M u n i c i p a l i t y o f S t r a t h r o y - C a r a d o c

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Report #: PR 03-2014

Directed to: Mayor Vanderheyden and Members of Council

Council Meeting Date:

March 17, 2014

Prepared by: Robert Lilbourne, Director of Parks and Recreation Attachment

Department Parks and Recreation

Appendix A PRAC Meeting Minutes Appendix B Municipal Alcohol Policy

Subject: Parks and Recreation Advisory Committee Meeting Minutes

Recommendation: THAT: Report PR 03-2014 entitled “Parks and Recreation Advisory Committee (PRAC) Meeting Minutes” (Appendix A) be approved and further; THAT: Council concurs with the PRAC recommendations. Background: On February 19, 2014 the 2nd meeting of the 2014 Parks and Recreation Advisory Committee (PRAC) was held. Below are the highlights of items the committee is currently working on and/or seeking approvals for. Comments: Strathroy-Caradoc Minor Soccer Request - Communication A letter was received from individuals representing the Strathroy–Caradoc Minor Soccer Asso-ciation and the First Touch Program. The letter requested that the committee waive the per participant fee for the First Touch Program in relation to participants who would be three years of age that are registered in this program. A discussion was held and the motion was made that PRAC recommends to Council not to waive the current fee structure for registered users in all programs. Moved by: N. Flegel Seconded by: M. Copeland-Burdick Carried

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Dance Studio User Fee/Rent The Director confirmed that he had spoken with Pat Mahovlich, indicating that the committee had proposed a monthly fee to replace the current per participant fee for the upcoming season. She responded that she thought the fee was acceptable and inquired if the Dance Club would be able to have year round access to the space. The Director indicated that he did not support anyone having access to the building when it was not staffed, but indicated that it may be staffed in the future. A motion was made

PRAC recommends to Council that the Strathroy Dance Club be required to pay a rental of $5 per square foot per annum for the use of the Exercise Studio with a right of first refusal during the operational season (September to May). It is further recommended that a written agreement be prepared for signature by the Dance Club and the Director.

Moved by: M. Stewardson Seconded by: G. Adlington

Carried Liability Coverage – User/Groups

R. Lilbourne confirmed that he had spoken with representatives from the Programmed Insur-ance Brokers and confirmed for the committee that it would be possible to start the program in September and that they would also allow coverage to be voluntary for the first twelve months with the option to make it mandatory for all users after that. PRAC recommends to Council that the Department of Recreation offer Programmed In-surance Broker’s Facility Rental Liability Insurance to renters on a voluntary trial basis for a one year period after which time it will become mandatory. Moved by: B. Stewart Seconded by: D. Groojten

Carried Municipal Alcohol Policy

The director presented the committee with feedback that was received from user groups in re-gards to the Municipal Alcohol Policy. A discussion was held that centred on certain areas in the policy which were a cause of concern for some user groups. A discussion resulted with some changes made to the original document.

PRAC recommends to Council that the revisions to the Municipal Alcohol Policy be ap-proved. Moved by: D. Grootjen Seconded by: G. Adlington Carried

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Staff will be available for questions. Respectfully submitted, Review By:

Robert Lilbourne

Strathroy-Caradoc Municipal Office

Upper Level Committee Room

February 19, 2014

7:00 pm

MINUTES OF MEETING

1. Call to Order

The meeting of the Parks and Recreation Advisory Committee was called to order at 7:00pm.

2. Roll Call

Present:

Melissa Stewardson, Chair Margaret Copeland-Burdick, Member

Bob Stewart, Member Gerry Adlington, Vice Chair

Dave Grootjen, Member Neil Flegel, Councillor

Rob Lilbourne, Director of Parks & Recreation Marie Baker, Councillor

Leslie Pommer, Customer Service Coordinator

Regrets:

Brad Richards, Deputy Mayor Chris Soares, Member

3. Declaration of Pecuniary Interest

None

4. Approval of Minutes

5.

RECOMMENDATION: 002-14

Moved by: B. Stewart Seconded by: D. Grootjen

THAT the minutes of January 15th be approved.

CARRIED

MUNICIPALITY OF STRATHROY-CARADOC

PARKS AND RECREATION ADVISORY COMMITTEE (PRAC)

6. Presentations/Delegations/Petitions/Communications

a) Communication from Strathroy-Caradoc Minor Soccer

A letter was received from individuals representing the Strathroy–Caradoc Minor Soccer

Association and the First Touch Program. The letter requested that the committee waive the per

participant fee for the First Touch Program in relation to participants who would be three years

of age that are registered in this program. A discussion was held and the motion was made that

PRAC recommends to Council not to waive the current fee structure for registered users in all

programs.

Moved by: N. Flegel Seconded by: M. Copeland-Burdick

Carried

7. Unfinished Business

a) Advertising – Sub Committee

The committee was informed by the director that he was in the process of trying to gather

information from other municipalities before the sub-committee begins meeting.

b) Skate Park Committee

The committee was informed by the director that he was in the process of trying to gather

information from other municipalities before the sub-committee begins meeting.

c) Doug Welch Diamonds

R. Lilbourne indicated that he had spoken with Doug Welch and confirmed with Doug that he

would continue to maintain the Welch Diamonds for the upcoming season. It was also

confirmed at that time that the department would take over the master schedule and booking

the diamonds as well as collecting approved fees from user groups.

d) Dance Studio User Fee/Rent

The Director confirmed that he had spoken with Pat Mahovlich, indicating that the committee

had proposed a monthly fee to replace the current per participant fee for the upcoming season.

