HomeMy WebLinkAboutFacility Booking Guidelines for Non-Profit Groups - MUN-FAC-415Page 1 of 4
POLICY MUN-FAC-415
Facility Booking Guidelines For Non-Profit
Groups
Category
MUN - Municipal
Services
Sub-category
FAC - Facility
Approval Type
COUNCIL
Department/Division
Community Services
Department,
Neighbourhood
Programs & Services
Author and Position
Manager of Service Coordination and
Improvement
Date Approved
March 28, 1994
Last
Reviewed/Amended
June 23, 2025
Next Review Date
June 1, 2028
Related Policies or Procedures
1. Policy Purpose
None.
2. Definitions
None.
3. Policy Scope
Application
☐ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part-
time, Casual, Probationary, Student, Management, Non-union)
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☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA)
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☐ Council
☐ Specified Positions: Click or tap here to enter text.
☐ Other: Local Boards and Advisory Committees
4. Policy Content
4.1 Background
Neighbourhood Community Centres have been and will continue to be a focal point for
Neighbourhood Association sponsored programs, services and activities in the community.
Requests to allow free use for meeting or program space offered by other non -profit groups
has increased in the past several months. The following guidelines reflect a re -evaluation of
how space use is determined by the District/Centre Supervisor which ac commodates these
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requests in a fair and equitable manner and at the same time ensures the best interests of
Neighbourhood Association's facility space needs are maintained.
The City of Kitchener owns and operates other recreation facilities such as swimming pools,
senior citizen centres and arenas. These facilities were designed and operate in such a
manner as to address the needs of a much larger geographic area than a neighbourhood.
Although rooms may be available for monthly meetings of sports, cultural and neighbourhood
groups, the programming and rental use of these facilities must reflect their citywide
orientation.
4.2 Booking Considerations
Leveraging community organizations that have specific skills, expertise and experience to
offer a variety of programs and supports out of a community centre is key to the success of
the centre, and to supporting the health and wellbeing of residents living in the surrounding
neighbourhoods.
It is inherent in the following guidelines that they do not, and cannot, cover all circumstances.
It is therefore within City staff’s discretion to ensure the spirit of the guidelines are met:
a) It is vital to have a variety of programs, supports and services offered out of a
community centre that meet the diverse needs of residents living in the surrounding
neighbourhoods;
b) Neighbourhood Associations are one of the City’s important partners in the delivery
of programs offered at city-owned community centres. When making decisions
about the allocation of space at a city-owned community centre, the space needs
of Neighbourhood Association programs should be considered alongside the
space needs of other diverse programming provided by other organizations and
the City;
c) Leveraging community organizations that have specific skills, expertise and
experience to offer a variety of programs and supports out of a community centre
is key to the success of the centre, and the health and wellbeing of residents living
in the surrounding neighbourhoods;
d) City staff have the final decision-making authority on the allocation and booking of
space in a city-owned community centre; and,
4.3 Booking Process
a) All ongoing space requests are to be submitted in writing to the District/Centre
Supervisor or designate on a sessional basis. Requests must be submitted by
June 1 for September - December session; October 1 for January - March
session; December 1 for March - June and February 1 for July and August.
Approval will be given on a sessional basis by the District/Centre Supervisor.
b) Short notice requests will be approved based on space availability by the
District/Centre Supervisor. It is understood that the primary neighbourhood
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association(s) space requirements take precedence when space is allocated.
4.4 Designated Paid Rental Time
From Friday evening to Sunday evening, the following groups will be charged the approved
room rental fee plus applicable staff costs during the designated paid rental times listed
below, as follows:
a) All Neighbourhood Associations, either directly or not directly connected to a
community centre, to run planned Neighbourhood Association programs and
activities, Saturday to Sunday evening, excluding times during council
supported expanded hours;
b) All other groups, on a first come first served basis, Friday evening to Sunday
evening.
NOTE: Charges for special events run by the Neighbourhood Association will
be at the discretion of the District/Centre Supervisor.
4.5 Criteria (Excluding designated paid rental time)
a) Any request from a non-profit organization which may not be compatible or
complementary with the programs or activities offered by the local
neighbourhood association(s) will be directed to the local associations for input
or denied at the discretion of the District/Centre Supervisor.
b) Non-profit organizations adhering to the following criteria will not be charged a
room rental fee. If staff are required over and above the regular budgeted time
requested the organizations would be charged staff expenses. Other expenses
incurred through facility usage i.e. photocopying, long distance call, operating
costs will also be charged to the organization.
i) The activity/program must be non-denominational, non-partisan/political
and must complement the mandate and philosophy of the Community
Services Department.
ii) Activities and programs must be open to the general public.
iii) The primary purpose of the program/activity must address a
(District/neighbourhood need.)
iv) The organization must supply appropriate and qualified leadership and
supervision for the program or activity. The District/Centre Supervisor
reserves the right to have input with respect to program activity, leadership
supervision to ensure the safety of participants and the facility under the
Occupier's Act.
v) The program or activity should be compatible, or co -ordinated with a local
neighbourhood association(s) program unless otherwise negotiated with the
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neighbourhood association(s).
vi) The supports necessary for program implementation must be supplied by
the sponsoring organization (i.e. printing requirements, support staff,
insurance coverage, referral numbers, registrations, etc.) A contract must
be signed by all parties involved.
vii) If a space request from a non-profit organization is to run a program/activity
which duplicates a neighbourhood association program the request will be
directed to the primary user group for approval.
c) An agency booking space to operate a program/activity with the intent to make
a profit will be dealt with separately, a fee or percentage or profit will be
negotiated, a contract will be developed.
5. Results of Review
☐ No Edits Required
☐ Housekeeping Edits
☒ Substantial Edits
☐ Repeal/Replace
6. Policy History
Administrative and Housekeeping Changes
Date Nature of Change
2001-12-01 Minor updates
2016-06-01 I-415 policy template re-formatted to new number system and number
MUN-FAC-415.
Substantial Changes
Date Council/CLT Directive
2023-06-26 Formal amendments completed as per Council direction.
2025-06-23 As Per Council/CLT Directive - Report COR-2025-269