City of Dawson Creek Arena User Guide
Contents
1. Additional Information regarding Incident Follow up review by Head Ice Maker Facilities Manager Comments Date Signature 18 City of Dawson Creek Arena User Guide 0409 11 Appendix III 7 19 1 GENERAL EVACUATION PROCEDURES All building evacuations will occur when an alarm sounds continuously and or upon notification by the Emergency Response Team Ensure all organizers and coaches understand that it is their responsibility to evacuate all players parents and spectators from the building Be aware of all the marked exits from your area and building Know the routes from your work area as they are displayed in each room In case of an emergency or if directed to do so by Fire Department activate the building alarms system 911 will need to be called The alarm will call 911 When the building alarms are sounded or when told to leave by Staff Member or Emergency Response Team start to evacuate building Ensuring that people remain calm e Have the public walk quickly to the nearest marked exit as per evacuation plan posted in each room and meet at the Muster area LP hockey Sticks in the North Parking Lot e As per User Guide Responsibilities in Emergencies Coaches should be advised to ensure that evacuation is carried out in an orderly manner and to account for their program participants e Advise patrons not to re2. KIDS KIN ARENA Key W Designated Evacuation Meeting Location For Kin amp Memorial Arenas fen Exits Kin Arena lt amp Exits Memorial Arena Areas where skates are permitted Emergency Telephone Memorial A Pay Telephone Kin Dial 0 Female Public Washrooms bd Male Public Washrooms City of Dawson Creek Arena User Guide 0409 11 4 Spectator Areas Bleachers Public Washrooms and Foyer Key Rec Spectator Area bd Female Public Washrooms b Male Public Washrooms Emergency Telephone Memorial B Pay Telephone Kin Dial 0 Designated Evacuation Meeting Location For Kin amp Memorial Arenas City of Dawson Creek Arena User Guide 0409 11 5 Responsibilities in Emergencies User groups are required to develop plans for emergencies that might reasonably occur while in the recreation facilities Those groups with Provincial and National bodies will be able to seek advice on what procedures should be in place There must be someone versed in those procedures whenever the group is in the facility Requirements are likely to include but not be limited to Minor First Aid Major First Aid Power Failure Missing Person Fire Major Disaster ie earth quake roof collapse Coach Staff Injuries Building Evacuation Child Protection Any incident that occurs with your organization must be reported to the Arena staff Please review incident report Appendix II Building Evacuation A variety of Emergencies could result i
3. 26 City of Dawson Creek Arena User Guide 0409 11 Appendix VII YUU UY Yd Dressing Room Etiquette Players AND Coaches or designated adult are responsible for all behavior in the change rooms Players are to be supervised at all times Hockey is to be played on the ice ONLY not in the change rooms or hallways Please respect the facility and refrain from smashing objects with your stick damages will be billed accordingly Smoking is NOT PERMITTED in the facility Chewing tobacco is NOT PERMITTED in the facility Alcohol is NOT PERMITTED in the facility unless a Special Occasion Permit is approved by Council Please vacate the change room as soon as possible after your ice time Ensure your change room s security by keeping the doors locked at all times Remember to leave the key behind If the key is not in the change room contact the Icemaker Remember that this is a co ed facility Please respect the rights of all users Keep the change room doors closed while you are getting changed and stay out of all rooms that are not assigned to your team For the safety and security of our participants cell phone camera use is not permitted in change rooms and activity areas There is not always time permitted for the Icemakers to get into each dressing room between uses so please look after your fellow users by putting your garbage into the container provided prior to vacating the dressing room Rule of T
4. coverage call or write Keith Gibson Risk Manager MIA MIA is currently working on a pro forma rental agreement which is expected to be completed shortly 21 City of Dawson Creek Arena User Guide 0409 11 Appendix VI Insurance for Special Events INSURED NOT INSURED WHO IS RESPONSIBLE WHY SHOULD SPECIAL EVENTS PURCHASE INSURANCE What is a Special Event and why should Subscribers require other organizations to be responsible for Special Events A Special Event is defined as any activity that takes place occasionally e g Spring Festival Canada Day Celebrations Sea Festival Parades Fairs Marathons Sports Events etc Why should the Special Event organization purchase additional insurance and add the Subscriber You as an additional named insured Answer The organizers control the event and therefore should be accountable for losses associated with the event s they have control over Organizers select the location and organize other groups such as participants and vendors The subscriber s role is usually to provide facilities for use by the Special Event organization including parks and streets for parades with and or without traffic control as well as the use of some municipal facilities and equipment The Subscriber is responsible for its facilities equipment and any loss which may occur arising from the conditions of the facilities and equipment being used Subscribers are covered through MIA for these l
