REPORT NO. PR-016-15 MUNICIPALITY OF THAMES CENTRE COMMUNITY SERVICES AND DEVELOPMENT RECREATION TO: Mayor and Members of Council FROM: Liz Murray, Recreation and Facilities Manager DATE: May 11, 2015 SUBJECT: Updated Rental of Community Event Stage Trailer Policy RECOMMENDATION: It is recommended that: 1. That Council receive this report, and; 2. That Council endorses the attached updated Event Stage Trailer Policy. PURPOSE: The purpose of this report is to request Council endorse the attached updated Event Stage Trailer Policy. BACKGROUND: As Council is aware, the Event Stage Trailer Policy as presented to Council on April 13, 2015, required editing and minor changes. The policy has been revised and is attached for Councils approval. COMMENTS: The only significant change, other than punctuation and reformatting, is the removal of the fees table from the policy. CONSULTATION: Margaret Lewis and Mike LeBlanc FINANCIAL IMPLICATIONS: None REFERENCES/ATTACHMENTS: Policy Rental of Community Event Stage Trailer
Report No. PR-016-15 May 11, 2015 Page 2 Prepared by: Liz Murray, Recreation and Facilities Manager Prepared by: Mike LeBlanc, Director of Operations s Reviewed by: Stewart Findlater, Acting CAO
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 afair and equitable manner, policies and procedures aree required: 1. Care and Control a) The mobile Community Event Stage Trailerr will be under the care of the Recreation and Facilities Manager. It will bee housed at our rental facility in Nilestown or other such suitable location ass determinedd by the Recreation and Facilities Manager; b) The Recreation and Facilities Manager will be responsible for maintenance, transportation and general road worthiness; and 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 and Facilities Manager will provide transportationn of the trailer to event locations; b) Non-municipal vehicles shall not be used to transportt the trailer without written permission of the Recreation and Facilities 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 and Facilities Manager shall be contacted to arrange for moving of the trailer; an additional fee shall be charged for this service; and 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 otherwise; b) All rentals shall be arranged through the Parks and Recreation Department; c) The Recreation and Facilities 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; and e) Bookings shall be on a first come, first serve basis, while taking into account Municipal needs. 1 P age
4. Fees 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; and 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 and Facilities Manager will result in the renters being charged a cleaning fee. The cleaning fee shall be equal to the actual costs incurredd by the Municipality for the cleaning and the administrative fee for processing the invoice; and 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 and Facilities 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. 2 P age
REQUEST FORM Group: Contact: Address: Phone: Email: 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