She responded that she thought the fee was acceptable and inquired if the Dance Club would be

able to have year round access to the space. The Director indicated that he did not support

anyone having access to the building when it was not staffed, but indicated that it may be

staffed in the future. A Motion was made

PRAC recommends to Council that the Strathroy Dance Club be required to pay a rental of $5

per square foot per annum for the use of the Exercise Studio with a right of first refusal during

the operational season (September to May). It is further recommended that a written

agreement be prepared for signature by the Dance Club and the Director.

Moved by: M. Stewardson Seconded by: G. Adlington

Carried

ACTION: R. Lilbourne to bring the agreement before the committee prior to presenting it to Pat

Mahovlich.

e) Rotary Memorial Garden

The committee was shown a drawing of a proposed garden that that Rotary Club would like to

create in the Arboretum in Alexandra Park. It was noted that the Conservation Authority would

need to be contacted in relation to this project. Councillor Baker cautioned that the

“Communities in Bloom” committee had experienced problems with similar projects that had

been proposed for this site in the past and suggested that may be an alternate location be

considered. The Director expressed concerns as to who would maintain the site.

ACTION: R. Lilbourne to contact Patti Hayman at the Conservation Authority in addition to

speaking with Andrew Meyer about possible location change.

f) Liability Coverage – User/Groups

R. Lilbourne confirmed that he had spoken with representatives from the Programmed

Insurance Brokers and confirmed for the committee that it would be possible to start the

program in September and that they would also allow coverage to be voluntary for the first

twelve months with the option to make it mandatory for all users after that.

PRAC recommends to Council that the Department of Recreation offer Programmed Insurance

Broker’s Facility Rental Liability Insurance to renters on a voluntary trail basis for a one year

period after which time it will become mandatory.

Moved by: B. Stewart Seconded by: D. Groojten

Carried

8. Reports of Committees & Departments

a) Turkeyfest

The committee was informed that the Turkeyfest Committee was prepared to continue with

the event at this time and that the midway, car show and food vendors had been confirmed.

It was noted that the group would be having another planning meeting on February 25th and

that more information as to the scope of the festival would be known after that.

9. New Business

a) Municipal Alcohol Policy

The director presented the committee with feedback that was received from user groups in

regards to the Municipal Alcohol Policy. A discussion was held that centred on certain areas in

the policy which were a cause of concern for some user groups. A discussion resulted with some

changes made to the original document.

PRAC recommends to Council that the revisions to the Municipal Alcohol Policy be approved.

Moved by: D. Grootjen Seconded by: G. Adlington

Carried

10. Enquires or Comments by Members

None.

11. Scheduling of Meetings

The next meeting of the Parks and Recreation Advisory Committee will be held on Wednesday,

March 19, 2014 at 7:00pm in the Upper Level Committee Room at Town Hall.

12. Adjournment

THAT the Parks and Recreation Advisory Committee meeting be adjourned at 9:30 pm.

Moved by: B. Stewart Seconded by: D. Grootjen

Carried

_________________________________ __________________________________

Melissa Stewardson, Chair Leslie Pommer, Secretary

Summary of Revisions to the Municipal Alcohol Policy

Page 7 Controls

Current 1. Where a Special Occasion Permit (Liquor Licence) applies, every organizing group

must provide a list of “qualified” Smart Serve trained Alcohol Servers, at least two weeks prior to the event.

Proposed

1. Where a Special Occasion Permit (Liquor Licence) applies, every organizing group must provide a list of “qualified” Smart Serve trained Alcohol Servers 48 hours prior to the event. The Recreation Office is open Monday to Friday 8:30am to 4:30pm

Current

2. The mandatory ratio is 1Smart Serve Program trained staff per 50 people Proposed

2. The recommended minimum ratio is 1Smart Serve Program trained staff per 50 people.

Current

4. All parties must provide proof of insurance naming the Municipality of Strathroy - Caradoc as additional insured. This insurance coverage will remain in effect for the duration of the event.

Proposed 4. All parties must provide proof of insurance naming the Municipality of Strathroy -

Caradoc as additional insured at least 48 hours prior to the event. This insurance coverage will remain in effect for the duration of the event.

Current Level Two -Affiliated Licenced Area

a) A licenced area is established to serve/sell alcohol to participants or guests attending an event or tournament. There is no dancing and the maximum number of persons within the licenced area does not exceed 100 persons at any time.

Level Three -Social Events Alcohol is available throughout the event, which may include dancing, games (within the applicable laws and regulations), and entertainment. These events may include attendance up to the allowable limits of the facility in question and may extend to 1am (alcohol served no later than 1:00am). New Year’s Eve events may not extend beyond 1:00am.