5. Failure to comply with request will result in corrective work at the expense of the user group and may require closure of the space until changes are made Private Assigned Space will not be sublet and or rented for any fee or exchange without written approval from the City of Dawson Creek 17 Ice User Meetings Requests 13 City of Dawson Creek Arena User Guide 0409 11 There will be an Ice User Meeting prior to all ice requests for each upcoming season It is expected that all groups have a representative at the Ice User Meetings All user groups must submit an ice request in writing by the deadline that has been set for each upcoming ice season If requests are submitted late they will only be considered after all other requests have been scheduled and if there are any ice slots left Once the requests are received by the deadline the Ice Coordinator will develop an ice schedule for the upcoming season which will be sent out to all User Groups approximately 3 4 weeks after deadline Once the schedules are ready and sent out another Ice User Meeting will be set up to go over schedule Once the schedule is finalized and sent out prior to the start of the ice season it is the user s responsibility to go through the schedule to ensure all times and dates are correct If the Parks and Recreation Department does not hear from groups we will assume that the schedules are correct If there are any discrepancies please call the Ice Coo
6. any of the teams have female players that need to be accommodated in separate dressing rooms preferably 1 week in advance With this information the Icemaker working on the weekend can easily decide the most appropriate dressing room assignments The room assignments will then be posted on the white board in the Memorial foyer It is our Staff s goal to accommodate all teams by minimizing required moves from one room to another and by allowing teams to leave their gear in their assigned room overnight However Staff must balance the needs of other Patrons and their own work schedule Often it is only possible to allow teams to stay in one room over the course of one day not over the entire weekend General Arena Staff guidelines when assigning dressing rooms Arena Staff strive to allow tournament groups to retain the same dressing room for the duration of the tournament Of course this depends on the number of teams attending on whether any female players are present and on the scheduling of other user groups before and after the tournament teams Depending on which group is using the ice before or after the tournament games each day 28 City of Dawson Creek Arena User Guide 0409 11 certain dressing rooms must be vacated early in the day or left vacant all day For example these groups typically conflict with tournaments Figure Skating uses dressing rooms 131 amp 135 amp 139 Speed Skating uses dressing room 141
7. every reasonable measure is taken to ensure that employees are not subject to physical or verbal threat or abuse By minimizing unnecessary wear tear and damage on the facilities the City of Dawson Creek hopes to minimize the amount of resources both time and money spent on repairs and maximize the amount of resources spent on improving the building and services available to all those using the facilities By actively working to reduce obscene rude or crude language it is hoped that the arenas will be places that no one will hesitate to bring their families to watch or participate in activities Please be aware that both facilities have surveillance cameras installed in hallways lobby and entranceways The information is stored for 14 days If any vandalism misconduct or theft occurs all information will be sent to the RCMP user group and Recreation Facilities Manager The Concession provides a service that financially supports sport in our community It is our request that you support the concession by not bringing in outside food or beverages City of Dawson Creek Arena User Guide 0409 11 2 Posted Rules of Conduct It is our goal to ensure that everyone has a safe and enjoyable recreational opportunity in this facility Any activity that interferes with that will be stopped for example Offensive or abusive language Running and or other activity that could result in injury Pucks being hit off the ice or sticks being swung off
8. of another group requiring that room Equipment must not be left in a room that the team is not going to be using the following morning Past experience has proven that no team ever arrives 4 hours early for their game just to move their equipment to a different room so that another team can use the room e Whenever organizers have done the room assignments the Icemaker may have to make changes if circumstances dictate Whenever this happens the new room assignments will be posted on the white board in the Memorial Please check the white board every time your team enters the building 29
