Loading...
HomeMy WebLinkAboutMUN-FAC-2030 - City Facility Usage By Groups or Events zoom POLICY Policy No: MUN-FAC-2030 Approval Date: February 28, 2022 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS Reviewed Date: Click here to enter text. Policy Type: COUNCIL Next Review Date: February 2028 Category: Municipal Services Reviewed Date: Click here to enter text. Sub-Category: Facility Last Amended: Click here to enter a date. Author: Corina Tasker Replaces: MUN-FAC-380 and Dept/Div: CSD/Administration MUN-FAC-443 Repealed: Click here to enter a date. Replaced by: Click here to enter text. Related Policies, Procedures and/or Guidelines: MUN-FAC-325 Municipal Alcohol Policy (MAP) ADM-ELE-226 Elections – Use of Corporate Resources for Political Campaign Purposes FIN-GRA-525 Community Grants MUN-FAC-495 Corporate Security Staff – City MUN-FAC-415 Facility Booking Guidelines for Non-profit Groups 1. POLICY PURPOSE: The City of Kitchener offers a variety of bookable rooms and spaces within City facilities and on City property for use by the public. The intent of this policy is to outline what uses are permitted on City property and in City facilities, and the associated requirements which must be met by the public when using these spaces. The policy also incorporates use of space fee waivers for Indigenous organizations, groups, families and individuals. The City of Kitchener is working with the City of Waterloo to make access to public spaces a priority to ensure the Indigenous community can celebrate its culture, traditions, and ceremonies. This is part of our continued commitment to Indigenous reconciliation. 1 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS 2. DEFINITIONS: Facility user: Indigenous community, public individuals, groups who book City facility rooms or spaces for public or private events, or City staff who book City facility rooms or spaces for public facing events. This refers to both the individual who makes the booking as well as any individual who is delegated oversight responsibility during the course of the booking or event. Facility user classifications: City-endorsed groups: Groups that provide services and programs that are City sponsored, recognized or affiliated. This group would include, but is not limited to, Public Art Committee, advisory committees, Sports Groups, Ethno- Cultural Committee, Artist In Residence programs, Exhibiting Artists in Rotunda Gallery, Special Event Committees that work directly with Arts, Culture and Special Events Division. Indigenous Community: Indigenous organizations, groups, families, and individuals. Neighbourhood Associations: A Neighbourhood Association is a group of neighbours who work together to engage in activities such as planning and delivering recreation and other programing that serves neighbourhood needs, special events, neighbourhood specific projects, and other social engagement opportunities for citizens. A Neighbourhood Association may or may not be incorporated. Informal Neighbourhood Groups: Groups of citizens who are neighbours, who mobilize around a common purpose, connection or vision, supported by City staff. While not formally recognized as affiliated, the City of Kitchener may provide a variety of supports to them, including access to space. 2 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS In Kind Facility Grant Groups: Groups or organizations providing a specific event to the general public, intended for the common good of Kitchener residents, in the areas of arts and culture, minor sports and recreation, and community support and development who have received an in-kind grant from the City to cover the costs of facility rental fees and staff costs for a basic set-up only. (See policy FIN-GRA-525 for more details.) City Departments: City staff who book facilities for the purposes of public facing events such as Urban Design Awards, Heritage Awards, Protocol Events, Mayor’s Levee, etc. Private Groups / Major Tenants: Groups under this category will include all other bookings including private functions, and any groups wanting to provide “services”, open to the public or not. Smudging: a ceremonial practice that involves burning sacred or medicinal plants to create sacred smoke used to purify or cleanse people and places. The four medicines typically used are Cedar, Sage, Sweetgrass and Tobacco. 