EFCL Resource Guide - Facility Management

The Hall Manager has overall responsibility for ensuring that the day-to-day operating requirements of community league facilities are maintained, including indoor facilities and outdoor rinks, courts and parking lot. This includes:

facilities are prepared for scheduled functions;
facilities are kept neat and clutter free to conform to fire codes
facilities are supervised when open;
supplies are stocked for building operations;
grounds are kept clean;
leaves are raked in the fall;
snow removal from parking lot and walkways ;
snow removal and ice flooding so that rinks are available, weather permitting. This may involve obtaining volunteer and /or hired help.
rink boards are kept in sufficient repair.
concerns and requirements for facility repair and extraordinary maintenance are identified for the Board;
hall security and managing alarm system, including setting up alarm codes and responding to alarms;
short-term contractors are hired, on behalf of the Community League, to perform needed maintenance tasks within the approved budget amounts. Any maintenance requirement which exceeds this limit shall be considered “extraordinary’’ and needs Board approval.

Download a job description template in doc format

Download the Edmonton Police Service Hall Rental Guide

Administration

The Hall Manager shall:

Maintain facility, rental and program files;
Maintain records and cash accounts for money received;
Deposit proceeds of hall operations to the Community League Hall account as necessary;
Prepare annual budget request for facility expenses: supplies, maintenance, rink staff, summer staff, other casual staff requirements;
Report monthly to the Community League Board on use of the facilities and hours worked by staff.
Prepare payroll and yearend T4s for staff.
Record hours worked by hall manager & staff.
Return phone calls within 3 business days. Advise the Board if the Manager will be unable to meet position requirements due to illness, vacation, etc.
Carry a cell phone for personal safety and security. Several Board members should have access to the cell phone number.

Hall Use

The Hall Manager is responsible for facility use. Duties include to:

maximize hall use through rentals.

schedule and book functions, meetings, and recreational activities using Community League facilities;
arrange staff as required for hall rental functions (e.g. bartenders);
arrange hall access and security when required by users. This may be delegated by providing a key.

Staff Supervision

Supervise employees, assign responsibilities, account for hours of work and payroll requirements; hire and dismiss employees.

Programs

Assist the Board in planning and development of recreational/educational programs which promote the best use of Community League facilities.

Hall Rentals

The facilities of each community league are the major assets of the league. Each community league will have slightly different facilities, requirements and opportunities to use the facilities but there are common requirements for leagues and the parties renting their facilities either on one-time bases or on an ongoing basis.

Download the Edmonton Police Service Hall Rental Guide

User Group Insurance Overview (Third Party Liability)

Community League Activities And Programs

The community league insurance policy protects the community league, executive, employees and volunteers should they be sued by a third party for injury, property damage or a financial claim. Any activity, program, event or function organized and operated by the community league is covered under the league’s insurance policy. This includes community league events where alcohol is served and the league is operating the bar service.

When alcohol is served, it is recommended the servers be trained through Pro-Serve (formerly Alberta Servers Intervention Program). Details on this training are available at www.proserve.aglc.ca.

Use Or Rental Of Facilities By Third Parties For Private Functions

The community league insurance is not intended to provide coverage for third party user groups renting/using the league’s hall for their own programs, activities or functions.

It is recommended that any individual (whether a community league member or not), organization or company renting the hall for a private function provide the league with an insurance certificate.

If the function involves alcohol, the renter should confirm minimum $2 million comprehensive general liability coverage, including host liquor liability coverage, and name the community league as an additional insured. It is recommended that servers are trained through Alberta Servers Intervention Program (ASIP).

Organizations or companies typically have insurance; requesting a certificate confirming host liquor liability insurance should not be a problem. if food and beverage service is being provided by a catering company, the caterer should provide proof of insurance.

Where a renter is an individual and is providing his or her own bar service, the prudent course of action is to require host liquor liability insurance because:

if there is a claim due to the activities of the renters, the individual renting the facility may be personally named in a lawsuit. Insurance coverage will protect the individual from exposing their personal assets in the event of a lawsuit, and
the community league will limit its exposure in the event of a lawsuit due to the renter’s activities.

The renter may be able to provide insurance confirmation through his or her homeowner’s policy. Where this option is not available, it is strongly suggested they secure this coverage through the Edmonton Community League Short Term Hall Rental Program.

The Edmonton Community League Short Term Hall Rental Program provides renters with $2 million comprehensive general liability coverage, including host liquor liability coverage and names the community league as an additional insured. This coverage is available at very economical rates.

For more information, contact Foster Park Baskett Insurance Ltd. at 780-489-4961, e-mail at fpb@fpb.ca or visit the website at www.fpb.ca.

Download the Short Term Hall Rental insurance application.

Rental For Sports Activities

Any individual, organization or company renting the hall to conduct a sports-related activity should provide the community league with proof of minimum $2 million liability insurance, including injury to participants – and name the community league as an additional insured.

