 14 hereof. (b) Limitation of City's Liability The City shall not be liable for any bodily injury or death of, or loss or damage to any property belonging to the Club or its employees, invitees or licensees or its guests, or to any other person in, on or about the Premises. (c) Club's Indemnification of City The Club shall indemnify and save harmless the City in respect of: (i) all actions, causes of actions, suits, liens, claims and demands whatsoever, which may arise either directly or indirectly by reason of any act or omission of the Club, its servants, licensees, invitees, members, guests, contractors or agents in the use or occupation of the Premises; (ii) any loss, cost, expense or damage suffered or incurred by the City arising from any breach by the Club of any of its covenants and obligations under this Agreement; 7 (iii) all costs, expenses and reasonable legal fees that may be incurred or paid by the City in enforcing against the Club the covenants, agreements and representations of the Club set out in this Agreement; and (iv) the Club shall ensure that all permit holders using the Premises have a minimum of $2,000,000.00 third party general liability insurance that must be arranged through the permit application process and paid for by the permit holder. 12. City's Access (a) The Club shall be responsible for minor repairs to the Premises, at its expense, reasonable wear and tear, fire damage, lightning damage and storm damage excepted. (b) The City shall be permitted at any time and from time to time to enter and to have its authorized agents, employees and contractors enter the Premises for the purposes of inspection, maintenance or making repairs, and the Club shall provide free and unhampered access for the purpose, and shall not be entitled to compensation for any inconvenience, nuisance or discomfort caused thereby, but the City in exercising its rights hereunder shall proceed to the extent reasonably possible so as to minimize interference with the Club's use and enjoyment of the Premises. 13. Delay & Non -Waiver (a) Unavoidable Delay Except as herein otherwise expressly provided, if and whenever and to the extent that either the City or the Club shall be prevented, delayed or restricted in the fulfillment of any obligation hereunder in respect of the making of any repair, the doing of any work or any other thing, other than the payment of rent or other monies due, by reason of: (i) strikes or work stoppages; (ii) inability to obtain any material, service, utility or labour required to fulfill such obligation; (iii) any statute, law or regulation of, or inability to obtain any permission from, any government authority having lawful jurisdiction preventing, delaying or restricting such fulfillment; or (iv) other unavoidable occurrence, the time for fulfillment of such obligation shall be extended during the period in which such circumstances operates to prevent, delay or restrict the fulfillment thereof, and the other party shall not be entitled to compensation for any inconvenience, nuisance or discomfort thereby occasioned. 8 (b) Waiver If either the City or the Club shall overlook, excuse, condone or suffer any default, breach or non -observance by the other of any obligation hereunder, this shall not operate as a waiver of such obligation in respect of any continuing or subsequent default, breach or non -observance, and no such waiver shall be implied but shall only be effective if expressed in writing. 14. Remedies of City (a) In addition to all rights and remedies of the City available to it in the event of any default hereunder by the Club through improper compliance or non-compliance with any obligation arising either under this or any other provision of this Agreement or under statute or the general law, (i) the City shall have the right at all times to remedy or attempt to remedy any default of the Club, and in so doing may make any payments due or alleged to be due by the Club to third parties and may enter upon the Premises to do any work or other things therein, and in such event all expenses of the City in remedying or attempting to remedy such default shall be payable by the Club to the City as additional rent forthwith upon demand; (ii) the City shall have the same rights and remedies in the event of any non- payment by the Club of any amounts payable by the Club under any provision of this Agreement as in the case of a non-payment of rent; and (iii) if the Club shall fail to pay any rent or other amount from time to time payable by it to the City hereunder promptly when due, the City shall be entitled, if it shall demand it, to interest thereon at a rate of three per cent per annum in excess of the minimum lending rate to prime commercial borrowers from time to time current at the City's bank from the date upon which the same was due until actual payment thereof. (b) Remedies Cumulative The City may from time to time resort to any or all of the rights and remedies available to it in the event of any default hereunder by the Club, through improper compliance or non-compliance with any obligation arising either under any provision of this Agreement or under