9. the ice In case of a fire alarm everyone is to exit from the nearest exit Coaches are to initiate a pre determined emergency exit plan including meeting location after evacuation and follow through to ensure that everyone got out safely Each group must ensure that their members have an emergency plan that should be set at the beginning of the year Children must be under direct supervision of adult at all times throughout the facility Everyone entering this facility is expected follow any instruction from Arena Staff and follow posted notice direction Skates are restricted to Dressing Rooms and Ice Surface Food and Beverage are not permitted on the Ice Surface Pucks are restricted to the Ice Surface Anyone causing any damage will be held financially accountable charges may be pressed Anyone falsely activating emergency equipment will be held financially accountable charges may be pressed Alcohol Consumption is prohibited in any City facility unless a special occasion permit is obtained from City Council Smoking is prohibited in any City facility Appendix 1 Dressing Rooms are to be under adult supervision For the safety and security of our participants cell phone camera use is not permitted in change rooms and activity areas Spectators are restricted to the following areas Bleachers Foyer Public Washrooms City of Dawson Creek Arena User Guide 0409 11 3 Exits Phones Evacuation Meeting Location and Skate Zones
10. up equipment premises or streets after an event Groups should be notified in writing if the cleanup is not satisfactory the group would be billed for any cleanup costs incurred by the municipality Any group requiring the use of dumpsters must rent their own dumpster for event Contact the City of Dawson Creek at 784 3600 to book a dumpster You will need the address and date of the event TRAFFIC CONTROL if required In Conjunction with local Police Emergency and Fire officials map out event site to avoid traffic problems both for event attendees and non participants who must travel through the area Special care must be taken concerning the placement of barriers cones and temporary signs It is especially important to keep emergency routes open for ambulances fire trucks and other emergency vehicles 25 City of Dawson Creek Arena User Guide 0409 11 LAW ENFORCEMENT AND SAFETY Consult with local police officers and other emergency personnel to ensure the safety of all participants Determine costs if any to be incurred as a result of additional personnel requirements If additional costs are to be incurred advise organizers FOOD FACILITIES If food will be served or sold at the event ensure that food handling preparation and distribution procedures comply with guidelines from the Health Department All user groups must have a Food Permit If your group is looking at other food being sold in the facility you must approve this
11. City of Dawson Creek Arena User Guide 0409 11 12 23 City of Dawson Creek Arena User Guide N Mrena User Guide User Guide 2011 doc City of Dawson Creek Arena User Guide 0409 11 Arena User Guide This document is to be issued to each group and or organization accessing the Arena Facilities The purpose is to ensure that there is a clear understanding of what responsibilities groups and individuals invited into the facility have with regards to ensuring that all those citizens and visitors entering the Arena Facilities can do so in a safe and enjoyable atmosphere We share the hope and goal that the facilities are a safe and enjoyable place for everyone to work and play It is anticipated that many of the expectations identified within this document will simply mirror the expectation already established by some teams and provincial sport bodies so it will be a matter of simply carrying on as you have in the past It reflects some concerns expressed by past and present users and attempts to remove inconsistencies amongst groups For those who do not have established procedures you will need to effectively communicate these expectations to all of your participants parents volunteers coaches staff etc It is expected that each club executive and coach will sign a contract that they will follow the Arena User Guide each season These Guidelines will be reviewed on a regular basis and changes will be circulated to user groups City o
12. Failure to respect the goal of safe and enjoyable recreation by individuals and groups may result in suspension of privilege of use of the facilities A team consisting of skaters parents volunteers coaches staff management and spectators will all be expected to contribute to the goals on a daily basis It is our expectation that organized groups take responsibility for behavior of their participants on and off the ice surface and that the team will take responsibility for re enforcement Staff will be approaching individuals whose actions behavior is not contributing the safe and enjoyable goal off the ice Groups using dressing rooms must provide responsible supervision in the dressing rooms If the behavior is unsafe in that there is potential for injury to any person or damage to property or if language is obscene and or gestures are rude or crude 1 The behavior should be addressed by any of the team members 2 Those involved may be expelled and or 3 They may be turned over to the direct care of a parent and or coach who will take responsibility for the behavior 4 Any expense incurred as a result of unsafe or inappropriate behavior will be charged back to organization and or individual at cost 5 Any activity fee will not be reimbursed to individuals and or groups expelled The City of Dawson Creek under legislation the Prevention of Workplace Violence Program must take responsibility to ensure that
