HomeMy WebLinkAboutCR 02-15 Cliq 00 Report to
Executive Committee
PI KERING •
Report Number: CR 02-15
Date: March 2, 2015
From: Marisa Carpino -
Director, Culture & Recreation •
Subject: The Claremont Lions Club
- Management Agreement Renewal
File: A-1440
Recommendation: •
1. That Report CR 02-15 be received by Council;
2. That the Mayor and City Clerk be authorized to execute a management
agreement renewal to which the Claremont Lions Club will be permitted to
continue to provide certain management services to the City at the Claremont
Community Centre from April 1, 2015 to March 31, 2020, that is in a form and
substance acceptable to the Director, Culture &Recreation and the Director,
'Corporate Services & City Solicitor; and
3. 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 Club have an existing management
agreement to provide certain management services to the City at the Claremont
Community Centre which will expire on March 31, 2015. The Claremont Lions Club
have requested to renew this agreement for a further five years. •
The Culture & Recreation Department recommends that a renewal agreement be
initiated with the Claremont Lions Club.
Financial Implications: The City will receive 25% of the gross revenues collected by
the Club for their use of the premises on Saturdays and New Year's Eve throughout the
term of the agreement. This represented approximately$1,100 of gross revenues for
the City of Pickering in 2014.
Discussion: The Claremont Lions Club currently have a management
agreement with the City of Pickering which will expire on March 31, 2015. They have
requested to renew this agreement for the next five years.
Under the terms and conditions of the management agreement, the Claremont Lions
Club is responsible for the security, caretaking and general maintenance services of the
83
CR 02-15 March 2, 2015
Subject: The Claremont Lions Club Page 2
premises and the snow removal on all sidewalks, walkways and other areas of
pedestrian passage of the Claremont Community Centre. The renewal agreement
allows the Claremont Lion Club to continue to book the premises for non-profit
functions, charity events, receptions and any other City approved purposes.
The Director, Culture & Recreation recommends that a renewal agreement be initiated
with the Claremont Lions Club.
Attachments:
1. Management Agreement
•
Prepared/Approved/Endorsed By:
Marisa Ca' • no
Director, Culture & Recreation
:mc
Recommended for the consideration
of Pickering City Council
. 13 ZoiS
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
84
ATTACHMENT# T O REPORT#c..R `ICJ
This Management Agreement made as of April 1, 2015, pursuant to the provisions of sections 191(1)
and 207.58 of the Municipal Act, R.S.O. 1990, chapter M.45,
Between:
Claremont & District Lions Club
(the "Club") .
- and -
_ y
The Corporation of the City of;Pickerin
P Y 9 X r
(the "City"):: :''''
Whereas, the City owns and operates a multi-facility community centre known as the Claremont
Community Centre, in the Hamlet of Claremont, in the City fPckering, hereinafter referred to as the
"Community Centre"for the benefit of its citizens, particularly those residents in the Hamlet of
•
Claremont and surrounding area;
1... +
y =
Whereas, the Club has provided certain mana ementservices to the Ci with respect to other City-
owned 9 r tY p Y
owned facilities located within the Hamlet of Claremont_si_nce._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
of
receipt and sufficiency which is hetreby 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 paragraph
7(e) of this agreement;
85
(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;
(c) snow removal on all sidewalks, walkways and all other areas of pedestrian passage
at the Community Centre.
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") commending as of April 1, 2015
and ending on March 31, 2020, 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 fo.r any damages or costs
incurred due to the misuse or negligenceof,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 b neggence misuse.
ysuch li 'or<Y r
(b) The City shall be responsible for all day-to-day operating expenses of the Premises
including`fydro, 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 of the Community
Centreonly. The Club shall be responsible for snow removal on all sidewalks,
walkways and other areas of pedestrian passage at the Community Centre.
(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
'`oh'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.
2
•
86
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 ensuretfat no copies of the keys to
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;t
5. City Use of Premises
(a) Notwithstanding any other provision of this Agreement, the City and the-Club
acknowledge and agree that the City will_have first rightof refusal to use the,Premises,
for the City's Culture & Recreation Department programs including the Claremont and
District Community Association program pLiiposooe for any other C i t y purpose
Monday through Thursday from 7:00 am to 11:00 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 rem.unerationassociated with the said use
of the Premises by the City or by the Claremont end District Community Association.
(b) The parties further agree that the City will have exclusive use of the Premises for City
programs every Friday from 5:00 pm to 2:00 am at no cost to the City.
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 Thebub
The parties herein acknowledge and agree that the Club shall have the exclusive use of
thePremises 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 they 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;
3
87
(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 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, snail besubject to pre-approval by
the City in accordance with the provisions of Clause 10 herein:,,
7. Rental Revenues
(a) The Club shall pay to the City a fee equalto 25% of the gross revenuecollected 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 leases
other than the City and the Claremont and District Community Association, Monday
through Thursday from 12:00,6060o-1,2:00. midnight for the months of September to
June and Monday through Friday 6:60-Om.to 12:00 midnight for the months of July and
August.
