HomeMy WebLinkAboutCS 27-25Report to
Executive Committee
Report Number: CS 27-25
Date: October 06, 2025
From: Laura Gibbs
Director, Community Services
Subject: Reciprocal Use of Facilities Agreement
Durham District School Board
File: A-1440-001
Recommendation:
1. That Report CS 27-25 regarding the Reciprocal Use of Facilities Agreement be received;
2. That the Mayor and City Clerk be authorized to execute the Reciprocal Use of Facilities
Agreement with the Durham District School Board, set out in Attachment 1 to this report
to which the Durham District School Board will have use of City owned parks and
facilities listed in Schedule A and the City of Pickering will have use of Durham District
School Board owned schools and fields listed in Schedule B, subject to minor revisions
as may be required by the Director, Community Services and the Director, Corporate
Services & City Solicitor; and
3. That the appropriate City officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: The purpose of this report is to renew the Reciprocal Use of
Facilities Agreement with the Durham District School Board (DDSB) as outlined in Attachment
1. In the Agreement, the DDSB has the use of City owned parks and facilities listed in
Schedule A and the City of Pickering has the use of DDSB owned schools and fields listed in
Schedule B.
City staff recommend that the renewed Reciprocal Use of Facilities Agreement set out in
Attachment 1 be initiated for a 10 year term beginning November 1, 2025 and ending October
31, 2035.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Strengthen Existing & Build New Partnerships.
Financial Implications: The City of Pickering is responsible for the operating costs required to
staff and maintain City owned parks and facilities used by the DDSB which is reflected in the
annual City Infrastructure Department’s Current Budget (10320) at a cost of $22,000 and the
annual Community Services Department’s Current Budget (10210) at a cost of approximately
$70,000.
CS 27-25 October 6, 2025
Subject: Reciprocal Use of Schools Agreement Page 2
The City of Pickering generates revenue from recreation programs that take place in school
facilities and on school fields. The annual registration gross revenue is reflected in the annual
Community Services Department Current Budget (10205) and generates approximately
$380,000.
Discussion: The purpose of this report is to renew the Reciprocal Use of Facilities
Agreement with the DDSB in Attachment 1 whereby the DDSB has use of City owned parks
and facilities listed in Schedule A and the City of Pickering has use of DDSB owned schools
and fields listed in Schedule B.
The City of Pickering has a Reciprocal Use of Facilities Agreement with the DDSB that started
in 1993 and has been twice extended for an additional 10 years at a time. The previous
Agreement expired on August 31, 2023, with both parties agreeing to an extension as per
Term 1.2 of that Agreement and until such time that any changes needed to be made.
The City and DDSB staff have reviewed the previous Agreement, dated September 1, 2013 to
August 31, 2023 and have made revisions to better reflect the current needs and practices of
both parties. The most significant changes of note include a section to specifically address
DDSB use of the City ’s artificial turf fields at Beverly Morgan Park and Bay Ridges Kinsmen
Park; City use of DDSB schools for summer camp permits; and updates to the list of parks and
school facilities in Schedules A and B.
The Reciprocal Use of Facilities Agreement highlights the successful 30 year relationship
between the City of Pickering and the DDSB with respect to the shared use of parks and
facilities in Pickering. This arrangement has allowed the City to operate recreation programs
and services within DDSB school facilities and parks that help meet the increased demand for
community programs and services that the City would not otherwise be able to offer. In
addition to M arch break and summer camp programs, serving approximately 1,000 children
each year, the City is also able to provide other recreation programs on evenings and
weekends in school gymnasiums, such as basketball, badminton, volleyball, dodgeball, flag
football and multi-sport programs. Over the term of the previous agreement, City programs
have expanded into additional DDSB facilities to accommodate a wider range of activities,
extend operational hours and increas e program capacity. Most recently, staff have optimized
existing space by expanding and coordinating programs into gymnasium space and
classrooms within the same schools. The Agreement allows the City to offer approximately
4,000 hours per year of recreation programs, including 140 hours of free teen programs to over
2,600 participants at a variety of DDSB schools with no cost to the City for facility rental
through the DDSB’s Community Use of School Program.
The Community Use of School Program (CUOS) allows community organizations to use
school facilities outside of regular school hours. The program is administrated by the DDSB
and open to a wide range of community groups and organizations, and is in high demand from
community groups. The DDSB reserves the right to first schedule any school-based activities
in their facilities outside of school hours (e.g. the school’s volleyball team practice or soccer
game); however the Reciprocal Use of Facilities Agreement benefits the City with the priority
community use access to peak usage times for recreation programs.
CS 27-25 October 6, 2025
Subject: Reciprocal Use of Schools Agreement Page 3
In return, the DDSB has use of City parks and facilities and the Dunbarton Indoor Pool for
educational, athletic and recreational purposes from Monday to Friday during the school day
and year.
City staff recommend that the renewed Reciprocal Use of Facilities Agreement set out in
Attachment 1 be initiated for a 10 year term beginning November 1, 2025 and ending October
31, 2035.
Attachments:
1.Reciprocal Use of Facilities Agreement- Durham District School Board clean
2.Reciprocal Use of Facilities Agreement – Durham District School Board track changes
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Karen Coleman, BA Laura Gibbs, MBA, MSc.
Manager, Recreation Services Director, Community Services
Original Signed By Original Signed By
Dan Finn Kevin Heathcote, P.Eng.
Manager, Parks & Property Director, City Infrastructure
LG :kc
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
This Reciprocal Use of Facilities Agreement made on November 1 , 2025.
BETWEEN:
Durham District School Board
hereinafter called the "Board"
Of The First Part,
-and-
The C orporation of the City of
Pickering hereinafter called the "City"
Of The Second Part.
Whereas the Board is a board as defined in section 1 (1) of the Education Act (Ontario),
as amended, and as such is the owner of certain school buildings and lands within the
geographic boundaries of the City of Pickering which facilities are used by members of
the public and various community groups for both private and City -sponsored activities;
and
Whereas the City is an area municipality within the Regional Municipality of Durham
and is the owner of certain parks and recreational buildings within the geographic
boundaries of the City of Pickering which facilities are used by members of the public
(including students enrolled in Board schools) and various community groups for both
private and Board-sponsored activities; and
Whereas the City has the authority under section 94 of the Municipal Act (Ontario), as
amended, to operate and manage recreational areas, playgrounds, athletic fields,
auditoriums, community recreation centres and other places of recreation and
amusement; and
Whereas each of the Board and the City wishes to enter into a reciprocal use
agreement to provide for the use by the other of certain of its facilities, and for the use
of the Board's facilities by certain community groups acting under the auspices of the
City;
Now Therefore This Agreement Witnesseth that, in consideration of the sum of $2.00
now paid by each to the other, the receipt of which by each is hereby acknowledged,
and of the terms and conditions herein set out, the Board and the City covenant and
agree as follows:
1.Term Of Agreement
(1)This Agreement shall be in effect for a term of ten years, beginning
November 1, 2025 and expiring October 31, 2035, unless it is extended
or earlier terminated pursuant to this section.
(2)Despite the provisions of subsection (1), upon the expiry of the term
hereof, this agreement shall automatically renew for another 10 year
term upon the same terms and conditions as are contained herein
Attachment 1 to Report CS 27-25
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unless either of the parties hereto, at least 6 months before October 31,
2035, gives written notice to the other that it does not wish to have the
agreement renewed.
