This is the exact embedded text of the captured official document.
Snapshot 03fd1de4dfab · verified 2026-06-10 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
Township of Brock Corporate Policy
Policy Name: Indoor Facility Allocation Policy
Policy Type: Parks, Recreation and Facilities
Policy Number: PR12
Reference: (i.e. Council Resolution No. 20-19)
Date Approved:
Date Revised:
Approval By: Council
Point of Contact: Director of Parks, Recreation and Facilities
1. Policy Statement and Rationale:
The Township of Brock (The Township) wishes to facilitate recreational opportunities by
providing quality facilities for the recreational and leisure needs of its citizens while also
ensuring that access to its facilities is fair and equitable for all its existing and potential users.
The Township recognizes the need to consider the following when managing the allocation of
indoor facilities:
-
To coordinate allocation of its various facilities to make the most effective and efficient
use of facilities;
-
To provide appropriate time slots and opportunities for all types of users;
-
To promote and allow growth toward maximum utilization of facilities;
-
To service the demand and warranted change resulting from changing demographics
and recreation/leisure trends by maintaining sufficient flexibility of scheduling;
-
To accommodate local community user groups; and
-
To establish a clear priority listing for allocation of available facility time.
2. Purpose:
The purpose of the Indoor Facility Allocation Policy is to provide a set of consistent guidelines
for ensuring fair and equitable allocation that allows optimal facility utilization.
The policy outlines the decision-making criteria used to determine the allocation of indoor
facilities and the rental agreement administration process involved.
This policy also dictates the processes for how facilities will be booked, payments collected,
and the processes that must be adhered to by all users of municipal facilities.
3. Scope:
The policy applies to all user groups who use the Auditoriums at Foster Hewitt Memorial
Community Centre, Rick MacLeish Memorial Community Centre and the Sunderland Memorial
Arena, as well as all bookable spaces at the Manilla Hall, Sunderland Town Hall and Beaverton
Town Hall. This policy works cohesively with the Ice Allocation Policy.
4. Policy, Procedures & Implementation:
5. Facility Allocation Responsibility
The Township Parks and Recreation Department is responsible for managing the allocation and
distribution of facilities on a yearly basis. Township of Brock staff are responsible for
implementation of municipal policies and the procedures as outlined within this policy
5.1. Facility Operations and Capacities
The Township will responsibly manage its facilities to ensure optimum usage and programming,
to reflect municipal directives and to minimize risk and operational issues.
5.2. Indoor Facility Allocation and Distribution
On an annual basis Recreation Staff will contact regular user groups to submit their facility
rental requests for the upcoming calendar year. This communication will occur in the fall to allow
for timely scheduling and planning. Requests for facility use will be sent out by September 1st
each year and will be accepted until September 30th. Final contracts will be completed by
November 1st, at which point bookings will become available for other users.
It is recognized that maintaining a reasonable level of consistency in facility scheduling benefits
both the Township and its user groups. Therefore, when reviewing booking requests,
consideration will be given according to the following priority levels.
1. Township of Brock Programs
Programs and activities directly operated or sponsored by the Township will take
precedence in facility scheduling.
2. Lease Agreements
Facilities subject to formal lease agreements with the municipality will be scheduled in
accordance with the terms of those agreements.
3. Regular Users
Groups or organizations with a history of recurring consistent facility use.
4. Other Users
New or occasional users will be considered after the requests of the above other groups
have been addressed.
5.3. Processing and Management of Special Events
The Township recognizes the significant positive impact that Special Community Events can
provide to the community. In order to accommodate these events and minimize disruption to
regular programs, they will be considered and permitted in advance of seasonal applications.
This applies to regular user groups such as Lions Clubs, Manilla Hall Community Association,
Canada Day Celebrations etc. Any special events taking place on Municipal Property are
required to complete a Special Events Application a minimum of 60 days prior to the event.
5.4. Processing and Management of Rental Agreements
The Township maintains the right and responsibility to control all facility rentals and use at
municipally owned facilities. Controls must be in place to minimize the negative impacts that
unused, returned and amended and cancelled rentals can have on the Township and its users.
As such the Township will apply all guidelines outlined in this Policy to reasonably and
responsibly manage unused rentals or changed rental needs once rental agreements have
been issued. Groups shall be denied access to the facility until a signed and dated rental
agreement and payment have been received by the municipality. User groups must ensure their
accounts are fully paid before requesting further rentals as bookings will not be taken for groups
with delinquent accounts.
5.4.1. Transfers/Trades/Subleases
The Township is the sole permit authority for all rentals and must always be aware of and be
able to control the intended use of all rentals within its facilities. The practice of occasionally
transferring, trading or subleasing rental space between contract holders is strictly prohibited
and may lead to the cancellation of a rental and future rentals.
Changing the intended use or specific users of the booking within a single organizations
contract is acceptable upon written advance notification and forwarding of related scheduled
updates to the Facility Booking Clerk.
5.4.2. Cancellations and Refunds
The Township will effectively manage any client requests for special event permit amendments
or cancellations with the goal of minimizing administrative, revenue and operational impacts.
