Community groups that want to use municipal parks for events will now have a better understanding about what is expected of them, particularly around insurance and alcohol consumption.
During its recent regular meeting, city council unanimously approved a motion to adopt a new Outdoor Events Policy that the parks and recreation advisory committee developed.
The parks and recreation department is responsible for maintenance and programming of outdoor parks, green spaces and buildings and has received several requests from groups about using Tatawaw Park — formerly the Wild Animal Park, a report to city council explained. With inquiries increasing every year, administration identified the need to formalize a policy to assist with the approval and organization of such events.
The new policy will give city administration direction and guidelines to host outdoor events in parks, sports fields and open spaces. The policy will also help in approving outdoor events in which the sale or consumption of alcohol is included.
Five particular items in the policy include:
- Applications are now available and are used as planning documents for requests;
- All costs of the event are now the responsibility of the applicant;
- The department will confirm with the applicant that insurance requirements and coverages are adequate;
- A process is now in place for special occasion sales permit applications for outdoor events that require a permit from the Saskatchewan Liquor and Gaming Authority;
- A process is available to confirm the terms of usage and conditions.
The policy also identifies the cost to rent either Crescent Park or Happy Valley. A single event that last fewer than two hours is $52; a half day that lasts fewer than five hours is $103.78; a full day of five hours or more is $185.71.
Coun. Scott McMann expressed his surprise that there were no booking fees to rent Tatawaw Park. Scott Osmachenko, recreation services manager, explained that the fees to use the other two parks are being applied to use Tatawaw while city administration investigates how much to charge for use of that area and other parks in the community.
Insurance will also be required for events that include alcohol, or are large in scale, such as Canada Day or powwows, Osmachenko told Coun. Brian Swanson.
Community projects funding
Council also unanimously approved a motion to accept an updated community projects policy that focuses on providing capital grants.
The parks and rec advisory committee last reviewed this program in 2009, a city council report explained. While the framework for the grant has not changed, updates are still required to reflect current practices and clarify eligible expenses. New changes include:
- Organizations may apply for projects in multiple phases, however, funding is not guaranteed from year to year;
- Small equipment such as tractors, trailers or mowers are ineligible for funding; only capital grants associated with improvements to municipal-owned buildings and spaces are eligible;
- Projects to enhance parks and green spaces are now eligible for funding;
- Applications can now be received by email;
- The recommendations of the advisory committee and city council are final, while there is no appeals process.
Since 2009, 64 different groups have applied for grant funding, Osmachenko told Swanson. City hall received 34 applications this year for Saskatchewan Lotteries funding, which means the municipality deals with 96 groups.
This issue of capital grant funding came up during the discussion with the financially hurting seniors’ groups, Swanson said. Since this particular funding sometimes “fails to get on the radar,” he wanted to see this program better advertised.
“We definitely could improve our posters,” Osmachenko said.
The next regular council meeting is Monday, July 8.
