09-012 Waiving of Rental Fees PolicyRECREATION, CULTURE & PARKS
Policy 9-012: Waiving of Facility Rental Fees Policy
Approval Date: January 27, 2025
Approval Authority: Council, By-Law 2025-011
Effective Date: January 27, 2025
Next Review Date: 2030
Department: Recreation, Culture & Parks
Last reviewed: 2025
Revision Date/s:
Schedules: None.
1.0 Purpose
1.1 To establish a governance framework for waiving of fees for facility rentals
requests from local non-profit organizations.
2.0 Policy Statement
2.1 The Waiving of Fees policy will assist in determining if facility rental fees may be
waived for an organization requesting this in connection to booking space in
Town recreation facilities including, Community Centre halls and meeting rooms
and parks facilities (available facilities for request are listed in the request form).
3.0 Definitions
“Application Process” – refers to the application-based process managed by the Town
and reviewed by the Director of Recreation, Culture & Parks or designate to determine
and recommend waiving of fees to Eligible Organizations.
“Community Event” – means a no cost or low cost event primarily designed and
delivered for the general population or that promotes the development of a stronger
community in The Town of Tillsonburg.
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“Conflict of Interest” – means a situation when an individual’s personal interests (what
they or their close family members could gain financially or otherwise) conflicts or
appears to conflict with their duty to administer the waiving of fees in a transparent
manner
“Council” – means the Mayor and Councillors of the Town of Tillsonburg.
“Criteria” - used to evaluate waiving of fee applications based on how the organization's
initiative will benefit the community (scale, inclusivity, direct and indirect benefits),
soundness of business plan (including resources, own funds, and fundraising), the
importance of the Town's contribution, and how the success of the initiative will be
determined.
“Eligible Organizations” – means a non-profit organization with operations in the Town
of Tillsonburg or in Oxford County and serves the Town of Tillsonburg.
“Essential Services” – means a service considered critical to preserving life, health,
public safety and basic societal functioning.
“Non-Profit” – means associations, clubs, or societies that are organized and operate
exclusively for social welfare, civic improvement, recreation, or any other purpose
except to generate a profit.
“Recipient” – means a Non-Profit organization that will receive a fee waiver for a
facility rental.
“Rental Fees” - Refers to the fees approved by the Town’s Rates and Fees by-law to
cover the fee for use of a space and does not apply to other ‘extra fees’, tariffs, licenses,
and insurance costs that may be required by the nature of the activity.
“Town” – means the municipal corporation of the Town of Tillsonburg.
“Town Treasurer” – means the Director of Finance/Treasurer of the Town.
4.0 Responsibilities
4.1 Council
a) Council may provide an annual fund as part of the budget process to be
used to offset the waiving of rental fees for non-profit organizations.
4.2 Recreation, Culture & Parks Department
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a) Responsible for establishing procedures for the implementation of this
Policy, which are consistent with the guiding principles for ensuring
compliance with this Policy.
b) Responsible to prepare, communicate, distribute and facilitate the
Application Process.
c) Responsible to accept and review applications for waiving of facility rental
fees on an ongoing basis as applications are received.
d) Responsible to administer the policy and provide the name of the
organization and the amount of fees waived to the Treasurer to ensure
proper accounting of the fees waived.
4.3 Applicant
a) Responsible for the accurate completion of the application form and
submitting any supplementary information, if required.
b) Successful applicants who receive waived fees from the program must
report on how the funding was spent and the impact the funding achieved.
5.0 Guiding Principles
5.1 Waiving of fees for facility rentals is available to Eligible Organizations
based in The Town of Tillsonburg.
5.2 Non-resident, Eligible Organizations may be considered for waiving of fees,
but only if it directly benefits the residents of the Town of Tillsonburg.
5.3 The amount of funding available to Eligible Organizations for waiving of fees
is subject to Council’s annual budget approval.
5.4 Requests that meet the established criteria are not guaranteed approval for
waiving of fees. Applicants may receive full, partial or no waiving of fees.
5.5 All applications are reviewed for completeness and eligibility. Applications in
compliance with this Policy will then be considered by on a first come, first
served basis.
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5.6 There is no appeal process for decisions of the Director of Recreation,
Culture & Parks regarding waiving of fees applications.
5.7 The activity for which facility rental fees are being waived must meet a
priority in the Town of Tillsonburg Community Strategic Plan or the Parks
and Recreation Master Plan.
6.0 Funding Conditions
6.1 No funding will be provided to an organization without a completed
application form with proof of current registration as a Non-Profit
organization.
6.2 Approval of funding in one year does not guarantee funding in subsequent
years, unless otherwise approved. Should an Eligible Organization require
additional waiving of rental fees in the future, a new application would need
to be submitted.
6.3 Organizations are only eligible for one waived rental fee per calendar year.
The waived fees are intended to support one-time special events and will not
support ongoing rentals for facility bookings.
6.4 The waived fees will be removed from the applicant’s facility rental contract
upon approval of an application.
6.5 The organization must meet all facility rental requirements including
insurance and those hosting large events will still be required to provide a
damage deposit which will be returned after the event upon a satisfactory
facility inspection.
6.6 The Recipient of waived fees must acknowledge the Town of Tillsonburg as
a funder in any print, electronic, visual, or audio marketing related to the
initiative, subject to review and approval by the Town’s Communications
staff.
7.0 Eligible Organizations and Expenses
7.1 The Town will consider waiving fees for Eligible Organizations for community
events that support one or more of the following priority areas:
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a) enhances the quality of life by providing programs, projects, and events
that address social issues;
b) creates equitable access to human, social, and economic resources and
services;
c) supports community collaborations, involving multiple non-profit
organizations, in addressing broader human or social issues;
d) supports the promotion, protection, and preservation of arts, culture and
human or natural heritage;
e) offers opportunities to develop knowledge and skills in arts and heritage;
f) improves the environment, protect and preserve natural habitats, and
improve open spaces and make nature accessible;
g) community events that encourage social cohesion and community
building; or
h) furthers the social, economic and environmental well-being of local
residents and non-profit organizations.
8.0 Exclusions
8.1 The following Non-Profit organizations are not eligible for funding:
a) non-profit organizations whose primary purpose is to:
i provide support to professional associations or colleges; or
ii earn profits for itself, its shareholders, or its members;
b) non-Profit organizations that do not have registered status;
c) non-profit organizations that have not been operating for one full year
8.2 The following types of rentals are excluded:
a) Rentals that are ongoing – only one-time bookings will be considered
b) This policy exempts individuals and/or private rentals and seasonal fees.
8.3 Organizations who receive a Fee Waiver cannot sublet the facility rental to other
persons or groups