3. SCOPE: POLICY APPLIES TO THE FOLLOWING: ☒ All Employees ☐ All Full-Time Employees ☐ All Union ☐ Management ☐ C.U.P.E. 68 Civic ☐ Non Union ☐ C.U.P.E. 68 Mechanics ☐ Temporary ☐ C.U.P.E. 791 ☐ Student ☐ I.B.E.W. 636 ☐ Part-Time Employees ☐ K.P.F.F.A. ☐ Specified Positions only: ☒ Other: Facility Users ☐ Council ☐ Local Boards & Advisory Committees 4. POLICY CONTENT: Available Spaces Facility users may book the use of City facilities including meeting rooms, City Hall Rotunda, Carl Zehr Square, Victoria Park Pavilion, the Market, and other bookable City-owned spaces except as noted below. A full list of bookable spaces is located in Appendix A. 3 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS This policy does not apply to the following City-owned facilities which are operated by arms-length organizations:  Centre in the Square  Kitchener Public Library Main and Branch facilities  THEMUSEUM  Conrad Centre  Registry Theatre This policy does not apply to standard program bookings for fields, pools, ice, floor time, indoor turf facilities but would apply if the spaces are being used for special events or alternate purposes. Depending on the purpose of the booking and facility user classification there may be a charge associated with booking the facility or space. See below for more details. Permitted Uses In addition to commercial and other uses (such as cooling/warming centres), City facilities and property may be available for community-based programming and events, recreation and leisure programs for children, youth and older adults, services for vulnerable populations (such as outreach services, food distribution, homework club, etc.), events and social opportunities that encourage belonging and neighbourhood connections (including cultural celebrations and ceremonies), long term rentals (such as weekly faith groups), and one-time private rentals. The City strives to provide an open and inclusive environment and that also protects free expression. However, Canada’s legal frameworks restrict illegal forms of expression such as threats, defamation, discrimination, harassment, unjustified and substantial invasion of privacy and confidentiality, and hate speech. These limits apply to speech on City property in the same way as they apply elsewhere. Facility users may book spaces for any private or public events, with the exception of:  Any activity in contravention to prohibited behaviours or activities, as listed in policy MUN-FAC-495.  Public events which are discriminatory on any grounds.  Controversial events, content or activities which are deemed to contravene City values, as determined by City Council.  Private licensed events (wedding receptions, stag and does, etc.) at buildings other than those listed in the Municipal Alcohol Policy. 4 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS  Private fundraising or charitable events, except for registered charities and recognized non-profit groups.  Political campaigning, except where permitted under policy ADM-ELE-226.  For-profit private events at City Hall.  Non-licensed gambling or gaming activities or events.  Nudity including exotic dancers or performers, that is not for the purpose of artistic expression or theatrical performance.  Pornographic materials of any sort. City Hall is not intended to be used as a conference centre or market venue due to capacity and fire safety limitations. Only City-owned public events where staff are directly involved in the event delivery or private (no profit) events are allowed at this location. Unplanned events outside City Hall such as protests and vigils are permitted, unless the space is already booked by another facility user. The City of Kitchener is supportive of Indigenous fire ceremonies, smudging, or medicinal fires on City property or within City facilities. Additional information will be collected during the booking process regarding the nature, size and duration of the proposed ceremonial fire. Staff will work with the Indigenous community to ensure events can take place in a safe manner.  Staff will call the Kitchener Fire Department Dispatch at 519-741-2582 before burning starts and when burning has been completed.  Ceremonial fire keepers in charge of the burn must be present and observing the ceremonial fire from time of lighting to time of extinguishment and clean up of ceremonial burn. All bookings are subject to a risk assessment process, as described below, which will determine resourcing, costs, and insurance requirements. Summary of Roles & Responsibilities The facility user is responsible for the following activities:  Ensuring the facility or space booked is suitable for the size and nature of the event  Completing the inquiry form (staff may assist with this if required)  Making all payments (if applicable) within agreed upon timelines  Obtaining the necessary insurance, permits, and licenses applicable to the event within the designated timeframes.  