TOWN OF BANFF POLICY. Brewster/Community Services ================================================================

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1 TOWN OF BANFF POLICY POLICY # POLICY TITLE AUTHORITY AUTHOR C083 Ice Allocation Policy COU00-91 Brewster/Community Services ================================================================ 1. POLICY STATEMENT The Banff Recreation Centre ice arena facilities are made available for the citizens of Banff and the general public. The Town of Banff Community Services Department has the responsibility to manage the allocation of ice, maximize revenue and ensure as many community users and visitors are able to participate in arena programs on a yearly basis to reflect population, registration, utilization and participation patterns. 2. PURPOSE/BACKGROUND The purpose of this policy is to establish guidelines to ensure fair and equitable distribution of allocated ice time at the Banff Recreation Centre. This policy primarily deals with the winter ice season as all groups involved in the development of this policy operate winter programs. 3. DEFINITIONS Banff Hockey Academy Refers to the privately run, dedicated training and skill development program for midget and junior aged hockey players, registered in organized Hockey Alberta league play with all players residing in Banff or Canmore. Casual Users - Generally any group or individual (commercial or private) who rents ice on a walk-in basis and not seasonally. Commercial User Generally any individual, company or organization engaged in the pursuit of business for profit through the use of Recreation facilities, including adult/youth tournament organizers. Community Services Programs - Any program or special event operated, co-sponsored or sanctioned by the Community Services Department with the Town of Banff. Contract Users A not-for-profit group or organization whose membership is composed of 80% Banff/Lake Louise residents renting a specific block of time on a contract basis for the duration of the winter season or a concentrated period of time. Page 1

2 Damage Deposit - A pre-set amount of money held on account to be used to offset repair costs arising from malicious damage or vandalism, with the balance to be returned upon completion of the season/tournament etc. Damage deposits are required at the discretion of the Facilities/Programs Manager and/or Facilities Supervisor. Facility Closures - Traditionally Jan. 1, Labour Day, Thanksgiving Day, December 25 & 26 and other days as determined through department scheduling. Liability Insurance - Refers to comprehensive general liability insurance of not less than $2 Million ($2,000,000) inclusive with respect to bodily injury including death and property damage, or such amount as determined by the Town of Banff s insurance provider. The policy shall include an endorsement adding the Town of Banff and Her Majesty the Queen in the Right of Canada as represented by the Minister of Heritage as additional named insured Minor Hockey - Refers to formally organized community sponsored minor hockey programs and recognized by CAHA and Hockey Alberta. Non-Prime Time - Non-Prime time hours are considered to be between 8:00 a.m. and 3:30 p.m. Monday through Friday, and 6:00 a.m. 8:00 a.m. Monday through Sunday. Post-Season - April 1 until mid April. Closing date to be determined by Facility Supervisor and the Community Services Manager. Prime Time - Prime Time hours are considered to be between 3:30 p.m. to midnight for Monday through Friday; and between 8:00 a.m. and midnight for Saturdays, Sundays and Statutory Holidays. Public Programs - Any/all public admission programs including Public Skating, Shinny, 3 on 3, Mom and Tot Skate, Parent and Child Shinny etc., hosted by the municipality. Regional Alliance - Refers to formal partnership or alliance between two amateur sport organizations located in the Bow Valley whose common purpose is to enhance program opportunities for participants in each community. Regular Season - October 1 March 31 of the following year. Residency - As defined in the Town of Banff Land Use Bylaw, as amended from time to time. All user groups must have 80% residency membership Page 2