For Level Three Social Events, organizers are required to hire, at their own expense,

uniformed off-duty police officers for the duration of the event to monitor the activities of the participants according to the following ratios

Up to 500 expected attendees -2 Officers

501 or more expected attendees -4Officers + a Sergeant The ratio of paid duty uniformed officers to the number of persons in attendance is a minimum standard required by the Parks and Recreation Department. The Strathroy – Caradoc Police Service, in reviewing an event may require additional officers to be present. The Police will be given an opportunity to fill the paid duty for no fewer than 14 days. If for any reason the Strathroy - Caradoc Police Service is unable to accommodate the request for paid duty officers within 30 days of the event, (45 days for December 31) the applicant (renter) then is responsible to hire a licensed private security firm at the following ratios: 1-299 expected attendees – 2 security guards 300-399 expected attendees – 3 security guards 400 + expected attendees – 4 security guards The Strathroy – Caradoc Police Service will contact the Renter no less than 30 days prior to the event (45 days for December 31) to confirm the ability to fill the Paid Duty Request. Ensure that the paid duty officers or security are aware that they are required to remain on the premises until released by the organizer or the last attendee has vacated the property. Proposed Level Two -Affiliated Licenced Area

a) A licenced area is established to serve/sell alcohol to participants or guests attending an event or tournament. There is no dancing and the maximum number of persons within the licenced area does not exceed 200 persons at any time.

b) A licenced area is established to serve/sell alcohol to participants or guests

attending an event were the event is primarily family focused or deemed to be low to moderate risk by the municipality. I.e. talent shows, community festivals, fundraising dinners etc.

Level Three -Social Events Alcohol is available throughout the event, which may include dancing, games (within the applicable laws and regulations), and entertainment. These events may include attendance up to the allowable limits of the facility in question and may extend to 1am (alcohol served no later than 1:00am). New Year’s Eve events may not extend beyond 1:00am.

For Level Three Social Events, organizers are required to hire, at their own expense,

licensed security for the duration of the event to monitor the activities of the participants according to the following ratios:

1-299 expected attendees – 2 security guards 300-399 expected attendees – 3 security guards 400-750 expected attendees – 4 security guards 750+ expected attendees – 6 security guards The above ratios of licensed security to attendance are a minimum standard required by the Parks and Recreation Department. 750+ expected attendance requires the renter to communicate with the Strathroy – Caradoc Police Service to determine if they require the hiring of paid duty officers.

Page 9 The Day of the Event Current

1. Special Occasion Permit signatory must attend event and be responsible for making decisions regarding the operation of the event.

Proposed

1. Special Occasion Permit signatory or his/her designate (in writing) must attend event and be responsible for making decisions regarding the operation of the event.

Page 9 During the Event Current

7. Event workers must not consume alcohol. Proposed

7. Event workers involved with the selling, servicing or supervising patrons in an alcohol licensed area must not consume alcohol.

Page 11 Alcohol Advertising Current Since alcohol advertising (e.g., beer company umbrellas, posters, etc.) is designed to encourage and promote the consumption of alcohol, and it is illegal for people under the age of 19 to consume these products, alcohol advertising is not permitted Facility permit-holders must follow the AGCO Special Occasion Permit regulations regarding alcohol advertising, which states that groups cannot advertise the brands or the cost of the alcohol to be served unless application is made to the Liquor Licence Board. This also applies to the dissemination of event details through information technology.

Proposed Facility permit-holders must follow the AGCO Special Occasion Permit regulations regarding alcohol advertising, which states that groups cannot advertise the brands or the cost of the alcohol to be served unless application is made to the Liquor Licence Board. This also applies to the dissemination of event details through information technology Page 12 Volunteer Job Descriptions and Responsibilities Current The following minimum ratio of event workers to patrons must be adhered to:

No. of patrons

No. of bartenders

No. of ticket seller

No. of floor

monitors

No. of door

monitors 0 – 50 1 1 1 1 51 – 100 2 2 2 2

101 – 200 2 2 3 2

201 – 400 3 3 3 2

401 – 500 4 5 4 3 501 – capacity 6 6 6 6

Proposed The following is a recommended minimum ratio of event workers to patrons:

No. of patrons

No. of bartenders

No. of ticket seller

No. of floor monitors

No. of door monitors

Level 3 1&2 3 1&2 3 1&2 3 1&2 0 – 50 1 1 1 1 1 1 1 1

51 – 100 2 1 2 1 2 1 2 1

101 – 200 2 1 2 1 3 1 2 1

201 – 400 3 2 3 2 3 1 2 1

401 – 500 4 2 5 2 4 1 3 2

501 – capacity 6 3 6 2 6 1 6 2

Municipal Alcohol Policy

Review Annually Revised March 2014 Goal Statement To provide the Municipality of Strathroy - Caradoc with a Municipal Alcohol Policy, to set rules and regulations to ensure that event organizers utilizing Municipal facilities provide/consume alcohol in accordance with appropriate, liquor licensing laws. To endeavor to protect the organizers and the Municipality from adverse situations, which may occur due to improper use of

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alcohol.

Objectives To ensure that event organizers of Municipal facilities have a clear understanding of the Municipality’s position on appropriate and/or acceptable practice of serving alcohol during licensed functions held on Municipal property. The policy is intended to lower liability and protect participants, event organizers, volunteers, the Municipality and its staff.

1) To comply with the Liquor License Act, R.S.O. 1990, as amended, and the Municipal Alcohol Policy.