13. ROCEDURE SPECIAL EVENTS APPLICATIONS Applicant s Requirements All groups requesting the use of Municipal Facilities must complete an application for a special event The application should include a description of the activity its purpose number of expected participants and public facilities to be used including use of municipal equipment The application should also contain the group s plan for cleanup traffic control law enforcement and safety The group should attach copies of all necessary permits such as health permits or fire department permits including liquor permits and description If permits are pending an updated application will be required based on approved application outline of the control of liquor sales including control of intoxicated individuals If the event is to be held in an area that does not have sufficient restrooms describe what steps will be undertaken to provide sufficient restrooms FIRE SAFETY The Fire Department should review the projected occupancy of all enclosures use of tents or other fabric structures handling of vehicle fuel cooking facilities and any use of an open flame or fireworks The appropriate authority should also inspect all electrical wiring installed for the event Obtain copies of the necessary Fire Department permits that are required for the event well in advance CLEANUP PLANS All groups using public facilities who are responsible for clean up should have a plan for cleaning
14. amp 147 pending Sundays Junior and Senior Canucks opposition use dressing room 113 Public Skate uses dressing room 113 Ladies Hockey uses either dressing room 113 or 135 and for games one of the other rooms Private Rentals use either dressing room 113 or 135 e Whenever female players are present they must have either dressing room 147 because that allows for a private bathroom e To facilitate Arena Staff s daily work duties we attempt to use the minimum number of dressing rooms as possible While we understand that Patrons would like to have their own exclusive room Patrons must realize that every square foot of work added to each shift reduces the number of items that Staff can accomplish to the required cleaning standard General guidelines for tournament organizers when assigning dressing rooms e f tournament organizers wish to do their own room assignments the above considerations must be taken into account Organizers must recognize that smooth flow of room assignments necessitate that the home team does not always get the large dressing room and does not always get to leave their gear in overnight When the large dressing rooms 113 and 135 are required they must be put into rotation for whichever group is next regardless of whether or not it is a Dawson Creek team e Before leaving gear in any of the rooms check with the Icemaker on duty Equipment cannot be left in the room if there is any possibility
15. anager if patrons will be banned from the facility for infractions of rules There are many dangers to unsupervised children The following are some examples but danger is not limited to Stairs and bleachers are trip and fall hazards when children are not sitting down Doors can pinch fingers without adult assistance opening and closing doors Pucks going over the glass City of Dawson Creek Arena User Guide 0409 11 8 Ice Users A ICE CLEANING It is the City of Dawson Creeks goal that ice cleaning and resurfacing occur in a safe and predictable manner for the machine operator and ice users For that reason the following is our expectation At the time of the scheduled ice clean the ice machine operator may ring the buzzer and or open the Ice Resurfacer door indicating to the coach skater that they are to clear the ice surface immediately and make sure all gates are shut prior to exiting the ice Once the doors are open the machine operator will drive onto the ice and start cleaning only after all skaters have left the ice The exception to this is when designated skaters are required for pushing nets into the corners e Should any skater enter into the ice surface during an ice clean the machine operator will immediately leave the ice surface and not return until the ice surface has been cleared of skaters All users and user groups are responsible for educating and supervising participants on this matter to ensure that ice mai