(c) The applicable fee, as s'et out in 7(a) above, shall be`paid by the Club to the City, in
lawful money:of Canada,'on January:31 St, 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(3) (a) or at
such other as theCity shall from time to time designate.
(d) The Cub shall submit a written report tothe City every four months documenting the
source?and amount-of all licence fees`received by the Association for the Premises.
The Club'Shall..subrnif its annual financial statement and annual schedule to the City by
February 15thofthe following year.
(f) ''°< ;ry'The Club agrees rthat it shall only charge such fees for the rental of the Premises at the
rate that is approved by the City from time to time. The City and the Club shall
establish the approved rental fee rate yearly 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.
4
88
(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.
9. Prohibition Against Assignment and Sub-Letting
The Club shall not assign this Management 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 Management Agreement, the Term "Leasehold Improvements"
includes without limitation all;fixtu'res, improvements,jnstallations, 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 fequest 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 Lien Act, 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
5
89
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 forthe Club or for the cost of
which the Club maybe in any way liable or claims thereforeshall 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 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 hereof and may make any`payments required to procure the
discharge of any such liens or encumbranlces, shall be entitled to besreimbursed by the
Club as provided in section 12, and itsright 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"rr`erit or-i 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, Culture & Recreation. Any such,pre-approved
alterations, additions, or fixtures shall be added to the City's inventory of fixtures, and
shall form part of the Citys 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 takeout and'keep in force during the Term:
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
andoccupancy of the Premises, with coverage for any one occurrence or claim
of not less than $2,000,000, 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
6
90
(ii) 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
which the insurer might otherwise be entitled against the City or the agents or
employees of the City, and shall also contain an 4undertaking by the insurer that no
material chahge adverse to the City or the Club will`be made, andthe policy will not
lapse or be cancelled, except after not less;tfan'thirty days written:_notice to the City of
the intended change, lapse or cancellatiok,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 effec'ted=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, tradefixtures'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`.corripliance 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 Ior all of the additional coverage or other
insurance which theClub shall have failed to obtain, without prejudice to any other
rights of.the City under this Lease 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 14hereof' 1
(b) Limitation of City's Liability
TIe:.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
7
91
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
Management Agreement;
(iii) all costs, expenses and reasonable legal fees that May be incurred or paid by
the City in enforcing against the Club the coveants agreements and
representations of the Club set out in this;Management Agreement; and
.Y t_Y4
(iv) the Club shall ensure that all permit,holders using the Premises have a minimum
of 2,000,000 third party general liability`insurance that must be arranged through
the permit application process and, 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 ny time and from time to time to enter and to have its
authorized agents, employees and contractors enter the;P_ remises for the purposes of
inspection, maintenance or makiing.repairs, and theClub 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 orwork 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
•
8
92
(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. = -
(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 anyobligation hereunder, this shall not
operate as a waiver of such obligation in resp ect of any continuing''or subsequent
default, breach or non-observance, and n o`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 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 Management
Agreement or under statute orthe general law,
(i) the City,sshall have the right at all dimes to remedy or attempt to remedy any
default 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;
tii) the City shalt have the same rights and remedies in the event of any non-
payment by tfe,_Club of any amounts payable by the Club under any provision of
this Management Agreement as in the case of a non-payment of rent; and•
(iii) if the Cl b shall fail to pay any rent or other amount from time to time payable b
�...) U pY Y pY Y
it to the Cityhereunder 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
i ,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
Management Agreement or under statute or the general law, all of which rights and
9
93
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.forpayment thereof, whether
lawfully 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:b''reach or fail to observeand perform any of
• the covenants, agreements, provisos, conditions and other obligations on the part of the
Club to be kept, observed or performed he"reunder, or if this Management Agreement
shall have become terminated pursuant to any provision,hereof, or if the City shall have
become entitled to terminate this Management 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 Management Agreement contained to the contrary
notwithstanding. = 4
LL -
(d) Termination &Re-Entry
(i) If and whenever the City becomes entitled to re-enter upon the Premises under
any provision of this Management Agreement the City, in addition to all other
rights,and remedies, shall have the right to terminate this Management
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 maybe 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
(a) (b) or (c) 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.
