HomeMy WebLinkAboutCS 04-22Report to
Executive Committee
Report Number: CS 04-22
Date: March 7, 2022
From: Sarah Douglas-Murray
Director, Community Services
Subject: Community Association Lease Agreement
- Pickering Lawn Bowling Club
- File: A-1440
Recommendation:
1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with the
Pickering Lawn Bowling Club set out in Attachment 1 to this report, 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 City officials be authorized to take the necessary actions as indicated in
this report.
Executive Summary: As per Council Resolution 224/14, the City entered into a Lease
Agreement with the Pickering Lawn Bowling Club (“PLBC”) for partial use of East Shore
Community Centre and exclusive use of the Lawn Bowling Room equipped with a main hall,
kitchen, office, pantry and washrooms; and, the outdoor grounds which include 16 lawn bowling
greens with covered seating area and a fully enclosed storage facility.
The Community Services Department recommends that the Lease Agreement included as
Attachment 1 be initiated for a five year term beginning March 1, 2022 and ending February 28,
2027.
Financial Implications: The City of Pickering is responsible to fund the general operating costs
(such as utilities, snow/garbage removal, maintenance and cleaning) of the East Shore
Community Centre which are reflected annually within the Community Services Department
Current Budget. The Current Budget does not reflect capital expenditures that vary year-to-year
depending on facility need.
PLBC is responsible to fund the day-to-day costs to operate their activities, which includes
program/office supplies, administrative and insurance costs. The PLBC is also responsible to
supply, maintain, repair and/or replace furniture, appliances and equipment at its expense, in
order to operate their activities.
Discussion: Since 1995, the PLBC have operated their programs and social events
using the portion of the East Shore Community Centre comprising of the Lawn Bowling Room
CS 04-22 March 7, 2022
Subject: Community Association Lease Agreement Page 2
CORP0227-07/01 revised
equipped with a main hall, kitchen, office, pantry and washrooms; and, the outdoor grounds which
include 16 lawn bowling greens with covered seating area and a fully enclosed storage facility.
Lawn bowling is a game where all levels of ability to compete evenly as physical strength plays a
small part in the game, skill and strategy are the real factors. The PLBC meets a variety of needs,
whether a person is looking to make new friends, participate in light exercise, wishes to play
recreationally or competitively, it is a good place to start.
New members are welcome to this friendly and inclusive club. Membership rates are very
reasonable and give members access to courts 7 days per week. Membership fees include the
Ontario Lawn Bowling Association & Bowls Canada fees thus allowing players to participate in
outside tournaments. Annual memberships fees are $125.00, Junior Member are $40.00 and
Social Member privileges are $25.00.
Official Opening Ceremonies of the Earle Wilson Greens and South Pickering Lawn Bowling Club
was held on August 4 1995. The club has grown from 36 members in 1995 to 156 members in
2021 making it one of the larger clubs in Ontario.
As per the terms and conditions of the attached written agreement, the PLBC shall use the
premises for non-profit events or non-commercial receptions at their cost. PLBC will also maintain
insurance in the amount of five million dollars. The City is responsible for all day-to-day operating
expenses of the East Shore Community Centre including utilities, snow and garbage removal and
regular maintenance.
The Community Services Department recommends that the Lease Agreement included as
Attachment 1 be initiated for a five year term, beginning February 1, 2022 and ending January 31,
2027.
Attachments:
1.Draft Lease Agreement with the Pickering Lawn Bowling Club.
CS 04-22 March 7, 2022
Subject: Community Association Lease Agreement Page 3
CORP0227-07/01 revised
Prepared/Approved/Endorsed By:
Original Signed By
Sarah Douglas-Murray
Director, Community Services
:sdm
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Lease Agreement
This Lease is made as of the 1st day of March 1, 2022.