2) To provide appropriate procedures to individuals or groups with a Special Occasion Permit wishing to hold events in municipally-owned facilities ensuring that rules pertaining to Special Occasion Permits (SOP) are complied with as outlined by the Alcohol and Gaming Commission of Ontario (AGCO).

3) To provide guidelines for proper supervision and operation of SOP licensed events to assist event sponsors/permit holders in running safe events thus ensuring proper supervision and operation of SOP licensed events, mitigating liability for the Municipality of Strathroy-Caradoc, its staff, and events sponsors/permit holders.

4) To reinforce responsible, moderate drinking practices for consumers through the development of appropriate operational procedures, controls, training and education.

5) To honor the decision of abstainers not to drink alcohol and to encourage their participation by providing alternative, non-alcohol drinks.

6) To provide for a balanced use of alcohol through Special Occasion Permits so alcohol becomes a responsible part of a social function rather than the reason for it.

7) To be proactive in the reduction of incidents, including injury, death and vandalism, through the implementation of a municipal alcohol policy.

Application This Policy applies to all events and activities on municipally-owned property, and to every person, company, organization, association or club using municipal property and facilities. Administration and Enforcement The Director of Parks and Recreation, or his/her designate is responsible for the administration of this Policy (as it applies to all locations except Tri-Township Arena which shall be the administrative responsibility of the Tri-Township Arena Manager, or his/her designate)

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The Director of Parks and Recreation, or his/her designate, a Strathroy-Caradoc Police Officer, an Enforcement Officer of the Alcohol and Gaming Commission of Ontario and the Municipal Bylaw Enforcement Officer are responsible for the enforcement of this Policy.

As the organizer of a licensed event, you:

• can be held liable for the safety and sobriety of your guests.

• can be held responsible for injuries or damages that occur as a result of the alcohol you provide.

• are responsible for your guests at any function that you organize, either personally or professionally, such as family parties, outdoor festivals, including weddings, street parties and company parties.

• may be held responsible for the safety and behaviour of your guests until they're sober, not just until they leave the premises where the event was held.

Acceptable Premises

Acceptable premises suitable for serving alcohol include:

• Those premises for which the Municipality has granted approval to hold a Special Occasions Permit (S. O. P.) and event.

• Those premises listed below under the heading of Municipal Facilities Eligible to be Alcohol Licensed.

• Those premises where a permanent liquor license, Catering Endorsement or a S. O. P. has been issued by the Alcohol Gaming Commission of Ontario.

• Premises which are not identified below, when a specialized event is scheduled to occur, provided the Director (or their designate) of the Department having operational jurisdiction over the premises has granted permission to hold the specialized event exception

• Outdoor premises listed below, provided the area is defined by a barricade that is at least 0.9 metres (36”) high and that makes the premises readily distinguishable from adjacent premises to which the permit does not apply. This does not apply to a professional sporting event of municipal, provincial, national or international significance at which spectators walk around large areas in order to follow the event if the event is held in an area that is kept separate from surrounding areas. A barricade at least 0.9 metres (36”) high is required at an event involving the driving of motor vehicles, motorized snow vehicles or boats.

The following favourable park guidelines are provided to staff for consideration during the decision making process when a park is being considered as an acceptable location to serve alcohol.

• Adequate parking is provided to accommodate the nature of the event

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• The temporary outdoor area used for the serving of alcohol is installed a minimum of 100 metres distance from any residential property

• The park is primarily used for community and Municipal wide events

• The park offers special attractions and/or is the site of several major sporting facilities

• A Municipal premise, with amenities to include a community centre, field house, comfort station, arena, etc., located on site

• The park location is easily accessible by Emergency Services in the event of an emergency

MUNICIPAL FACILITIES ELIGIBLE TO BE ALCOHOL LICENCED

By approval of the Director of Parks and Recreation:

1. Gemini Sportsplex a) Wescast Room b) Lower and Upper Lobbies (must be partitioned as required by the SOP) c) Arena Floor (when ice is removed or covered) d) Seating Areas (approval of the Director of Parks and Recreation or designate

required)

2. West Middlesex Memorial Centre a) Multi-Purpose Room b) Exercise Room c) Meeting Room d) Concession Area e) Arena Floor (when ice is removed or covered) f) Seating Areas (approval of the Director of Parks and Recreation or designate

required)

3. Caradoc Community Centre a) Longwoods Hall b) Hartford Room c) Wendigo Room – (Lobby would be licensed when licensing this space)

4. Tri-Township Arena a) Arena Floor (when ice is removed or covered)

5. Town Hall a) Meeting Room

6. Strathroy and Areas Seniors’ Centre (as approved by Strathroy and Area Seniors’ Centre

and in rooms approved by the AGCO.

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7. Alexandra Park – outdoor (licenced areas to be specified)

8. Yorkview Park – outdoor (licenced areas to be specified)

9. Caradoc Community Centre Soccer Fields – outdoor (licenced areas to be specified)

EVENTS NOT ELIGIBLE FOR SPECIAL OCCASION PERMITS

1. Council- approved street parties

2. Youth Activities a. Dances b. Concerts c. Socials

At any time, Council may change the list of facilities where Special Occasion Permits can be issued. Users who seek permission to use these facilities with a Special Occasion Permit will be asked to sign an agreement stipulating the conditions of use and agreeing to comply with this policy.