•
10
94
(e) Payment of Rent, etc. on Termination
Upon the giving by the City of a notice, in writing, terminating this Management
Agreement, whether pursuant to this or any other provision of this Management
Agreement, this Management Agreement and the Term shall terminate, rent and any.
other payments for which the Club is liable under this Management 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 them. =`
15. Improper Use of Premises; Bankruptcy y._
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 occupiedd;by any persons whose occupancy:is prohibited by
this Management Agreement, or if the Premisesshall be vacated or abandoned, or remain
unoccupied for fifteen (15) days or more while'`capable ofzbeing 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 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 theCity may at its option terminate
this Management Agreement by leaving upon the Premises notice in writing of such
termination and thereupon, in additiort4kthe payment by the Club of rent and other payments
for which the Club is liable under this Management 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; Management Agreement
Neither the.Clubinor the City shall register this Management Agreement or a notice of
this Management Agreement.
b ', Management Agreement Constitutes Entire Agreement
'1<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
Management Agreement save as expressly set out in this Management Agreement; this
Management.: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
11
95
(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 L1 V
6K7; and
(ii) if to the Club, either delivered to The Claremont Lions`Club, c/o the President or
Secretary, at 1674 David Street, Claremont, Ontario 'L1Y 1B2.
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`Ca:na_da as the address to
which notices are to be mailed to it
•
(d) Interpretation
All of the provisions of this ManagementAgreementare'to be construed ae.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 of this Management 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 Management Agreementor of any provision hereof.
(e) Extent of Management Agreement Obligations
This Management Agreement and everything herein contained shall ensure to the
benefit:of and be bindingupon the respective heirs, executors, administrators and other
legal representatives, as;the case maybe, of each party hereto, and every reference
herein to any party Fheretoshall 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.
12
96
. ,•
. •
. .
• _
•
•
In Witness Whereof the Parties hereto have executed this Indenture.
Signed, Sealed and Delivered _
,..,:.......,,,.
The Claremont Lions Club
..<•:.,. :.-.'i•.Y.-. . .
..,..,....,...„...
,...,,„.„........,
_,•••;','.',-02i,•.'.:',,,:.,-..,--:::,... .
,.,,..,. .. .
..„..„.„,„
./.:„,...---.••.s...:*, "•:.:.,. .::,...:,„•:.?,.„ •
'.,,.r.,±::,:f:::,:-S' •••::6'.',:::.',. ..,,,,
. •,,,-_.:.,
4.,,,. ' '''';';':.:.L'i,-:',::f•:,-.. .
"z2.,f1-4.;-•;‘,. .
./,',..f.-',. ...',•.,-;:-' . ..,,,,„_,,...,,
,.,„...,„...,..
....,
...,-,....:',„:::,...74.:..-,k.•
• ,,-:-.'[...:i-.;,::q;.">.,• .... ••','•;:'.:,':::::::-..,..
. .e.,---47,•::<3,.., ,,,,,=,• .--. .
.--.".:;i.T.'.,::;:,•:=;:.,., .,..,..:..i',i• -,f-•.?• ,....„,
<•-..lit-,.....7:-.,..„ -;::::=4417'.i,4
The Corporaii8i:1:-..:.'0.:..i.,...I,::ti,,,,..,..r;:1.::C.,.;...A/of Pickering
• .
„,....—.,
• .....,.,,,.,_
.• ,,,.1,:,..,.--,-,...::::.,,...
....... ..
. •,....._.•
,...,,,,....,,
.. .....
• '`,v,':•0'•if..-. :,,,.:-:•...!:..•.:•,....;,..,.....,,,... ' •",•J,..-,....,,,,,,.• •
.,.......,.....:!',1-,;...,,,,..
•
•
David
• ---.:5..,:Ki.,,-,... •'••,•,,,, ::•-...,-:.4,...m:.,•,.,... -,..,,I,.:E";..." .
.......,... 4..,..,....-:,. .-..i,:,,,tf-._;-=c.=-..,, ...:
• `,..?:).-:•--.:'.‘..• ,,,. .,,.-.,-,-..',....:'-',-.4:::::z:.•,....,-,-,,,:,,,,..
.... .„ .....•......•" ....„................„...•..
.4'•A',1:,',•-.':!1'...!•:YV•:::-••.i],.;;;,.. -.,'„i..::;.:,...,
• . .....,„
. .
1...•..•
Debbie Sheds, City Clerk,
• •,:.:i.,-,,,,..,..:.,.
._,:.,...,,,,,.., ..i..4.4,i= '-',,,..:.--;•:-.;.••:-.4,,,, . ,
..'::: ;..ki':-..'.. ./1,- ..'.:4.it'r......14.1.i.413,a7.','..,':'..':,■..•„.„ ''' '. .
_ ....... .:„........,..,
. .
--'''''''':■...■.:1;:i..0.-
,,,",:..t....f:,7:`,. .-=-‘47.',:::;-1, -.t...:..,._, s-.-.■'.:;,';.`...1'.ii':'',',.. '
..,
'I't';I:4,'''-:H.i..,1'....;'):if:.:„ .-''- • t
'''":-'-:'i.Z.::•.:1'?',,.-t,..„ .",`..::; 1'2.