Between:
The Corporation of the City of Pickering
(the "City")
- and -
Pickering Lawn Bowling Club
(the "Club")
Article I Interpretation
Definitions
1. In this Lease,
(a) "Commencement Date" means March 1, 2022;
(b) "Lease" means this lease as it may be amended from time to time;
(c) "Premises" means that portion of the East Shore Community Centre
comprising of the Lawn Bowling Room equipped with a main hall, kitchen,
office, pantry and washrooms; and, the outdoor grounds which include 16
lawn bowling greens with covered seating area and a fully enclosed
storage facility as shown on Schedule “A” attached hereto, located at 910
Liverpool Road, in the City of Pickering, Regional Municipality of Durham;
(d) "Rent" means the rent payable pursuant to Section 21; and
(e) "Term" means the term of this Lease as set out in Section 18.
Headings
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2. The division of this Lease into articles, sections, subsections and schedules and
the insertion of headings are for convenience of reference only and shall not
affect the construction or interpretation of this Lease.
Schedule
3. Schedule “B” (City’s Alcohol Management Policy) and Schedule “C” (City’s
Conditions of Agreement) are incorporated into and form part of this Lease.
Severability
4. All of the provisions of this Lease are to be construed as covenants even where
not expressed as such. If any such provision is held to be or rendered invalid,
unenforceable or illegal, then it shall be considered separate and severable from
this Lease and the remaining provisions of this Lease shall remain in force.
Number
5. Wherever a word importing the singular number only is used in this Lease, such
word shall include the plural. Words importing either gender or firms or
corporations shall include the other gender and individuals, firms or corporation
where the context so requires.
Governing Law
6. This Lease shall be governed by, and interpreted and enforced in accordance
with, the laws in force in the Province of Ontario.
Entire Agreement
7. This Lease constitutes the entire agreement between the parties concerning the
Premises and may only be amended or supplemented by an agreement in writing
signed by both parties.
Article II
Grant and Use
Grant
8. In consideration of the performance by the Club of its obligations under this
Lease, the City leases the Premises to the Club for its use during the Term.
Club Use of Premises
The Premises shall be used only for non-profit functions, charity events or
noncommercial receptions of the Club at its expense and for no other purpose
without the prior written consent of the City.
The Association’s use of the Premises shall be in accordance with the City’s Alcohol
Management Policy (Schedule “B”) and Conditions of Agreement (Schedule “C”).
Nuisance
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11. The Club shall not carry on any activities or do or suffer any act or thing that
constitutes a nuisance or which is offensive or an annoyance to the City.
City Use of Premises
12. Subject to section 11, the City shall have first right of refusal to use the
Premises. The Club shall not be entitled to any rental fees or other remuneration
associated with the use of the Premises by the City.
Assignment and Subletting
13. The Club shall not assign this Lease or sublet all or any portion of the Premises
without the prior written consent of the City.
Licences
14. The Club may not grant licences to use the Premises.
15. The Club shall submit an annual calendar (February 1 to January 31) of Club
activities to the City by February 1st of each year.
16. The Club shall submit their annual financial statement to the City by February 1st
of each year.
17. The Club shall submit a list of their Board of Directors to the City by February 15th
of each year.
Article III
Term
18. The term of this Lease shall be five (5) years from the Commencement Date to
February 28, 2027.
19. The City may terminate this Lease at any time for any reason provided it has
given the Club six (6) months prior notice.
Overholding
20. If the Club remains in possession of the Premises after the expiry of the Term,
there shall be no tacit renewal of this Lease or the Term, notwithstanding
statutory provisions or legal presumption to the contrary, and the Club shall be
deemed to be occupying the Premises from month to month upon the same
terms, covenants and conditions as are set forth in this Lease insofar as they are
applicable to a monthly tenancy.
Article IV
Rent
Rent
21. The Club shall pay to the City as rent for the entire the Term in lawful money of
Canada the sum of One (1) Dollar ($1.00).
Gross Lease
22. The City acknowledges that this is a gross lease and agrees to pay all charges,
impositions and outlays of every nature and kind relating to the Premises except
as expressly set out in this Lease.
Article V
Maintenance, Repairs and Alterations
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Maintenance of Premises
23. The Club shall maintain and operate the Premises so that they shall always be of
good appearance and suitable for the proper operation of the Premises.