Checking the facility/space for any damage and report it to a City employee prior to the commencement of the booking.  Supervising all guests during the booking 5 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS  Complying with all applicable federal, provincial and municipal laws, policies, guidelines, regulations and by-laws, including, without limitation, the Liquor License Act of Ontario and its regulations;  Setting-up, cleaning and putting away the tables and chairs (where applicable)  Returning the facility back to the general conditions of cleanliness in which it was found  Completing the Rental Checklist with staff at the end of the rental (where applicable) City staff are responsible for the following activities:  Reviewing inquiry forms  Allocating facility/property space  Conducting a risk assessment of the booking  Engaging the appropriate internal divisions and external agencies (Police, EMS, Public Health, external security) based on the risk assessment  Communicating all requirements and rules to the facility user, including the Municipal Alcohol Policy, where applicable  Ensuring all payments and documentation are received from the facility user prior to the booking and within the documented timeframes.  Completing the Rental Checklist with the facility user at the end of the rental (if applicable) Booking Procedure Facility users should visit https://www.kitchener.ca/en/arts-culture-and-events/rental- spaces.aspx in order to learn more about available City facilities and properties and then fill out the online inquiry form located on that page. Staff will review the request, conduct the risk assessment and then contact the facility user to confirm and then finalize the booking, if applicable. Cancellations of Scheduled Bookings All facility users must follow City of Kitchener Policies and Procedures. Failure to comply may result in the loss of access to space. The City reserves the right to cancel a scheduled booking (with as much notice to affected groups as possible) in the event of:  A maintenance issue/unsafe conditions  Weather-related emergencies which make it unsafe to attend for participants, volunteers and/or staff  As deemed necessary by management for City of Kitchener use  The City is made aware that the nature of the scheduled booking contravenes City values, as determined by City Council 6 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS Risk Assessment Procedure Information about the proposed booking from the inquiry form will be loaded by staff into an automated risk assessment tool. The tool will determine which internal stakeholders need to review the event details based on risk factors such as size, location, and proposed activities. Examples of internal stakeholders include, but are not limited to, Security, Fire, or Licensing staff. Stakeholders will evaluate the event and provide recommendations to mitigate risks, if any, in order for the event to proceed. Staff will share the recommendations with the facility user before confirming the booking. Fees and Charges Basic room rental, set-up and staffing fees are listed in the Fees and Charges Schedule, which is approved by Council annually. Some or all of those fees may apply, depending on facility user classification as noted in the chart below: Facility User Classification Fees and Charges City-endorsed groups Up to 12 monthly meetings per year Basic rental fees – waived Extra fees may apply Neighbourhood Associations Basic rental fees – waived Extra fees may apply Informal Neighbourhood Basic rental fees – waived Groups Extra fees may apply In Kind Facility Grant Groups Carl Zehr Square or City Hall Rotunda use only. Basic rentals are covered by the grant. Extra fees may apply Indigenous Community Rental, permit, and insurance fees - waived Extra fees may apply City department events Staff costs charged back to internal division Private groups Basic rental, set-up, and extra costs as per fee schedule Other Requirements / Restrictions: Depending on the nature of the event or booking, there may be additional requirements and rules which must be followed. Please refer to Appendix B which lists those requirements for the following topics:  Mandatory insurance coverage  Special event permits/licenses  Licensed events 7 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS  Gambling and gaming  Fire safety plan  Lagging of chairs  Helium balloons  Candle usage  Decorations  Special apparatus  No Smoking policy  Set-up and Clean-up  Rental check-list  Use of music and associated fees 5. HISTORY OF POLICY CHANGES Administrative Updates The date (yyyy-mm-dd) and a short annotation on the nature of the change to reflect the current corporate structure i.e. Departmental re-organization / Titling changes / Standing Committee restructuring. \[Start typing here\] Formal Amendments The date of the resolution passed by Council or CLT, for example, “2020-01-20 - As per Council/CLT directive” \[Start typing here\] 8 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS APPENDIX A: List of Bookable City Facilities Facility Name City Hall Rotunda and meeting rooms Carl Zehr Square Victoria Park Pavilion Kitchener Market (indoors and outdoors) Williamsburg Dedication Centre Budd Park Indoor Sportsfield and Lounge Community Centres: Bridgeport Community Centre Centreville-Chicopee Community Centre Chandler Mowat Community Centre Country Hills Community Centre Doon Pioneer Park Community Centre Kingsdale Community Centre Mill Courtland Community Centre Victoria Hills Community Centre Forest Heights Community Centre Stanley Park Community Centre Williamsburg Community Centre Rockway Senior Centre Downtown Community Centre Arenas: The Aud Activa Sportsplex Lions Arena Pools: Breithaupt Centre Grand River Recreation Complex Kiwanis Park Golf: Rockway Golf Course Doon Valley Golf Course 9 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS APPENDIX B: Other Requirements / Restrictions INSURANCE Liability Insurance Insurance coverage for ALL events is mandatory. Insurance may be facilitated through City of Kitchener or may be obtained through another provider. Staff will ensure the facility user has the appropriate insurance for the event. The City of Kitchener will cover the cost of insurance for Indigenous community bookings. Content Insurance The City of Kitchener shall not be liable for any damage to or loss of any property brought onto the Facility. The City of Kitchener does not provide content insurance for any facility user groups. Facility user groups are encouraged to purchase adequate content insurance coverage. SPECIAL EVENT PERMITS/LICENSES It is the responsibility of the facility user to provide all required special event permits/licenses (such as but not limited to Special Occasion Permit, Insurance, temporary vendor, food shop, Barbecue permit, etc.) within the designated time. LICENSED EVENTS Licensed events are permitted however the Municipal Alcohol Policy contains additional requirements. If you are running a licensed event, please request a copy of the Municipal Alcohol Policy. It is also the responsibility of the facility user to obtain copies of the proper certification for the qualified bartender(s) and to submit a copy of these to the facility, at least 30 days prior to your event for all licenses events. GUIDELINES ON GAMBLING As outlined in the Facility Rental Agreement Terms and Conditions, it states: “NON-LICENSED GAMBLING OR GAMING ACTIVITIES ARE NOT PERMITTED.” 10 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS Gambling or lottery is defined as any time money is paid with the chance to win a prize. If the activity has three elements: consideration, chance and prize, it is considered gambling. The policy for gambling prohibited is taken from the Criminal Code of Canada. A facility user and/or designate who are not in compliance with Criminal Code of Canada, may be subject to a fine or imprisonment. In order to obtain a license, the group renting the facility must be a licensed charitable organization (i.e. the Optimist Club must obtain a license to raffle off tickets). A license is required if you are selling raffle tickets or tickets to see if you have the lucky number to win a prize. This is considered a lottery, whether the winning numbers are posted or a ticket is drawn from a drum. As per your Special Occasion Permit, do not raffle liquor or hold contests that involve winning liquor – gift certificates may be used as an alternative. Examples of gambling activities that are prohibited without a license:  Raffles, 50/50 Draws  Crown and Anchor  Arms lengths of tickets Examples of activities that are permitted:  Fish / Duck Pond – catch a fish / duck, number on the bottom which coincides with a numbered prize  Silent Auction – where you bid on an item  Loonie Toss – closest to the prize wins  Hole in One Golf – putting green  Ball Toss, Beanbag Toss, etc.  Limbo Contest  Trivia Contest  Guess the actual retail price – closest wins  Loonie Drop – drop into a cup in bottle of water if it goes in the cup person wins  Hockey shoot – shoot ball through small opening  Balloon stomp – purchase a balloon, tie on ankle, last one with a balloon wins  Guess amount in jar – closest wins  Bowling – must keep up one coloured pin to win a prize  Ring toss / Hula hoop toss 11 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS Any activities that are not listed above, please call the City of Kitchener’s Licensing Department @ 519-741-2200, extension 2275 for clarification. FIRE SAFETY PLAN As a facility user, please be advised of the following information as it pertains to you and your group and the facility’s Fire Safety Plan. Upon your arrival, please:  Make note of all locations of Fire Pull stations and fire extinguishers.  