. '
. . .
. ,
•
• •
13 • .
97
. .
l�� 1�.� I � F� _
w
N- W
=}
• -Km Q
Km
N
O 1 t
. r•.11\,_\66'.\:::\\,"\\\''■-`66\\‘• ■NI:\I \ • '‘‘17,.\\"\\,,N: U)�\\ \�\ �!\ " tL
a \,\\. \f, \�®!`\\\ \\ \ O\4c •
\ W
\\`\\\1". �% 's7sue\` —_ --i–
"- : �`
\
\\�*Q\\��\
il
.,.....\.1,,...—,-,,,,—,,
\;��. a\`� \�'\\ , \\ e
` \ \ \\\ \\ \\ 1
'\\.\\\ \\\.` \\` \�\ \\ \\\
§ \\‘‘, "\\\ :,\:\ \ - .,.
;,\\..,\:\ \\...\\:„\\.\\
, \\ ,S,"\\. \ \\\„ , \
\*:\\\:\:•\4'
k..-- . —\\.. ,k N. t.\-‘\--;-..jimis
\\ .:,..„ k\.\\, lAmtv
1
W
LLa I • Z W
ME
U
4 IMO
i b._ iii _l'fk-j _Ir u
..
u __
QI- 2
n 0 2 o
W
z
w
U W
. 0) U 0
98 .
Schedule B -
•
THE CORPORATION OF THE CITY OF PICKERING
Engineering and Public Works Department
Culture and Recreation Department
MUNICIPAL ALCOHOL POLICY
December,17, 2014
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.
t 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 Culture and Recreation 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) Claremont Community Centre
(c) Don Beer Sports Facility Community Centre
(d) East Shore Community Centre
(e) Front Street Centre
(f) Green River Community Centre
(g) Greenwood Community Centre
99
(h) Mount Zion Community Centre
(i) Pickering Civic Complex
(j) Pickering Recreation Complex
(k) Seniors Activity Centre
(I) West Shore Community Centre
(m) Whitevale Community Centre
(n) Petticoat Creek Community Centre
(o) Pickering Museum Village
(2) The following are designated facilities for outdoor licensed
functions: •
(a) Claremont 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.
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
2
100 •
serve participants to a state of intoxication. Such signs shall read
as follows:
City of Pickering — Department of Engineering and Public Works
, Services—Culture and Recreation 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.
3
101
(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 Department of Culture
and Recreation.
(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.
4
102
• (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 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 Department of
Culture and Recreation
(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 Department of Culture and Recreation 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.
•
J.1FACILITY FACt ODO MISC\Muridpal Alcohol Pollcy.DOC
5
103
Schedule C
The Corporation of the City of Pickering
City '-_ Culture and Recreation Division
_ .�..
Tel 905.420.4623 Fax 905.831.4181
°'�� � • facilitvbooking(a7pickering.ca
'� pickering.ca
Facility Booking
Handbook
We are pleased that you are considering a City of Pickering facility to hold your gathering. City of
Pickering facilities maintain the highest level of customer care and satisfaction. We hope to be able to
assist you in making your gathering a pleasant and successful experience. Please take the time to
review this package as it contains important information pertaining to the City of Pickering regulations
regarding your event or function.
Table of Contents:
Application Procedures 1
Application Form 2, 3
Conditions of Agreement 4, 5
Facility Rules and Regulations 6, 7
Additional Licenses, Tariffs, Insurance & Certification 8, 9
Facility Descriptions 10, 11
Renter Guidelines, Set up & Clean up 12 -14
Facility Rates & Features Chart 15
APPLICATION PROCEDURES
1. Complete the Application Form included in this package.
2. Once completed the form may be faxed to 905.831.9370 or dropped off to the Pickering
Recreation Complex to the attention of facility bookings.
3. Upon receipt of your application form, facility bookings will create a permit for you and request
payment immediately. Please note: All sections must be completed on the application form for us
to complete this transaction.
4. Upon receipt of your payment you will be issued a facility Permit.
To check the availability of a facility, call 905.420.4623
between 8:30am and 4:30pm Monday to Friday.
104
c;fy Facility Rental Application
The Corporation of the City of Pickering
Culture & Recreation Division
PI KERING Tel. 905.420.4623 Fax. 905.831.9370
facilitybookingapickerinq.ca
pickering.ca
Please complete the following application as completely as possible and email your completed application to
facilitvbookinq anpickerinq.ca or fax to 905.831,4181. Your request will be reviewed by facility booking staff and
you will be advised as to the status of your request by a customer service representative.
