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POLICY ON USE OF CITY HALL FACILITIES
Policy Number
P2023-07
Classification
ADM
Effective Date
2023-11-20
Approval Authority
COUNCIL
Supersedes
1997-02
Mandated Review
2028
1. PURPOSE
The purpose of this policy is to provide guidance for requests for use of City Hall facilities. The process
begins with the receipt of a facility request and ends with the decision to approve or deny its use.
2. SCOPE
This policy applies to all bookable City Hall facilities with the exception of Council Chambers.
3. DEFINITIONS
(1)
ACTIVE
SOLICITATION
means the act of directly approaching people for the purposes of
sharing information, recruitment or sales.
(2)
USER GROUP
means the group or organization requesting to use space at City Hall, as
identified on the City Hall Booking Form.
4. POLICY STATEMENT
The City of Bathurst seeks to make effective use of facilities at City Hall and recognizes the importance of
providing its facilities to community groups and individuals due to the value it offers in being a part of that
community. The City will, where possible and within reason, provide facilities space for various groups or
individuals, provided the space is not being used for commercial, political or religious events.
1. Use of City Hall Building
a) The meeting rooms and other spaces inside City Hall shall be used primarily by Bathurst City
Council, City of Bathurst staff and the general public to carry out day-to-day civic business.
b) When not being used by City staff and/or Bathurst City Council, the following rooms and
spaces may be booked for a one-time event by not-for-profit organizations, or groups by filling
out the attached form.
2. Council Chambers
a) It is the policy of the City of Bathurst that the Council Chambers at City Hall be used
exclusively for meetings of Council and/or functions related to the administration of municipal
services.
3. Pavilion Boardroom
a) The Pavilion Boardroom will be available on a first come first served basis at no charge for
non-profit organizations. It cannot be used for commercial, political or religious events.
Organizations cannot charge for attending any of their sessions nor can any item be sold during
the event. The room will be available during the City's working hours.
b) The user group agrees to follow all of the terms and conditions as outlined in this policy.
c) The City is not responsible to provide any equipment which may be needed by a presenter.
Internet access is available via the public library.
d) The City is not responsible for any lost or stolen items.
4. 2003 Canada Games Boardroom
a) If not in use by the City, this room will be available at no charge during working hours under
the same terms and conditions as the Pavilion Boardroom.
5. Pavilion Gymnasium
a) The gymnasium is available for lease, on a first come first serve basis. A disclaimer provided
by the City of Bathurst must be signed by the users. (A copy of the disclaimer is attached
hereto).
b) The Lessee agrees to follow all of the terms and conditions as outlined in the Disclaimer.
c) The fee for the rental of the gymnasium is outlined under section "City Hall Facilities" in the
Tariff of Fees Policy No. 2003-02.
6. Availability
a) All public booking of City Hall building space is subject to availability at the time of the
booking. Furthermore, if Bathurst City Council or a member of the City's Senior Management
Group deem it necessary to use the space in question, the booking shall be cancelled and the
user group informed as soon as possible. This is necessary to ensure the ongoing operation of
City Hall. User groups are informed of this provision on the form to request a reservation.
7. Allowed Activities
a) Within the City Hall building, the following activities are prohibited:
i.
Public rallies involving people protesting, promoting or supporting an issue;
ii. Collection of names on a petition, recruitment or membership drives; and
iii. Registered or unregistered political party events or displays.
iv. Active solicitation.
b) City Hall is a non-partisan venue year-round. Council Members, members of the Legislative
Assembly and Members of Parliament are welcome to attend events at City Hall to fulfill their
roles and responsibilities as elected officials during an election campaign, but shall refrain from
any campaigning.
8. Conditions of Use
a) The following conditions of use shall apply to the use of City Hall spaces:
i.
Activity that interferes with or disrupts normal legislative, business or booked activity at
City Hall shall not be permitted.
ii. Events will be managed to respect the ongoing operation of City Hall. Noise levels will be
kept to a minimum. Any complaints regarding noise shall be directed to the staff liaison
associated with the booking.
5. RELATED POLICIES
-
Tariff of Fees Policy No. 2003-02.
6. RELATED DOCUMENTS
-
Disclaimer - Pavilion Gymnasium (Schedule A).
-
Form for Reserving Boardrooms at City Hall (Schedule B).
7. REPEALED
1997-02 AVAILABILITY OF CITY HALL FACILITIES POLICY is repealed and replaced with the
proposed new policy.
8. REVISION HISTORY
Date
(mm/dd/yyyy)
Description of
Change
Sections
Person who Entered
Revision
(Position Title)
Person who
Authorized Revision
(Position Title)
07/03/2025
Updated
Schedule A
Schedule A
Amy-Lynn Parker
(City Clerk)
Amy-Lynn Parker
(City Clerk)
SCHEDULE A
DISCLAIMER
PAVILION GYMNASIUM
GENERAL TERMS AND CONDITIONS
PLEASE READ CAREFULLY, SOME OF THE FOLLOWING CLAUSES CONCERN
YOUR PERSONAL RESPONSIBILITY AND LIABILITY FOR THE USE OF THE
PAVILION GYMNASIUM
1. Seasonal contracts shall be paid monthly upon receipt of invoice. Non-seasonal contracts must
be paid in full at time of booking. A non-refundable payment in full is required for non-seasonal
contracts made less than 5 days in advance of booking date.