Make note of all fire exits. DO NOT BLOCK EXITS. ALL exits must be kept clear at all times. Fire regulation clearance is 3’ 6” for all doors.  Prior to start of event, inform occupants/guests that in the event of fire, they must evacuate from the nearest exit to the designated safe area and remain on site until otherwise directed by the Fire Department. Upon Discovery of Fire or hearing the alarm:  Remain calm.  Follow the direction of staff  Leave the fire area immediately.  Close doors behind you.  If necessary, sound the fire alarm and call the Kitchener Fire Department (911) and give the facility name and complete address  Leave the building immediately via the nearest fire exit LAGGING OF CHAIRS When 200 or more chairs are set up in theatre style, they must be fastened in units of not less than four and not more than 12. HELIUM BALLOONS Helium balloons are only permitted inside the facility if pre-arranged by the facility supervisor or designate. If non-secured balloons do escape inside the facility, the facility user will be charged an additional fee. Helium tanks are not permitted unless pre-approved. CANDLE USAGE 12 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS Candles are permitted at most but not all facilities so please confirm that candles are permitted at the facility that you are using. Candles are permitted if they are used on a birthday cake or fully enclosed in a non-flammable container such as a hurricane glass. Candles must not be left unattended and must be safely disposed of. DECORATIONS Please refrain from damageable devices to put decorations up on walls, tables, chairs, doors, floors or window treatments. Damageable devices include scotch tape, tacks and double-sided tape. Painters tape or sticky tack is allowed BUT MUST BE REMOVED at the end of the event. SPECIAL APPARATUS The use of any special apparatus such as, but not limited to; smoke machines, bouncy air castles, scissor lifts/skyjacks, etc. must be approved prior to the event by the facility supervisor/designate. Any additional requirements for the use of such apparatus (e.g. insurance, CSA approval) must be agreed upon and followed by the facility user. NO SMOKING POLICY Smoking is strictly prohibited within the entire facility and also is prohibited within nine metres/27 feet of all entrance doors. It is the responsibility of the facility user to inform their guests of the designated OUTSIDE smoking area(s). SET-UP & CLEAN-UP The facility user is responsible for setting-up, cleaning and putting away the tables and chairs as per staff’s direction. Please report any damage immediately to staff. When using the tables and chairs, please:  lift these items off the floors to avoid drag marks  do not kick out legs to open & close  ensure that legs are in locked position during set-up  wipe all tables and chairs after use  return to the proper storage area from which they were borrowed  use appropriate trolleys, if available 13 of 14 Policy No: MUN-FAC-2030 Policy Title: CITY FACILITY USAGE BY GROUPS OR EVENTS Please return the facility back to the general conditions of cleanliness in which it was found. Please note that CLEAN-UP and or DAMAGE charges may be levied to the facility user. Please be sure ALL food, beverages and decorations have been removed at the end of the event and prior to leaving the facility. RENTAL CHECKLIST It is required that the facility user do the final walk around and check with the on- site staff person at the end of the event to ensure proper compliance of all of the above. There is a Rental Checklist that is completed by both the facility user and staff at the end of the event. The City hereby reserves the right of City staff or agent of the City to enter the Facility and take such actions as they deem necessary to ensure compliance with the terms set out herein and for the prevention of damage to City property or injury to persons. USE OF MUSIC Any music that is played at an event needs to be licensed by Entandem. Entandem is a joint venture between RE:SOUND and SOCAN created to simplify the licensing process so music can be played legally and ethically while ensuring those who created the music are compensated. This can include background music or music being performed by a band. License fees will be added to the rental contract where applicable. 14 of 14