Village of Lions Bay

 

Policy Statement

 

 

Regarding:                             Community Facility Rental

Presented:                             February 17, 2003

Approved by Council:           February 17, 2003

 

 

Purpose

 

The purpose of the Community Facility Rental policy is to provide guidelines for the rental of the Lions Bay Community Hall and the Lions Bay Library Meeting Room according to the event descriptions and rental rates established by Council on December 16, 2002.

 

There will be additional requirements for rental of community facilities if alcohol is being served in those facilities.

 

 

Rental of Community Facilities – General

 

The applicant shall make application to the Village Office at least one week in advance of the event and provide the following:

 

-          Completed Rental Application,

-          Completed Release of Liability, Waiver of Claims and Indemnity Agreement,

-          Payment of rental fee,

-          Payment of damage / cleaning deposit, and

-          Notice of any special requirements associated with facility rental including auxiliary power supply, sound system key, shed key, use of tables and chairs, etc.  A set up charge of $100 will apply if set up of tables and chairs by Village staff is required.

 

 

Rental of Community Facilities when alcohol is being served

 

The applicant shall make application to the  Village at least two weeks in advance of the event, and provide the following at least one week in advance of the event:

 

-          Letter from applicant to Village with details of event being held including number of guests expected and whether it is a public or private function.  Approval will be given conditional on the Village receiving a copy of the Special Occasion License and a copy of the Serving It Right certificate. 

 

 

Process:

·         The Village provides the applicant with a letter of conditional approval from the Administrator to Squamish RCMP. 

·         The Applicant takes the completed Special Occasion License (obtained from BC Liquor Store) along with the letter of conditional approval and the name and certificate number of the person holding the Serving It Right certificate to the Squamish RCMP.   The RCMP may charge an administration fee for the approval.

·         Upon approval by the RCMP the applicant then will take the letter, Special Occasion License and Serving It Right information to any liquor store to purchase liquor.  The fees for a Special Occasion License is $25 for a private license and $100 for a public license.  When all relevant documentation has been received by the Village, final approval will be given by the Administrator.

 

Relevant Information Required by Village for final approval:

 

-          Completed Rental Application,

-          Completed Release of Liability, Waiver of Claims and Indemnity Agreement,

-          Payment of rental fee,

-          Payment of damage / cleaning deposit,

-          Completed Certificate of Insurance naming the Village of Lions Bay, including elected officials, employees and agents as an additional insured for two million dollars insurance ($2,000,000),

-          Copy of Serving It Right certificate,

-          Copy of Special Occasion License, and

-          Notice of any special requirements associated with facility rental including auxiliary power supply, sound system key, shed key, use of tables and chairs, etc.  A set up charge of $100 will apply if set up of tables and chairs by Village staff is required.

 

 

Refund of Damage Deposit

 

Guidelines for Community Hall Use established by the Village will be adhered to and used to determine if a portion or all of the damage deposit should be retained by the Village to cover damage or cleaning costs.  If damage occurs as a result of the event and exceeds the damage deposit, the applicant will be held responsible for additional costs at the discretion of the Village.