3 to qualify for local rental rates and to be considered for annual contract ice allocation. September Ice - September 1 until September 30 Skating Club Formally organized community minor based learn to skate, recreational and competitive figure skating and can-power club programs, sanctioned by Skate Canada (Alberta/NWT/Nunavut) Special Events - Any single event that is not regularly scheduled in the arena; i.e. hockey tournaments; figure skating test days; figure skating carnivals/shows; figure skating competitions; senior level exhibition hockey games; NHL training camps Statutory Holiday It is deemed uneconomical to remain open during certain statutory holidays, or holidays declared by the Town of Banff council. Limited statutory holiday facility openings may be available in order to provide contract user groups with access to contract ice slots. Individuals or groups wishing to rent ice time on a statutory holiday or on holidays declared by Town of Banff council shall be charged the approved hourly ice time rate, plus the applicable overtime wage costs for staffing the event on a statutory holiday. The Town of Banff reserves the right to apply minimum booking requirements. Summer Ice - July 1 until August PROCEDURE A. Prioritization for Special Event Ice Use Community Services recognizes the significant impact both economically and socially that tournaments and special events provide to the community. In order to ensure that tournaments/special events do not significantly impact other user groups and to control the size of tournaments, the following limitations will apply: 1. Minor Hockey tournaments will start no earlier than regularly scheduled block ice time and end no later than 6:00 p.m. to allow regularly scheduled contract users access to their ice slots. An exception can be made if Minor Hockey can make arrangements with other user groups to use that group s ice time. The Facility Booking Clerk must be notified of any such changes a least 1 week prior to the booking. Bantam and Midget divisions of Minor Hockey may have the option of a Friday large ice evening slot for tournament games as long as arena schedule and dressing rooms permit. The mini ice surface may also be scheduled for weekend use during tournaments (drills and skills sessions) as long Page 3

4 as flood schedules and dressing rooms are accommodated and the curling ice is vacant. 2. New Requests will be considered if ice time is available prior to the commencement of the regular season, during the Christmas break and/or after the regular winter season finishes. 3. All existing tournaments/special events as of the date of this policy will be accommodated and placed into the schedule. All tournament/special event requests/confirmations must be submitted in writing to the Facility Booking Clerk no later than June 15 of each year. Special Events Schedule Banff Minor Hockey Tournaments Banff Skating Club Skate Show Banff Skate Club Test Day Banff Hockey Academy Tournaments Parks Women s Hockey North America Canadian Hockey Enterprises Chrysler 4. The Banff Skate Club test days will be placed into the schedule. 5. Minor Hockey tournaments will be placed into the schedule. 6. Tournament/special event schedules will be sent to each group at the same time as ice slots are confirmed for the upcoming season. 7. One-off senior exhibition games, NHL training sessions, etc. may preempt regular users throughout the season. 8. No other tournaments or major events will be accommodated unless another event cancels or is approved by Community Services Director. New requests from existing regular season ice users may be considered before requests from non-regular season users. 9. Groups who may be bidding for future championships are asked to provide as much notice as possible about booking for major championship events. Community Services may provide some assistance with facility information for bid proposals. Page 4

5 B. Prioritization for Regular, Contract Ice Use 1. Town of Banff programs (public skating, shinny and community classes) 2. Local Banff Minor Hockey, Banff Skating Club & Banff/Canmore Alliance programs. Youth may be scheduled up until 9:45p.m. Monday to Friday. 3. First choice preference of an ice slot shall be offered to users in descending order from those with the longest record of annual consecutive use to the least. The historical record of use as of the date of this policy s approval shall be maintained on file with Community Services. Scheduling consideration shall be given to the Banff No-Hit League that schedules sequential games with referees, timers and scorekeepers. Teams registered in regional or out of town leagues or bringing out of own teams to Banff (as of the date of this policy) may have requirements pertaining to game start times. League rules/regulations related to start times, number of ice slots required etc. must accompany the Ice Use Request Form. Efforts will be made to accommodate these requirements with a view to ensuring that the needs of all user groups are considered. 4. Existing and or new teams who wish to change scheduling status by registering in an out of town league and or bringing teams to Banff must submit a written proposal with their Ice Use Request Form to the Community Services Department. Upon review by the arena users and the Manager of Community Services and or his/her designate the proposal may be considered depending on the arena schedule and available ice time. 5. Teams with an historical allocated ice slot whose membership drops below 80% for three consecutive years (calculated on the third consecutive year) or below 50% of Banff/Lake Louise residency shall lose their position of prioritization on the hierarchy and revert to the bottom of the list. 6. Private and/or Commercial Youth during school hours and/or nonprime time. C. New User Groups Requesting Contract Ice Time 1. Where there is a new user group requesting a permanent ice booking and if there is already an existing user group meeting similar needs in Page 5