Contact Information : t_
First Name Last Name
Organization ❑ Not for Profit
❑ Profit
Street Address City Province Postal Code
Telephone No. (Day) Telephone No. (Eve) Email Address
Facility Requested Room(s) Requested
r
Date Time see note#1=belowj Event Time Start/Fmish)
Month Day Year Start ❑ am ❑ pm
Finish ❑ am ❑ pm
Frequency ❑ Single ❑ Weekly ❑ Monthly (if monthly please specify (e.g., 3rd Tuesday)
Number of people attending.
Purpose of Rental.
•
Do you plan to sell food or any Will you be having a band?If'Yes'
other product? If'Yes' contact ❑Yes ❑ No contact Facility Supervisor for ❑ Yes ❑ No
Facility Supervisor for approval. approval.
Will there be dancing? ❑Yes ❑ No Will you be having a Disc Jockey? ❑ Yes ❑ No
Will pay duty police officers be in ❑ Yes CI No Do you require additional ❑ Yes ❑ No•
attendance? electricity?
Will an admission be charged? ❑Yes ❑ No If'Yes' amount of fee $
Do you plan to sell or serve Yes ❑ No
alcohol?
Profits (if any) from admission
fees, food, beverage sales will be
used for.
• Page 1 of 6
CR1101-04/28
105
city 00 Facility Rental Application
I KERING
•
Notes to Applicants
1) If available at the location requested (see Rules & Regulations), it is the renter's responsibility to
request adequate set-up time so that they are able to complete their facility set-up prior to their
event.
2) All Rentals will require a security deposit of$200.00. Refund of the deposit will take place if no
damage or excessive maintenance costs are incurred as a result of the facility rental. The
permit holder must pay all damages to facilities arising from the use of facilities by permit even
if above the deposit.
3) It is the renter's responsibility to ensure that all require licenses are secured and provided at least
three weeks prior to the date of the event or function (i.e. Liquor License, Smart Serve
Certificate, and Liability Insurance).
4) It is the renter's responsibility to ensure that all belongings are removed from the facility at the end
of the rental.
We certify that we have read the Facility Rules and Regulations appearing in the Facility
Handbook (see pages 6 and 7) and agree to conform hereto and to be strictly bound
thereby.
Signature of Representative Date
(not required if sent by email as email considered signature)
Personal information contained on this form is collected pursuant to the Municipal Freedom of
Information and Protection of Privacy Act and will be used for the purpose of administering
facility rentals. Questions about this collection should be directed to the City Clerk, One The
Esplanade, Pickering, ON L1V 6K7, 905.420.4611.
Page 2 of 6
CR1101-04/28
106
C'''<°0 Facility Rental Application
I KERING
Conditions of Agreement
1) The City reserves the right to cancel any permit temporarily or permanently, should
accommodation be required for special events, or in an emergency.
2) 50% of payment is due at time of booking. This is a non-refundable deposit.
3) Applicants must be members of authority in the organization seeking accommodation.
4) The facility is to be used only on the date(s) and time(s) specified, and only for the purpose
named. No teen dances/parties, stags or stagettes are permitted in our halls. This permit
is not transferrable.
5) The City will not be responsible for personal injury or damage or for the loss or theft of clothing or
equipment of the applicants, or anyone attending on the invitation of the applicant or any
persons contracted by the applicant.
6) The applicant shall be responsible for the conduct and supervision of all persons admitted to the
building(s) and grounds and shall see that all regulations contained herein are strictly
observed.
7) 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 shall not be permitted.
8) The exits must be kept free from obstruction in case of fire.
9) a) The applicant must pay all damages arising from the use of the property.
b) A damage/security deposit will be charged for all rentals, to be refunded at a later date, if
no damage, excessive maintenance costs are incurred as a result of the facility rental.
c) The applicant must pay such fees for extra work by custodians, etc., as the City may
determine. -
10)Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden.
11)lt shall be the responsibility of the applicant to see that all persons admitted to the function being
held, have vacated the premises promptly by 2:00 am.
12)If liquor of any type is to be served, sold or available at the function, the applicant must obtain all
necessary permits and licenses and must adhere to the City of Pickering `Alcohol Management
Policy'. A copy of the liquor license must be posted on the wall during the function.
13)The City of Pickering requires every event have a minimum of$2,000,000 third party general
liability insurance coverage. This insurance must be purchased as part of the rental process.
14)For all special occasion permits, only monitors and servers that possess a server intervention
program certificate,will be permitted to use the designated facility. Information is available at
www.smartserve.orc. .
15)The licensor reserves the'right to provide security personnel or Pay-Duty Police at the expense of
the licensee, should the'Supervisor, Facility Programs deem it necessary.
Page 3 of 6
CR1101-04/28
107
city°0 Facility Rental Application
.-
PICKERING
16)Hall cancellations are subject to a $35.00 administration fee. .
