MUNICIPALITY OF THAMES CENTRE COMMUNITY SERVICES & DEVELOPMENT RECREATION

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1 REPORT NO. PR MUNICIPALITY OF THAMES CENTRE COMMUNITY SERVICES & DEVELOPMENT RECREATION TO: Mayor and Members of Council FROM: Liz Murray, Recreation & Facilities Manager DATE: April 13, 2015 SUBJECT: Updated Event Trailer Policy RECOMMENDATION: It is recommended that 1. Council accepts this report, and; 2. That Council adopts the attached updated Event Trailer Policy with respect to the use of the event trailer (fleet unit #50), and; 3. That Council approves the request from the Belmont All That Glitter s Committee to rent the stage trailer for their 20 year Celebration. The event will take place on Sunday November 29, 2015 at 6:00 p.m. PURPOSE: The purpose of this report is to request that Council adopt the updated Event Trailer Policy and approve the request from the Belmont All that Glitters Committee to rent the event trailer BACKGROUND: During the summer of 2008 the municipality acquired an event/stage trailer. The trailer is certified yearly for use on the roadways and can be towed to events. A policy and fees to rent the Event Trailer was established and approved by Council, see report TES The policy states that all rentals shall be within the boundaries of the Municipality of Thames Centre. Council approval is required to do otherwise. In 2014 Council received a request from The Belmont Lions Community Park Board of Trustees to rent the stage trailer for an Annual Concert in the Park. Council approved the rental outside the boundaries of Thames Centre by the below resolution. Resolution # RESOLVED THAT the request received from Keith Kennedy, Chair of the Board of Trustees for the Belmont Community Park, by correspondence dated May 29, 2014, to rent the stage trailer for their Annual Concert in the Park to be held on August 31, 2014 at the Belmont Community Park, be approved, subject to the Board of Trustees providing proof of liability insurance in an amount not less than 5 million dollars; and further, that the Stage Trailer Policy established be revised to include the costs for mileage and Municipal Staff time to transport the trailer outside the Municipality. Carried.

2 Attached to this report is the updated Event Trailer Policy to include the costs for mileage and Municipal Staff time to transport the trailer outside the Municipality for Council s endorsement. COMMENTS: The Belmont All That Glitter s Committee 20 year Celebration on Sunday November 29, 2015 at 6:00 p. m. does not interfere with a Municipal event. The committee is insured with the Belmont Lions Community Park Board. CONSULTATION: Mike LeBlanc Director of Operations FINANCIAL IMPLICATIONS: The inclusion of the additional charges within the policy will increase revenue REFERENCES/ATTACHMENTS: Updatedd Event Trailer Policy Prepared by: Liz Murray, Recreation and Facilities Manager Reviewed by: Mike LeBlanc, Director of Operationss Reviewed by: Stewart Findlater, Acting Chief Administrative Officer

3 POLICY RENTAL OF COMMUNITY EVENT STAGE TRAILER Purpose The municipality owns a mobile Community Event Stagee that can be used for community events within the municipal boundaries. To ensure that the mobile Community Event Stage is used in fair and equitable manner policies and procedures are required: 1. Care and Control a) The mobile Community Event Stage Trailerr will be under the care of the Recreation Manager. It will be housed at our rental facility in Nilestown or other such suitable location as determined by thee Recreation Manager b) The Recreation Manager will be responsible for maintenance transportation and general road worthiness c) Transportation to and from events will generally occur during normal business hours Any movement of the trailer outside of the normal business hours of the municipality may be subject to premium charges 2. Transportatio on a) The Recreation Manager will provide transportation of the trailer to event locations. b) Non-municipal vehicles shall not be used to transportt the trailer without written permission of the Recreation Manager c) Event organizers are to provide a stable relatively level site for the trailer and it shall be in such a location to permitt ease of access egresss for the combined truck trailer assembly d) Event organizers are not to move the trailer. If the selected site is not appropriate once the trailer has been set for the event the Recreation Manager shall be contacted to arrange for moving of the trailer an additional fee shall be charged for this service e) A municipal truck shall not be left with thee trailer during events lasting longer than two hours 3. Rentals a) All rentals shall be within the boundaries off the Municipality of Thames Centre Council approval is required to do otherwisee b) All rentals shall be arranged through the Parks and Recreation Department or Community Services Development Department c) The Recreation Manager shall be responsible for all bookings d) The priority order for bookings shall be: i. Municipality of Thames Centre Corporation Events ii. Local Service Clubs iii. Local Non-profit Groups School Groups iv. For Profit groups e) Bookings shall be on a first come first servee basis while taking into account Municipal needs. 4. Fees 1 P age

4 a) Rental fees shall be in accordance with the Municipal Tariff of Fees By-law as in effect at the time of booking. b) Rental fees are determined to cover the cost of transportation maintenance updates and storage. c) A premium charge will be charged if transportation off the trailer is required during periods after normal businesss hours. d) Rental fees shall be charged to all groupss using the trailer regardless of whether they are internal or external to the municipal operations. 5. Cleaning a) The renters are responsible for the cleaning of the trailer upon completion of the event. i. The interior shall be clear of all debris and refuse. ii. The floor shall be clear of all and any sticky residue. b) Failure to return the trailer in a state acceptable to the Recreation Manager will result in the renters being charged a cleaning fee. The cleaning fee shall be equal to the actual costs incurred by the municipality for the cleaning and the administrative feee for processing the invoice. c) Groups may be afforded the opportunity to clean the trailer during the morning of the first business day following the rental period. 6. Miscellaneou s a) Renters are required to notify the Recreation Manager of any and all deficiencies in the Community Event Stage as soon as practical and this shall be no later than 24 hours following the end of the rental period. b) Fees Rental Feee Transportation during business hours Transportation during off hours Transportation outside of the Municipality Labour to transport outside of Municipality perr staff hr. Site relocation (at time of delivery) Site relocation (recall of Municipal staff) Cleaning Fees (if required) Minimum Charge Cleaning per staff hr. Administration $ $ per km $31.86 No Charge $ $ $50.00 $ P age

5 REQUEST FORM Group: Contact: Address: Phone: Name of Event: Event Location: (Municipal address) Drop-off Location: (attach site plan) Date(s) of Rental: Time of Delivery: Time of Pickup: (must have 3 representative es on site) Total Fee: Deposit required: 20% (To be submitted with Request Form) Balance Due: Date Due: I, the undersigned have read and agree to abide byy the policies and conditions and pay the charges and fees as outlined in this form. Applicant Signature: Date: Municipal Signature: Date: 3 P age