Policy statement

1   (1) The City will allocate bookings to

(a) align with activities in an effort to maximize user group experience, and

(b) ensure the most effective use of its facilities.

(2) The City strives to ensure equitable access by all residents.

(3) The City strives to ensure fair and transparent processes that promote the greater public good.

(4) Facilities are primarily for the benefit of the City's residents.

Purpose of this policy

2   (1) The purpose of this policy is to establish the following:

(a) how the City allocates a booking to a booking requestor;

(b) terms and conditions a booking requestor must meet to use a facility;

(c) the priority in which a booking requestor receives a booking;

(d) guidance on how much time a facility is made available to a user group;

(e) a process that ensures that the allocation of bookings to a user group is transparent, fair and inclusive.

Application

3   This policy applies to every facility available for rental.

Note: Please see the definition of "facility" for a list of sites excluded from the scope of this policy.

Interpretation

4   The Interpretation Bylaw applies to this policy.

Definitions

5   In this policy:

"booking" means a booking for use of a facility;

"booking requestor" means a local organization, a not-for-profit organization, a commercial organization, or a private group requesting a booking;

"commercial organization" means an organization that exists to make and retain a profit;

"facility" means a park, amenity or infrastructure owned or operated by the City or operated through a third party agreement, unless otherwise stipulated in the agreement, but excludes parks, amenities, infrastructure, buildings and structures necessarily incidental to the following:

(a) Abbotsford Cardinals Batting Cage;

(b) the Abbotsford Fire Rescue Service;

(c) Abbotsford Horseshoe Club;

(d) Abbotsford Judo Club;

(e) the Abbotsford Police Department;

(f) Abbotsford Racquets Club;

(g) City Hall;

(h) Fraser Valley Antique Farm Machinery Association;

(i) Fraser Valley Regional Library;

(j) Ledgeview Golf and Country Club;

(k) Kariton House;

(l) the Mill Lake Bowling Club

(m) The Reach Gallery Museum;

(n) Royal Canadian Air Cadets 861 Squadron¹;

(o) Trethewey House;

(p) Turner House;

(q) Twisters Gymnastics;

¹Cadets have priority; excess availability will be allocated after Cadets have made their bookings.

"local organization" means an organization in which 75% of its participants are City residents, or less if equity and inclusion consideration are sufficiently demonstrated;

"not-for-profit organization" means a charitable organization as defined in the Income Tax Act (Canada) or a society as defined in the Societies Act;

"park" has the same meaning as in the Parks Bylaw;

"private group" means a group that manages membership to the group or attendance to a facility through an admission fee or a group that is not open to participation from the general public;

"user group" means a booking requestor to which the City has allocated a booking.

Guiding principles

6   The Allocation Policy Framework guides how the City allocates a booking to a booking requestor.

Allocation principles

7   (1) The allocation of bookings is flexible to enable the City to take advantage of opportunities and react to unforeseen circumstances.

(2) The City may deviate from this policy in accordance with the Allocation Policy Framework.

(3) The City does not allocate a booking to a user group that is not in good standing under section 8 appropriate use of facilities.

Appropriate use of facilities

8   (1) The City expects that a user group that is allocated a booking under section 7 allocation principles will do the following:

(a) use the facility for the purpose specified by the booking requestor in its annual booking request;

(b) abide by the established timelines;

(c) cancel a booking that it will not use before the date of the booking and notify the City within the time frames set out in and in accordance with

(i) the Fees and Charges Bylaw, and

(ii) the Rental Cancellations procedure as referenced in the PRC Rate Sheet;

(d) ensure that a facility is used in a manner that does not result in

(i) damage,

(ii) injury to a participant or staff, or

(iii) negative impact to surrounding residences or businesses.

(2) A user group is not permitted to subcontract a booking.

(3) A user group that meets the following conditions is deemed to be in good standing:

(a) pays applicable fees and invoices on-time;

(b) provides required information by established timelines;

(c) does not demonstrate rude or disrespectful behaviour;

(d) uses facilities in accordance with applicable City enactments;

(4) A user group that does not meet the conditions under subsection (3) is not in good standing.

Short notice special event opportunities

9   Use of a facility on short notice for a special event will be allocated in accordance with the Allocation Policy Framework.

Local and regional emergencies

10   Use of a facility for local and regional emergencies will be allocated in accordance with the Allocation Policy Framework.

Quality and integrity of infrastructure

11   (1) It is important for the City to sustain its facilities at a safe, functional, and operationally viable level.

(2) The City reserves the right to limit and adjust a booking to sustain its assets.

Policy administration

12   This policy is administered by the City's Parks, Recreation and Culture department.

Appeal of decision

13   A booking requestor or a user group that is subject to a decision or direction of the General Manager, Parks, Recreation and Culture, or the Director, Planning and Business Services may request a reconsiderations of the decision or direction by Council in accordance with the Appeal Procedure Bylaw.

Related procedures, guidelines and publications

14   The following documents relate to this policy:

(a) Allocation Policy Framework;

(b) Appeal Procedure Bylaw;

(c) Fees and Charges Bylaw;

(d) Parks Bylaw;

(e) PRC Rate Sheet.

Repeal

15   The Matsqui Centennial Auditorium and Abbotsford City Hall Usage Policy is repealed.