Facility Rental

Bourget

Recreation Centre

Address: 19, Lavigne Street

Can accommodate: 500 people

Telephone: (343) 883-3403

Virtual Tour

Clarence Creek

Clarence Creek Arena Community Hall

Address: 418, Lemay Street

Can accommodate: 300 people

Contact: Recreation Department

Telephone: 613-446-6022 ext. 2314

Virtual Tour

Hammond

Alphonse-Carrière Recreation Centre

Address: 3154, Gendron Road

Can accommodate: 82 people

Contact: Recreation Department

Telephone: 613-446-6022 ext. 2314

Virtual Tour

Rockland

Jean-Marc Lalonde Community Hall

Address: 1450, Du Parc Avenue

Can accommodate: 275 people

Contact: Recreation Department

Telephone: 613-446-6022 ext. 2314

Jean-Marc Lalonde Cement Slab

Address: 1450, Du Parc Avenue

Can accommodate: 275 people

Contact: Recreation Department

Telephone: 613-446-6022 ext. 2314

Chamberland Centre

Address: 1517, Laurier Street

Can accommodate: 75 people

Contact: Recreation Department

Telephone: 613-446-6022 ext. 2314

Virtual Tour

St-Pascal-Baylon

Ronald-Lalonde Recreation Centre

Address: 2564, St-Pascal Road

Can accommodate: 208 people

Contact: Recreation Department

Telephone: 613-446-6022 ext. 2314

Virtual Tour

Community Rental Hall Policy

Policy Statement

The City of Clarence-Rockland offers its community members many community halls enabling all residents to organize a wide range of activities to bring together the community.

2.0 Purpose / Objective

The purpose of this policy is to define the principles and guidelines for managing the rental of community halls under the responsibility of the City of Clarence-Rockland’s Community Services Department.

3.0 Definitions

“City” - refers to the Corporation of the City of Clarence-Rockland.

“Department” – refers to the City of Clarence-Rockland’s Community Services Department.

4.0 Scope

4.1.      Facilities

This policy applies to all users of community halls managed by the Department.

The Department is responsible for the management of the following community halls:

• Clarence Creek Arena Community Hall, 418 Lemay, Clarence Creek
• Jean-Marc Lalonde Arena Community Hall, 1450 Park Avenue, Rockland
• Chamberland Center Community Hall, 1517 Laurier Street, Rockland
• Ronald Lalonde Community Hall, 2564 St-Pascal Street
• Alphonse Carrière Community Hall, 3154 Gendron Street, Hammond
• René Rochon Center Community Hall, 1500 Park Avenue

4.2.      Exception

4.2.1.     Bourget Community Hall - 19 Lavigne Street

This policy does not apply to the Bourget Community Hall. This hall is managed by the "Bourget Recreation Committee".

4.2.2.     Clarence-Rockland Arena Community Hall

The        community          hall         within    the Clarence-Rockland arena is managed by the CIH. The CIH must comply with the following sections of this policy:

• 5.5.
• 5.9.
• 5.11.
• 5.12.
• 5.17.
• 5.18.2.

5.0 Procedures and Guidelines

5.1       Dates and hours of operation

The facilities listed in section 4.1. may be rented any day of the year and at any time of day.

5.2       Rental Application

5.2.1.     Ways of submitting a rental application

Rental applications may be submitted using one of the following methods:

• Website: All rental applications may be submitted through the municipal website www.clarence- rockland.com Applicants must follow the procedure as indicated on the website.
• Telephone: All rental applications can be made by phone by calling the Department’s administrative assistant. Applicants must follow the procedure as indicated by the Administrative Assistant.

5.2.2. Personal information required when submitting a rental application:

The following personal information will be required when submitting a rental application:

• Applicant’s name
• Applicant’s date of birth
• Phone number
• Address
• Email
• Any        other     information required for the rental

The Department reserves the right to cancel any rental applications submitted     under               false representation and/or containing false information.

5.2.3 Application processing

The Department will process rental applications within 5 business days of receipt. Rental applications must be submitted at least 10 days prior to the requested rental date. If the application is submitted less than 10 days prior to the rental date, the Department cannot guarantee that the application will be processed in time.

No rental application will be considered for events taking place more than eighteen (18) months from the application date, unless the event is considered exceptional by the Department.

5.2.4. Prioritizing applications:

Applications will be approved on a first come, first serve basis.

The Department will, however, prioritize use of its premises for municipal needs and activities.