6 the community and space is available, the department will direct the new group to the existing user group. 2. To be considered a new user group requesting contract ice time the group must meet the following minimum criteria: The group, or organization is considered a non-profit organization The group must meet the 80% residency requirement The group must identify a primary and secondary contact In the event an ice slot is unavailable a formal dated waiting list will be established. Upon ice availability the first user group on the waiting list will have the option of accepting the proposed ice slot after consultation with existing groups who may wish to switch times. 5. APPLICATION PROCEDURE 1. By April 15 of each year, the Facility Booking Clerk will write to each ice user group asking for their fall/winter ice requirements, and their projected team roster list. Facility Request (see Appendix 1). & Team Roster (see Appendix 2). forms will be enclosed for each user group to complete including any known special event bookings during the season. 2. Completed Facility Request Forms must be returned to the Facility Booking Clerk on or before April 30. Minor Users must submit their enrollment projections for the upcoming season to the Facility Booking Clerk on or before May All new organizations or persons requesting contract ice time for the upcoming season must make their request in writing by May 30 th. 4. Final schedules will be delivered to each user group by September 30 th. The Town of Banff reserves the right to alter the schedule on either a temporary or permanent basis at any time throughout the season in order to accommodate unforeseen changes and/or to maximize use of the facilities for the benefit of all users. 5. In the event that existing or new user requests cannot be accommodated, a wait list will be established based on the priority at the time this policy was implemented and or based on the date of their application request. 6. If conflicts cannot be resolved users should first write to the Manager of Community Services. If they would like to appeal that Page 6

7 decision then they should approach the Town Manager. If they would like to appeal that decision, then they should approach Council. 7. In the event of substantial changes in registration trends, staff shall reserve the right to alter the schedule until the end of October. User groups will be notified of significant shifts in scheduling in advance of any changes being made. 6. GENERAL TERMS AND CONDITIONS 1. All users shall submit a Banff Recreation Centre Participant Registration Waiver/Form (see Appendix 3 & 4) by November All users must provide a Certificate of Insurance to the Facility Booking Clerk by October 15 th. See Liability Insurance under definitions. Failure to provide a copy of your Certificate of Insurance to the Town of Banff may result in either the loss of your position for arena ice, or cancellation of ice for the season. 3. Rates and Fees: The Town of Banff establishes ice rates on an annual basis, which are approved by Town Council. If required, ice rates are adjusted by May 1 st of each year for the upcoming season. 4. a) Payment: All adult contract ice use shall be paid for in advance with the amount owing calculated according to confirmed ice dates on the user s contract. Two payment options are available - the first being payment in full in September with a 2% discount on the season s ice rent. The second option allows for payment in two installments, the first due on or before September 15, and the second due at the same time in the form of a post-dated cheque for January 1 st of the following year. The second option does not provide the 2% discount. Minor Users will be invoiced on a monthly basis. Should there be a need, a mutually agreed payment plan may be arranged with Community Services prior to the commencement of the season. Adult contract user groups not meeting 80% residency requirements as per section three of this policy will be charged the non-local contract ice rate. b) Failure to make payments in a timely manner as specified may result in 1) the loss of position for arena ice; or 2) cancellation of ice Page 7

8 for the remaining season; or 3) cancellation of ice for the following season, depending upon the user s circumstances. c) Cancellation of ice time must be made in writing one week prior to the booking date to the Facility & Bookings Clerk to allow for redistribution of these hours. All cancellations must be made by the organizations ice coordinator and cannot be cancelled by any team individual, coach or parent within the organization. When an organization or individual does not show up the ice time and the ice sits idle, the organization will be billed for adults the non-local adult rate and for minors the local adult rental rate. The Community Services Department will investigate any extenuating circumstances before assessing the rate. 5. No user group shall sub-lease or rent their ice time to any individual or other group without prior approval from the Facility Booking Clerk. 6. Contract users are responsible for payment for all contract ice booked and confirmed on their contracts. If an adult group is unable to utilize a contracted ice slot, the Facility Booking Clerk may be able to rent the ice to another group. Users should allow the Facility Booking Clerk a minimum of five working days notice in an effort to sell the ice time prior to the booking date. If the Clerk is successful in doing so, credit for the ice slot will be applied against the users contract. If the clerk is unable to sell the ice slot, the user shall remain responsible for the payment. 7. Full credit for any/all ice use cancelled by the Town of Banff will be provided. 8. All users must stay off the ice, with doors locked, until the ice resurfacer has left the ice surface and the tractor-shed door is closed. 9. All users will vacate the ice promptly when the horn sounds at the end of their slot. Minor or adult games running behind schedule will not be permitted to run past the allotted time slot. 10. The Banff Recreation Centre is regulated by the Town of Banff No Smoking policy, as amended from time to time. All users must abide by this policy. 11. The consumption of alcoholic beverages is permitted in licensed areas only. Page 8