statute or the general law, all of which rights and remedies are intended to be cumulative and not alternative, and the express provisions hereunder as to certain right and remedies are not to be interpreted as excluding any other or additional rights and remedies available to the City by statute or the general law. (c) Right of Re -Entry on Default or Termination If and whenever the rent hereby reserved or other monies payable by the Club or any part thereof shall not be paid on the day appointed for payment thereof, whether lawfully 9 demanded or not, and the Club shall have failed to pay such rent or other monies within five (5) business days after the City shall have given to the Club notice requiring such payment, or if the Club shall breach or fail to observe and perform any of the covenants, agreements, provisos, conditions and other obligations on the part of the Club to be kept, observed or performed hereunder, or if this Agreement shall have become terminated pursuant to any provision hereof, or if the City shall have become entitled to terminate this Agreement and shall have given notice terminating it pursuant to any provision hereof, then and in every such case it shall be lawful for the City thereafter to enter into and upon the Premises or any part thereof in the name of the whole and the same to have again, repossess and enjoy as of its former estate, anything in this Agreement contained to the contrary notwithstanding. (d) Termination & Re -Entry (i) If and whenever the City becomes entitled to re-enter upon the Premises under any provision of this Agreement the City, in addition to all other rights and remedies, shall have the right to terminate this Agreement forthwith by leaving upon the Premises notice in writing of such termination. (ii) This Agreement may be terminated by either party upon six month's notice to the other in writing. (iii) This Agreement may be terminated by the City upon ten day's notice to the Club in writing in the event that the insurance required to be provided in section 11 of this Agreement is not provided or is not kept in force. (iv) In the event that this Agreement is terminated by the City pursuant to subsection (i), (ii) or (iii) above, the City shall honour any bookings previously made by the Club with non-commercial lessees or third parties for the use of the Premises after the effective date of termination. (e) Payment of Rent, etc. on Termination Upon the giving by the City of a notice, in writing, terminating this Agreement, whether pursuant to this or any other provision of this Agreement, this Agreement and the Term shall terminate, rent and any other payments for which the Club is liable under this Agreement shall be computed, apportioned and paid in full to the date of such termination, and the Club shall immediately deliver up possession of the Premises to the City, and the City may re-enter and take possession of the Premises. 15. Improper Use of Premises; Bankruptcy In the event that the Premises are used, without the City's consent, for any purpose other than that for which they were leased, or occupied by any persons whose occupancy is prohibited by this Agreement, or if the Premises shall be vacated or abandoned, or remain unoccupied for fifteen (15) days or more while capable of being occupied; or if the balance of the Term or any of the goods and chattels of the Club shall at any time be seized in execution or attachment, or 10 if the Club shall make any assignment for the benefit of creditors or any bulk sale, become bankrupt or insolvent or take the benefit of any statute now or hereafter in force for bankrupt or insolvent debtors, then in any such case the City may at its option terminate this Agreement by leaving upon the Premises notice in writing of such termination and thereupon, in addition to the payment by the Club of rent and other payments for which the Club is liable under this Agreement, rent for the current month and the next ensuing 3 months shall immediately become due and paid by the Club. 16. Miscellaneous Provisions (a) Registration of Management Agreement Neither the Club nor the City shall register this Agreement or a notice of this Agreement against title to the Premises or any part thereof. (b) Management Agreement Constitutes Entire Agreement There are no covenants, representations, warranties, agreements or conditions express or implied, collateral or otherwise forming part of or in any way affecting or relating to this Agreement save as expressly set out in this Agreement; this Agreement constitutes the entire agreement between the City and the Club and may not be modified except as herein explicitly provided or except by agreement in writing executed by the City and the Club. (c) Notices Any notice required or contemplated by any provision hereof shall be given in writing, and (i) if to the City, either delivered to the City Clerk personally or mailed by prepaid registered mail addressed to The City Clerk, The Corporation of the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario L1V 6K7; and (ii) if to the Club, delivered to The Claremont & District Lions Club, c/o the President or Secretary, at 