NOTE: Facilities and rooms in facilities, and parks not listed as eligible in this Policy are considered inappropriate locations for events involving alcohol.

Youth Admission to Adult Events The applicable alcohol permit dictates who may attend the function. Rules as specified by the Alcohol and Gaming Commission of Ontario (AGCO) licencing laws will be in effect. Only those who have reached the age of nineteen and possess the proper identification will be served alcohol. Acceptable ID includes: Canadian BYID (Bring Your Identification), Ontario Driver’s Licence, Passport, and Military Card. In events where youth are in attendance, it is mandatory that those who are eligible to consume alcohol wear ID wrist bracelets. Signs The Municipality will post the following signs at all facilities where alcohol permits are in force.

1. Statement of Intoxication “By the authority of the Alcohol and Gaming Commission of Ontario, it is against the law for licenced establishments to serve customers to intoxication. For this reason, servers in our facilities are required to obey the law and not serve anyone to intoxication. We are pleased to offer non-alcohol beverages.”

2. Legal Age to Consume Alcohol “You must be 19 years of age or older to purchase and/or consume alcohol.”

3. Time Limits “No alcohol will be sold after 1:00am and all alcohol must be removed from the tables by 1:30am, and the premises vacated by patrons by 2:00am. No last call.”

4. R.I.D.E. “The Municipality of Strathroy - Caradoc Police Service Reduce Impaired Driving Everywhere (R.I.D.E.) thanks you for helping to reduce impaired driving everywhere in

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Strathroy - Caradoc and area. Random R.I.D.E. check(s) may be in place following this event.”

5. Alcohol Ineligible Areas “No Alcohol Beyond This Point.”

6. Ticket Sales “Sales of bar tickets will be limited to 4 per person per sale; No more than 2 drinks per person will be served per visit to the bar; As of 12:15am, a maximum of 1 drink per person will be served.”

7. Acceptable Identification – list of allowable ID will be in place at the bar location.

8. Accountability A sign will be posted at the bar and main entrance of all alcohol permitted functions and will inform patrons where to direct concerns regarding the manner in which the function has been operated. In addition to naming the sponsor of the event, the sign will include the name, address, and phone numbers of Parks and Recreation Department

Server Training A training program is in place through the hospitality industry. The Smart Serve training program will give liquor servers the information they need to understand and implement the skills of responsible service. This program replaces the Server Intervention Program. Qualified Smart Serve bartenders will know: • their responsibilities and obligations under the law • proactive approaches to preventing alcohol-related problems • how to recognize signs of intoxication • how to implement intervention strategies for aggressive customers It is mandated by the Municipality that hosts have qualified individuals behind the bar who have attended this training course. (Refer to chart on Page 13)

Further, it is understood that bar ticket sellers, floor monitors, and door monitors must be Smart Serve trained.

For further information, contact: Smart Serve ® Ontario www.smartserve.org 5405 Eglinton Avenue West, Suite 106 Toronto, Ontario, M9C 5K6 Tel: (416) 695-8737 | Fax: (416) 695-0684 | Toll-free: 1-877-620-6082 Email: general@smartserve.ca

Low Alcohol Drinks As a requirement for a facility permit involving an Alcohol Permit, the organizing group must ensure that a minimum of 30% of the alcohol beverages available must be of a low alcohol concentration level, (less than 5% alcohol).

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Safe Transportation Only individuals, groups and/or organizations implementing a safe transportation strategy will be permitted the use of facilities for alcohol related functions. Possible strategies:

a) Designated Drivers Program - to be advertised at the event so that all patrons are aware this program is available.

b) The designated driver will be supplied with low cost or free soft drinks/coffee during the function. c) Impaired individuals will be driven home by a sober friend, and/or call a relative, or taxi.

d) Inform patrons through advertising of the safe transportation options available.

CONTROLS Prior to the Event

1. Where a Special Occasion Permit (Liquor Licence) applies, every organizing group must provide a list of “qualified” Smart Serve trained Alcohol Servers 48 hours prior to the event. The Recreation Office is open Monday to Friday 8:30am to 4:30pm

2. The recommended minimum ratio is 1Smart Serve Program trained staff per 50 people.

3. All parties must demonstrate to the Director of Parks and Recreation or designate that plans are in place to observe regulations as specified below, that all requirements are understood and that controls are in place to ensure compliance with the Municipal Alcohol Policy.

4. All parties must provide proof of insurance naming the Municipality of Strathroy - Caradoc as additional insured at least 48 hours prior to the event. This insurance coverage will remain in effect for the duration of the event.

5. Off-duty uniformed police officers may be required. Please refer to the category list below:

Level One -Banquets/Receptions/Programmed Events A limited number of alcoholic beverages are served/sold to invited guests of a reception, sit-down dinner (including buffet-style dinners) or banquet. Examples include retirement dinners, service club dinner meetings, awards presentations, ballroom dancing events, wine and cheese functions, etc. These events may include attendance up to the allowable limits of the facility

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in question (alcohol served no later than 1:00am). This category only requires Smart Serve Trained Bartenders. (Refer to chart on Page 13 to determine number of Smart Serve Bartenders required)

Level Two -Affiliated Licenced Area a) A licenced area is established to serve/sell alcohol to participants or guests attending an

event or tournament. There is no dancing and the maximum number of persons within the licenced area does not exceed 200 persons at any time.

b) A licenced area is established to serve/sell alcohol to participants or guests attending an

event were the event is primarily family focused or deemed to be low to moderate risk by the municipality. I.e. talent shows, community festivals, fundraising dinners etc.