16. at he could be injured A duty to advise of the potential injury sometimes rests with the organizer We suggest you consult your municipal solicitor for advice in this area 3 Nothing in this section relieves an occupier of premises of a duty to exercise in particular case a higher standard of care which in that case is incumbent on him by virtue of an enactment or rule of law imposing special standards of care on particular classes of person Liquor Liability Our research indicates that responsibility for losses arising from injuries caused by drinking and driving has also become the responsibility of the host as well as the intoxicated individual If a customer or guest is over served and who then has a drinking driving conviction or accident you could be sued The same liabilities apply to the host as to the server at a licensed establishment You have the responsibility for guests and patrons who drink and drive NOTE 51 of drinking drivers come from licensed establishments 38 from private functions If the organizers have no insurance or are not formally required by agreement to Hold and Save Harmless the Subscriber the Subscriber could be responsible for the claim Consequently it is our recommendation that Special Event organizations purchase insurance to protect the Subscriber as an Additional Named Insured and the organizing committee against financial losses arising from injury This recommendation is based on t
17. d include a requirement that the User Group will provide qualified supervision i e a responsible adult qualified to lead the group an indemnification clause to Hold and Save Harmless the facility owner and insurance for the benefit of all including participants and the Subscriber This coverage should be a minimum of 5 000 000 and name the MIA Subscriber as an Additional Named Insured A requirement that the Certificate of Insurance be received prior to the use by the group should also be included in the User Agreement There will be some exceptions to the above insurance requirements as the activity planned does not pose a risk to the facility or injury to the participants A senior official should have authority to waive the insurance requirement However any activity involving the serving or selling of alcohol should be required to provide in addition to a liquor licence comprehensive General Liability Insurance for the event including Host Liquor Liability The North Vancouver Recreation Commission in an effort to reduce their exposure to claims arising from sporting events or special events not sanctioned by a Provincial or Regional Sports Association which has insurance includes various users under a Master Policy with Sport B C Insurance The cost of insurance is then added to the cost of the user fee based on an hourly rate for various activities If you would like more information on arranging a similar users
18. ena Local Government and the organizer will be put on notice and legal action will follow If the organizer has signed a permit to use the facility the permit will require the organizer to indemnify and hold harmless local government from all losses including death which may occur that are not the responsibility of local government What if the organizer has no insurance The organizer would be personally responsible for funding his or her _ ownlegal defense and if found responsible for the cause of injuries or cause of death they personally could be financially responsible to the injured party or the family Local governments are insured for these types of claims However local government is exposed to the financial responsibility of their deductible If the injuries to the player were not caused by local government MIA will use its resources to defend the legal action and the injured player will not receive compensation or settlement for their injury In order to reduce local government exposures to these types of claims and issues we encourage municipalities to require user groups to purchase liability insurance and participant insurance also known as accident benefits to protect the organizers the players and the municipality In the case of recreational hockey local groups can form teams and join the Canadian Adult Recreational Hockey Association at a cost of 24 00 per player Membership includes full accidental medical dental deat
19. enter the building Assist persons with disabilities in exiting the building If a person with disabilities is in building assign someone to assist them outside Do not panic Remain calm Once outside move to an assigned clear area the LP Hockey Stick in the North Parking Lot that is at least 500 feet away from the affected building s Keep streets and walkways clear for emergency vehicles and personnel Ensure all public and coaches stay with their group in assigned area and await further instructions Get information on any reports of missing persons and advise Emergency Response Team In the event of a declared emergency an Emergency Center will be established If you have important information to report ensure you give to onsite commander DO NOT RETURN TO AN EVACUATED BUILDING unless directed to do so by Security 19 City of Dawson Creek Arena User Guide 0409 11 Appendix IV Insurance For Recreational Hockey Users Each year we received phone calls from various members advising us that the local recreational hockey group is upset that they have to buy insurance before they can play and that the cost of insurance is to expensive These groups should consider the alternatives What if one of their buddies got injured and could not work to support his family or pay the out of pocket medical expenses that will be incurred What if one of their buddies is accidentally killed The chances are that the owner of the ar