(3)Either party may terminate this Agreement prior to the expiry of the term,
or any extension thereof, by giving six months written notice to the other
party.
2.Assignment Of Agreement
Neither party shall assign any of its rights or obligations to any person without
the prior written permission of the other party.
3.Notice
(1)Any notice given under any provision of this Agreement shall be
sufficiently given if personally served upon, or mailed by prepaid ordinary
mail or emailed to,
(a)in the case of notice to the Board,
H ead of Facilities Services
Durham District School Board
400 Taunton Road East
Whitby, Ontario L1R 2K6;
(b)in the case of notice to the City,
D irector, Community Services
The Corporation of the City of Pickering
Pickering Civic Complex
One The Esplanade
Pickering, Ontario L1V 6K7
(2)Any notice personally served in accordance with subsection (1) shall be
deemed to have been given on the next business day following the day
of service.
(3)Any notice served by ordinary mail in accordance with subsection (1) shall
be deemed to have been given on the sixth calendar day following the
day of mailing.
(4)Any notice sent by electronic means in accordance with subsection (1)
shall be deemed to have been given on the next business day following
the day of electronic transmission.
4.Interpretation
(1)The Schedules attached hereto shall form part of this Agreement.
(2)In this Agreement, the term "force majeure" means acts of God, strikes,
lockouts or other labour disturbances, civil disturbances, acts of a public
enemy, wars, riots, sabotage, epidemics, landslides, snowslides,
lightning, earthquake, fire, storm, flood, washout or explosion and any
other event or occurrence beyond the reasonable control of the Board or
the City, as the case may be, whether or not of the nature of those
mentioned above.
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(3)This Agreement and everything contained herein shall endure to the
benefit of and be binding upon the parties hereto, their respective
successors and permitted assigns.
5.Insurance
(1)Each of the Board and the City shall obtain and maintain throughout the
term of this agreement commercial general liability insurance including
property damage, bodily injury (including death), personal injury liability,
contractual liability, and non-owned automobile liability, on an occurrence
basis, with respect to the use of any part or parts of the schools or parks
by such parties, their respective employees, agents, contractors, assigns,
licencees, invitees, elected officials, and persons for whom they are in law
responsible with coverage of not less than $5,000,000.00 per
occurrence. Each policy maintained by a party hereto shall name the
other party as an additional insured. Prior to commencement of the term
of this Agreement each party shall provide to the other satisfactory
evidence of such insurance coverages, and shall provide evidence of
renewal or replacement of such insurance at least ten (10) days prior to
the expiry of any such policy
6.B oard Use Of City Park Facilities
(1)Subject to and in accordance with subsections (2) – (8) the Board shall
have the non-exclusive use of the City parks, subject to any safety
concerns relating to other individuals who may be present in the park .
The Board shall have the use of the City parks listed in Schedule A
attached hereto for student educational, athletic and recreational
purposes between 0700 hours and 1800 hours, Monday through Friday,
from and including September 1 in each year to and including June 30 of
the following year, school holidays excepted, without the need for a City
permit authorizing such use, with the exception of tournaments and
special events held by the Board. In order to facilitate City planning for
maintenance, schools are required to request no-fee permits from the City
for tournaments and special events, not less than 14 days before the
proposed event.
(2)The Board shall have priority over any other user other than the City or a
City -sponsored organization for the use of the City parks listed in
Schedule A for the purposes set out in subsection (1) at all other times
between September 1 in any year and June 30 in the following year,
subject to permits issued by the City and any terms and conditions that
the City may reasonably attach to the issuance of those permits.
(3)The use of any park by the Board pursuant to this section shall include
the use of any available,
(a)baseball or softball diamonds,
(b)parking facilities,
(c)playground equipment,
(d)football or soccer fields and posts,
(e)track and field facilities,
located at or in the park.
(4)The use of any park by the Board pursuant to this section shall not include
the right,
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(a) to erect, construct or install any feature, thing or apparatus in the
park,
(b) to remove, reconstruct or change any feature, thing or apparatus
in the park, or
(c) to bring or drive any motorized vehicle into the park (except into
any parking facility in the park),
without the prior written permission of the City.
(5) The use of any park and facilities therein by the Board pursuant to this
section shall be subject to the regulations set out in Schedule A attached
hereto, the contravention of any of which may result in the City, in its sole
discretion, suspending the Board's right to use the park in question for up
to thirty days or revoking the school's permit to use the park, if such use
was pursuant to a permit, or both.
(6) Except for delays or interruptions caused by or arising out of events of
force majeure, and subject to normal wear and tear and maintenance
required thereby, the City shall keep and maintain the parks and facilities
therein in good condition, at its sole expense, so that they are available
for the Board's use.
(7) The Board shall assume all liability and obligation for any loss, damage
or injury to persons or property that occurs during the use or occupation
of any park and facilities therein by the Board pursuant to this section and
the Board shall indemnify and save harmless the City of and from any
such loss, damage or injury and all actions, proceedings or claims arising
therefrom except to the extent to which such loss, damage or injury is
caused or contributed to by the neglect or default of the City, its servants,
agents or employees.
(8) The Board acknowledges and agrees to abide by the City’s Code of
Conduct and Policies.
7. Board Use of Artificial Turf Fields: Bay Ridges Kinsmen Park and Beverly
Morgan Park
(1) Use of the City artificial turf fields shall only be permitted during Board
supervised Physical Education classes or for Board supervised
extracurricular sports. The Board agrees that the keys to the locked
gates at these fields will be stored in a secure place and only provided
for the use of the above listed activities. The Board shall ensure the
gates are locked after use.
(2) Use of the artificial turf fields are not permitted during the winter months,
when the surface or subsurface is unsafe for use due to freezing
weather or snow -covered field conditions.
(3) The Board acknowledges and agrees to abide by the City’s Respectful
Conduct Policy and Policies.
8. Board Use of Indoor Pool: Dunbarton High School Use of Dunbarton
Indoor Pool
(1) Dunbarton High School shall have the use of the City's Dunbarton
Indoor Pool for student educational, athletic and recreational purposes
between 07:30 hours and 15:00 hours, Monday through Friday, from
and including October 1st in each year to and including the Friday
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before March Break in the following year, school holidays excepted,
without the need for a City permit authorizing such use. The exact
hours and terms of use by Dunbarton High School shall be subject to
an annual agreement entered into by September 10 of each year
between the City and the Board. In the event that the City wishes to
make use of Dunbarton Indoor Pool within the dates and times
specified above, then it shall seek the consent of the Board to such
use, to which consent shall not be unreasonably withheld. In the event
that the Board wishes to make use of the Dunbarton Indoor Pool
outside of the dates and times specified above, then it shall seek the
consent of the City to such use, which consent shall not be
unreasonably withheld. Dunbarton High School's use of the Dunbarton
Indoor Pool shall also be subject to the following:
(a)All Board lifeguard staff must possess current lifeguard and first aid
certificates as required by Ontario Ministry of Health Public Pools
Regulations (565/90) and attend a training session conducted by
City staff prior to lifeguarding any Board activities.
(b)The Board agrees that the keys to the pool are stored in a secure
place and only provided to qualified lifeguards and teaching staff
who have attended a training session.
(c)If the Board cannot provide a qualified lifeguard, the City may
provide staff, if available. In this case, the City reserves the right to
apply a fee that complies with the existing City User Fees and
Charges.