9 12. Users are to use the dressing rooms assigned by facility staff. Users must vacate the dressing rooms within ½ hour of using the ice. Cleaning staff must be permitted suitable time for clean up for the next group. 13. All facilities shall be left in an acceptable condition or extra charges for damages or excessive clean up shall be applied. Arena staff are responsible for the operation and general supervision of the facilities and shall enforce all rules and regulations. 14. Facility users are responsible for all individuals in attendance during their ice booking including their participants, and spectators. Any player or visitor who becomes unruly or abusive will be asked to leave the building. 15. Violations of the rules and regulations by any users (participants, groups, spectators) could result in the suspension from future use of the facilities with damages, if any, being assessed to them. 16. All injuries/accidents are to be reported to facility staff and an Incident Report is to be completed. (see Appendix 5). 17. Concerns and/or complaints regarding the condition of the ice should be made immediately to on-duty facility personnel. An incident report must be completed. 18. Parents/Guardians are responsible for the supervision of all children under their care at the Banff Recreation Centre. 7. SPECIAL TERMS AND CONDITIONS MINOR SPORTS PROGRAMS 1. If ice time is cancelled with the Facility Booking Clerk less than five working days prior to the booking (excluding Saturday/Sunday & Statutory Holidays) adult prime time rates will be levied. 2. The allocation of ice to Banff based or alliance teams or users will be based initially upon the core number of Banff residents registered in the program(s). 3. For every Banff (league) players registering in Banff Minor Hockey or the Banff-Canmore Minor Hockey Alliance, the following will be provided: Two One hour practice slots per week Page 9

10 Twelve to fifteen weekend game slots total (not to exceed two hours per slot) Bantam/Midget (2 hours) Novice/ Atom/ Peewee (1.5 hours) Tykes (1 hour) One Weekend Saturday/Sunday 10:00 a.m. 6:00 p.m. tournament slot per division, depending on weekend availability throughout the season. For every Banff (Recreation) players registered in Banff Minor Hockey the following will be provided: Two - One hour practice slots possibly shared between the mini ice surface and the large ice surface Eight Ten weekend game slots not to exceed 1.5 hours One Saturday or Sunday (one day) 10:00 a.m. 6:00 p.m. tournament depending on weekend availability throughout the season. 4. Minor Hockey coaches are instructed to avoid prolonged activity i.e. drills and skills that create ruts/ridges on ice surface. 5. A minimum of eight to ten skaters has been established as a general guideline for Skating Club Programs with a goal to maximize ice use and therefore the number of skaters per slot. The final allocation of ice will be based upon the number of Banff residents registered in the various programs. 6. Team managers and coaches are to ensure all rules and regulations are followed. Failure to follow these guidelines may result in the levying of adult rates or the loss of future ice privileges. 8. SPECIAL TERMS AND CONDITIONS MINI RINK 1. Minor Hockey use will be available for Tyke, Novice, Pond/Recreation and Atom divisions to practice game scenarios and available for Peewee, Bantam and Midget divisions for practicing drills and skills sessions. Scheduling of use may be restricted to time slots when the curling rink is not in use. 2. Adult use will be restricted to time slots when the curling rink is not in use by the Banff Curling Club for league play, or when bonspiels are scheduled. Page 10