Level Three -Social Events Alcohol is available throughout the event, which may include dancing, games (within the applicable laws and regulations), and entertainment. These events may include attendance up to the allowable limits of the facility in question and may extend to 1am (alcohol served no later than 1:00am). New Year’s Eve events may not extend beyond 1:00am.

For Level Three Social Events, organizers are required to hire, at their own expense, licensed security for the duration of the event to monitor the activities of the participants according to the following ratios:

1-299 expected attendees – 2 security guards 300-399 expected attendees – 3 security guards 400-750 expected attendees – 4 security guards 750+ expected attendees – 6 security guards The above ratios of licensed security to attendance are a minimum standard required by the Parks and Recreation Department. 750+ expected attendance requires the renter to communicate with the Strathroy – Caradoc Police Service to determine if they require the hiring of paid duty officers. Ensure that the security is aware that they are required to remain on the premises until released by the organizer or the last attendee has vacated the property. The Day of the Event

1. Special Occasion Permit signatory or his/her designate (in writing) must attend event and be responsible for making decisions regarding the operation of the event.

2. With permission of the Parks and Recreation Department, alcohol may be delivered to facility earlier in the day to allow time for refrigeration but must be received, unloaded, and

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secured by the organizing group. The Municipality accepts no responsibility for loss or theft.

During the Event

1. Entrances must be monitored by Smart Serve trained volunteers to ensure acceptable identification is provided (depending upon the nature of the Special Occasion Permit), and to refuse access to patrons deemed undesirable.

2. Permit-holder is responsible for event and therefore, must not consume alcohol while event is in progress.

3. All Smart Serve trained Door and Floor Monitors must not consume alcohol while event is in progress.

4. You must deny entry to intoxicated individuals.

5. Smart Serve trained personnel must supervise all exits. No one may leave the licenced area with alcohol on his or her person.

6. A Smart Serve trained floor supervisor must be available to assist as required with unruly patrons.

7. Event workers involved with the selling, servicing or supervising patrons in an alcohol licensed area must not consume alcohol.

8. Event workers must be easily identified by attendees (e.g., name tags, unique hats or shirts, etc.)

9. Organizing group shall provide food (preferably unsalted) and non-alcohol beverages throughout the event. Snacks (chips, peanuts, pretzels, etc.) in and of themselves, are not sufficient. Foods such as pizza, subs, veggie trays, etc., are acceptable.

10. Complimentary bar must still have appropriate staff, and all listed controls in place.

11. Entertainment must be complete by 1:00am.

12. Facilities must be vacated by 2:00am, or additional fees will apply at the approved hourly rate.

13. Parks and Recreation Department staff or representative may enter the event and are authorized to demand correction or shut down an event on behalf of the municipality. Police will be called for situations deemed to be a risk to the safety of staff or the facility.

14. For any and all infractions related to this event, staff are authorized to: a) call Police, if deemed necessary. b) complete an incident report. c) inform municipal officials within 24 hours of infraction.

Bar Sales

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1. No special sale of alcohol will be allowed, e.g., oversized drinks, double shots, 2 for 1, discount prices, volume discounts, etc. No pitchers of beer will be allowed. “Extra-strength” beer (greater than 5% alcohol content) is not permitted.

2. Where a Special Occasion Permit applies, Smart Serve trained ticket sellers must be provided. Tickets must be presented at the bar to redeem for drinks and all unused tickets must be refundable.

3. Sales of bar tickets will be limited to 4 per person per sale. No more than two (2) drinks per person will be served per visit to the bar, and from 12:15am to 1:00am, a maximum of one (1) drink per person will be served.

4. No last call.

5. Bar to close at 1:00am, with all alcohol off tables by 1:30am.

6. Refer to signs on page 5 for additional information.

7. No glassware or bottles will be allowed to leave the bar unless prior approval has been

obtained. All drinks are to be served to the customer in paper or plastic cups or containers. FAILURE TO COMPLY Failure to comply with the rules and regulations contained within the Municipal Alcohol Policy may result in cancellation of function and may affect the organizing group’s opportunity to host future alcohol permit functions in any Strathroy - Caradoc Municipal facility.

INSURANCE Proof of a minimum of $5,000,000.00, or as determined by the Municipality, in alcohol liability insurance naming the Municipality of Strathroy-Caradoc as additional insured must be provided to the Municipal fourteen days prior to the event.

The Event Organizer/Sponsor shall indemnify and save harmless the Municipality of Strathroy - Caradoc from any and all claims, in connection with the holding of an event involving the serving of alcohol on municipal facilities such claims include but are not limited to demands, causes of action, losses, costs or damages that the Municipality of Strathroy - Caradoc may suffer, incur or be liable for, resulting from the Event Organizer/Sponsors’, event workers’ and agents’ performance, actions and negligent acts of omissions.” _____________________________ __________________________ Event Name Name of Event Organizer/Sponsor __________________________ Signature of Event Organizer/Sponsor

Parks and Recreation Department reserves the right to distinguish the nature, i.e., size and scope, of the event for insurance purposes.