(d)Dunbarton High School will provide the City with a schedule of
actual hours, to include breaks and lunch hours, prior to the
beginning of each semester.
(e)The City of Pickering reserves the right to close the facility
for maintenance, major events and inclement weather.
(f)The City obtains electricity and water through services metered
from the Board's Dunbarton High School.
(g)If the Board wishes to make additional use of the Dunbarton Indoor
Pool at any time on a weekday between the hours of 06:00 hours –
07:30 hours and 15:00 hours – 16:45 hours, then such additional
use shall be provided for in the annual agreement referred to
above, provided that such additional use shall be limited to a
maximum of six hours per week.
9.City Use of Board School Facilities
(1)The City acknowledges and agrees to abide by all the terms and
conditions of the Ontario Ministry of Education’s Provincial Code of
Conduct: https://www.ontario.ca/document/education-ontario-policy -and-
program -direction/policyprogram -memorandum -128#section-2
(2)The City shall have the use of facilities within or associated with the
Board's schools listed in Schedule B attached hereto for City
educational, athletic and recreational program purposes as follows:
During the School Year Except Public Holidays
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Gymnasiums Monday to Thursday between 18:00 hours and 21:00
hours.
Classrooms Monday through Thursday between 18:00 hours and 22:00
hours.
Classrooms and gymnasiums on Friday’s between 18:00 hours and
20:00 hours.
Classrooms and gymnasiums on Saturdays, Sundays and public
holidays between 09:00 hours and 18:00 hours subject to permits
issued by or on behalf of the Board and any reasonable conditions or
terms which may be attached to the permit(s).
D uring March Break Camps and Summer Camps
C lassrooms and gymnasiums, Monday to Friday, between 08:00 hours -
18:00 hours subject to permits being issued and any terms and
conditions contained therein.
(3)The City shall have the use of available facilities within or associated
with the Board's schools listed in Schedule B attached hereto for
summer program purposes between 08:00 hours and 18:00 hours for
gymnasiums and classrooms, Monday through Friday during the
summer months, subject to permits issued by or on behalf of the Board
and any terms and conditions that the Board may reasonably attach to
the issuance of those permits.
(4)The City shall cover additional custodial times that accrue outside of the
permitted hours. In this case, the fee will comply with the existing Board
Fee Schedule.
(5)The use of any facility within or associated with a school by the City
pursuant to this section shall include the use of any available,
(a)desks, tables and similar furniture,
(b)dressing and change rooms,
(c)parking facilities,
(d)sports equipment in the nature of nets, goal and hoops, poles
(volleyball, badminton)
(e)washroom facilities,
(f)baseball or softball diamonds,
(g)playground equipment,
(h)football or soccer fields and posts,
(i)track and field facilities,
located in or associated with the school.
(6)The use of Dunbarton High School by the City pursuant to this section
shall include the right of the City to be provided with sufficient keys to
enable it to gain access to and to use the West Gymnasium (except the
Physical Education office) without the need to have Board employees
present.
(7)Dunbarton High School and DDSB will have exclusive rights to the East
Gymnasium , the West Gymnasium and all other spaces in the school on
two stipulated days of the week from September 1 to June 30 of each
year. These days shall be identified by the Principal of Dunbarton High
School in May of each calendar year for exclusive use during the school
year beginning in September of the calendar year.
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(8) The use of any facility within or associated with a school by the City
pursuant to this section shall not include the right,
(a) to erect, construct or install any feature, thing or apparatus in the
facility or school,
(b) to remove reconstruct or change any feature, thing or apparatus in
the facility or school, or
(c) to bring or drive any vehicle onto the school grounds (except into
any parking facility associated with the school),
without the prior written permission of the Board.
(9) The use of any facility within or associated with a school by the City
pursuant to this section shall be subject to the regulations set out in
Schedule B attached hereto, the contravention of any of which may result
in the Board, in its sole discretion, suspending the City's right to use the
facility or school in question for up to thirty days or revoking the City's
permit to use the facility or school, or both.
(10) Except for delays or interruptions caused by or arising out of events of
force majeure, and subject to normal wear and tear and maintenance
required thereby, the Board shall keep and maintain the schools and
facilities therein or associated therewith in good condition, at its sole
expense, so that they are available for the City's use.
(11) The City shall assume all liability and obligation for any loss, damage or
injury to persons or property that occurs during the use or occupation of
any school and facilities therein or associated therewith by the City
pursuant to this section and the City shall indemnify and save harmless
the Board of and from any such loss, damage or injury and all actions,
proceedings or claims arising therefrom except to the extent to which
such loss, damage or injury is caused or contributed to by the neglect or
default of the Board, its servants, agents or employees.
10. Community Use Board School Facilities
Community groups may have the use of facilities within or associated with the
Board’s schools subject to permits issued by the Board and to the terms and
conditions of any Board policy respecting such use and the issuance of such
permits.
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In Witness Thereof the Board and the City have hereunto affixed their corporate seals,
attested by the hands of their authorized officers.
Signed, Sealed & Delivered
Durham District School Board
________________________________
David Wright, Associate Director,
Corporate Services Team
The Corporation of the City of Pickering
________________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
Schedule A
Part 1 – City Parks Which the Board May Use
Item Park Adjacent School*
1. Mitc hell Park Bayview Heights Public School
2. Major Oaks Park Valley Farm Public School
3. Bidwell Park Fairport Beach Public School
4. McPherson Park Gandatsetiagon Public School
5. Glengrove Park Glengrove Public School
6. Amberlea Park Highbush Public School
7. Maple Ridge Park Maple Ridge Public School
8. Rick Hull Memorial Park Rosebank Public School
9. David Farr Memorial Park Vaughan Willard Public School
10. Forestbrook Park William Dunbar Public School
11. Greenwood Park Valley View Public School
12. Beverley Morgan Park Pine Ridge Secondary School
13. Brock Ridge Park
14. Claremont Memorial Park
15. Dunmoore Park
16. Bay Ridges Kinsmen Park
17. Valleyview Park Westcreek Public School
18. Woodsmere Park Altona Forest Public School
*identified for reference purposes only
Part 2 – Regulations for Use of City Parks by Board
Item Regulations
1. The Board shall be responsible for the conduct and supervision of all
persons involved in the Board activity in the park, whether those persons
are spectators or participants.
2. The City reserves the right to cancel or suspend permits and/or use of outdoor
facilities for repairs, maintenance, or for safety reasons. This could include
inclement weather that could cause damage to the fields or facilities. The City
also reserves the right to review, cancel, suspend, or terminate the Board’s right
to use any of the City’s outdoor facilities if such use becomes a nuisance or
results in complaints being made to the City by residents. The City shall provide
as much written notice as possible and provide alternative locations where
possible.
3.The Board shall not cause or permit to be caused at the park any unusual or
unnecessary noise that disturbs the peace, quiet or comfort of any person in any
residence, institution, or place of business within the City.
4.Games of chance, lotteries or gambling in any form shall not be permitted in any
park.
5.The Board shall ensure that all persons admitted to the event in the park have
vacated the park by 18:00 hours.
6.If liquor of any type is to be served, sold or available at the event, the Board
shall obtain all necessary permits and licenses and file a copy of each with the
City at least two weeks prior to the event.
7.The Board shall not restrict the use of the park by other members of the public
subject to any safety concerns about any other individuals who may be
present in the park.