11 3. Adult use will be restricted to 3 on 3 play, non-contact play and or general ice-skating, or broomball. 4. Conditions of the ice surface on the mini rink are softer than the large ice surface. It is recommended all coaches using the mini ice rink prevent prolonged repetitive drills and activities that may create ruts in the ice surface. 5. Notification for usage of the mini ice surface concerning games must be forwarded to the Facility Booking Clerk at least five days prior to the booking from the ice coordinator. In doing so the ice coordinator is helping arena staff to provide proper dressing rooms and ice maintenance for the bookings. Failure to provide notification of changes for the mini ice schedule may result in the levying of adult rates for specific use. Dressing rooms may or may not be available depending on arena schedule. 6. All mini ice spectators are to remain in the lobby or if available our upstairs lounge. At no time are spectators to be inside the arena doors on the boardwalk area. 7. Team managers and coaches are to ensure all mini rink rules and regulations are followed. Failure to follow these guidelines may result in the levying of adult rates or the loss of future ice privileges. 9. APPENDICES/FORMS Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Ice Use Request Form Team Roster List Minor User Consent Form Adult User Consent Form Incident Form Forms attached are for administrative purposes and may be amended from time to time. 10. REVISION HISTORY (YMD) New Revised Page 11

12 TOWN OF BANFF COMMUNITY SERVICES ICE USE REQUEST FORM ORGANIZATION: Primary Contact Person: Telephone: Fax: Address: Address: City/Prov: Postal: Secondary Contact Person: Telephone: Fax: Address: City/Prov: Postal: SEASON: Start Date: Finish Date: BREAKS (if any): From: To: SEASON REQUIREMENTS: Days Times Locations Game or Practice TOURNAMENT/SPECIAL EVENT REQUIREMENTS: Event: Dates: Times: Locations: Special Considerations: Please list any considerations that will impact your facility allocations. Z:\Governance\Policies\Current\C083_IceAllocation_Appendix1.doc

13 TOWN OF BANFF COMMUNITY SERVICES BANFF RECREATION CENTRE WAIVER This information must be completed if you are an adult user of the Banff Recreation Centre. PARTICIPANT NAME: MAILING ADDRESS: STREET ADDRESS: PHONE: (DAY) (EVENING) USER GROUP: DIVISION: PLEASE READ AND SIGN THE FOLLOWING WAIVER AGREEMENT By signing this waiver agreement, you will be giving up certain rights including the right to sue. No one may participate in the Town of Banff s Recreation Centre Sports/Recreation Programs without signing this waiver agreement. Where the word Town appears in this agreement, it shall include the Town of Banff, it s Councillors, officers, employees, volunteers, agents and anyone else acting on behalf of the Town of Banff. I, being over the age of 18 years wish to participate in the Banff Recreation Centre Sports/Recreation Programs. I understand that some of the activities that I will be participating in as part of the Programs may include: Competitive/recreational Ice Hockey, 3 on 3 Ice Hockey, Shinny Hockey, Recreational Skating, Broomball, Figure Skating. I also understand that these activities, by their very nature, involve risks of injury to me and that the causes of these injuries may include my own negligence, the negligence or deliberate wrongdoing of other participants in the Program(s), or the negligence of the Town. I hereby freely accept all of these risks however caused, whether the risk results in personal injury, property damage, death or some other harm to me. As a condition of the Town allowing me to participate in the Program(s), I agree to waive all claims that I have or may have in the future against the Town for any injury, property damage, financial loss, or any other loss that may result directly or indirectly from my participation in the Program(s), no matter how this loss is caused, INCLUDING NEGLIGENCE ON THE PART OF THE TOWN. This agreement has been executed the day of, 2. Signature of Participant Witness to Signature of Participant Town of Banff Community Services 110 Bear St P.O. Box 1260, Banff, AB T0L 0C0 ~ Phone (403) This personal information is being collected under the authority of the Municipal Government Act for the purposes of establishing a record of use and residency. It is protected under the privacy provisions of the Freedom of Information and Protection of Privacy Act. If you have any questions about the collection, please contact the Town of Banff Freedom of Information and Protection of Privacy Act Coordinator at (403) Z:\Governance\Policies\Current\C083_IceAllocation_Appendix2A.doc