POLICY MONITORING AND REVISIONS Parks and Recreation Department will review the Municipal Alcohol Policy on an annual basis

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and any changes and/or updates due to new legislation, etc. will be incorporated.

The Municipality of Strathroy - Caradoc has the right to vary or introduce additional conditions or restrictions at its absolute discretion when deemed appropriate by the Director of Parks and Recreation (or their designate).

A copy of the revised document will be provided to Council for their approval.

ALCOHOL ADVERTISING Facility permit-holders must follow the AGCO Special Occasion Permit regulations regarding alcohol advertising, which states that groups cannot advertise the brands or the cost of the alcohol to be served unless application is made to the Liquor Licence Board. This also applies to the dissemination of event details through information technology.

CONSEQUENCES FOR ALCOHOL CONSUMPTION IN MUNICIPAL RECREATIONAL FACILITIES

There is no alcohol permitted in the dressing rooms, and hallways of Municipal recreational facilities. The Police or authorized authority will be called to investigate all problem events. If an infraction occurs, the future use by the offending parties of Municipal recreational facilities will be affected. Steps to be followed should an infraction occur:

1. a) After being notified by the Parks and Recreation Department, first time offenders will be required to provide a letter to the Parks and Recreation Department within 48 hours of notification, acknowledging the infraction and detailing what action will be taken to prevent a repeat offence. b) If the required letter is not received by the Parks and Recreation Department within 48 hours of notification, Step 2 (below) will be enforced.

2. If a second policy infraction occurs, the offending permit-holder’s facility privileges for the next scheduled rental/event will be cancelled.

3. All costs associated with the facility rental will be the responsibility of the offending group, organization or team, whether or not the cancelled time/rental is re-rented.

4. Penalized permit-holders risk forfeiture of the remaining season/functions, unless they demonstrate to municipal staff that they follow all policy regulations at future functions.

VOLUNTEER JOB DESCRIPTIONS AND RESPONSIBILITIES

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Every staff event worker works as a member of the team. This provides support for all team members and ensures that any potential problems are quickly identified and dealt with. Examples of event worker job descriptions are as follows. The following is a recommended minimum ratio of event workers to patrons:

No. of patrons

No. of bartenders

No. of ticket seller

No. of floor monitors

No. of door monitors

Level 3 1&2 3 1&2 3 1&2 3 1&2 0 – 50 1 1 1 1 1 1 1 1

51 – 100 2 1 2 1 2 1 2 1

101 – 200 2 1 2 1 3 1 2 1

201 – 400 3 2 3 2 3 1 2 1

401 – 500 4 2 5 2 4 1 3 2

501 – capacity 6 3 6 2 6 1 6 2

Permit Holder: signs the Special Occasion Permit with AGCO and the Special Occasion Permit Holder Agreement. This person is also the general manager of the event and assumes responsibility for the operation of the event. Event Sponsor: she or he must attend the event, ensure that the required Smart Serve trained staff are available, coordinate and help staff and ask for help from security if necessary. Bartenders: accept tickets for the purchase of alcohol drinks, serve drinks, monitor for intoxication, refuse service when patron appears to be intoxicated or near intoxication and offer no-alcohol substitute. Floor Monitor: chats with participants, monitors patron behaviour, monitors for intoxication, responds to problems and complaints, refuses service, removes intoxicated persons, suggests safe transportation alternatives. Door Monitor: checks identification and for signs of intoxication, keeps out intoxicated and troublesome individuals, monitors for those showing signs of intoxication when leaving the event, and recommends safe transportation options. Ticket Seller: sells alcohol tickets to a maximum of 4 per person per purchase but a maximum of two (2) tickets will be sold from 12:00 am to the end of the event.

CHECKLIST

Date of Event: _____________________ Number of Persons attending: ________

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Location: ______________________ Name of person/group hosting event: _____________________ Will persons under 19 years of age be attending this event? YES NO

**must be indicated on the Special Occasion Permit** Type of Identification for event workers: __________________________________________________ Has proof of Special Occasion Permit been provided? YES Date________________ Has proof of Insurance been provided? (Copy to be attached) YES Date _______________ The safe transportation strategy/strategies that will be used at this function are: a) ______________________________________ b) _____________________________________ The names and certification numbers of our Smart Serve event workers (Recommended Minimum 1:50 ratio):

Bartenders (Mandatory) 1. Name ____ _ Certification # ____________________________

2. Name ____ _ Certification # ____________________________

3. Name _____ Certification # ____________________________

4. Name _____ Certification # ____________________________

Floor Monitors 1. Name ____ _ Certification # ______________________________

2. Name ____ _ Certification # ______________________________

Door Monitors

1. Name ____ Certification # ______________________________

2. Name ____________________________ Certification # ______________________________

Ticket Sellers

1. Name ____ Certification # ______________________________

2. Name ____________________________ Certification # ______________________________

Off-Duty Uniformed Police Officers or Licensed Security (for Level 3 Events)

1. Badge #/License # ________________________________

2. Badge #/License # _________________________________

3. Badge #/License # ________________________________

4. Badge #/License # _________________________________

I have reviewed the Municipal Alcohol Policy with a municipal representative and I understand all the policy regulations and I, and my group, will observe/obey all policy regulations ________________________________________________ ____________________________________________. Signature Lessee Signature Parks and Recreation Department