24. The Club shall be responsible to supply, maintain, repair and/or replace furniture,
appliances and equipment at its expense in order to operate their Club activities.
25. The City shall provide general maintenance services to the Lawn Bowling Room
at its expense and shall provide all necessary cleaning and maintenance
supplies such as cleaning products, related paper products and cleaning
equipment.
26. The City shall provide general maintenance services to the irrigation system and
drinking fountains within the Lawn Bowling Greens, to the fence and court lights
(poles & fixtures) surrounding the Lawn Bowling Greens and to the outdoor
storage facility.
27. The Club shall provide general maintenance services to the area inside the fence
largely comprised of the Lawn Bowling Greens (which excludes items identified
in Section 26) at its expense.
28. The City shall be responsible for all day-to-day operating expenses of the
Premises including garbage removal. The Club shall not be responsible for
utilities.
29. The City shall provide snow removal services for the parking lot, sidewalks,
walkways and all other areas of pedestrian passage on the Premises.
30. (1) Subject to subsection (2), the City shall be responsible for all inspections
and preventative maintenance with respect to the heating equipment,
transformer, parking lot, lights, irrigation system and exterior grass cutting and
landscaping.
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(2) The Club shall be responsible for any damages or costs incurred due to
the misuse or negligence of the Club, its employees, volunteers, 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.
31. The Club shall immediately notify the City of any unsafe conditions on the
Premises.
Security
32. The City shall be responsible for the security of the Premises. The Club is not
permitted to use the premises without City personnel on site to perform this
function. The Club will ensure that no copies of the keys to the Premises are
made without the prior written consent of the City.
33. The Club shall submit a request to the City with 14 days-notice that City
personnel be scheduled to work on statutory holidays between May and October
in order to provide security of the Premises for their Club activities (dates for
which the facility would otherwise be closed). The Club must pay the City 100%
of the total wages for City personnel to work the statutory holiday in question.
Alterations/Improvements to Premises
34. The Club shall only be permitted to make alterations and improvements to the
Premises that have been approved by the City.
Article VI
Insurance and Indemnity
Club's Insurance
35. The Club, at its sole cost and expense, shall take out and maintain,
(a) insurance upon property owned by it which is located on the Premises;
and
(b) commercial general liability insurance pertaining to the Club's liability to
others in respect of injury, death or damage to property occurring upon, in
or about the Premises, and includes coverage for tenants legal liability.
Such insurance to be of an amount which is reasonable and sufficient
having regard to the scope of the risk and the current practice of prudent
owners of similar premises for the carrying on of similar businesses, but in
any event in an amount not less than five million dollars ($5,000,000.00)
for claims arising out of one occurrence. Such policy shall also name the
City as an additional named insured and may not be cancelled unless
prior notice by registered letter has been given to the City by the insurer
30 days in advance of the expiry date.
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36. Prior to the Commencement Date, the Club shall file with the City a Certificate of
Insurance in a form satisfactory to the City Treasurer, verifying that the
commercial general liability insurance policy is in effect and setting out the
essential terms and conditions of the insurance.
37. The provision of the insurance policy required by this section shall not relieve the
Club from liability for claims not covered by the policy or which exceed its limits, if
any, for which the Club may be held responsible.
Insurance Risks
38. The Club shall not do, omit to do, or permit to be done or omitted to be done
upon the Premises anything that may contravene or be prohibited by any of the
City's insurance policies in force from time to time covering or relevant to any part
of the Premises or which would prevent the City from procuring its policies with
companies acceptable to the City. If the conduct of business in the Premises or
any acts or omissions of the Club on the Premises causes or results in any
increase in premiums for any of the City's insurance policies, the Club shall pay
such increase to the City.