20. f Dawson Creek Arena User Guide 0409 11 Contents General Guidelines Posted Rules of conduct Exits Phones Evacuation Meeting Location and Skate Zones Spectator Areas Bleachers Public Washrooms and Foyer Responsibilities in Emergencies Reporting of Damage or Breakdowns Minors under Direct Supervision of Adults Ice Users Duties of Arena Workers Smoking Restrictions Alcohol Restrictions Dressing Room Use Supervision of Players Ejected Before End of Game Special Requests Extra Billings Overtime Damage Approval for Modifications Ice User Meetings Requests Ice Schedule Changes Cancellations Insurance Requirements Appendix Smoking Regulations Appendix II Incident Report Appendix III General Evacuation Procedure Appendix IV Insurance for Recreational Hockey Users Appendix V Insurance for Users of Recreational Facilities Appendix VI Insurance for Special Events Appendix VII Dressing Room Etiquette Appendix VIilI Tournament Dressing Room Assignment Updated 04 10 City of Dawson Creek Arena User Guide 0409 11 1 General Guidelines The following guidelines have been prepared to ensure that all those citizens and visitors entering the Arena Facilities can do so in a safe and enjoyable atmosphere By doing this we hope that the facilities are recognized as safe and enjoyable places for everyone to work and play These guidelines apply to each and every individual and group taking advantage of the ice facilities
21. g the requests For example we may be able to accommodate the request if you are willing to cover costs or if a donation of city resources had been approved by the grants committee of City Council and or administration In all cases the sooner you can make your special request the better the chance of us being able to meet that request and or have discussions as to options Requests are always best in writing Special requests are also required for Special Occasion Permits Appendix VI as well which are needed if any alcohol is going to be consumed in a City facility Proper security is required as per the Province of BC Regulations for any event with alcohol A minimum one trained security to supervise the event The City is reviewing this regulation subject to change 15 Extra Billings 12 City of Dawson Creek Arena User Guide 0409 11 Vandalism Building Damage As noted in General Guidelines it is our goal to minimize unnecessary wear tear and damage and expense to the facilities By minimizing the amount of resources both time and money spent on repairs we can maximize the amount of resources spent on improving the building and services available to all those using the facilities We encourage a commitment to that goal by holding user groups accountable for any expense incurred outside safe and responsible use of the facility When actions of teams or individual members of a team damage the facility and or require use of additiona
22. h and liability protection If you have access to the Web the CARHA can reached http www carha ca or by E mail hockey carha ca or by telephone 1 800 267 1854 If the local group does not want to join the CARHA they can approach a local insurance agency or Sports Can Insurance in Vancouver at 604 685 0065 or Allsport Insurance at 604 737 3018 Oct 97 Art 3 20 City of Dawson Creek Arena User Guide 0409 11 Appendix V Insurance for Users of Recreational facilities How do we protect users ourselves and our insurance deductibles from claims arising from the use of our facilities The answer has two components First the facility that is to be used should be free of all hazards that can cause injury This can be accomplished by physically inspecting the facility prior to its use This inspection should be in addition to regular inspections and conducted by the person in charge of the User Group This policy should be included and signed off separately in the User Agreement that the inspection will be undertaken prior to the commencement of the activity All hazards potential hazards and or any problems should be reported to the recreation staff by the user immediately If there is a delay in repair or removal the hazard should be marked with a very visible warning sign and brought to the attention of all participants and to the immediate attention of the facility manager Secondly the User Agreement shoul
23. h was supplied by Keith from MIA 15 City of Dawson Creek Arena User Guide 0409 11 Appendix Smoking regulations are outlined in the British Columbia Tobacco Reduction Act No smoking in or near certain places 2 3 1 Subject to subsection 2 a person must not smoke tobacco or hold lighted tobacco a in any building structure vehicle or any other place that is fully or substantially enclosed and i is a place to which the public is ordinarily invited or permitted access either expressly or by implication whether or not a fee is charged for entry ii is a workplace or iii is a prescribed place or b within a prescribed distance from a doorway window or air intake of a place described in paragraph a 2 Subsection 1 does not apply to the ceremonial use of tobacco a in relation to a traditional aboriginal cultural activity or b by a prescribed group for a prescribed purpose 3 Subject to subsection 5 if any person contravenes subsection 1 in respect of a place described under subsection 1 a i or iii each manager owner and lessee of the place is deemed to have contravened that subsection and each is liable for the contravention 4 Subject to subsection 5 if any person contravenes subsection 1 in respect of a workplace the employer is deemed to have contravened that subsection and is liable for the contravention 5 It is a defence to a charge under subsection 3 or 4 if the
