Town of Ponoka
Municipal Policy Handbook
SER-007-006
CULTURE & RECREATION FACILITY RENTAL POLICY
Date of Approval by Council:
Resolution No.:
TP/04/024
Lead Role:
Replaces:
TP/02/332
Director of Community Services
Last Review Date:
July, 2013
Next Review Date:
Special Notes:
Policy Statement:
1.
The Town of Ponoka will be responsible for ensuring that the operation and maintenance of the
Culture and Recreation Facilities is beneficial to the patrons and the community as a whole.
2.
These proposed policies and procedures will outline the process for booking making deposits
and payment and will serve as a tool for communication with the lessee and serve to protect the
patrons and the facility itself during functions.
Procedures
RENTALS - GENERAL
1.
The facilities (and/or parts of) included under this policy are, but not limited to:
a.
Ponoka Culture and Recreational Complex
b.
Ponoka Aquaplex
c.
Ball Diamonds/Soccer Fields
d.
Kinsmen Community Centre
e.
Hudson’s Green Nature & Activity Centre
2.
Rental inquiries for the facilities listed in Section 2 may be made through the following:
a.
Ponoka Culture and Recreation Complex
i.
Casual Ice Rentals - Complex Operator / Recreation Clerk
ii.
Offseason/Summer Rentals - Town Office / Recreation Clerk
iii.
Racquetball Court Rentals - Recreation Clerk
b.
Ponoka Aquaplex - Recreation Clerk
c.
Ball Diamonds/Soccer Fields - Recreation Clerk
d.
Kinsmen Community Centre – Town Office
e.
Hudson’s Green Nature & Activity Centre – Town Office
All standing/annual bookings shall be given first priority, and must be confirmed in writing at
least six (6) months in advance.
3.
4.
All seasonal bookings shall be accepted through a “Facility Scheduling Meeting” such as the ice
scheduling meeting for regular ice rentals during the winter season at the Ponoka Culture and
Recreation Complex.
All casual/non regular rental inquiries will be addressed on a “first come, first served” basis
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RENTAL DEPOSITS
5.
Facility rental deposits are collected for two reasons:
a.
To protect the Town against damages and/or losses as a result of careless treatment of
Town facilities during private functions, and
b.
To secure bookings and ensure that administration charges have been covered in the
event of last minute cancellations.
6.
A facility rental deposit will be paid when booking a Town of Ponoka operated recreation facility.
(See Rates and Charges Schedule)
7.
The facility rental deposit will be returned to the renting party as follows:
Full Refund
A full refund will be issued if a facility rental is cancelled at least sixty (60)
days prior to the scheduled rental date.
No Refund
The full rental deposit shall be retained by the Town for events cancelled by
the renting party within one month of the event, unless the original rental date
is assumed by another user. (See Policy #SER-007-010 for cancellation
details for Complex hourly ice rentals).
8.
The Town shall retain the right to increase the facility rental deposit for organizations or
individuals that have a past record of damaging Town facilities.
9.
Rental fees and required deposits shall be paid in full prior to facility access. The facility rental
deposit shall be paid in full prior to facility access. (See Rates and Charges Schedule for
detailed fees and deposits).
10.
All regularly scheduled rentals and standing bookings will be invoiced on a monthly basis.
11.
Rental inquiries may be denied to renters whose previous usages have resulted in damages,
abuse, and/or outstanding accounts.
12.
A User Agreement outlining the general rights and responsibilities of the Town of Ponoka and
The Renter, shall be signed by both parties.
13.
The Renter agrees to take the rented facilities as found, and assumes all risks of loss and/or
personal injury.
The facility rented and all grounds surrounding the facility must be returned to the same
condition in which they were received.
14.
15.
The Renter shall comply and function within all laws, regulations, Town Bylaws, and directives
from all levels of Government and assorted entities.
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16.
A rental agreement may be cancelled and the Renter be required to vacate the facility
immediately, together with any patrons, guests or invitee if, in the opinion of the representatives
of the Town, the conduct of the Renter or any patron, guest, or invitee is detrimental to the
standards of the community or is likely to cause damage to the facility in question.
17.
Cancellation of a booked facility shall be at the discretion of the Town representative in authority
at the time.
18.
The Town reserves the right to cancellation of any seasonally reserved times to arrange for
special events. Every effort will be made to replace such cancelled time.
DAMAGE DEPOSITS
19.
A damage deposit is required for all facility rentals (except hourly Complex ice rentals) which will
be returned in full within 14 days upon satisfactory inspection of the facility by authorized
personnel. All fees for repair of damages to a facility and/or its equipment/amenities, and/or
extra cleaning resulting from a facility rental will be deducted from the damage deposit. Any
fees over and above the deposit amount will be invoiced to the renter. (See Rates and Charges
Schedule).
20.