Indemnification
39. Each of the City and the Club shall indemnify and save harmless the other from
and against any and all actions, losses, damages, claims, costs and expenses
(including solicitors' fees on a solicitor and client basis) to which the party being
indemnified shall or may become liable by reason of any breach, violation or non-
performance by the party so indemnifying of any covenant, term or provision of
this Lease or by reason of any damage, injury or death occasioned to or suffered
by any person or persons including the City or the Club, as the case may be, or
any property by reason of any wrongful act, neglect or default on the part of the
party so indemnifying or any of those persons for whom it is in law responsible.
For greater certainty, the limitation of liability set out above in this section does
not extend to claims, losses or damages resulting in whole or in part from the
gross negligence or willful misconduct of the party claiming indemnification, its
employees or those for whom it is in law responsible.
Article VII
Remedies on Default
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City's Right to Re-Enter
40. If any amount payable to the City under this Lease shall remain unpaid for fifteen
(15) days after the Club has received notice thereof, then it shall be lawful for the
City at any time thereafter to re-enter the Premises.
City's Right to Remedy Default
41. In addition to all other remedies the City may have under this Lease and in law, if
the Club is in default of any of its obligations under this Lease, and such default
has continued for a period of ten (10) days after receipt of notice by the Club (or
such longer period as may be reasonably required in the circumstances to cure
such default, except in an emergency where the City will not be required to give
notice), the City, without prejudice to any other rights which it may have with
respect to such default, may remedy such default and the Club shall be
responsible for all such costs.
Waiver
42. No condoning, excusing or overlooking by the City of any default, breach or non-
observance by the Club at any time or times in respect of any covenant,
obligation or agreement under this Lease shall operate as a waiver of the City’s
rights hereunder in respect of any continuing or subsequent default, breach or
non-observance, or so as to defeat or affect in any way the rights of the City in
respect of any such continuing or subsequent default or breach, and no waiver
shall be inferred from or implied by anything done or omitted by the Club save
only an express waiver in writing.
Article VIII
Miscellaneous
Quiet Enjoyment
43. The City shall permit the Club to peaceably possess and enjoy the Premises
during the Term and during facility operating hours without any interference from
the City, or any person lawfully claiming by, from or under the City provided the
Club is not in default.
Right of Entry
44. The Club agrees to permit the City and authorized representatives of the City to
enter the Premises during normal business hours for the purpose of inspecting
the Premises. The City shall use its best efforts to minimize the disruption to the
Club's use of the Premises during any such entry.
Signs
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45. The Club may only erect signs on the Premises with the City’s prior approval. All
such signs shall be removed from the Premises at the end of the Term.
Compliance with Laws
46. The Club, at its sole cost and expense, shall comply with all legal requirements
(including statutes, laws, by-laws, regulations, ordinances, orders, rules and
regulations of every governmental authority having jurisdiction) that relate to the
use of the Premises by the Club or the making of any improvements to the
Premises by the Club.
Notice
47. Any notice required to be given by the City to the Club under this Lease shall be
in writing and shall be delivered to the Premises or such other address of which
the Club has notified the City in writing, and any such notice delivered shall be
deemed good and sufficient notice under the terms of this Lease.
48. Any notice required to be given by the Club to the City under this Lease shall be
in writing and shall be delivered to The Corporation of the City of Pickering,
Pickering Civic Complex, One The Esplanade, Pickering, Ontario (Attention: City
Clerk) or such other address of which the City has notified the Club in writing,
and any such notice delivered shall be deemed good and sufficient notice under
the terms of this Lease.
Successors and Assigns
49. This Lease shall enure to the benefit of and be binding upon the parties and their
respective successors (including any successor by reason of amalgamation or
statutory arrangement) and permitted assigns.
Schedules
50. Schedules “A”, “B” and “C” attached hereto form part of this Agreement.
In Witness Whereof the parties have executed this Lease.