24. he fact that if an injury occurred to a participant a vendor and or a spectator the Subscriber and the organizer would be named in an action or claim Why should you as subscribers incur costs for claims and or legal actions that you have no control over Why should you the Subscriber expose your self insured retention level 23 City of Dawson Creek Arena User Guide 0409 11 We recognize that there is a cost to the organizer to purchase insurance However knowing that there is a cost it is reasonable to expect that the organizing group should account for this anticipated expenditure and budget accordingly A Special Event insurance policy is available for most events with some exceptions and exclusions from Sport BC Insurance Phone 1 737 3018 or Fax 1 737 3076 or write to them for more information Sport BC Insurance Agencies Ltd 107 1367 West Broadway Vancouver B C V6H 4A9 We would further suggest that if the organizing group is not a member of a National or Provincial organization that they obtain a legal opinion on the merits of becoming a Registered Society to protect the individual committee members and members at large from potential legal action which could arise against them individually The following is a suggested outline of guidelines for developing your own municipal policies and procedures relative to Special Events 24 City of Dawson Creek Arena User Guide 0409 11 SPECIAL EVENTS CHECKLIST POLICY amp P
25. humb Leave the room AS CLEAN OR CLEANER than you found it v Please pick up after yourselves All garbage is to be placed in the garbage cans e Brooms and dustpans are provided in each dressing room Please help us keep all users on time The last player is to be getting off the ice as your time ends Your cooperation is appreciated Lets all work together to provide a positive operating facility 27 City of Dawson Creek Arena User Guide 0409 11 Appendix VIII Tournament Dressing Room Assignments Our goal is to provide the best possible recreational experience we can with the resources available Complementary to this goal is the need to use resources people money in an effective safe and efficient manner to the greatest benefit of the community The City Arena Staff and Patrons must work together to make this goal a reality In general Patrons must strive to better our facility and to not leave an imprint on our facility each and every time they use it Most days there is only 1 Icemaker per 10 hour shift Patrons can assist Arena Staff in completing their daily tasks by restricting their use of the facility to the minimum required areas This goes hand in hand with the facility expectation that all children are under the direct supervision of a parent or coach Specific to scheduling room assignments for weekend tournaments It is best to fax the arena a list describing the number of teams attending and whether
26. l resources those expenses will be billed back to the user group It is our hope that all user groups will be committed to reducing minimizing facility damage to keep costs as low as possible for everyone who pays for the facilities including taxpayers those who pay admission to events and user groups We prefer the damage to be curbed to billing for the repair Staff time will be billed at full cost including benefits Materials will be billed at cost A 10 administrative fee will be added Overtime extra staff time as a result of teams leaving dressing rooms late Again it is not our intent that everyone who pays for the facilities including taxpayers those who pay admission to events and user groups have to cover the extra cost incurred when a user group is not cleared out of the dressing room on time Staff time will be billed at full cost including benefits A 10 administrative fee will be added 16 Approval for Modifications to Private Assigned Space All Changes made to the private assigned spaces require approval from the City and must conform to building and fire codes based on the use and designation of the space Do not start work or make change that does not have prior written approval from the City the Fire Chief and the Building Inspector Space may not be used for purposes which are not designated for that use The purpose of this notice is to ensure that groups are not making modifications in contravention of codes