17)All cancellations must be received in writing ninety days prior to the function, or the entire rental
fee will be forfeited.
18)All rental rates are subject to increase. Post-dated cheques will not be accepted.
19)This contract is not valid unless it is signed and dated by the person renting the facility and
returned as soon as possible to the Facility Booking Clerk.
20)Recreation Complex Staff will set-up the tables and chairs `provided' a diagram of the layout is
submitted by the Monday preceding the function. You may obtain the diagrams at the
Complex Information Desk. Any materials/articles dropped off prior to the function, or left after
the function, must have prior approval from the Maintenance Department or designate.
21)If Complex Banquet Halls are rented, please use the outside entrance to Banquet Halls, do not
use main Complex doors.
Personal information contained on this form is collected pursuant to the Municipal Freedom of
Information and Protection of Privacy Act and will be used for the purpose of administering
facility rentals. Questions about this collection should be directed to the City Clerk, One The
Esplanade, Pickering, ON L1V 6K7, 905.420.4611.
HST applies to this Rental — Registration No. 108078593
•
Page4of6
CR1101-04/28
108
•
C';tq 00 = Facility Rental Application
PI KERING
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 Pickering 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 th renter. Staples, 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
Page5of6
CR1101-04/28
109
city°0 Facility Rental Application
PICKERING
C. Petticoat Creek 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
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. Pickering Recreation Complex East/VVest 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.
Page 6 of 6
CR1101-04/28
•
110
PAYMENT
If the date of your event is greater than 3 months away, a deposit of 50% is required to confirm your
rental.
If the date of your event is less than 3 months away, FULL payment is required to confirm your rental.
Note:Payment for all City of Pickering facilities must be made at the Pickering Recreation
Complex.
SECURITY DEPOSIT
For any Social Functions (for example parties, banquets, showers), the above applies and a Security
Deposit of$200 is required at least 3 weeks prior to the event. Refunds are made the week following
your event. If payment is made by debit, cash or cheque the refund will be issued by the finance
department at the City of Pickering. If payment is made by master card or visa the deposit will be
refunded to the credit card.
Additional Licenses, Insurance, Tariffs & Certification
Liquor Licenses For any Social Function where alcohol will be served, a Liquor License is
required 3 weeks prior to the event. Visit the LOBO website at
http://www.lcbo.com/products/permits.shtml or call 1.800.668.5226 for
information on how to obtain a Liquor License.
•
Note: A copy of your Liquor License must be dropped off at the Pickering
Recreation Complex, attention: Facility Bookings at least 3 weeks prior to your
event.
Liability Insurance The City of Pickering requires every event to have a minimum of $2,000,000
third . party general liability insurance coverage. This insurance must be
purchased as part of our application process.
The use of special apparatus such as smoke machines, inflatables, scissor lifts,
sky jacks etc. must be approved 3 weeks prior to the event by the facility •
supervisor. Any additional requirements for the use of such apparatus
(insurance, CSA approval) must be agreed upon and followed by the Licensee.
111
Additional Licenses, Insurance, Tariffs&Certification continued
Content Insurance The City of Pickering shall not be liable for any damage to or loss of any property
brought into the facility. The City of Pickering does not provide content
insurance for any rental/user groups. Rental/user groups are encouraged' to
purchase adequate content insurance coverage.
SmartServe For Public Licensed functions the City of Pickering requires a SmartServe
Certificate (program designed to promote responsible alcohol beverage service).
For information about this program call toll free at 1.877.620.6082. This
certificate can be obtained online at www.smartserve.ca (look for the FAQ on the
top menu, then Online Training for more information). A copy of this certificate is
required 3 weeks prior to the event.
Socan Fees When any type of music or dancing occurs within a city facility during a rental or
otherwise The City of Pickering is required to pay a Socan fee. This tariff is
added to your final fees. For more information regarding Socan and their role
visit www.socan.ca.
It is the responsibility of the Licensee to provide all outstanding special event permits (i.e. Special
Occasion Permit, SmartServe certificates etc.) within the designated time. It is also the responsibility of
the Licensee to obtain copies of the proper certification for the qualified bartender(s) and to submit a
copy of these to the facility booking section, at least three weeks prior to your event.
Note: failure to provide all necessary documentation as outlined above, will VOID your rental.
City of Pickering.Rental Sites
Pickering Recreation Complex Banquet Halls 905.420.4623
O'Brien Meeting Rooms 905.420.4623
Pickering Recreation Complex Meeting Rooms 905.420.4623
East Shore Community Centre 905.420.4623
West Shore Community Centre 905.420.4623
Petticoat Creek Community Centre 905.420.4623
Pickering Museum Village 905.683.8401
Brougham Hall 905.683.5929
Mount Zion Community Hall 905.649.5200
Greenwood Hall 905.428.7608
Claremont Community Centre 905.649.6021
Whitevale Historical Building 905.294.1812
112
FACILITY DESCRIPTIONS
There are several attractive facilities available for rent within the City of Pickering. Complete pricing is
available in the Facility Information chart within this book.