8.The Board acknowledges and agrees to abide by the City’s Respectful
Conduct Policy and Policies.
Schedule B
Part 1 – Board Schools Having Facilities Which the City May Use
Item School Fields School Buildings
1. Valley Farm Public School Dunbarton High School
2. Fairport Beach Public School Pine Ridge Secondary School
3. Frenchman’s Bay Public School High Bush Public School
4. Gandatsetiagon Public School Maple Ridge Public School
5. Glengrove Public School Valley Farm Public School
6. Highbush Public School Altona Forest Public School
7. Maple Ridge Public School
8. Rosebank Public School
9. William Dunbar Public School
10. Dunbarton High School Annex,
formerly Woodlands Centennial
Public School
11. Altona Forest Public School
12. Westcreek Public School
13. Dunbarton High School
14. Pine Ridge Secondary School
Part 2 – Regulations for Use of Board School Facilities by City
Item Regulations
1. Provincial Code of Conduct
(a) The City acknowledges and agrees to abide by all the terms and
conditions of the Ontario Ministry of Education’s Provincial Code of
Conduct: https://www.ontario.ca/document/education-ontario-policy -and-
program -direction/policyprogram -memorandum -128#section-2
2. Buildings and Grounds
2.1 (a) Consumption of alcoholic beverages shall not be permitted within Board
buildings or on Board grounds.
(b) Refreshments of any type shall not be taken into auditoriums or
gymnasiums.
2.2 Smoking shall not be permitted within Board buildings or on Board
grounds.
2.3 No animals except service animals shall be permitted in Board buildings.
2.4 The use of Board buildings and grounds shall be restricted to the use
specified in the approved permit application.
2.5 The use of a school cafeteria may be made available if requested in the
permit application, but the use of the associated kitchen area and servery
must be arranged by the City directly with the caterer supplying food
services to that building.
2.6 (a) The use of any Board building or grounds excluding Dunbarton High
School West Gymnasium shall be at all times subject to the supervision
of Board employees and permits are required; on Saturdays, Sundays
and public holidays. Permits and their associated Janitorial fees are
required.
(b)A Board employee shall open the building, secure the building at the
completion of the use, handle any facility emergencies that arise and
generally protect the interests of the Board, with the exception of the
Dunbarton High School these functions shall be performed by City
employees.
3 Equipment
3.1 (a) The City may be required to provide any or all necessary equipment.
(b)Neither Board employees nor City employees are authorized to allow the
use of any Board equipment not approved for use in the permit.
3.2 (a) School instructional equipment will not generally be available for use.
(b)Physical education equipment may be made available at no charge if
requested in the permit application and approved by the school principal.
(c)The City is responsible for the supervision and safety of users of Board
equipment.
3.3 (a) Sound or lighting equipment may be made available at no charge if
requested in the permit application and approved by the school principal.
(b)In order to use Board sound or lighting equipment, the City must make
arrangements through the school to have a trained student operate the
equipment at the hourly rate set by the Board from time to time.
3.4 The use of any Board equipment shall be at all times subject to the
supervision of Board employees.
3.5 (a) Plans of stage settings or the use of special equipment must be approved
by the Board's Head of Facilities Services in consultation with the school
principal in advance of the use date.
(b)No changes or additions to electrical wiring shall be made without the
authority of the Board’s Head of Facilities Services, and all costs thereof
shall be charged to the City.
(c)Decorations shall conform to fire safety practices, as recommended by
the City's Fire Department, shall be limited to flameproof materials and
shall not be attached to electric light fixtures or electrical outlets.
3.6 (a) The delivery of stage equipment and the setting of stage properties shall
be done outside school hours unless otherwise arranged with the school
principal.
(b)All equipment shall be removed immediately after the use unless
otherwise arranged with the school principal.
3.7 All exits shall be kept clear from any obstruction at all times.
4.Permits
4.1 (a) A permit shall be required for the use of any Board school facility after
normal school hours.
4.2 (a) Permits are completed online for City use of Board school facilities an d
shall be made to the Board's Community Use of Schools Department by
the City's Community Services Department not less than 14 days before
the proposed term of use. The Board's Community Use of Schools
Department will endeavor to process City applications for summer
programs on or before May 15 of each year.
(b)Applications for permits for the use of Board school facilities shall be given
the following priorities:
1.school purposes and Board programs;
2.City recreation programs;
3.community recreation programs and youth groups;
4.ratepayer associations;
5.other activities.
4.3 When making an application for a permit the City's Community Services
Department shall ensure that the facility required is available on the date
and at the time requested by reviewing its own records and by contacting
the Board's Community Use of Schools Department.
4.4 The issuance of a permit shall not establish a rental contract between the
City and the Board; the Board may at any time withdraw the use of any
facility if in the Board's sole unfettered opinion, the use to which the facility
is to be put or is being put is not in the best interests of the community or
of the Board.
4.5 Permission to charge admission to the use, or sell a product or
refreshment in the facility, may be granted if requested in the permit
application.
4.6 When an additional Board custodial employee is provided, or when a
Board custodial employee is required to work overtime, or when special
circumstances warrant, custodial costs will be levied.
4.7 Payment of custodial and other costs shall be made within thirty days of
receipt of the Board's invoice therefor e.
4.8 (a) If the City wishes to cancel the use of a facility, it shall notify in writing the
Board's Community Use of Schools Department as early as
circumstances permit but no later than two full business days before the
proposed date of use.
(b)Refunds or credits of custodial costs will be made upon a cancellation
provided that the City notifies the Board's Community Use of Schools
Department at least two full business days before the proposed date of
use.
4.9 The City shall ensure that all persons admitted to the use vacate the
Board's buildings and grounds promptly at the time specified in the
permit.
4.10 If the Board wishes to cancel a permit, notice shall be given as soon as
possible, but no later than ten full days prior to its effective date.
Attachment 2 to Report CS 27-25
This Reciprocal Use of Facilities Agreement made on November 1, 2025.September 1,
20132023
BETWEEN:
Durham District School Board
hereinafter called the "Board"
Of The First Part,
-and-
The Corporation of the City of Pickering
hereinafter called the "City"
Of The Second Part.
Whereas the Board is a board as defined in section 1 (1) of the Education Act (Ontario),
as amended, and as such is the owner of certain school buildings and lands within the
geographic boundaries of the City of Pickering which facilities are used by members of
the public and various community groups for both private and City-sponsored activities;
and
Whereas the City is an area municipality within the Regional Municipality of Durham and
is the owner of certain parks and recreational buildings within the geographic boundaries
of the City of Pickering which facilities are used by members of the public (including
students enrolled in Board schools) and various community groups for both private and
Board-sponsored activities; and
Whereas the City has the authority under section 94 of the Municipal Act (Ontario), as
amended, to operate and manage recreational areas, playgrounds, athletic fields,
auditoriums, community recreation centres and other places of recreation and
amusement; and
Whereas each of the Board and the City wishes to enter into a reciprocal use agreement
to provide for the use by the other of certain of its facilities, and for the use of the Board's
facilities by certain community groups acting under the auspices of the City;
Now Therefore This Agreement Witnesseth tThat, in consideration of the sum of $2.00
now paid by each to the other, the receipt of which by each is hereby acknowledged, and
of the terms and conditions herein set out, the Board and the City covenant and agree as
follows:
1.ꞏ Term Of Agreement
(1)This Agreement shall be in effect for a term of ten years and six months,
beginning September 1, 20213January 1, 2025 SeptemberNovember 1,
2025 and expiring August 31October 31, 20323203542025, unless it is
extended or earlier terminated pursuant to this.section.