When changes or cancellations are requested, the guidelines outlined in the Policy will be
strictly applied.
Cancellations must be submitted at least fourteen (14) business days prior to the scheduled
booking date to be eligible for a full refund.
Cancellations received less than 14 business days in advance are non-refundable
Cancellation fees may apply depending on the nature and timing of the cancellation, subject to
the Municipal Fees Bylaw.
In the event that the Township must cancel or reschedule a facility booking due to unforeseen
circumstances (e.g., maintenance issues, emergencies, or weather-related closures), a full
refund will be issued to the affected user group.
5.4.3. Permit Cancellations by the Township of Brock
In the case of inclement weather, the Township reserves the right to waive the cancellation
requirements at their discretion. The Township reserves the right to cancel any rental
agreement upon notice to the user should the facility be required for emergency purposes.
The municipality shall not be held responsible for any failure in supplying facilities due to
circumstances beyond its control. In such cases the user will be credited for any rental time not
provided.
The Township shall not be liable for any general, special, indirect, consequential, incidental or
other costs or damages arising from the Township's cancellation of scheduled rentals.
5.4.4. Failure to Comply
Failure to comply with guidelines set within the Facility Allocation Policy may result in
cancellation of rentals. Should disciplinary action be required, the procedure is as follows:
i.
First Offence - Verbal Warning will be given to the user group representative/rental
client.
ii.
Second Offence - Written Warning will be given to the user group
representative/rental client and suspension of further rentals may occur.
iii.
Third Offence - Expulsion of rentals.
6. General Rental Management
This section outlines the general requirements and expectations for all facility rentals. Renters
are responsible for ensuring full compliance with the following terms during the use of
Township-owned or managed facilities.
6.1. Setup and Cleanup Responsibilities
Set up and clean up for rentals will be the responsibility of the permit holder and must be
included in the rental time requested. Early access to the space or staying beyond the rental
end time is not permitted unless additional time is booked in advance with the appropriate
bookings staff. Renters who stay beyond the time specified in their rental contract will be
charged the standard hourly rate for each additional hour.
6.2. Decorations and Event Supplies
Decorations are permitted provided they do not cause damage to the facility. Renters may use
freestanding items and lightweight decorations affixed with non-damaging materials such as
painter's tape. The use of confetti, glitter, silly string, nails, tacks, staples, or any items that
could mark or damage surfaces is strictly prohibited. Open flames, fog machines, and
pyrotechnics are also not allowed unless explicitly approved in writing. All decorations must be
removed at the end of the rental period, and the Township is not responsible for any items left
behind.
6.3. Facility Access
The renter is not permitted to access any storage rooms, or utilize any equipment not belonging
to them with the exception of the provided tables and chairs. Renters are not permitted to
access the facility outside of the rental times indicated on the rental contract.
6.4. Rental Requests
All requests for facility rentals including bookings, amendments and cancellations must be
submitted to [email protected].
Bookings for arenas and community centers may also be booked through the specific arena
following the procedures contained within this policy.
The Township reserves the right to reject applications and requests from users submitting
requests which are incomplete or contain incorrect information. The Township reserves the right
to reject applications and requests from renters with delinquent accounts.
6.5. Facility Rental Fees
All rentals will be charged the appropriate fees as outlined in the Township of Brock Fees
Bylaw. Rates and Fees are reviewed annually and set by Council.
6.6. Insurance
Liability insurance is mandatory. As a user of a facility owned and/or operated by the
Corporation of the Township of Brock, you are required in advance, to provide a certificate of
insurance confirming Commercial General Liability Insurance for a limit of at least $2 million per
occurrence. The Corporation of the Township of Brock is to be named as an 'Additional insured'.
For larger events including Midways/Amusements, a minimum of $5 million liability is required.
If a renter does not already hold their own valid insurance coverage, insurance can be
purchased through BFL Canada at a nominal cost. The Corporation of the Township of Brock
provides administrative support to BFL for this program to assist users of the facilities and
remits all fees collected to BFL. Please note that the Township can only facilitate the sale of
insurance for indoor events.
Vendors: If your booking includes vendors, those selling products or services are
required to provide a valid Certificate of Liability Insurance naming the Township of
Brock as additional insured for a minimum liability of $2 million dollars. Vendors who are
only providing information and not selling items are not required to submit insurance.
Vendors may purchase insurance through the Township via a third-party agreement with
BFL Canada. The event organizer is responsible for collecting and submitting all vendor
insurance documentation and payment, along with a detailed form listing the products or
services each vendor will be selling.
Caterers: If your booking includes a caterer, the caterer must be approved by the local
Health Board and must provide a valid Certificate of Liability Insurance. The certificate
must name the Township of Brock as additional insured and carry a minimum liability
coverage of $2 million dollars. Failure to meet these requirements may result in
cancellation of the booking.
6.7. Health and Safety
The user will inspect the facility areas that are being rented immediately prior to use and advise
the Facility Booking Clerk and staff on site at the facility (if applicable) of any hazards or areas
of concern requiring maintenance.
Any patrons under the age of 18 must be accompanied by a responsible/competent adult during
all rentals.