Hall Rental Checklist for Events

Basic Procedures

Valid Identification: produced by the person booking the location. Must have a picture, and be a form of accepted government identification with a current address and picture (Driver’s Licence).
Payment: certified check or valid credit card.
Valid Insurance: proof of insurance, which is issued to the renter.
Valid liquor licence: If possible, obtain a copy of the licence, the licence number and the name of the person who obtained the licence, & liquor store that issued the licence. If 400 or more are attending was AGLC approval obtained and person authorizing at AGLC name noted on licence.
Damage Deposit
Event Details summary: Should contain the type of event, number of persons expected, will liquor be served and the proposed hours.
Occupant Load: The halls shall post the occupant load near the main entrance. They must inform the renter both verbally and in writing, what the occupant load capacity is for the hall. Ensure the person renting the hall signs and receives a copy of the rental agreement. This will hold the renter responsible for the overcrowding problem, not the community league. Please check that you have an updated certificate. Ask your local fire department.
Any event that charges admission, pre-sold or at the door requires a special event license attained only from the Saint Albert Liquor and Gaming Commission. Anyone who has a public function that serves alcohol, even if free, also requires this license.

Recommendations

Contact the police with any concerns or issues. Strongly recommend building a relationship with the Community Liaison Constable. If an event was allowed, and it is not what was initially booked, contact the EPS to assist if required. Do not attend the event itself and try to stop it.
Event details summary , don’t be afraid to ask questions:

a) ask renter, person booking if any tickets have been sold?

b) has any advertising been done? If event is open to the public and not a private event it likely isn’t properly licensed.

c) does anyone have or require a business licence for this event?

d) type of crowd expected?

e) are minors allowed?

Intelligence gathering: periodically check the name of your own community hall on social networking sites, like “myspace” and or “facebook.”
Check for posters or advertising materials in your neighborhood. Some promoters will advertise in the community at local stores, restaurants and businesses.

download a pdf version

Hall Rental Agreements

The type of agreement you arrange with those individuals or organizations renting your hall depends on their use of the hall and their relationship with the community league.

Rental types can include:

Single use renter (for a special occasion such as a wedding reception)
Ongoing tenants considered to be a program of the league (such as an associated playschool)
Ongoing community club (such as a youth group)
Ongoing program of the community league (such as a crafts program)

Each of these different types of renters or tenants requires a different type of agreement.

EFCL offers several different rental agreement templates on Pages __ to __ in the Appendices for each league to either use as is or to adapt to suit the needs of each league.

Agreement for Single Use Renter
Sub-licence Agreement for Tenants (Program of the League)
Agreement for Community Club Rental

Leagues are also encouraged to use Before and After Inspection Sheets for each hall rental so both parties – the league and the renter – have clear expectations of hall maintenance and condition. See our template for Before and After Inspection Sheets which may be adapted to suit your own circumstances.

Leagues are also welcome to adapt the Hall Rental Single Use Set-up/Takedown Checklist to their own circumstances and offer it to single use hall renters.

Both of these documents are available in one download - click here.

Hall Maintenance

Conducting routine maintenance checks – and getting repairs done in a timely manner when problems are found – will help maintain the value of your hall and will help ensure smooth operations for the league and your renters.

See Appendices Page __ for a basic preventive maintenance checklist that leagues can use as presented, or adapt to their own circumstances.

Hall Renovations

Successfully undertaking renovations or significant repairs to your hall requires a specific set of skills, patience and time to do the job correctly. Following the steps below will make your renovation or repair project as smooth and efficient as possible.

Before you begin:

· Contact your CRC

· Review your licence agreement

· Conduct a hall assessment

· Conduct a needs assessment

· Outline the projected timing of your project

P.S. The Tripartite Agreement does not permit community leagues to put an addition onto their building (or remove any part of the building) without first obtaining written approval from the City of Edmonton.

Changes that require the City’s approval include:

Structural changes– to roof structure, load bearing walls, balcony, patio overhang, building additions, or a shed within the licensed area, etc.
Mechanical changes - Heating and ventilating (air conditioning) systems
Electrical changes – Fire suppression systems, adding of lights where new wiring is required, sound systems, security lighting, etc.
Plumbing changes – anything that requires gas connection working with or around gas fittings
Barrier free access – City of Edmonton has an accessibility checklist that can be used by groups who are renovating and want to ensure a barrier free environment. This checklist can be found at www.edmonton.ca, then search word “accessibility checklist”

Changes that do not require the City’s approval include:

· Cosmetic changes - Painting, changing lighting fixtures, flooring, minor renovations

· As a courtesy, the City should be notified of all projects before they are begun.

Defining the project:

Why – What is the purpose?
Who – Identify the stakeholders and who will own the project once it is done.
What – Identify project components.
When – Timelines (be realistic given funds or other resources needed)
Where – What space or area?
How much – Budget estimate

See our template for a basic checklist for hiring a contractor. Leagues can use the checklist as presented, or adapt it to their own circumstances.

Parking Lot Sand Procurement

The City of Edmonton will fill community league hall sandboxes in winter to help keep the hall parking areas safe.

If you have a sandbox that needs filling: Phone City Information at 311 to be connected to the inspector with Edmonton Transportation Roadways Maintenance inspector at the appropriate Transportation District Office (Central, Northwest, Northeast, Southeast or Southwest)

To get a sandbox at your hall: The community league president must submit a request in writing to the Transportation and Streets Department. The letter must:

identify which community league is making the request (include address),
specify where the sandbox is to be placed on the hall site, and
include a daytime contact phone number and e-mail address (if applicable).
submit by mid August as demand is very high

Send the letter to:

Transportation Roadways Maintenance

10517 – 95 Street

Edmonton Alberta T5H 2C2

Once the letter is received, someone from the Roadways Maintenance office will arrange to meet the league contact at the hall where they will agree on the location of the sandbox. Delivery of the sandbox will then be arranged.