4941 Old Brock Rd, Claremont, ON L1Y 1A9 Every such notice shall be deemed to have been given when delivered or, if mailed as aforesaid, upon the third day after the day it is mailed. Either party may from time to time by notice in writing to the other, designate another address in Canada as the address to which notices are to be mailed to it. (d) Interpretation All of the provisions of this Agreement are to be construed as covenants and agreements as though words importing such covenants and agreements were used in each separate provision hereof, and the titles and captions appearing for the provisions 11 of this Agreement have been inserted as a matter of convenience and for reference only and in no way define, limit or enlarge the scope or meaning of this Agreement or of any provision hereof. (e) Extent of Management Agreement Obligations This Agreement and everything herein contained shall ensure to the benefit of and be binding upon the respective heirs, executors, administrators and other legal representatives, as the case may be, of each party hereto, and every reference herein to any party hereto shall include the heirs, executors, administrators, and other legal representatives of such party. (f) Schedules Schedules "A", "B" and "C" attached hereto form part of this Agreement. In Witness Whereof the Parties hereto have executed this Agreement as of the date first written above. Signed, Sealed and Delivered Claremont & District Lions Club The Corporation of the City of Pickering David Ryan, Mayor Susan Cassel, City Clerk 12 Schedule "A" Sketch of Premises SCHEDULE A DR. NELSON F. TOMLINSON COMMUNITY CENTRE GROUND FLOOR PLAN 13 PREMISES Schedule "B" The Corporation of the City of Pickering Community Services Department MUNICIPAL ALCOHOL POLICY February 2020 Purpose The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the safety and well being of all participants and to protect the Corporation, its employees and volunteers. 1. Definitions In this Policy, the term, (a) "Licensed function" means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario at which alcoholic beverages may be consumed; (b) "Closed private licensed function" means a licensed function determined by the Director of Community Services to be closed to the general public and of a private nature; (c) "Designated facility" means a City owned building, park, open space and associated parking lot designated by this policy as suitable for an indoor or outdoor licensed function; (d) "User" means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e) "Server" means any person serving alcohol 2. Designated Facilities (1) The following are designated facilities for indoor licensed functions: (a) Brougham Community Centre (b) Dr. Nelson F. Tomlinson Community Centre (c) Don Beer Sports Facility Community Centre (d) East Shore Community Centre (e) Green River Community Centre 14 Greenwood Community Centre Mount Zion Community Centre Pickering Civic Complex Chestnut Hill Developments Recreation Complex Seniors Activity Centre West Shore Community Centre Whitevale Community Centre George Ashe Community Centre Pickering Museum Village (2) The following are designated facilities for outdoor licensed functions: (a) Dr. Nelson F. Tomlinson Community Park (b) Dunmoore Park (c) Kinsmen Park (d) Pickering Museum Village 3. Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a "public place" and as such, in accordance with Section 31 of the Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4. Safe Transportation (1) Only those users implementing a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 5. No Alcohol and Low Alcohol Drinks (1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 15 6. "Statement of Intoxication" Sign (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to serve participants to a state of intoxication. Such signs shall read as follows: City of Pickering — Community Services Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons to intoxication. For this reason, servers in this facility are required to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol "breather" round, request a soft drink, coffee or smaller than usual portion of alcohol. (2) Signs shall be provided by the City to users for display by them in the designated facility during the licensed function. 7. Participant Controls (1) Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2) Such controls shall include the following: (a) Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. (b) Having at least two monitors at each entrance to the licensed function at all times during the function; (c) Accepting only an age of majority card, a photo driver's license or a passport as identification for entry; (d) Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; (e) Using monitors and servers who are 19 years of age or older; (f) Using monitors and servers who do not consume alcohol during the function; and (g) Providing a list of the names of supervisors, monitors and servers to the Director prior to the function. 