6.8. Township Municipal Alcohol Policy
Users shall comply with the provisions of the Municipal Alcohol Policy. The full policy is
available for review on the Township of Brock website at www.townshipofbrock.ca
Persons or organizations using any Township facilities shall not conduct themselves in a
disorderly manner including the possession of illicit drugs, illegal alcohol consumption, use of
foul language, misuse of facilities, or other illegal activity.
Should there be any contravention of the above noted conditions, the rental contract becomes
null and void and the user shall pay the Township of Brock for clean up and/or repairs. The user
shall be subject to an administrative review which may include the revocation of rental privileges
without refund.
6.9. Smoke Free Facility
All municipal buildings are 'Smoke Free'. Smoking and vaping are prohibited on the property
including in and around the building. Under the Smoke-Free Ontario Act, smoking is also
prohibited in certain outdoor areas of Township facilities, such as playgrounds, sports fields, and
within 9 meters of any entrance or exit of the facility.
6.10.
Payment for Rentals
Payment for rental contracts must be made at the time of booking or no later than two (2) weeks
prior to the scheduled facility use. Failure to submit payment within this timeframe will result in
automatic cancellation of the booking. Should the booking be cancelled, the Township reserves
the right to take bookings from other users during the aforementioned time slot.
Bookings made within two (2) weeks of the event date require immediate payment. These
bookings are not eligible for refunds in the event of cancellation by the user.
Payment for liability insurance, or submission of a valid Certificate of Liability Insurance is
required a minimum of 2 weeks prior to the rental. Rentals without proof of insurance may be
subject to cancellation.
A refundable security deposit is required for every rental contract and must be submitted at the
time of booking to secure the reservation. The deposit amount and conditions for refund will be
outlined in the rental agreement.
The Township reserves the right to cancel rentals associated with delinquent accounts or
outstanding balances.
The user shall be responsible for any damage incurred to the premises or property of the
municipality as a result of any act or omission of the applicant or the group named or their
members. Any damages incurred to the facility shall be the full financial responsibility of the
individual or group who signs the rental agreement. The Township will assess the cost of repairs
or replacements and issue an invoice to the renter for all associated expenses.
7. Procedure for Facility Bookings:
7.1. Purpose:
To outline the standardized process for managing facility rental requests to ensure efficiency,
consistency, and compliance with Township policies.
7.2. Procedure Steps:
1. Submission of Rental Request:
All rental request must be submitted via email to [email protected] or through the
"Request a Booking" button on the Township website that delivers directly to
[email protected]
Requests must be submitted a minimum of 2 weeks prior to the rental. Any requests
received under the 2 week time frame are subject to availability and staffing resources.
2. Account Creation:
Bookings staff will request that the client create an account through the Township's
online booking system:
https://thetownshipofbrock.perfectmind.com/SocialSite/MemberRegistration/MemberSign
In
3. Information Collection:
Bookings staff will gather the following information from the client to proceed with the
rental:
a. Full name on the account
b. Date of the rental
c. Facility to be rented
d. Rental start time
e. Rental end time
f. Purpose of use
g. Estimated number of attendees
h. Alcohol use (Yes/No)
i.
Proof of insurance (certificate provided by client or purchase through Township)
4. Booking Creation:
Upon receiving the required information, staff will create the rental booking in the
Township's online booking system (Xplor Recreation / PerfectMind). Online booking is
not customer facing.
Events with Alcohol require a different process and agreement through the online
booking software, and additional documentation will be required (see section 8).
5. Contract Preparation:
Staff will draft the rental contract based on the provided details.
6. Contract Signature:
The contract will be sent to the client electronically using the "Send to Sign" function for
their review and signature.
7. Payment Scheduling:
Once signed, the contract will be processed by staff, and a "Pay Later" date will be set
for three (3) weeks prior to the rental date. If payment is not received a minimum of 2
weeks prior to the rental, the event may be subject to cancellation.
8. Alcohol-Related Events:
For events involving alcohol:
The booking will be saved to the shared common drive.
Staff will set calendar reminders for three (3) weeks prior to the event to follow up on
required permits and documentation. Require Documents include:
-
Payment for Rental
-
Signed Rental Agreement
-
Special Occasion Permit
-
List of Bartenders & Smart Serve Numbers
-
Certificate of Insurance naming Township of Brock as additional insured for a
minimum liability of $2 million.
In the event these documents are not submitted prior to the 2 week mark, events may be
subject to cancellation.
9. Pre-Event Confirmation:
Prior to the event, staff will verify that:
Full payment has been received.
All required documentation (e.g., insurance, alcohol permits, waivers) has been
submitted.
10. Final Follow-Up:
If payment has not been received, staff will follow up with the client.
Lockbox codes or access details will not be released until the rental is paid in full and all
required documents are on file.
8. Policy Administration and Management
This policy will be managed by the Director of Parks, Recreation and Facilities who has
delegated authority from Council to make any required administrative changes to this policy in
consultation with the CAO.
The Indoor Facility Allocation Policy may be reviewed on an annual basis. The Township has
the authority to adjust procedural items related to timing, process etc. as appropriate and to
respond to overarching Council directions related to revenue achievement and strategic
business approaches.