Community Hall and Park Rental Policy

Policy Number: POL-REC-02-2025

Version Number: V1

Policy Title: Community Hall and Park Rental Policy

Effective Date: January 28, 2025

Approval Authority: Recreation Department

Scheduled Review Date: January 2026

Policy Contact: Justin Lafrance, Acting Recreation Director

Initiating Department: Recreation Department

Abstract: This policy establishes comprehensive guidelines for allocating and managing the use of community halls and parks within The Nation Municipality. It ensures safety, fair access, and compliance with municipal regulations while promoting effective facility management. This policy applies to all renters, users, and stakeholders engaging with these facilities.

1. Policy Statement 

The Nation Municipality's Community Hall and Park Rental Policy provides clear and consistent rules for the use of recreational facilities and parks, ensuring safety, fair access, and compliance with regulations.

2. Purpose 

To outline procedures for renting and using municipal facilities or parks, ensuring equitable access for all users while maintaining safety and operational efficiency.

3. Scope 

This policy applies to all individuals, groups, and organizations renting community halls, parks, and related facilities managed by The Nation Municipality. It includes guidelines for events such as weddings, birthdays, sports activities, and non-profit meetings. The policy outlines renter responsibilities, facility use, bar services, payment, cancellations, and liability requirements to ensure uniformity and compliance with municipal standards.

4. Legislative Authority 

This policy is guided by the Recreation User Fees Policy and any applicable municipal and provincial regulations. Such as:

• Municipal Act, 2001 (Ontario): Provides municipalities the authority to manage and regulate public facilities and services, including setting terms and conditions for their use.
• Liquor Licence and Control Act, 2019 (Ontario): Governs the sale and service of alcohol, including requirements for Special Occasion Permits and bar operations.
• Occupiers' Liability Act, 1990 (Ontario): Outlines the responsibilities of facility operators and renters in ensuring a safe environment for participants and attendees.
• Accessibility for Ontarians with Disabilities Act, 2005 (AODA): Ensures that municipal facilities are accessible and inclusive for all users.

5. Definitions 

Small Hall: A facility with a maximum capacity of 200 people or less.

Large Hall: A facility with a capacity of 201 people or more.

Non-Profit Group: An organization meeting the municipality's criteria for non-profit status, including active governance, local operations, and community benefit.

Rental Agreement: A binding document outlining the terms and conditions of facility use.

Bar Service Fee: A fee for municipal bar services, subject to conditions detailed in this policy.

Statutory Holiday Rates: Adjusted rental rates applicable during statutory holidays to accommodate increased costs.

6. Policy 

6.1. Community Hall and Park Packages: 

6.1.1. Uniform Hall and arena Surface Rental 

The Nation Municipality offers versatile rental options to accommodate a wide range of events and activities. Whether you're organizing meetings, parties, weddings, or require kitchen facilities, we provide flexible spaces tailored to your needs.

During the summer, the arena ice surface is available for hourly rentals, while the St-Isidore sports bar and the Limoges annex offer additional venue options. For smaller gatherings, conference rooms are also available. Our facilities are equipped to support sports activities, auctions (commercial or private), and other events, with applicable fees for each rental space.

For rentals where the group intends to retain bar profits, the Limoges Recreation Centre (St-Viateur) and St-Isidore arena floor are ideal choices. It is the responsibility of the rental group to apply for and cover the cost of the necessary permit. All renters must adhere to the Municipal Alcohol Policy and provide proof of liability insurance.

6.1.2. Wedding Packages 

The wedding package includes the following:

• Pre-Event Access: Access to the hall during regular operating hours the day before the wedding for setup, decoration, or a walkthrough. For setup time exceeding operating hours, special arrangements must be made with the Recreation Department.
• Event Day Access: Access to the hall from 8 AM to 1 AM on the day of the wedding.
• Post-Event Access: Access to the hall for 4 hours the day after the event to remove decorations, equipment, and other items. The specific time must be arranged with the facility hall manager.
• Bar Service: 8 hours of bar service will be included is also included

Note: The hall rental rules stated below must be followed for decorations inside the hall.

6.1.3 Birthday Packages GFL Hall - Summertime (June 1 to September 31) 

Nation Sports Complex Birthday Party Package includes:

• 3 Hours of Hall Rental
• 1 Hour of Field Rental
• The package is designed for a maximum of 30 guests.
• Setup options are not customizable.

Priority Policy:

• Full-day rental groups will be given priority access to the hall.
• The municipality reserves the right to modify reservations up to 15 business days before the scheduled event.

6.1.4. Birthday Packages Egg-cellence Room - Wintertime (June 1 to September 31) 

• 3 hours of hall rental + 1 hour of bowling rental
• The package is designed for a maximum of 30 guests.
• Setup options are not customizable.
• Included bowling shoe rental

6.1.4. St-Albert Hall Configuration Change 

Renters requesting a hall configuration different from the standard setup will incur an additional fee.