All users booking the Kinsmen Community Centre for a banquet, wedding, conference and other
special event will be required to provide a damage deposit of $500 when the rental agreement is
signed. Users of Hudson’s Green Activity Centre will be required to provide a damage deposit of
$250 when the rental agreement is signed.
Events that are considered to be high risk may be required to provide a larger damage deposit
at the discretion of the Director of Community Services.
Individuals booking these facilities are required to provide the facility booking staff with a credit
card number to hold in case of any damages that may occur during a booking. If damage does
occur, the administrative staff will contact the individual prior to processing any charges.
For meetings and meeting room rentals, a damage deposit will not be required. However, if any
damages occur during the rental, the lessee will be invoiced for all costs incurred by the Town to
repair the facility.
21.
If the damage exceeds the damage deposit amount the lessee is responsible to cover all
additional expenses. Failure to do so will result in legal action taken by the Town of Ponoka and
suspension of rental privileges, until all funds owing the Town have been paid in full. It is the
responsibility of the user to ensure that adequate security is provided during a function in order
to minimize the possibility of damage throughout the duration of the function.
22.
Additional cleaning, throughout the entire facility, if required, shall be classified as damage and
will be subject to the hourly cleaning fee of $50/hour, which will be deducted from the damage
deposit.
23.
Additional cleaning charges shall be as determined by the Director of Community Services.
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24.
Confetti, rice, and bubbles are not allowed in the facility. An additional clean up fee will be
charged if this rule is not adhered to. This additional charge will be deducted from the damage
deposit.
DECORATIONS
25.
The use of tape, nails, staples or thumbtacks for hanging decorations on walls is prohibited
everywhere in the facility except for on the corkboard decorating strip.
26.
When balloons are used as decorations, it is the lessee’s responsibility to ensure that they do
not get caught in the ceiling fans. There will be a damage charge should a fan have to be
disassembled to remove tangled balloons. Should a balloon get loose and float toward the
ceiling, the fans are to be shut off immediately.
27.
The lessee is responsible for the complete removal of all decorations upon completion of the
event.
28.
Fire regulations prohibit the use of open candles (i.e. tapers). Glass bowl types are permissible.
OTHER LESSEE RESPONSIBILITIES
29.
The individual signing the rental agreement is responsible for ensuring that they, or one person
from their group, are designated as being in charge of the set up/organization for their function.
30.
Regulations and instructions as posted throughout the facility must be followed. These shall
include leaving the kitchen in a sanitary state by cleaning the counter, dishes, coffee urns, sinks
and stove.
Dishware must be placed in their designated areas.
31.
The lessee is responsible for leaving the facility as close to its pre-function state as possible.
32.
The lessee is responsible for setting up tables and chairs for their function, and responsible for
moving tables and chairs during the function, unless otherwise arranged with the facility booking
staff.
33.
The lessee is responsible for clearing everything off the tables at the conclusion of the event.
34.
Any food or liquor left will be disposed of.
35.
Each function must be cleared out of the facility by 3:00 a.m. unless other arrangements have
been made with the facility booking staff. Failure to do so will result in an additional half of the
rental rate being charged.
36.
The lessee is responsible for special licenses and permits where required and a copy is
required prior to the rental.
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For rentals where alcoholic beverages are being served/consumed, proof of “Host Liquor
Liability” or “Party Alcohol Liability” insurance coverage is required, with the Town of Ponoka
included as an “Additional Named Insured.”
37.
Liquor license regulations must be adhered to. Last call for alcohol is 1:00 a.m., rather than 2:00
a.m. as stated on the liquor license. This gives the lessee adequate time to clear people and
belongings out of the facility by 3:00 a.m.
38.
The lessee agrees to assume responsibility for the conduct of its members and/or patrons.
39.
The lessee shall be responsible for damage to the building and/or contents caused by its
members and/or patrons (see section 9).
40.
The Town will not be responsible for the loss of personal effects or injury to the lessee or third
parties.
41.
It is the responsibility of the lessee to ensure periodic inspection of the facility during the entire
rental period. This shall include washrooms and non-rented areas of the facility when
necessary. Damage must be reported as soon as possible.
MISCELLANEOUS
42.
Only 1 set of keys will be signed out, and can be picked up at the Rental Office (see Section 2
for applicable rental office) during regular office hours (9:00 a.m. – 4:30 p.m.) on the day of, or
the last workday prior to a weekend rental. All keys signed out, must be returned to the Rental
Office no later than the first workday following the rental. There is a deposit slot located by the
main doors of the Town Office for returns made after hours.
43.
A “Call Out” fee see Rates & Charges Schedule) will be charged to the renter in the event that
facility staff are called out to unlock the rented facility and/or to provide access to facility
amenities that were not outlined in the initial facility booking.
44.
All equipment (bar equipment, A/V equipment, extension cords, etc.) is the responsibility of the
Renter.
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