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16 TOWN OF BANFF COMMUNITY SERVICES BANFF RECREATION CENTRE CONSENT AGREEMENT This information must be completed if you are the parent or guardian of a child using the Banff Recreation Centre. Please Print Clearly. PARTICIPANT NAME(S) AGE USER GROUP DIVISION/PROGRAM 1) 2) 3) MAILING ADDRESS: STREET ADDRESS: PHONE: (DAY) (EVENING) RISK I, the undersigned understand and acknowledge that participation in Banff Recreation Centre Programs might result in personal injury, property damage or loss, and possible death. I fully understand these risks and hereby agree to participate in the sports and recreation programs of the Banff Recreation Centre voluntarily and at my own risk. RULES I understand that the rules and regulations are designed for the safety and protection of participants and hereby agree to abide by the rules and regulations set down by the Banff Recreation Centre. LIABILITY In consideration of acceptance of my participation in the Banff Recreation Centre sports/recreation programs, I agree that the Town of Banff or its volunteers, sponsors or employees shall not be liable for any personal injury, property damage, or loss arising from or in any way resulting from, my participation unless such injury, loss or damage is caused by the negligence of the Town of Banff or its volunteers, sponsors, employees or agents while acting within the scope of their duties. In addition, permission is granted to administer any medical treatment that may be required. THIS SECTION MUST BE COMPLETED FOR EACH PARTICIPANT For each Participant, under the age of 18 years, the following MUST be completed by his/her parent or guardian: I, as the parent/guardian of the participant named herein, hereby declare that I have read, understood and agreed to the contents of this Informed Consent Form in its entirety. I as the parent/guardian of the participant(s) named herein hereby agree to assume full responsibility to instruct my child(ren) of the risks involved, and to inform him/her of the importance of abiding by the rules and regulations. Signed this day of, 2. Signature of Parent/Guardian Town of Banff Community Services 110 Bear St P.O. Box 1260, Banff, AB T0L 0C0 ~ Phone (403) This personal information is being collected under the authority of the Municipal Government Act for the purposes of establishing a record of use and residency. It is protected under the privacy provisions of the Freedom of Information and Protection of Privacy Act. If you have any questions about the collection, please contact the Town of Banff Freedom of Information and Protection of Privacy Act Coordinator at (403) Z:\Governance\Policies\Current\C083_IceAllocation_Appendix2B.doc

17 TOWN OF BANFF - RECREATION CENTRE WAIVER ADULT PUBLIC SHINNY Date: Name: Signature: Witness: Disclosure: Emergency Phone & Contact: Word/Rec/ShinnyWaiver

18 COMMUNITY SERVICES INCIDENT REPORT Facility: Date: Time: am/pm Report Prepared By: Signature: TYPE OF INCIDENT [ ] Public/Customer Complaint [ ] Missing Person [ ] Vandalism [ ] Accidental Damage [ ] Lost Item [ ] Theft [ ] Child Management [ ] Injury [ ] Other Details of any public participants involved: Name Address Telephone Age Sex Describe briefly and factually what happened. Do not provide assumptions. (If a diagram would help describe what occurred, please attach.) Did the incident create a dangerous condition? i.e. broken glass on playground, live wires exposed etc. [ ] Yes [ ] No If a dangerous condition was created, what was done about it? Which, if any, Emergency Services were involved? [] Police [] Fire Department [] Ambulance [] Warden Service Official's Name: Badge/ID #: Occurrence File #:

19 Other Follow-up Action Taken Parent/Guardian Contacted: [ ] Yes or [ ] No Date: Time: am/pm Name: Name of Parent/Guardian: Home Phone: Work Phone: Community Services Director/Manager Contacted: [ ] Yes [ ] No If yes, when? Date: Time: am/pm Name of Staff Member submitting this form: Position: Date: Witness: Phone Number: Were representatives from the Media present? [ ] Yes or [ ] No Media Company Reporter's Name This form must be submitted to a senior member of Community Services on the next work day. Reviewed By: Community Services Director (or designate): Date: Time: This personal information is being collected under the authority of the Municipal Government Act for the purpose of recording any incidents and/or injuries while attending the facilities listed above. It is protected under the privacy provisions of the Freedom of Information and Protection of Privacy Act. If you have any questions about the collection, contact the Town of Banff, P.O. Box 1260, Banff AB, T0L 0C0,