(2)Despite the provisions of subsection (1), upon the expiry of the term hereof,
this agreement shall automatically renew for another 10 year
term upon the same terms and conditions as are contained
herein unless either of the parties hereto, at least 6 months
before August 31stOctober 31, 2035 gives written notice to the
other that it does not wish to have the agreement renewed. or of
any extension of the term hereof, the term of this Agreement
shall be deemed to be extended for a further period of ten years, upon the
same terms and conditions as are contained herein (including this provision
for extending the term of this Agreement), unless either the Board or the
City, at least one month before the expiry of the term or any extension
thereof, gives written notice to the other of itsꞏ intention to terminate the
Agreement upon the expiry of the current term.
(3) Either party may terminate this Agreement prior to the expiry of the term, or
any extension thereof, by giving six months written notice to the other party.
2. Assignment Of Agreement
Neither party shall assign any of its rights or obligations hereunder to any person
without the prior written permission of the other party.
3. Notice
(1) Any notice given under any provIsIonprovision of this Agreement shall be
sufficiently given if personally served upon, or mailed by prepaid ordinary
mail or emailed to,
(a) in the case of notice to the Board,
Head ofSuperintendent of Education/Facilities
Services
Durham District School Board
400 Taunton Road East
Whitby, Ontario L1R 2K6;
(b) in the case of notice to the City,
Director, Community ServicesCulture & Recreation
The Corporation of the City of Pickering
Pickering Civic Complex
One The Esplanade
Pickering, Ontario L1V 6K7
(2) Any notice personally served in accordance with subsection (1) shall be
deemed to have been given on the next business day following the day of
service.
(3) Any notice served by ordinary mail in accordance with subsection (1) shall
be deemed to have been given on the sixth calendar day following the day
of mailing.
2
(4) Any notice sent by electronic means in accordance with subsection (1) shall
be deemed to have been given on the next business day following the day
of electronic transmission.
4. Interpretation
(1) The Schedules attached hereto shall form part of this Agreement.
(2) In this Agreement, the term "force majeure" means acts of God, strikes,
lockouts or other labour disturbances, civil disturbances, acts of a public
enemy, wars, riots, sabotage, epidemics, landslides, snowslides, lightning,
earthquake, fire, storm, flood, washout or explosion and any other event or
occurrence beyond the reasonable control of the Board or the City, as the
case may be, whether or not of the nature of those mentioned above.
3
Formatted: Character scale: 100%
Formatted: Indent: Left: 0.92", Space Before: 0 pt, No
bullets or numbering
Formatted: Space Before: 0 pt
(3) This Agreement and everything contained herein shall enure to the benefit
of and be binding upon the parties hereto, their respective successors and
permitted assigns.
Formatted: Left, Indent: Left: 1.07", Hanging: 0.48",
5. Insurance Right: 0", Space Before: 0 pt, Line spacing: single, No
(1) Each of the Board and the City shall obtain and maintain throughout the bullets or numbering, Tab stops: Not at 1.08"
term of this agreement commercial general liability insurance including
property damage, bodily injury (including death), personal injury liability,
contractual liability, and non-owned automobile liability, on an
occurrence basis, with respect to the use of any part or parts of the
schools or parks by such parties, their respective employees, agents,
contractors, assigns, licencees, invitees, elected officials, and persons
for whom they are in law responsible with coverage of not less than
$5,000,000.00 per occurrence. Each policy maintained by a party
hereto shall name the other party as an additional insured. Prior to
commencement of the term of this Agreement each party shall provide
to the other satisfactory evidence of such insurance coverages, and
shall provide evidence of renewal or replacement of such insurance at
least ten (10) days prior to the expiry of any such policy
(3)
5.6. Board Use Of City Park Facilities
(1) Subject to and in accordance with subsections (2) – (89) the Board shall
have the non-exclusive use of the City parks, subject to any safety concerns
relating to other individuals who may be present in the park. The Board
shall have the use of the City parks listed in Schedule A attached hereto for
student educational, athletic and recreational purposes
between 0700 hours and 18001700 hours, Monday through Friday, from
and including September 1 t in each year to and including June 30 of the
following year, school holidays excepted, without the need for a City
permit authorizing such use, with the exception of tournaments and special
events held by the Board. In order to facilitate City planning for
maintenance, schools are required to request no-fee permits from the City
for tournaments and special events, not less than 14 days before the
proposed event. Ie: LOSSA, any games involving outside visitors
(2) The Board shall have priority over any other user other than the City or a
City-sponsored organization for the use of the City parks listed in
Schbedule A for the purposes set out in subsection (1) at all other times
between September 1 in any year and June 30 in the following year, subject
4
to permits issued by the City and any terms and conditions that the City may
reasonably attach to the issuance of those permits.
(3) The use of any park by the Board pursuant to this section shall include the
use of any available,
(a) baseball or softball diamonds,
(b) parking facilities,
(c) playground equipment,
(d) football or soccer fields and posts,
(e) track and field facilities, and
(f) skating surfaces.
located at or in the park.
(4) The use of any park by the Board pursuant to this section shall not include
the right,
(a) to erect, construct or install any feature, thing or apparatus in the
park,
(b) to remove, reconstruct or change any feature, thing or apparatus in
the park, or
(c) to bring or drive any motorized vehicle into the park (except into
any parking facility in the park),
without the prior written permission of the City.
(5) The use of any park and facilities therein by the Board pursuant to this
section shall be subject to the regulations set out in Schedule A attached
hereto, the contravention of any of which may result in the City, in its sole
discretion, suspending the Board's right to use the park in question for up to
thirty days or revoking the school's permit to use the park, if such use was
pursuant to a permit, or both.
(6) Except for delays or interruptions caused by or arising out of events of force
majeure, and subject to normal wear and tear and maintenance required
thereby, the City shall keep and maintain the parks and facilities
Formatted: Indent: Left: 1.07", Space Before: 0 pt, No
bullets or numbering
5
therein in good condition, at its sole expense, so that they are available for
the Board's use.
(7) The Board shall assume all liability and obligation for any loss, damage or
injury to persons or property that occurs during the use or occupation of any
park and facilities therein by the Board pursuant to this section and the
Board shall indemnify and save harmless the City of and from any such
loss, damage or injury and all actions, proceedings or claims arising
therefrom except to the extent to which such loss, damage or injury is
caused or contributed to by the neglect or default of the City, its servants,
agents or employees.
(8) The Board shall pay any taxes or similar charges that may be levied during
the term hereof against any of the lands that comprise any of the parks as a
result of the Board's use or occupation thereof pursuant to this section.The
Board acknowledges and agrees to abide by the City’s Respectful Conduct
Policy and Policies.
7. Board Use of Artificial Turf Fields: Bay Ridges Kinsmen Park and Beverly
Morgan Park
(1) Use of the City artificial turf fields shall only be permitted during Board
supervised Physical Education classes or for Board supervised
extracurricular sports. The Board agrees that the keys to the locked gates
at these fields will be stored in a secure place and only provided for the
use of the above listed activities. The Board shall ensure the gates are
locked after use.
(2) Use of the artificial turf fields are not permitted during the winter months,
when the surface or subsurface is unsafe for use due to freezing weather
or snow coveredsnow-covered field conditions.