5.3       Rental Contract

The contract will abide by the following terms:

5.3.1.     Information

At the very least, the following information will be included in the contract:

• Name of the rented hall
• Rental date(s)
• Rental hour(s)
• Renter’s name
• Telephone #
• Activity details
• Whether alcohol will be served
• Renter’s date of birth
• Rules to follow
• Any other information required for the rental

5.3.2 Contact Person

The person signing the rental agreement must be 18 years of age or older at the time of signing.

5.3.1. Signature

Signing can be done in person or by electronic signature. If the contract is not signed within 10 days of receipt the Department reserves the right to cancel the rental.

5.4 Fees

All fees listed below can be found in Appendix A of this policy. Fees must be paid within 10 days of signing the contract otherwise the Department reserves the right to cancel the reservation.

Applicable fees are in effect from the date the current budget is adopted to the adoption date of the budget for the following year. Fees are subject to changes without notice.

5.4.1.     Rental fees

The rental fees apply to all hours booked during which the activity takes place.

5.4.2.     Occupancy fees

The occupancy fees apply to all hours used for preparing the hall prior to the event or the hours for cleaning after the event.

5.4.3.     Set up fees

See section 5.5. for details about set up fees that may apply.

5.4.4.     Maintenance fees

See section 5.6. for details about maintenance fees that may apply.

5.5.5. Rental discount rate

All renters who rent consecutively more than 10 times (on the same bill) will be entitled to a 10% discount on rental fees.

5.5. Hall Setup and Take Down

All community halls listed in 4.1 are equipped with several tables and chairs already in place. Beyond this initial setup, the renter is responsible for any changes to the layout, as well as for adding or removing chairs and tables. All renters who do not leave the room in its original state at the end of the event will need to pay a setup fee as indicated in Appendix A.

At the renter’s request, the Department can set up and take down the hall as per the renter’s specifications. An additional fee will apply for any set up or take down. See "Set up Fees" in Appendix A for applicable fees.

5.6. Cleaning/Damage

Although maintenance fees are included in the rental fees, the renter must leave the premises in an acceptable state of cleanliness. The Department reserves the right to charge additional fees should the room be left in an unacceptable state.

In the event that any equipment is damaged due to a guest or a renter’s negligence, the renter will be invoiced for the value of the equipment    and/or    repair.

In addition, the Municipality reserves  the  right  to  refuse  any subsequent rental applications by the renter.

5.7       Community     Hall      Access Hours

5.7.1      General rule:

A municipal employee is responsible for opening and closing the doors 15 minutes prior to and 15 minutes after the hours stated in the rental agreement. Should the lease extend beyond the hours stated in the rental agreement, the Department will amend the contract accordingly and invoice for any additional hours.

5.7.2. Exception – Chamberland and René Rochon Community Halls

The keys will be delivered to the renter within 48 hours of the rental date. The renter is responsible for unlocking and locking the community hall doors at the beginning and at the end of the rental period. The renter must comply with the hours outlined in the contract.

5.8. SOCAN Fees

The Society of Composers, Authors and Music Publishers of Canada requires the payment of royalties for music played in public.

These SOCAN fees are included in the rental fees.

5.9 Cancellation

In the event of cancellation, the following provisions apply:

• Less than 10 days before the event – 0%
• Within 10 to 30 days before the event – 50%
• More than 30 days before the event – 100%

The Department reserves the right to adjust the cancellation terms under exceptional reasons.

5.10 Activities Involving Alcohol

The City of Clarence-Rockland allows renters to get a liquor license for events taking place in any of the halls listed in section 4.1.

If alcoholic beverages are served or consumed, it is the renter’s responsibility to obtain a liquor license from the Alcohol and Gaming Commission of Ontario and to provide a copy of the license to the Department at least 5 days prior to the rental day. For details on applying for a liquor license, please refer to policy LOI2015-01.

5.11. Activities Involving Risk

The  Department  defines  activities involving risk as one of the following:

• An activity involving a high risk of injury.
• An activity requiring a valid liquor license.
• An activity likely to attract many participants.
• An activity requiring additional non-standard equipment.

For any activity involving risk, a liability insurance that complies with all the terms and conditions stated in section 5.12 is mandatory.

Furthermore, the Department may, at its sole discretion, deny rental for any activity involving risk or may impose additional conditions it deems necessary to guarantee the safety of the premises (ex.: security personnel, etc.)

If the Department imposes additional conditions, the renter will be responsible for any additional fees required to properly fulfill the conditions stated in the contract and will need to provide proof. The Department reserves the right to cancel the reservation should the renter not provide proof he has met all conditions at least 10 days prior to the rental date.

The renter is responsible for the safety  of  his  group  and  holds harmless the City of Clarence- Rockland from any liability for theft, loss of property, personal injury or any other accident or injury that may sustain the user or any other person participating in the activity.