The Corporation of the City of Pickering
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________________________________
David Ryan, Mayor
________________________________
Susan Cassel, City Clerk
Pickering Lawn Bowling Club
________________________________
Insert Name, Title
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________________________________
Insert Name, Title
STORAGE
MECH MECH
LIVERPOOL ROAD
UPPER FLOOR PLAN
ACTIVITY MULTI-
ROOM PURPOSE
MULTI-
PURPOSE
GYMNASIUM
MULTI-
PURPOSE LAWN BOWLING CLUB
LAWN
GAME BOWLING
ROOM ROOMSENIOR'S ROOM EAST SHORE COMMUNITY CENTRE
GROUND FLOOR PLAN
NORTH
0 5 10
METERS
STORAGE MAIN PARKING LOT &
SHED LAWN BOWLING GREENS
NOTE: LOCATIONS OF WALLS AND FIXTURES MAY VARY Schedule A
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
(f)Greenwood Community Centre
(g)Mount Zion Community Centre
(h)Pickering Civic Complex
Schedule B
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(i) Chestnut Hill Developments Recreation Complex
(j) Seniors Activity Centre
(k) West Shore Community Centre
(l) Whitevale Community Centre
(m) George Ashe Community Centre
(n) 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.
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:
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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.
(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.
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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 User Group Rating
Schedule to determine the appropriate fee to be charged to the
individual/community user group.
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(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.
Schedule C – Conditions of Use
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. The
remaining 50% is due in full, 90 days prior to the permit date of the event.
3) Applicants must be members of authority in the organization seeking accommodation.
Permit holders must be on site for the duration of the rental.
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.
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.
9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden.
10) It 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.
11) 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.
12) 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.
13) 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.org.
14) The licensor reserves the right to provide security personnel or Pay-Duty Police at the
expense of the licensee, should the Manager, Facility Programs and Administration deem it
necessary.
Schedule C – Conditions of Use
15) Hall cancellations are subject to a $40.00 administration fee.
16) All cancellations must be received in writing ninety days prior to the function, or the entire
rental fee will be forfeited.
17) All rental rates are subject to increase. Post-dated cheques will not be accepted.
18) 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.
19) Recreation Complex Staff will set-up the tables and chairs ‘provided’ a diagram of the
layout is submitted one week 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.
20) If Complex Banquet Halls are rented, please use the outside entrance to Banquet Hall, 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
Schedule C – Conditions of Use
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
C. George Ashe Community Centre
• the piano is the property of the Rouge Hill Senior Club. Please do not play
Schedule C – Conditions of Use
• 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.
Pickering Lawn Bowling Club (PLBC) was established in 1994. They are a member of the Ontario
Lawn Bowling Association & Bowls Canada. Currently they have 156 members. Two Greens each
with eight rinks.
New members are welcome. We are a very friendly and helpful club. We have a coaching staff that
will provide you with the training required to play. You may come out and try before becoming a
member. The club has a supply of lawn bowls for beginners to use and if you become a member you
can use these bowls for your first year of play. After your first year you will have to purchase your
own bowls. The only other equipment required is a flat pair of shoes (no grooves).
Our membership rates are very reasonable and you can play 7 days a week. Playing membership
includes The Ontario Lawn Bowling Association (OLBA) & Bowls Canada (BCB) fees. This allows
you to participate in outside tournaments. New & renewing Member $125.00 , Junior Member
$40.00 & Social Member $25.00.
Official Opening Ceremonies of the Earle Wilson Greens and South Pickering Lawn Bowling Club
was held on August 4, 1995 and finally it was reality. On September 29, 1995 the 1st Annual Fall
Meeting was held in the Seniors Centre. Reading of the Constitution and By-Laws were conducted
and approved. A slate of 8 officers was elected and Rene Lizotte became the club's first President.
The club operated out of the equipment shed for two years and an additional two years in temporary
space in the community centre until the present club house could be constructed and made
available. The club was given the keys to the brand new club house near the end of July 1999.
Since the club’s first year in 1995, the club has seen a dramatic growth in membership. It has grown
from 36 members in 1995 to 183 members in 2007 making it one of the larger clubs in Ontario.
Despite the increase in size its friendly atmosphere and focus on social programs continues to be
one of the strengths of the club.
In the summer of 2010 a new green was added to the club. The Official Opening Ceremonies for the
North Green were on September 28th, 2010.
Pickering Lawn Bowling Club Info