City puts stamp on new policy governing city-owned property and facilities

By Timothy Schafer

On Monday night city council adopted the Use of City Property or Facilities policy at its regular meeting.

There won’t be a question anymore surrounding the use of municipally-owned and operated facilities in Grand Forks as the city has finally nailed down a new policy to cover nearly every usage scenario.

On Monday night city council adopted the Use of City Property or Facilities policy at its regular meeting, putting on paper and into legislation the parameters that now must be adhered to for all events occurring in the city on city property.

In all, the new policy lays out 23 statements that provide increased policy guidance — which city staff will now be able to enforce — on the use of city property or facilities for events and community functions and deals with all of the questions and uncertainties that may arise and have arisen around city facilities.

It covers the standard issues of alcohol, noise, parking, security and food as well as increasingly important topics of liability and insurance, hazardous materials, damage and private possessions stored on city property.

The time had come for an all-encompassing policy regarding usage of city-owned property and facilities, after years without one. The city had often received event requests for the use of municipal properties for community events like the fall fair or the farmers market, but had no mechanism in place to regulate them.

“There was little existing policy guidance on what information to request from activity coordinators or what kind of safety standards need to be in place,” read a city staff report to city council.

It is expected that the new policy will create a framework around which to work with activity coordinators — the people who organize the various events in the city — to ensure safe events that reflect the city’s intention for the use of its property and facilities.

The impetus for a temporary use of city property policy arose when it became evident that numerous events were costing the city tens of thousands of dollars per year — with no allowance for additional accounting of benefits to the city for large events.

“Events can have a positive economic impact on the city in general, especially the larger events that draw visitors,” the staff report noted. “Creating a policy will make the city’s expectations more transparent to the public.”

The new policy includes the following points:

• The city will endeavour to meet all requests to use its property or facilities so long as it does not represent an unreasonable burden on its resources;
• Requests that would require a significant amount of city resources may require a statement of anticipated benefit to the city or its residents, or may be sent to council for decision.
• Activity coordinators will follow the Interior Health Authority regulations for permits and food safety;
• Activity coordinators will hold a liquor license and Serving It Right certification;
• Activity coordinators will comply with the noise bylaw or have an exemption passed by council;
• Activity coordinators must follow fire safety protocols acceptable to the fire department;
• All hazardous materials stored or used in an activity or event will follow safety protocols and have emergency plans in place;
• Activity coordinators will ensure there are sufficient garbage and recycling bins and that the site is left clean;
• The city will provide electrical connections at its discretion, where available, and upon request;
• Road closures are at the discretion of the city. The authorization of road closures will take into account the potential impact on emergency access, businesses and residents;
• Temporary structures will be set up safely and in a way that allows emergency access, and must be removed by the event organizer;
• The city will not be responsible for personal injury or damage, for loss, damage or theft of clothing, materials and/or equipment on the premises. The activity coordinator shall indemnify and save harmless the city and its staff, and will hold adequate insurance that names the city as additional insured;
• Activities or events will not block access to private property or public services, or unduly encroach on residential parking. It is the responsibility of the activity coordinator to notify residents if they anticipate an impact;
• Events expecting more than 150 people attending will have a risk management plan;
• Activity coordinators must follow provincial smoking regulations, identify a designated smoking area, and provide butt disposal. Smoking is prohibited indoors or around children;
• Events with public assembly in enclosed areas will meet BC Building Code requirements for the number of washrooms provided. Activity coordinators will ensure washrooms are kept in sanitary condition;
• The city will ensure playing fields are kept in good condition and will accommodate reasonable requests for special maintenance related to the event;
• The city will lend bleachers, barricades, picnic tables, garbage cans, Hi-Viz vests, and traffic cones as available and upon request;
• City facilities are available for use subject to the terms of a Facility Use Agreement;
• Private possessions may only be stored on city property by special arrangement. The city is not responsible for managing or safeguarding private possessions stored on city property;
• The city may require a damage deposit in a Facility Use Agreement; and
• The city may require the activity coordinator to provide security for large events.

— Source: City of Grand Forks