2. The City of Bathurst reserves the right to cancel or adjust the time on this agreement or any
reserved times upon notification at least one week prior to the date of the use, or by reason
beyond the control of the City of Bathurst. Time lost may be re-scheduled to an alternative
date/time upon mutual agreement between the parties involved. If a re-scheduled time is not
available, the time lost shall be credited.
3. The City of Bathurst may terminate this Agreement immediately where the fees have not been
paid as set out or where the contract holder is in breach of any of the terms and conditions of this
Agreement.
4. The City of Bathurst is not responsible for any loss or damage to any equipment or personal
property owned or used by the contract holder or any other person(s) present in the facility by
reason of the activities contemplated by this Agreement. The contract holder agrees to indemnify
the City of Bathurst for any such loss or damage.
5. Contract holder is responsible for any damage incurred to the facility or City property and
equipment because of any act or omission of the contract holder or the group represented by or
affiliated with the contract holder, your members, users, and invited guest. In the event of any
damage, the City will make all repairs necessary, and the contract holder will be responsible for
repayment to the City of Bathurst.
6. Food & beverages of any kind, are not permitted on the playing surface. Furthermore, any drugs,
alcohol or illegal substances are not permitted inside the facility.
7. The Pavilion Gymnasium is a non-smoking facility - as required by the City of Bathurst
Smoking By-law. Anyone caught smoking in the facility may be charged and fined and will be
evicted.
8. Any group misusing the facility, causing public disturbance, or harassing City maintenance staff
will be suspended from any further use of City recreation facilities and all fees will be forfeited.
9. All cancellations must be received at least five (5) days in advance to be eligible for a full refund,
unless cancellation is due to inclement weather or if the cancelled reservation has been
transferred to another user group. Cancelations not meeting the aforementioned criteria will be
invoiced according to their original booking.
SCHEDULE A
10. The contract holder is responsible for ensuring that the facility and any other areas used by the
contract holders' participants are left in a clean and orderly condition.
11. The contract holder will be responsible for the setting up, removing and properly storing of
equipment within their designated rental time.
12. All users associated with a facility reservation must access and exit the facility at the times
stipulated within their agreement.
13. The contract holder is responsible to conduct a pre and post inspection of the facility with each
use and for immediately reporting any damage, vandalism, or any other incident deemed
worthy.
14. For profit activities within the facility are strictly prohibited without prior written consent from
the City.
15. The contract holder must ensure that the outside doors are properly locked upon exiting the
facility.
16. This Agreement or any rights and obligations of the contract holder under the Agreement shall
not be assigned without the prior written consent of the City of Bathurst.
17. The contract holder hereby releases the City of Bathurst, their successors and assigns, of and
from any and all liability of any kind for any foreseen or unforeseen bodily and personal injuries,
or damage to personal property, and the consequences thereof arising directly or indirectly out
of or occurring during the contract holders rental or occupation of the facility or any part thereof
and the contract holder agrees to and does hereby indemnify, hold and save harmless, the City
of Bathurst against any claim for bodily and personal injuries or damage to property and the
consequences thereof by or through persons who were in attendance under the auspices of,
sponsorship of, or as a member, guest, or customer of, or otherwise in connection with the
contract holder.
I, the undersigned, have read, understood and agree to the above conditions and terms as listed in this
contract and acknowledge they are not enforceable until signed and submitted to the City of Bathurst.
PRINT NAME: ___________________________________________________
SIGNATURE: ____________________________________________________
DATE: __________________________________________________________
SCHEDULE B
Form for Reserving Boardrooms at City Hall
Formulaire pour réserver les salles de conférences à l'hôtel de ville
The boardrooms are available to book for one-time activities
Les salles de conférences peuvent être louées pour un événement ponctuel
EVENT INFORMATION
RENSEIGNEMENTS SUR L'ÉVÉNEMENT
Name of Event / Nom de l'évènement
Name of Group or Organization
Nom du groupe ou de l'organisme
Event description
Description de l'évènement
Date
Start Time
Heure de début
End Time
Heure de fin
EVENT DETAILS
DÉTAILS DE L'ÉVÈNEMENT
Type of Event
Type d'évènement
Cultural / Culturel
Not-for-profit / Sans but lucratif
Other / Autre
How many people are expected?
Combien de personnes sont attendues?
CONTACT INFORMATION
COORDONNÉES
Name / Nom
Address / Adresse
City / Ville
Postal Code / Code Postal
Phone / Téléphone
Email / Courriel
SECONDARY CONTACT
COORDONNÉES SECONDAIRES
Name / Nom
Phone / Téléphone
Email / Courriel
I have read, understand, and agree to the conditions and terms as outlined in Policy 2023-07 relating to use of
City Hall Facilities.
J'ai lu, compris et j'accepte les conditions énoncées dans la politique 2023-07 concernant l'utilisation des
installations de l'hôtel de ville.
I also understand that the booking may be cancelled if it is deemed necessary by Bathurst City Council or a
member of the City's Senior Management Team.
Je comprends également que la réservation peut être annulée si elle est jugée nécessaire par le conseil
municipal de Bathurst ou un membre de l'équipe de la haute direction de la Ville.
Signature
Date