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5. WAIVER
OF RENTAL FEES FOR PARKS AND SPORTS FIELDS FOR RESCHEDULING DUE TO INCLEMENT
WEATHER RENONCIATION AUX DROITS DE LOCATION DES PARCS ET DES
TERRAINS DE SPORTS LORS DE REPROGRAMMATION EN RAISON DU MAUVAIS TEMPS |
Committee Recommendation
That Council approve
that local sports leagues are not charged additional fees to reschedule
bookings which result from inclement weather.
Recommandation du Comité
Que le Conseil
approuve ne pas facturer aux lignes sportives locales de frais supplémentaires
pour la reprogrammation d’événements due au mauvais temps.
Documentation
1. Community and Protective Services
Coordinator’s report dated 9 October 2008 (ACS2008-CCS-CPS-0036).
Report
to / Rapport au:
Comité des services communautaires et de
protection
and Council / et au Conseil
9 October 2008 / le 9 octobre 2008
Coordonnateur de comité
|
City-wide/ à l'échelle de la Ville |
Ref N°: ACS2008-CCS-CPS-0036 |
SUBJECT: WAIVER OF RENTAL FEES FOR PARKS AND SPORTS
FIELDS FOR RESCHEDULING DUE TO INCLEMENT WEATHER
OBJET: RENONCIATION
AUX DROITS DE LOCATION DES PARCS ET DES TERRAINS DE SPORTS LORS DE
REPROGRAMMATION EN RAISON DU MAUVAIS TEMPS
That
Community and Protective Services Committee recommend to Council that local
sports leagues are not charged additional fees to reschedule bookings which
result from inclement weather.
Que le Comité des services de protection et d’urgence recommande au
Conseil de ne pas facturer aux lignes sportives locales de frais
supplémentaires pour la reprogrammation d’événements due au mauvais temps.
Whereas it is in the best interests of the City and its residents to encourage and facilitate community participation in recreational and sports activities and to maximize the use of existing sports fields and facilities,
And Whereas currently a number of local sports leagues are paying hundreds of dollars in advance for field times which are subsequently rained out,
AND Whereas these same leagues are at times paying extra fees to reschedule games missed because of rainouts,
AND Whereas the City does not currently track rain dates at City-owned fields or the subsequent rescheduling of games as a result of rainouts,
Be it resolved that local sports leagues are not charged additional fees to reschedule bookings, which result from inclement weather or other situations beyond their control.
It
is noted that the intent of this motion is to deal with inclement weather. Accordingly, staff, after discussion with
the Councillors responsible for moving the motion, have removed reference to
“or other situations beyond their control” from the recommendation of this
report.
Many of the larger
organizations currently build in rain dates within their allocation. The process identified below will ensure
they are not charged for rain out dates.
It will also allow for smaller organizations to re-schedule a rain out
date for no additional charges.
CONSULTATION
There has been no
consultation public consultation undertaken on this issue.
Parks and Recreation Branch
In order to deal with
game and/or practice cancellations due to inclement weather the
following approach may
be used.
Sport field and ball
diamond contract holders must ensure that coaches or team captains have a copy
of the contract on hand for all bookings.
In the case where a
game or practice must be cancelled due to inclement weather the following
process must be followed in order to receive a credit on the contract holders
account.
The rainout date
must be clearly identified on the contract and it must be signed by the
following individuals and faxed to the Allocations office within 48 hours of
the rainout or the next business day.
a) Both coaches or team captains, and
b) The referee or umpire including their
certification number
If a referee or
umpire is not available the following signatures are required:
a)
Both coaches or
team captains (Practice times must be signed off by coach(s)/team captain(s)
using the facility)
b)
League
president
Adjustments will be
made to the organizations contract and a credit will be placed on their
account. All refunds will be will be subject
to the Refund and Credit Policy.
FINANCIAL IMPLICATIONS
Estimates for revenue impact cannot be estimated, as
this information has not been previously tracked.
SUPPORTING
DOCUMENTATION
N/A
The Parks and Recreation Branch of the Community and Protective Services Department will action any direction received as part of consideration of this report.