(8) (310) The Board acknowledges and agrees to abide by the City’s
CodeRespectful of Conduct Policy and Policies.
6. 68. Board Use Of of Indoor Pool: Dunbarton High School Use Of of
Formatted: Not Expanded by / Condensed by
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by
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Style: 1, 2, 3, … + Start at: 7 + Alignment: Left + Aligned
at: 0.5" + Indent at: 0.75"
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0.44", Numbered + Level: 1 + Numbering Style: 1, 2, 3,
… + Start at: 1 + Alignment: Left + Aligned at: 1.31" +
Indent at: 1.56"
Formatted: Font: 11.5 pt
Formatted: Font: 11.5 pt
Formatted: Font: Bold
Dunbarton Indoor Pool
(1) Dunbarton High School shall have the use of the City's Dunbarton Indoor
Pool for student educational, athletic and recreational purposes between
0730 hours and 1500 hours, Monday. through Friday, from and. including Formatted: Indent: Hanging: 0.45", Numbered + Level:
October 1 in each year to and including the Friday before March Break in 1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
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numbering
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Formatted: Font: Bold
Alignment: Left + Aligned at: 0.83" + Indent at: 1.08"
6
the following year, school holidays excepted, without the need for a Ccity
permit authorizing such use. The exact hours and terms of use by
Dunbarton High School shall be subject to an annual agreement entered
into by September 10 of each year between the City and the Board. In the
event that the City wishes to make use of Dunbarton Indoor Pool within the
dates and times specified above, then it shall seek the consent of Dunbarton
High School the Board to such use, which consent shall not be
unreasonably withheld. In the event that the Board Dunbarton High School
wishes to make use of the Dunbarton Indoor Pool outside of the dates and
times specified above, then it shall seek the consent of the City to such use,
which consent shall not be unreasonably withheld. Dunbarton High School's
use of the Dunbarton Indoor Pool shall also be subject to the following:
(a) All Board lifeguard staff must possess current lifeguard and first aid
certificates as required by Ontario Ministry of Health Public Pools
Regulations (565/90) and attend a training session conducted by
City staff prior to lifeguarding any Board activities.
(b) The BoardDunbarton High School agrees that the keys to the pool
are stored in a secure place and only provided to qualified lifeguards
and teaching staff who have attended the a required training
session.
(c) If the Board cannot provide a qualified lifeguard, the City may provide
staff, if available. In this case, the City reserves the right to apply a fee
that complies with the existing City User Fees and Charges.
(a)
(b)(d)Dunbarton High School will provide to the City of Pickering, a
schedule of actual hours, to include breaks and lunch hours, prior to
the beginning of each semester.
(c) The BoardDunbarton High School agrees to provide the City of
Pickering with a
certificate of liability insurance, identifying the Corporation of the City
of Pickering as additionally insured, with coverage for any one
occurrence or claim of not less than $5,000,000.00. T h e
B o a r d Dunbarton High School agrees to provide the City of
Pickering with written information from the agent or insurer that
insurance on the terms and the amounts specified above has been
arranged prior to the start of the annual contract.
(d)(e) The City of Pickering reserves the right to close the facility
Formatted: Font: 11.5 pt
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0", Space Before: 0 pt, Line spacing: single, No bullets
or numbering, Tab stops: Not at 1.41" + 1.41"
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bullets or numbering
Formatted: Space Before: 12 pt
7
for maintenance, major events and inclement weather.
(e)(f) The City obtains electricity and water through services submetered
from the Board's Dunbarton High School.
8
(g) If the BoardDunbarton High School wishes to make additional use of
the Dunbarton Indoor Pool at any time on a weekday between the
hours of 6:00 hours -7:30 hours and 15:00 hours -16:45 hours, then
such additional use shall be provided for in the annual agreement
referred to above, provided that such additional use shall be limited
to a maximum of six hours per week.
Formatted: Not Expanded by / Condensed by
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numbering
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/ Condensed by
(f) 8. The City and the Board agree to review the schedules attached to this agreement to
amend for future additions or removal of Park space over the term of the agreement.
9. City Use Of Board School Facilities
(1) The City acknowledges and agrees to abide by all the terms and conditions of the
Ontario Ministry of Education’s Provincial Code of
Conduct:https://www.ontario.ca/document/education-ontario-policy-and-
program-direction/policyprogram-memorandum-128#section-2
7.
(2) The City shall have the use of facilities within or associated with the
Board's schools listed in Schedule B attached hereto for City educational,
athletic and recreational programme purposes as follows:
During the school Year Except Public Holidays
between 1830 1800 hours and 212030 hours for gGymnasiums and
Monday to Thursday between 18:00 hours and 21:2030 hours.
for cClassrooms, Monday through Thursday andbetween 18:00 hours and
22:000 hours.
Classrooms and gymnasiums on Friday’s between 18:00 hours and 20:00
Formatted: Font: Bold
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numbering
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Condensed by
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numbering
Formatted: Font: Bold
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Condensed by
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/ Condensed by
Formatted: Normal, No bullets or numbering
Formatted: Font: Times New Roman, 11.5 pt
hours.
Classrooms and gymnasiums on during the school year except public
the Board's schools listed in Schedule B attached hereto for summer
campprogram
purposes between 08:00 hours and 18:600 hours for
Formatted: Indent: Left: 1.07", Hanging: 0.48", Right:
0", Space Before: 0 pt, Line spacing: single, No bullets
or numbering, Tab stops: Not at 1.45" + 1.45"
Formatted: Normal, No bullets or numbering, Tab
stops: Not at 1.45" + 1.45"
Formatted: List Paragraph, Indent: Hanging: 0.51",
Numbered + Level: 2 + Numbering Style: 1, 2, 3, … +
Start at: 1 + Alignment: Left + Aligned at: 0.83" +
Indent at: 1.08"
holidays, and between 09700 hours and 16182300 hours, Saturdays, and,
Sundays. and public holidays between 09:00 hours and 18:00 hours,
subject to permits issued by or on behalf of the Board and any terms
andreasonable conditions or terms which may be attached to the
permit(s).that the Board may reasonably attach to the issuance of those
permits.
During March Break Camps and Summer Camps
Classrooms and gymnasiums, Monday to Friday, between 08:00 hours –
18:00 hours subject to permits being issued and any terms and conditions
contained therein.
(3) The City shall have the use of available facilities within or associated with
(4) The City shall cover additional custodial times that accrue outside of the
gymnasiums and classrooms, Monday through Friday during the summer
months, subject to permits issued by or on behalf of the Board and any
-9 -
terms and conditions that the Board may reasonably attach to the issuance
of those permits.
Formatted: Font: 11.5 pt
Formatted: Font: 11.5 pt
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1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
Alignment: Left + Aligned at: 0.83" + Indent at: 1.08"
permitted hours. In this case, the fee will comply with the existing Board Fee
Schedule. Formatted: Font: 11.5 pt
Formatted: Not Expanded by / Condensed by
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Formatted: Font: 11.5 pt
Formatted: Left, Indent: Hanging: 0.51", Right: 0", Line
(1)
(2)(5) The use of any facility within or associated with a school by the City pursuant to
this section shall include the use of any available,
spacing: single, Numbered + Level: 1 + Numbering
Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned
at: 0.83" + Indent at: 1.08", Tab stops: Not at 1.08"
(a) desks, tables and similar furniture,
(b) dressing and change rooms,
(c) parking facilities,
(d) sports equipment in the nature of nets, goal and hoops, poles
(volleyball, badminton)
(e) washroom facilities,
(f) baseball or softball diamonds,
(g) playground equipment,
(h) football or soccer fields and posts,
(i) track and field facilities, and
(j) skating surfaces,
located in or associated with the school.