6.2. Park Rentals: 

Ball Diamonds:

• Maintenance fees apply (see Recreation User Fees document).
• Renters are responsible for field grooming and lining. All necessary playing equipment needed to play (pitching cage, pitching plate) must be provided by the league.
• Funds from ball diamond rentals will be allocated for purchasing line powder, new bases, and minor repairs.

Park and Restaurant Rentals:

• Park spaces and the restaurant building at Rodolphe Latreille Park are available for rent.
• Renters are responsible for opening, closing, and cleaning after their event.

Private Businesses:

• Individuals or businesses hosting activities, such as exercise classes, will be charged a monthly fee to operate on municipal property.

Vendor Hydro Use:

• Should a private vendor wish to use hydro during a festival or activity, a daily connection fee will be charged (see Recreation User Fees document).

6.3. Sport Activity Booking: 

No setup services will be provided by the facility. Renters are responsible for ensuring the area is cleaned and returned to its original condition after their booking

6.4. Non-Profit Group Criteria, Fundraising Activities & Meetings: 

The Nation non-profit groups are entitled to discounted rates on hall rentals per year. A maximum amount will be allocated by council members for non-profits groups to use. Refer to Policy POL: CL-01-2025 for more information.

6.5. Liability and Insurance: 

The Nation Municipality is not responsible for loss, theft, or damage to personal property or equipment.

The Nation Municipality requires all Clients (business owners, leagues, associations, clubs, individuals) to carry appropriate liability insurance. The Nation offers user insurance to the Lessee and the cost of insurance will be added onto the rental fee at the time of reservation. If the client has their own insurance and do not wish to use the insurance provided by the Nation, the Lessee must provide proof of insurance with a minimum of 2 million dollars of liability coverage to The Nation no later than seven (7) days after the invoice has been submitted to the Client.

For rentals within 7 days, the insurance must be provided, no later than 24 hours before the rental. Renters are fully responsible for any damages to the facility caused during their rental period and will be liable for associated costs.

6.6. Payment: 

All payments must be received 30 days before the event. Payment options include cheque, debit, or cash at the St-Isidore Recreation Centre or Nation Sports Complex. Monthly Interest charges will be applied to any unpaid invoices. The rental agreement and full payment are required to confirm the reservation.

6.7. Cancellations and Changes: 

The Nation Municipality reserves the right to cancel a reservation due to special events, unsafe conditions, or other emergencies. Should a cancellation be required, efforts will be made to provide an alternative rental date or offer a reimbursement.

Should the client cancel the event for reasons unrelated to The Nation Municipality, a $50 administrative fee will be deducted from the refund.

6.8. Bar Service Fee: 

Bar service can be requested for a fee (see Recreation User Fees document). Bars can operate from 10 AM to 1 AM, with guests vacating the premises 45 minutes after bar closure.

Bar Extension: Renters may request an extension of bar service until 2 AM, provided that a light meal is served before midnight. Requests for an extension must be submitted in writing to the Recreation Director at least one month prior to the event.

6.9. Statutory Holiday: 

Rental rates for all community centers will increase on statutory holidays to accommodate increased staffing costs. No rentals will be accepted on December 25th or January 1st.

Statutory Holidays will follow the Nation Municipality Employee Benefit Policy.

Sports activity rentals on statutory holidays will require a minimum booking of 3 hours and will be subject to an increased rate.

Conference rooms may not be booked alone on holidays.

6.10. Senior Group & Corde à Linge 

Senior groups will be charged an annual fee for the use of their respective halls (see Recreation User Fees document).

Corde à Linge at the St-Albert Community Centre will have a separate, annually adjusted fee and 24/7 access to the facility. The renter is responsible for the cleaning of their premises.

6.11. Wine Serving Policy 

All wine must be purchased through The Nation Municipality. Wine orders must be placed at least 30 days prior to the event. The renter or caterer is responsible for placing wine or water on tables. The wine limit is one bottle per three guests.

6.12. Open Bar Policy 

If the renter wishes to offer an open bar, all beverages must be purchased through the community center. The renter must notify the recreation departement at least 7 days in advance of the event, specifying hours and any spending limits. All alcoholic beverages must be purchased by the center - no alcoholic beverages may be given out as samples nor provided by an independent manufacturer at a reduced cost to the renter.

6.13. Rental Rates 

Rental rates are reviewed and updated annually by the municipal council and published in the Recreation User Fees Policy. Different pricing may apply for residents and non-residents of The Nation Municipality. Proof of residence is required to qualify for resident pricing.

6.14. Rental Rules 

Decorations: Confetti, hay, smoke machines, open flame candles, nails/pins for wall decorations, and any item that can damage the facility are prohibited. Only painter's tape or adhesive sticky tack is allowed.

Lottery: No lottery (50/50) is permitted without the approval of The Nation Municipality.

Bar Service: Bar service will not start before 10 AM and will close no later than 1 am (exceptions for New Year's Eve). Renters can request a later bar closing with a meal served before midnight.