CORPORATION OF THE MUNICIPALITY OF STRATHROY-CARADOC SPECIAL OCCASION PERMIT HOLDER AGREEMENT

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Name of Organization/Individual:_______________________________________ (Please print)

Name of Contact Person:_____________________________________________________ (Please print)

Address & Phone:___________________________________________________________ (Please print)

Email:________________________________________________________________________ (Please print)

Fax:______________________________________________________________________ (Please print)

Name of Facility:____________________________________________________________ (Please print)

In consideration of the Corporation of the Municipality of Strathroy-Caradoc permitting me/our organization to hold an event licensed for the sale of alcohol on municipal premises, it is hereby agreed and acknowledged that:

1) I have received and reviewed a copy of the Municipal Alcohol Policy. 2) I have read and understand the requirements of said Policy. 3) I personally, and my organization, agree to adhere to the conditions of this Policy and the

Liquor License Act of Ontario and as listed on the Special Occasion Permit. 4) I understand that if an infraction of this Policy occurs, the Corporation of the Municipality of

Strathroy-Caradoc may warn or suspend me/my organization from using the facilities for a period of one year.

5) I understand that I personally, and members of my organization, may be held liable for injuries and damage arising from failing to adhere to the Liquor License Act of Ontario, or from otherwise failing to take action that will prevent foreseeable harm from occurring or from any act of negligence.

6) I understand that Strathroy-Caradoc Police Service and/or an Alcohol and Gaming Commission Inspector can lay charges for infractions of the Liquor License Act of Ontario or other relevant legislation.

7) I/My organization agrees to indemnify and save harmless the Corporation of the Municipality of Strathroy-Caradoc from all claims arising from the permit or the event, any loss or damage resulting in bodily injury or death or damage to any property from any one incident and provide proof of insurance with the policy naming the Municipality as an additional insured and shall protect the Municipality from all claims for all damage, injury or death arising out of any act or omission on the part of the event organizer, its servants or agents.

Signature _______________________________________________________________

(Sign and Print Name)

Position in organization _____________________________________________________

COMMENT FORM

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Please comment on the effects this policy had relating to your event. Please state the date of your event:_________________________________ Location of event: Type of event: __________________________________________________________ Comments:

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

________________________________________________________________

Your comments are important to us - Thank you!

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Sample INCIDENT REPORT

Date:

Time: am / pm

DETAILS OF INDIVIDUAL IN QUESTION

Name: _________________________________________________

Weather: sun / cloud / wet / dry / snow / wind / rain Height: Weight: __________________________

Staff on duty: Eye Colour: blue / brown / black / green

Hair: grey / blonde / brown / black / other - long / mid / short

__ _ _ Clothes: ________________________________________________

Glasses: YES NO

Gender: male / female / moustache / beard / goatee / other

Age: 19-25 26-30 31-35 36-40 41-49 50-59 60-65 65+

1. DENIAL OF ENTRY

Time of denial am / pm

Reason: intoxicated minor troublesome no I.D previously barred false I.D dress code other

2. REFUSAL OF SERVICE

Time of denial am / pm By whom? ____________________________________________________________________

Reason: intoxicated minor troublesome impaired other

What was the patron drinking? beer / wine / spirits / fortified wine number of drinks __________________________

3. EJECTING OF PATRON

Time of departure am / pm Estimated time of arrival am / pm

Reason: fighting dispute drugs false I.D trespassing minor swearing horseplay intoxication destruction of property other

4. INJURY / ACCIDENT on premises

Time of injury / accident am / pm What part of the body was affected? _________________________________________

Was medical attention given? YES NO Hospitalization required? YES NO

Did patron contribute to his / her injury? YES NO

Describe incident:

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5. MINOR on premises

Was minor caught drinking alcohol? YES NO If yes, who gave minor a drink? ______________________________________ Was identification checked? YES NO

If yes, indicate type of I.D: drivers licence / BYID / passport / other: __________________________________________________________

Was identification falsified? YES NO If yes, explain

6.TRANSPORTATION

Were alternate methods of transportation offered? YES NO

If yes, specify: ______________________________________________________________________________________________

How did patron leave premises? Please circle

Taxi company friend on premises police friend from home walking car motorcycle Bicycle other - specify _________________________

If patron was driving, describe vehicle

colour: Licence #: __________________________________

make: State / Prov: _________________________________

damage: __________________________________ other: ____________________________________

7. POLICE

Time of call: am / pm Time of officer arrival: am / pm

Time of departure of patron: am / pm Badge #: _______________

Name of Officer(s):

8. WITNESS(ES)

Witness name: _______________________________________________________________________________________________

Address: ________________________________________________________________________________________________

Telephone (home): _____ (Work): __________________________________________

Witness name: _______________________________________________________________________________________________

Address: ___________________________________________________________________________________________________

Telephone (home): _____ (Work): __________________________________________

I, the undersigned, affirm that all the information recorded herein is factual, accurate and complete regarding the circumstances of this incident.

______________________________________________ _______________________________________________ Name of person completing report Signature of person completing report ______________________________________________________________________ _______________________________ Address of person completing report Phone number