5.12. Liability Insurance

If required by the Department, proof of liability insurance must meet the following criteria:

a)            A minimum of $2 million liability insurance ($5 million if the Department deems it necessary)

b)            Property damage insurance (if necessary)

c)            The City of Clarence-Rockland must be listed as an additional insured on the Certificate of Insurance.

5.13 Equipment

Basic equipment is provided free of charge for each hall. All equipment provided must be put back in place. A complete list of equipment provided for each hall is available on the municipality's website. For logistical reasons, the Department cannot guarantee the availability of all mentioned items. The renter must confirm the equipment availability before signing the contract.

5.14. Decoration

It is the renter’s responsibility to decorate the community hall.

Unless written consent has been provided by the Department, the renter should not, under any circumstances, hang, glue or otherwise attach objects, posters, balloons, decorations etc. on the walls or ceiling of the rented hall.

5.15. Rules / Restrictions

All renters must obey to the following rules:

• The renter must comply with all federal, provincial and municipal laws on taxes, permits, etc., which may govern the use for which the contract is issued.
• The renter is responsible for the behavior and supervision of everyone using the premises for the duration of the rental period and must comply with all the rules posted on the premises.
• The renter must comply with all instructions given by the staff on the premises.
• Decorations that are not already in the hall must comply with public safety standards and fire regulations and must be pre-approved by the Department's head or his/her substitute.
• The premises must be left clean and in the state they were prior to the rental.
• The renter must take all his personal belongings with him at the end of the event.
• Selling or consuming illegal drugs is prohibited.
• Selling or consuming alcohol is prohibited unless it has been authorized in the contract and the renter has obtained a liquor license.
• The renter must take measures so that the hall’s maximum capacity is not exceeded.
• Adult supervision is required for any activities for people under the age of 18.
• The renter agrees to keep the noise at an acceptable level during the activity.
• The renter agrees not to sublet the premises, in whole or in part, nor to assign or transfer this contract or his rights thereto, without the Department’s head written consent.
• Animals are prohibited on the premises except for service dogs.
• It is strictly forbidden to practice any team sport in a community hall.
• It is strictly forbidden to smoke on the premises. For details about the smoking policy, please refer to the Municipal bylaw LOI2015-01.
• It is strictly forbidden to resell food prepared in community hall kitchens to anyone outside of the community hall.
• It is the renter’s responsibility to make sure the hall’s maximum capacity, as identified at the hall entrance, is not exceeded.
• It is the renter’s responsibility to review the fire safety plan and make sure it is always complied with.

5.16. Indemnity

The contract owner agrees to indemnify and hold harmless the City of Clarence-Rockland for all claims, demands, causes of action, suits, losses, costs or damages that may occur, or that he may cause as a result of the renter’s negligence, acts or omissions, his obligations, his failure to comply with the above conditions or in connection with the event described in the contract.

5.17.    Non-profit Organizations (NPOs)

The City grants a preferred rental rate to all recognized NPOs. For a list of recognized NPOs, including details on how NPOs are recognized, please refer to the LOI2014-01 policy.

5.18.    Compliance with Existing Agreement

The following agreements are already in place and will be upheld:

5.18.1.   Clarence Creek Arena Community Hall:

There will be no rental fees for any non-profit organization that uses the premises for their meetings during the arena’s operation season. Groups are responsible for cleaning the hall after each use. Maintenance or room setup fees may apply if the room is not returned to in a satisfactory condition - see sections 5.5. and 5.6.

5.18.2. Clarence-Rockland Arena Community Hall:

Any sport association using the arena’s ice pads can use the community hall at no cost for meetings, fundraising, tournament management, etc. These groups are responsible for cleaning the entire room after each use. Maintenance or room setup fees may apply if the room  is  not  returned  in  a satisfactory condition - see sections 5.5. and 5.6.

5.18.3.   Alphonse              Carrière Community Hall

Both the Hammond Optimist Club and Hammond's Knights of Columbus each pay a $500 annual fee for up to 50 uses per year. The groups have their own key to access the premises and are responsible for cleaning the hall after each use. Maintenance or room setup fees may apply if the room is not returned in a satisfactory condition - see sections 5.5. and 5.6.

5.18.5 Recognized NPOs

Each year, organizations accredited by the City of Clarence-Rockland are entitled to two free rentals for fundraising or appreciation events. Free rentals as per section 5.18.1. will be considered as one of the two free rentals.

5.19 Conflict Resolution

Any conflict arising from the rental of a community hall shall be resolved by the Department's head.

Management's decision may be appealed by submitting a written request to the Executive Director and, as a last resort, by submitting a  written  request  or  making request in person to City Council.