(6) The use of the Dunbarton High School by the City pursuant to this section
shall include the right of the City to be provided with sufficient keys to enable
it to gain access to and to use the West Gymnasium there.in (except the
Physical Education office) without the need to have Board employees
present.
(7) Dunbarton High School and DDSB will have exclusive rights to the East
Gymnasium, the West Gymnasium and all other spaces in the school on
two stipulated days of the week from September 1 to June 30 of each year.
These days shall be identified by the Principal of Dunbarton High School in
May of each calendar year for exclusive use during the school year
beginning in September of the calendar year.
(3)
(4)(8) The use of any facility within or associated with a school by the City pursuant
to this section shall not include the right,
(a) to erect, construct or install any feature, thing or apparatus in the
facility or school,
(b) to remove reconstruct or change any feature, thing or apparatus in
the facility or school, or
(c) to bring or drive any vehicle onto the school grounds (except into
any parking facility associated with the school),
without the prior written permission of the Board.
Formatted: Font: 11.5 pt
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1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
Alignment: Left + Aligned at: 0.83" + Indent at: 1.08"
Formatted: Indent: Hanging: 0.51", Space Before: 12
pt, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … +
Start at: 1 + Alignment: Left + Aligned at: 0.83" +
Indent at: 1.08"
Formatted: Indent: Left: 1.05", No bullets or
numbering
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1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
Alignment: Left + Aligned at: 0.83" + Indent at: 1.08"
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3 + Numbering Style: a, b, c, … + Start at: 1 + Alignment:
Left + Aligned at: 1.03" + Indent at: 1.28"
Formatted: Indent: Left: 1.27", Numbered + Level: 3 +
Numbering Style: a, b, c, … + Start at: 1 + Alignment:
Left + Aligned at: 1.03" + Indent at: 1.28"
Formatted: Indent: Left: 1.04", Hanging: 0.48",
Numbered + Level: 3 + Numbering Style: a, b, c, … +
Start at: 1 + Alignment: Left + Aligned at: 1.03" +
Indent at: 1.28"
(5)(9) The use of any facility within or associated with a school by the City pursuant
to this section shall be subject to the regulations set out in Schedule B
attached hereto, the contravention of any of which may result in the Board,
in its sole discretion, suspending the City's right to use the Formatted: Font: 11.5 pt
Formatted: Indent: Hanging: 0.51", Numbered + Level:
1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
Alignment: Left + Aligned at: 0.83" + Indent at: 1.08"
-10 -
facility or school in question for up to thirty days or revoking the City's
permit to use the facility or school, or both.
(6)(10) Except for delays or interruptions caused by or arising out of events of force
majeure, and subject to normal wear and tear and maintenance required Formatted: Indent: Hanging: 0.51", Numbered + Level: thereby, the Board shall keep and maintain the schools and facilities therein 1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
or associated therewith in good condition, at its sole expense, so that they Alignment: Left + Aligned at: 0.83" + Indent at: 1.08"
are available for the City's use.
Formatted: Font: 11.5 pt
(7) The City shall, at its expense, maintain in their present condition all of the
outdoor playing fields associated with the Board's schools listed in Schedule
B attached hereto that are used by the City for City athletic programmes if
needed to meet the City’s specific requirement. The Board will, as part of its
ongoing maintenance program, adhere to is annual maintenance schedule.
The Board will work with the City to develop a schedule for the City’s
additional maintenance of these outdoor playing fields.
(8)(11) The City shall assume all liability and obligation for any loss, damage or injury
Formatted: Highlight
Formatted: Left, Indent: Hanging: 0.51", Right: 0",
Space Before: 0 pt, Line spacing: single, Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 +
Alignment: Left + Aligned at: 0.83" + Indent at: 1.08",
Tab stops: Not at 1.05"
to persons or property that occurs during the use or occupation of any school
and facilities therein or associated therewith by the City pursuant to this section
and the City shall indemnify and save harmless the Board of and from any
suchꞏ loss, damage or injury and all actions, proceedings or claims arising
therefrom except to the extent to which such loss, damage or injury is caused or
contributed to by the neglect or default of the Board, its servants, agents or,
employees.
(9) The City shall pay any taxes or similar charges that may be levied during
the term hereof against any of the lands that comprise any of the schools
as a result of the City's use or occupation thereof pursuant to this section.
(10). The Board and the City agree to review the schedules attached to this agreement to amend
for future additions or removal of school space over the term of the agreement.
8.10. Community Use Of Board School Facilities
Community groups may have the use of facilities within or associated with the
Board's schools subject to permits issued by the Board and to the terms and
conditions of any Board policy respecting such use and the issuance of such
permits..
Formatted: Font: Bold
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1 + Numbering Style: 1, 2, 3, … + Start at: 10 +
Alignment: Left + Aligned at: 1" + Indent at: 1.25"
11
____________________
____________________
In Witness TWhereof the Board and the City have hereunto affixed their corporate seals,
attested by the hands of their authorized officers.
Signed, Sealed & Delivered
Durham District School Board
The Corporation of the City of Pickering
Mayor
Formatted: Indent: Left: 3.52", First line: 0.48"
Formatted: Indent: Left: 3", First line: 0.5"
City Clerk
12
Schedule A
Part 1 - City Parks Which The the Board May Use
Item Park
1. Mitchell Park
2. Major Oaks Park
3. Bidwell Park
4. McPherson Park
5. Glengrove Park
6. Amberlea Park
7. Maple Ridge Park
8. Rick Hull Memorial
Park
9. David Farr Memorial
Park
10. Forestbrook Park
11. Greenwood Park
12. Beverley Morgan Park
13. Brock Ridge Park
14. Claremont Memorial
Adjacent School*
Bayview Heights Public School
Valley Farm Public School
Fairport Beach Public School
Gandatsetiagon Public School
Glengrove Public School
Highbush Public School
Maple Ridge Public School
Rosebank Public School
Vaughan Willard Public School
William Dunbar Public School
Valley View Public School
Pine Ridge Secondary School
Park Westcreek Public School 15. Dunmoore Park Altona Forest Public School 16. Bay Ridges Kinsmen 19.Future Creekwood Park and Unnamed ParkKinsmen Park Pickering Creekwood PS 17. Valleyview Park
18. Woodsmere Park
*identified for reference purposes only
Part 2 - Regulations for Use of City Parks by Board
Item Regulations
Formatted: Font: 11.5 pt
Formatted: Indent: First line: 0.06"
Formatted: Space After: 12 pt 1. The Board shall be responsible for the conduct and supervision of all persons
involved in the Board activity in the park, whether those persons are spectators
or participants.
2. The City reserves the right to cancel or suspend permits and/or use of outdoor
facilities for repairs, maintenance, or for safety reasons. The City also reserves the
right to review, cancel, suspend, or terminate the Board’s right to use any of the
City’s outdoor facilities if such use becomes a nuisance or results in complaints
being made to the City by residents.This could include inclement weather that could
cause damage to the fields or facilities. The City also reserves the right to review,
13
cancel, suspend, or terminate the Board’s right to use any of the City’s outdoor
facilities if such use becomes a nuisance or results in complaints being made to the
City by residents. The City shall provide as much written notice as possible, and
provide alternative locations where possible.