Damage and Clean-up: Renters are responsible for any damage and ensuring the hall is left clean. Cleaning fees may apply if the hall is not returned in its original condition.

Conduct: Guests are expected to treat municipal staff with respect. Disrespectful behavior may result in the event being shut down immediately.

The use of bouncy castles or inflatable structures is strictly prohibited in all community halls and parks managed by The Nation Municipality unless prior arrangements have been made with the Recreation Director. Renters must provide proof of appropriate insurance coverage, including a minimum of $2 million liability, naming The Nation Municipality as an additional insured. Failure to comply with this policy will result in the immediate cancellation of the rental agreement.

6.15 Event Risk Management and Alcohol Control
To ensure the safety of all patrons and compliance with the Liquor Licence and Control Act, The Nation Municipality has adopted the following tiered approach to rentals:

6.15.1. Risk-Based Event Classification
All events serving alcohol will be assessed and classified as follows:
Low Risk (Under 100 attendees with bar service)

• One Smart Serve certified staff or volunteer must be present to serve alcohol.
• No additional deposit or security is required unless past incidents suggest otherwise.
• If outside alcohol is found or damage occurs, the event will be immediately terminated.

Moderate Risk (100-249 attendees with bar service)

• Minimum of two Smart Serve certified staff or volunteer must be present.
• A $500 refundable damage and compliance deposit is required.
• If outside alcohol is found or damage occurs, the event will be immediately terminated, and the deposit forfeited.

High Risk (250 and over attendees with bar service)

• Minimum of two Smart Serve certified staff or volunteer must be present.
• Renter must hire security through the municipality for the duration of the event.
• A $1,000 refundable damage and compliance deposit is required.
• If outside alcohol is found or damage occurs, the event will be immediately terminated, and the deposit forfeited.

6.15.2. Non-Alcoholic Events
All events not serving alcohol will be assessed and classified as follows:
Low Risk (Under 250 attendees)

• No additional deposit or security is required unless past incidents suggest otherwise.
• If outside alcohol is found or damage occurs, the event will be immediately terminated.

Moderate Risk (250-399 attendees)

• A $500 refundable damage and compliance deposit is required.
• If outside alcohol is found or damage occurs, the event will be immediately terminated, and the deposit forfeited.

High Risk (400 and over attendees)

• A $1,000 refundable damage and compliance deposit is required.
• If outside alcohol is found or damage occurs, the event will be immediately terminated, and the deposit forfeited.

6.15.3. Responsible Person Requirement
All renters must designate a responsible person who:

• Is named on the rental agreement
• Is present on-site for the full duration of the event
• Is personally accountable for all rental conditions

Failure to be present or providing false information may result in cancellation without refund.

6.15.4. Prohibition on Outside Alcohol
The introduction, possession, or consumption of alcohol not served by municipal staff or volunteers is strictly prohibited on municipal licensed premises, regardless of whether the renter has requested bar service.

• Outside alcohol is not permitted at any time, including during events that did not request bar service.
• If outside alcohol is discovered at any event, staff are authorized to end the event immediately.
• No refunds will be issued, and the full deposit will be retained.
• This applies to all facility users, including private rentals, community events, and third-party bookings.
• Alcohol consumption is strictly limited to designated areas. Consumption of alcohol outside these areas, including in the parking lot or surrounding property, is strictly prohibited.

6.15.5. Repeat Offenders and Risk Flagging
Rental groups or individuals associated with prior non-compliance (including under alternate names or contacts) may be:

• Denied future rental access
• Subject to conditional booking approval
• Required to provide a higher deposit or additional supervision

The municipality reserves the right to impose additional restrictions or deny access based on documented safety concerns or violations of municipal policy.

6.15.6. Director's Discretion
The Recreation Director reserves the right to:

• Adjust the event's risk classification, deposit amount, or security requirements based on the nature of the event, the known history of the organizer, or other relevant safety considerations.
• Waive security requirements for community organizations, not-for-profit groups, or municipally supported events where the risk is deemed low.

7. Responsibilities 

Recreation Department: Ensure there are no reservation conflicts and that the policy is sent to the renter.

Recreation Director: Resolves conflicts and oversees facility management.

Renters: Ensure compliance with all policies, including providing proof of insurance and maintaining cleanliness.

8. Administration 

The Recreation Department is responsible for enforcing this policy and addressing any violations.

9. Exemptions (if applicable) 

N/A

10. Housekeeping Amendments 

The Recreation Department reserves the right to make amendments or updates to policies and procedures as needed, without requiring council approval.

11. Errors or Omissions 

Unintentional errors or omissions in the policy will be addressed by the Recreation Department.

12. Policy Review 

This policy will be reviewed annually to ensure compliance and relevance.

13. Effective Date 

January 28, 2025

14. References (if applicable) 

Recreation User Fees Policy

POL: CL-01-2025

15. Approval 

Approved by: Municipal Council
Date: January 27, 2025