16 (3) The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 8. Supervisor, Monitor, and Server Training (1) Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. (2) Such training should utilize CAMH course material, and may be provided, at a reasonable cost, through the Community Services Department. (3) The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility for a licensed function is granted (4) Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. (5) All servers must be "Smart Serve Certified" 9. Insurance (1) Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city -owned or operated facilities within the City of Pickering. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of $2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only. The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. (2) When a patron requests a facility/ice rental, facility booking staff members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance 17 User Group Rating Schedule to determine the appropriate fee to be charged to the individual/community user group. (3) Only users having a minimum of $2,000,000 third party general liability insurance coverage, naming the Corporation of the City of Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10. Accountability (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: (a) The name, address and telephone number of the user; (b) The name, address and telephone number of the representative of the user responsible for the function; (c) The address and telephone number of the nearest Police Station; (d) The address and telephone number of the Liquor License Board of Ontario; and (e) The address and telephone number of the Community Services Department (2) A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated facilities for licensed functions, at the Director's discretion; Indefinitely, or (a) Until the user can demonstrate to the Director's satisfaction that a further contravention shall not occur. 11. Promoting the Policy The Community Services Department shall design and implement, in consultation with CAMH, a strategy to orient all potential users to the requirements of this policy and to promote this policy to the community at large. 18 Schedule "C" Facility Rules and Regulations Failure to comply with the below will result in loss of damage deposits A. All Facilities • no confetti/rice is allowed in City facilities or parking lots • facilities must be vacated by 2:00 am, ensuring that all decorations and function supplies have been removed • smoking of any type of tobacco product is not permitted in any City facility. All City facilities are designated non-smoking (Durham Region By-law No. 66-2002) • the City of Pickering cannot supply ladders or lift equipment to any permit holder. If this service is required it must be arranged with and approved by the City of Pickering one week prior to the event • caterers, bartenders, disc jockeys, entertainers, liquor licenses, etc., are the renter's responsibility • keys for West Shore Community Centre may be obtained at the Chestnut Hill Developments Recreation Complex during regular operating hours. Please call 905.831.1711 for hours • liquor license must be visible on the bar wall at all times during the function • unnecessary noise, which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility is not permitted • daytime rental keys must be returned immediately following the function to the Recreation Complex • evening rentals (those finishing after 9:00 pm) must be returned before 12:00 pm the following day to the Recreation Complex • decorating is the sole responsibility of the renter. Staples, tape, nails, glue, etc., are not permitted. Helium balloons are permitted, provided they are securely anchored • as per liquor regulations all bars must close at 1:00 am sharp • set-up times for your event is as per your permit B. West Shore Community Centre • garbage must be placed in the garbage bin at the back of the building • renters are responsible for their own set-up • tables and chairs must be put neatly away in the storage room • no live bands are permitted • renters must supply their own mix 19 C. George Ashe Community Centre • the piano is the property of the Rouge Hill Senior Club. Please do not play • renters must supply their own mix and ice • City of Pickering staff will set-up the tables and chairs provided a diagram of the layout is submitted on the Monday preceding the function. You may obtain the diagram at the Recreation Complex Information Desk • Staples, tape, nails, glue, etc., are not permitted D. Don Beer Arena • renters are responsible for their own set-up • tables and chairs must be put neatly away in the storage room • renters must supply their own mix and ice E. Chestnut Hill Developments Recreation Complex East/West Salons and O'Brien Meeting Rooms • Recreation Complex Staff will set-up the tables and chairs provided a diagram of the layout is submitted on the Monday preceding the function • you may obtain the diagram at the Recreation Complex Information Desk F. East Shore Community Centre • renters are responsible for their own set-up • tables and chairs must be neatly away in the storage room • renters must supply their own mix and ice For complete regulations, please see Conditions of Agreement. 20