The Pickering Recreation Complex
905.831.1711 1867 Valley Farm Road .
905.683.6582 Pickering, ON L1V 3Y7
Pickering Recreation Complex offers unique spaces to the general public for rental. These spaces are
the ideal location for large events, galas, tradeshows, meetings and more. The Pickering Recreation
Complex is the hub of Pickering activity hosting a major fitness facility, spa, wellness centre, racquet
sport complex, as well as twin ice pads and many leisure programs.
The Complex Meeting Rooms located on the second floor of the Pickering Recreation
Complex have a capacity of 30 — 100 people for meetings, seminars or personal gatherings. .
This unique space can be divided into three distinct rooms or opened up to accommodate
larger gatherings. Rooms can be booked together or individually. The meeting rooms feature
included set-up with available, podium, kitchenette with microwave and fridge. See the facility
information chart for complete pricing.
The O'Brien Rooms located at the Pickering Recreation Complex are located in the arenas
area. The perfect place to host a reception or social event, these rooms feature a walk out to
a tree-lined patio and overlook Pickering's Diana Princess of Wales Park. This space holds a
• capacity of 50 to 120 people for social gatherings, and up to 175 people for meetings and
seminars. The O'Brien Rooms include set-up and has available risers, podium, full kitchen,
icemaker and your choice of round or rectangular tables. See the facility information chart for
complete pricing.
The Banquet Halls — East and West Salons located at the Pickering Recreation Complex
are perfect for your Gala Event! It is the ideal Pickering location for Weddings, Anniversaries,
Conferences, Trade Shows and Social gatherings. This space accommodates from 220 to
500 people for social gatherings and from 300 to 600 people for meetings or seminars. The
salons feature a fully appointed kitchen up to two bars with pop and ice available, included
set-up with available risers, and podium. See the facility information chart for complete
pricing.
The Arena Surfaces at the Pickering Recreation Complex may be booked from May through
August for groups up to 1000 people. Perfect for reunions, tournaments, leagues, galas and
more, this space features included set-up with available tables, chairs, podium and risers. See
the facility information chart for complete pricing.
113
Facility Descriptions continued
•
Don Beer Arena
905.831.1045 940 Dillingham Road
Pickering, ON L1W 1Z6
Don Beer Arena is a great space to host social gatherings, meetings, and more. Convenient to the 401,
Don Beer arena is located just South of the 401 off of Brock Road. Year round bookings are
accommodated in the upstairs banquet hall while the arena surface is available for summer bookings
during the months of May through August. See the facility information chart for complete pricing.
The Don Beer Meeting Room accommodates up to 199 people and features a kitchenette
with fridge and warming ovens, a small stage area and available tables and chairs. There is
also a beautiful outdoor patio. See the facility information chart for complete pricing.
The Arena Surface at Don Beer Arena can be booked for large gatherings and summer
leagues, by contacting the arena staff at Don Beer. This space accommodates up to 225
people. See the facility information chart for complete pricing.
East Shore Community Centre
905.420.6588 910 Liverpool Road South
Pickering, ON
This facility offers 3 distinct facility spaces available for rent. Perfect for parties, leagues, meetings and
more; get the versatility you need at the East Shore Community Centre.
The Gymnasium at East Shore Community Centre is the perfect place to host your gathering,
meeting or sporting event. The Gymnasium can accommodate from 200 to 240 people. This
space features an adjacent kitchen including stove, sink, fridge and microwave, which can be
used for food service. Chairs and tables are also available. See the facility information chart
for complete pricing.
The Meeting Rooms at East Shore Community Centre can be rented together as an
adjoining space for larger gatherings or individually to host smaller groups. Perfect for
meetings and family gatherings this space features a stove, sink and fridge in room 2, with
whiteboards and available chairs and tables in both spaces. This space can accommodate up
to 66 people per room. See the facility information chart for complete pricing.
The Community Room at East Shore Community Centre is a great place to host a meeting
or gathering. This space features available audio/visual equipment, chairs,tables and ensuite
washroom facilities. This space can accommodate up to 190 persons for social gatherings
and 240 persons for meetings or seminars. See the facility information chart for complete
pricing.
•
•
114
Facility Descriptions continued •
West Shore Community Centre
905.420.4623 1011 —1015 Bayly Street
Pickering, ON L1 W 1L3
This beautiful pine lodge overlooks Frenchman's Bay, and boasts a vast green space, perfect for photos
or other types of outdoor fun. Often booked for family gatherings, Jack & Jill parties, weddings, events
and more; West Shore.Community Centre is the perfect location for your event. With a beautiful view
and plenty of ambience, this private building features ample parking and a fully appointed kitchen with
icemaker. This space can accommodate up to 150 people. See the facility information chart for
complete pricing. .