1.
2.3. The Board shall not cause or permit to be caused at the park any unusual or
unnecessary noise that disturbs the peace, quiet or comfort of any person in any
residence, institutioninstitution, or place of business within the City.
3.4.Games of chance, lotteries or gambling in any form shall not be permitted in any
park.
4.5. The Board shall ensure that all persons admitted to the event in the park have
vacated the park by 18700 hours.
5.6. If liquor of any type is to be served, sold or available at the event, the Board shall
obtain all necessary permits and licenses and file a copy of each with the City at
least two weeks prior to the event.
7. The Board shall not restrict the use of the park by other members of the public
subject to any safety concerns about any other indivduals who may be present
in the park. unless such use conflicts with the Board's use.
6. Formatted: Indent: Left: 1.07", Hanging: 0.48", Right: 8. The Board acknowledges and agrees to abide by the City’s Code ofRespectful 0", Line spacing: single, No bullets or numbering, Tab Conduct Policy and Policies.
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Schedule B
Part 1 - Board Schools Having Facilities Which The City May Use
-
Item School Fields School Buildings
1. Valley Farm Public School Dunbarton High School
2. Fairport Beach Public School Pine Ridge Secondary School
3. Frenchman's Bay Public School
4. Gandatsetiagon Public School High Bush High Bush Public School
5. Glengrove Public School Maple Ridge Public School
6. Highbush Public School Valley Farm Public School
7. Maple Ridge Public School Future Creekwood Public School
8. Rosebank Public School
9. William Dunbar Public School Altona Forest Public School 10. Dunbarton High School Annex,
formerly Woodlands Centennial Public
School
11. Altona Forest Public School
12. Westcreek Public School
13. Dunbarton High School
14. Pine Ridge Secondary School
Part 2 - Regulations for Use of Board School Facilities by City
Item Regulations
1. Provincial Code of Conduct
The City acknowledges and agrees to abide by all the terms and conditions of the Ontario Ministry of
Education’s Provincial Code of Conduct:https://www.ontario.ca/document/education-ontario-policy-
and-program-direction/policyprogram-memorandum-128#section-2
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numbering
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1.2. Buildings and Grounds
1.12.1 (a) Consumption of alcoholic beverages shall not be permitted within Board
buildings or on Board grounds.
(b) Refreshments of any type shall not be taken into auditoriums or
gymnasiums.
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1.22.2 Smoking shall not be permitted within Board buildings or on Board grounds.
1.32.3 No animals except service animals shall be permitted in Board buildings.
1.42.4 (a) The use of Board buildings and grounds shall be restricted to the use specified
in the approved permit application.
(b) The use of a school cafeteria may be made available if requested in the
permit application, but the use of the associated kitchen area and servery
must be arranged by the City directly with the caterer supplying food services
to that building.
1.52.5 (a) The use of any Board building or grounds excluding Dunbarton High Sschool
West Gymnasium shall be at all times subject to the supervision of Board
employees with the exception of operations of the and permits are required,
pool. ; on Saturdays, Sundays and public holidays. Permits and their
associated Janitorial exception of the poolfees are required. with the ., the
use of the Dunbarton High School West Gymnasium shall be under the
supervision of City employees.
(b) A Board employee shall open the building, secure the building at the
completion of the use, handle any facility emergencies that arise and
generally protect the interests of the Board,with the exception of the
Dunbarton High School pool where ; on Saturdays, Sundays and public
holidays, at the Dunbarton High School West Gymnasium these functions
shall be performed by City employees.
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2.3. Equipment
2.13.1 (a) The City may be required to provide any or all necessary equipment.
(b) Neither Board employees nor City employees are authorized to allow the
use of any Board equipment not approved for use in the permit.
2.23.2 (a) School instructional equipment will not generally be available for use.
(b) Physical education equipment may be made available at no charge if
requested in the permit application and approved by the school principal.
(c) The City is responsible for the supervision and safety of users of Board
equipment.
2.33.3 (a) Sound or lighting equipment may be made available at no charge if requested
in the permit application and approved by the school principal.
(b) In order to use Board sound or lighting equipment, the City must make
arrangements through the school to have a trained student operate the
equipment at the hourly rate set by the Board from time to time.
2.43.4 The use of any Board equipment shall be at all times subject to the
supervision of Board employees.
2.53.5 (a) Plans of stage settings or the use of special equipment must be approved
by the Board's Superintendent Head of Facilities Services in consultation
with the school principal in advance of the use date. ꞏ
(b) No changes or additions to electrical wiring shall be made without the
authority of the Superintendent Board’s Head of Facilities Services, and
all costs thereof shall be charged to the City.
(c) Decorations shall conform to fire safety practices as recommended by the
City's Fire Department, shall be limited to flame proof materials and shall not
be attached to electric light flXturesfixtures or electrical outlets.
2.63.6 (a) The delivery of stage equipment and the setting of stage properties shall be
done outside school hours unless otherwise arranged with the school
principal.
(b) All equipment shall be removed immediately after the use unless otherwise
arranged with the school principal.
2.73.7 All exits shall be kept clear from any obstruction at all times.
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3.4. Permits
3.14.1 A permit shall be required for the use of any Board school facility after normal
school hours.
3.24.2 (a) WPermits are completed online forritten applications for permits for City use
of Board school facilities and shall be made to the Board's Community Use
of Schools Department by the City's Community Services
Department of Culture & Recreation not less than 14 days before the
proposed term date of use. The Board's Community Use of Schools
Department will endeavor to process City applications for summer programs
on or before May 15th of each year.
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(b) Applications for permits for the use of Board school facilities shall be given
the following priorities:
1. school purposes and Board programmes;
2. City recreation programmes;
3. community recreation programmes and youth groups;
4. ratepayer associations;
5. other activities.
3.34.3 When making an application for a permit the City's Department of
Community Services Department Culture & Recreation shall ensure that the
facility required is available on the date and at the time requested by
reviewing its own records and by contacting the Board's Community Use of
Schools Department.
3.44.4 The issuance of a permit shall not establish a rental contract between the
City and the Board; the Board may at any time withdraw the use of any
facility if in the Board's sole unfettered opinion the use to which the facility is
to be put or is being put is not in the best interests of the community or of
the Board.
3.54.5 Permission to charge admission to the use, or sell a product or refreshment
in the facility, may be granted if requested in the permit application.
3.64.6 When an additional Board custodial employee is provided, or when a regular
Board custodial employee is required to work overtime, or when special
circumstances warrant, custodial costs will be levied.
3.74.7 Payment of custodial and other costs shall be made by cheque direct deposit
within thirty days of receipt of the Board's invoice therefore.
3.84.8 (a) If the City wishes to cancel the use of a facility, it shall notify in writing the
Board's Community Use of Schools Department as early as circumstances
permit but no later than two full business days before the proposed date of
use.
(b) Refunds or credits of custodial costs will be made upon a cancellation
provided that the City notifies the Board's Community Use of Schools
Department at least two full business days before the proposed date of use.
3.94.9 The City shall ensure that all persons admitted to the use vacate the Board's
buildings and grounds promptly at the time specified in the permit.
3.104.10 If the Board wishes to cancel a permit, notice shall be given as soon as
possible, but no later than ten full days prior to its effective date.
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