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Home My WebLink AboutCLD-07-05 .. ~ REPORT CLERK'S DEPARTMENT A D'~' Meeting: GENERAL PURPOSE AND ADMINISTRATIIliIN COMMITTEE Date: March 7, 2005 Report #: CLD-07-05 File#: Keel: /,;;JJI" /J~. By-law #: ,..----. ~ Subject: USE OF MUNICIPAL BUILDINGS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1, THAT Report CLD-07-05 be received; 2. THAT the policy addressing Political Activity attached hereto as Attachment No, 1 be adopted by Council; and 3. THAT all Boards operating municipal facilities be advised of the policy and forwarded a copy of Report CLD-07-05, Submitted by: . 6~~ Reviewed by: Franklin Wu, Chief Administrative Officer PLB* CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T 905-623-3379 F 905-623-6506 1101 REPORT NO.: CLD-D7-05 PAGE 2 of2 BACKGROUND Staff has been directed to undertake a review of municipal policies addressing the rental of municipal facilities, specifically as they relate to political activities, Subsection H 13 of the Administrative and Corporate Policies addresses Political Activities, both of employees and the use of municipal buildings, In relation to Municipal Buildings, it states that: "All buildings, facilities and properties under the ownership and operation of the Municipality shall not be used by any person, employee or otherwise for the display or distribution of political campaign materials, signage, etc," It is suggested that this policy be amended to add an exemption for sitting members of parliament, both provincial and federal, and to indicate that celebrations following an election are not considered to be election activities. As this has been an administrative policy only, it is recommended that it now be adopted as a formal policy of Council. A copy of the recommended policy is attached hereto as Attachment No, 1, A copy of the Facility Booking Contract and Rules and Regulations that the Community Services Department utilizes for the use of facilities is attached hereto as Attachment No, 2, It is recommended that these documents be circulated to all board operating municipal facilities and that they be requested to implement the same procedure, with alterations to conform to their needs, Attachment 1 Attachment 2 Recommended Policy Facility Booking Contract and Rules and Regulations 1102 Attachment No.1 to Report CLD-07-05 Mnnicipality of Clarington Administrative and Corporate Policies SUBJECT: POLITICAL ACTIVITIES APPROVED By:D Council l2J CAO, SECTION: H SUBSECTION: H13 DATE APPROVEDIUPDATED: November I, 2000 APPLICATiON: lXT All Emplovees 1. PURPOSE To protect the integrity of the public service while allowing employees to exercise their democratic rights if they so choose, 2, POLICIES 2.1 Political Activities are generally defined as: . Making phone calls or stuffing envelopes for a particular candidate; . Soliciting campaign contributions from subordinates, colleagues or persons/organizations having dealings with the local government; . Wearing campaign buttons or displaying other visible advertisements for one or more candidate; and . Making public endorsements of one or more candidates, 2,2 Where a Municipal employee seeks an elected office, helshe shall be governed by the Municipal Elections Acr 1996, 2.3 Employees are prohibited from conducting any political activity in the workplace, 2.4 Employees who choose to conduct political activities outside the workplace are discouraged from doing so, 2.5 Where an employee chooses to engage in political activity outside the workplace, helshe shall: a) not coerce, solicit or influence other employees; b) not represent the municipality; and c) not prejudice or impair relationship between Council and the Administration, 3, MUNICIPAL BUILDING All buildings, facilities and properties under the ownership and operation of the Municipality shall not be used by any person, employee or otherwise for the display or distribution of political campaign materials, signage, etc, This policy does not apply to sitting Members of Parliament, either Provincial or Federal. Celebrations following an election are not considered to be political activities for the purpose of this policy, 1103 Attachment NO.2 to Report CLD-07-05 MUNICIPALITY OF CLARINGTON -USE OF FACILITIES RULES AND REGULATIONS 1, The issuance of a Facility Permit is entirely at the discretion of the Community Services Department. The Department reserves the right to cancel any permit temporarily or permanently. 2, The facilities named on this permit are to be used on the date(s) and time(s) specified and only for the purpose(s) named. The permit is not valid unless signed by the appropriate Director or the authorized Department representative. 3, This permit is not transferable. 4. CANCELLATION POLICY -TO CANCEL THIS PERMIT WRITTEN NOTIFICATION MUST BE RECEIVED BY THE COMMUNITY SERVICES DEPARTMENT NO LESS THAN FIFTEEN (15) BUSINESS DAYS PRIOR TO THE DATE STATED ON THE PERMIT, AN ADMINISTRATION CHARGE EQUAL TO 10% OF THE TOTAL FACILITY FEE WILL BE CHARGED. FAILURE TO COMPL Y WITH THIS POLICY WILL RESULT IN THE LOSS OF FACILITY DEPOSIT (50% OF THE TOTAL APPLICABLE FACILITY FEE), 5. The Municipality of Clarington will not be responsible for personal injury or for the loss or theft of clothing/equipment of the applicant/organization, or anyone attending on the invitation of the applicant/organization, 6. The maximum attendance at any facility shall be governed by Fire Regulations or Department of Health, All exits must be kept free from obstruction at all times, 7, Effective June 1, 2004, smoking is prohibited in all facilities as per Durham Region Smoke-Free By-Law #66-2002, 8, The Permit Holder is responsible: (a) To indemnify and save harmless the Municipality of Clarington from all claims therefore and upon request will lodge with the Municipality confirmation of liability insurance coverage in a form and amount satisfactory to the Municipality; (b) To pay all damages to the facilities and/or furnishings arising from the use of same as granted by this permit; (c) To pay appropriate fees for staff assistance including maintenance, bartenders, etc,; (d) To comply with all Federal, Provincial and Municipal By-laws and resolutions particularly those pertaining to games of chance, lotteries, gambling and alcoholic beverages: (e) For the conduct and supervision of all persons admitted to the facilities permitted and shall see that all regulations contained in this permit are strictly enforced; (f) To ensure that all persons admitted to the function being held have vacated the permitted facilities and that all privately-owned property and personal affects have been removed by the time specified on the permit. (g) Consumption of alcohol is strictly prohibited in all facilities, unless in conjunction with a Special Occasion Permit as issued by the LLB,O, 9. Admission of animals to the facility is prohibited uniess approved by the Municipality of Clarington, 10. The person Signing the permit must be a person authorized by the organization to do so and such persons, when requested, shall produce for inspection such authorization in writing. The person signing the penmit shall, when requested, agree to personally guarantee payment of any rental fees that are due to the Municipality, 11, Preference for use of Municipal facilities will be given to the residents of the Municipality of Clarington at all times, The permit holder has been given a copy of the rules and regulations which apply to this permit and agrees to be bound by these conditions, I have read and fully understand My responsibilities regarding this permit LESSEE 1104 DATE