Petticoat Creek Community Centre '
905.420.2370 470 Kingston Road West
Pickering, ON L1V 1A4
The beauty of The Petticoat Creek Community Centre is evident from the moment you enter the parking
lot. The building is framed by the stunning landscape of Petticoat Ravine. The inside space provides an
abundance of natural light and a gorgeous view full of flora, from its floor to ceiling windows. Perfect for
wedding receptions, dances, showers and family socials, this room can be left open for large functions
or separated for smaller groups. Petticoat Creeks Paris & Franklin rooms include set-up and feature a
fully appointed kitchen and available chairs, tables and podium. The space can accommodate up to 150
people for social gatherings and 199 people for meetings and seminars. See the facility information
chart for complete pricing.
RENTER RESPONSIBILITIES
1. Your rental MUST BE PAID in full at least three months prior to the event.
2. Upon your arrival to the facility, take a moment to introduce yourself to the staff member working.
3. Supervise ALL guests in attendance, especially children.
4. Prior to your event, check with facility bookings which items ARE provided and which ARE NOT.
i.e. tables, chairs, soft drinks, ice, kitchen facilities etc.
5. Where applicable, submit your floor plan with all requirements 3 weeks in advance of your
function
SET-UP AND CLEAN-UP
The Licensee is responsible for setting-up and putting away the tables and chairs at West Shore
Community Centre and East Shore Community Centre. Please report any damage to staff immediately.
When using the tables and chairs, please: .
• Lift_items to avoid marking floor surfaces
• Use hands not feet to open and close table legs .
• Ensure that table legs are in the locked position when set-up
• Wipe all tables and chairs after use .
• Return all items to the proper storage area from which they were borrowed
115
- i
Set-up and Clean-up continued
Please return the facility back to the general conditions of cleanliness in which it was found. Please note
that clean-up and or damage charges may be levied to the Licensee.
Please remember to:
• Clean up all liquid and solid spills
• Clear all counters and sinks
• Empty and wipe spills in fridge and stove
• Place garbage into dumpster
• Recycled items should be separated from trash
• Clear patio and smoking areas of debris
L
Please be sure all food, beverages and decorations have been removed at the end of the booking and
prior to leaving the facility.
It is required that the Licensee do the final walk around and check with the on site staff person at the end
of the event to ensure proper compliance of all of the above.
"The City of Pickering hereby reserves the right to enter the facility and take such actions as deemed
necessary to ensure compliance with the terms set out herein and for the prevention of damage to City
property or injury to persons."
BUILDING EMERGENCY NUMBER
With your rental agreement you will be given an emergency number. This number is to be used in an
emergency ONLY if a staff person is not present.
SMOKING POLICY
Smoking is strictly prohibited within City of Pickering Facilities. It is the responsibility of the Licensee to
inform their guests of the designated outside smoking area(s). It is recommended that you do not smoke
within 10 feet of all entrance doors.
•
FIRE SAFETY PLAN -
As a facility rental permit holder, please be advised of the following information as it pertains to you, your
group and the facility's Fire Safety Plan.
• Make note of all locations of fire pull stations and fire extinguishers.
• Emergency phone is available. For all available pay phones, there is no charge for 911 calls.
• Make note of all fire,exits.
• Do not block exits. All exits must be kept clear at all times
116
• Fire regulation clearance is 3'6" for all doors.
• Prior to start of event, please inform occupants/guests that in the event of fire, they must
evacuate from the nearest exit and remain on site until otherwise directed by the Fire Department.
Upon discovery of fire or hearing the alarm:
• Remain calm
• Leave the fire area immediately.
• Close doors'behind you.
• Sound the fire alarm and call the Pickering Fire Department (911) and give the facility name and
complete address. .
• Leave the building immediately via the nearest fire exit
DECORATING GUIDELINES
Helium Balloons are only permitted if pre-arranged by the facility supervisor or designate. If non-
secured balloons do escape in the facility, the Licensee may be charged an additional fee.
•
Candle/Fire Usage: Candles are permitted if they are used on a birthday cake or fully enclosed in a
non-flammable container such as a hurricane glass. For questionable fire usage such as Ceremonial
Fires, please contact Fire Prevention Office at 905.420.4628 to ensure it falls within City Fire Safety
Guidelines.
Tape and Tacks: Please refrain from using tacks or any other damageable devices to put decorations
up on walls, tables, chairs, doors or window treatments. Masking tape or sticky tape is allowed but must
be removed at the end of the event.
•
•
•
117