Use of Town Spaces Procedure

Purpose statement

The purpose of this procedure is to establish a consistent framework for the use of town-owned spaces by town staff, the Mayor, and Members of Council. This procedure ensures consistent application of rates and fees, defining when exceptions apply for events deemed as official town business.

Scope

This procedure applies to the use of all town-owned spaces by town staff, the Mayor, and Members of Council. This procedure does not apply to use of Oakville Public Library spaces.

Procedure

General administration

Town-owned spaces can be booked for town business where availability exists.

Criteria for official town business

To qualify as official town business, an event must meet at least one of the following criteria:

1. Governance and community engagement
   • Examples include, but are not limited to:
     • Meetings of Town Council, Committees, Oakville Public Library Board, and Advisory Committees.
     • Public engagement meetings or events regarding matters of public interest, significant to the town as a whole (e.g. Oakville’s New Year’s Levee, Transportation Master Plan Consultation, etc.).
     • Town-sponsored community and economic development events, significant to the town as a whole (e.g. Canada Day).
2. Administrative operations
   • Examples include, but are not limited to:
     • Internal staff meetings, testing, training sessions, and strategic planning sessions.
     • Interviews conducted by town staff.
     • Staff events held during regular business operations in town-owned meeting rooms or parks, including:
       • Employee and volunteer recognition or appreciation events (e.g. service awards, retirements, etc.).
       • Team-building activities.
       • Celebratory gatherings intended for employees (e.g. holidays, life events, etc.).
3. Town-endorsed charitable initiatives
   • Fundraising events formally endorsed by the town as determined by the CAO, such as the annual United Way campaign.

Application of facility rental fees

Facility rental fees apply to the following:

• Private events hosted by town staff, the Mayor, or Members of Council.
• Political, campaign-related, or partisan activities that comply with all applicable town policies and legislation.
• Events hosted by other levels of government business, not significant to the town as a whole. 
• Events not formally endorsed by the town or a town department.
• Events that do not meet the criteria of official town business.

Exemptions from facility rental fees

Events that meet the criteria of official town business are exempt from rental fees. However, applicable fees apply under the following circumstances:

• If there are additional specialized labour or equipment costs.
• If a meeting or event is booked by staff or members of Council on behalf of another group.
• If the facility use is for a local community event (e.g. ward community barbecues).

Use of corporate resources during an election period

Any use of town spaces during an election period must comply with the town's established Use of Corporate Resources during an Election Period procedure. That procedure ensures that municipal resources, including public spaces, are not used for any election-related purpose, except as identified in the procedure. 

Definitions

Facility rental fees: Charges associated with booking and using town facilities, including any applicable insurance, labour, or equipment costs as listed in the annual Rates & Fees schedule.

Official town business: Defined as activities directly related to the governance, operations, or administration of the Town of Oakville. Refer to specific criteria as outlined in this procedure.

Town-owned spaces: Includes but is not limited to Town Hall, Community Centres, Parks, and other Town of Oakville owned and publicly accessible facilities, buildings or spaces.

Responsibilities

Town departments, Mayor, and Members of Council are accountable for managing town resources and responsible for ensuring compliance with this procedure when requesting to book town spaces.

Recreation & Culture is responsible for managing facility bookings and applying rates and fees, where applicable, in consultation with Facility Services.

The Commissioner of Community Services is responsible for reviewing and approving any exceptions to the procedure.