27. manager owner lessee or employer as applicable demonstrates that he or she exercised reasonable care and diligence to prevent the contravention 6 Subsections 3 and 4 apply whether or not the person who smoked tobacco or held lighted tobacco or any other person is charged with contravening subsection 1 16 City of Dawson Creek Arena User Guide 0409 11 Appendix II City Arena AW SOW Creek User Group Incident Report Date 20 Time of incident am pm Time of written report am pm Coach Representative Date Incident Reported Person s name Age OM OF Parent s name Phone Parent s O Present O Phoned Mom O Phoned Dad O Were unable to contact Witness name Phone Witness name Phone Ice Maker Name Notified at am pm Incident Clear description of what you saw heard and description of what you were told by who specify behavior any damage done to equipment or facility etc O Unsafe behavior ie running pushing hitting etc O Personal behavior ie fighting swearing etc O Other Injuries O Yes O No If yes please explain the injuries Severity of Incident please check one O No First Aid Required O First Aid Required O Ambulance Hospital Required O Fatality 17 City of Dawson Creek Arena User Guide 0409 11 Mark on the Diagram with an X where the incident occurred
28. mit is required for alcohol to be consumed or brought onto City premises Please allow a minimum of six weeks for approval by City Council and the RCMP The use and or possession of prohibited drugs or alcohol are not permitted on City premises by the public or workers Failure of user groups to control participants may result in the following e Ice time revoked Room privileges revoked This restriction has Zero Tolerance and this includes all leased spaces 10 City of Dawson Creek Arena User Guide 0409 11 12 Dressing Room Use Dressing room use is a privilege extended to skaters during specified times Groups are required to supervise dressing rooms to ensure that behavior is appropriate Any unsafe behavior and or behavior that will cause damage must be stopped Upon being assigned a dressing room damage evident from a previous user group should be discussed with staff to ensure that your group will not be held accountable for damage The general public is restricted to the use of the Foyer Public Washrooms and designated seating areas Only Skaters Parents Coaching and other Staff are permitted into dressing rooms and corridors leading to dressing rooms This is for the protection of skaters the public and for the purpose of reducing vandalism Note For ALL Hockey Games parents are restricted from accessing dressing rooms In event of skate tying emergency ect Permission can be granted by the coach Please ensu
29. n building evacuation for example Ammonia Leak Fire and false alarms If the fire alarm sounds and or direction is given by staff to evacuate the building coaches are required to ensure that evacuation is carried out in an orderly manner and to account for their program participants Again each group must practice their evacuation on a monthly basis and record the date and time of fire drill Appendix III Evacuation is to start immediately upon sounding of alarm and is only to be halted by instruction of staff and or other emergency personnel All groups are to meet at the Muster Area hockey sticks in the North Parking Lot to determine if all participants are out of building Emergency personnel will ask for accounting of participants from coaches this is for all user groups children and adult Please note if an emergency team arrives at the facility they may ask you to move your group to another location that is safer False alarms are annoying and dangerous because they create complacency however we have no way of knowing when the alarms start to ring if the situation is real or not Your responsibility is not to second guess treat each alarm as the real thing and start evacuation False alarms cost the fire department 1500 so please ensure children are not left unsupervised Offending user groups may be charged if repeat incidents occur All team members actively supervising children should provide education on the serious
30. n closed Once you exit the ice surface the gates MUST be closed prior to flooding City of Dawson Creek Arena User Guide 0409 11 9 Duties of Arena Workers Ice makers are required to report any infractions to the rules code of conduct smoking and alcohol infractions Failure of user groups to control participants may result in the following Ice time revoked Room privileges revoked e Zero tolerance letter RCMP called 10 Smoking Restrictions SUBJECT SMOKING AND SMOKE FREE SPACE The Council believes that smoking is an addictive habit and that tobacco smoke in the City Hall work environments is not conducive to good health It also recognizes that there are smokers under its employ The desire of the Council is to provide a situation where all designated areas of work assembly and public use will be smoke free Refer to Appendix Chewing tobacco is not to be spat on the floor anywhere in the building including player s boxes penalty boxes and dressing rooms If chewing tobacco is found on any surface in our facility the user group will be charged a clean up fee per incident As of 2007 there is NO SMOKING within 10 meters of the entrances and exits of any City Facility Failure of user groups to control participants may result in the following e Ice time revoked o Room privileges revoked This restriction has Zero Tolerance and this includes all leased spaces 11 Alcohol Restrictions A Special Occasion Per
31. ness of falsely activating emergency equipment for example fire extinguishers or fire pull stations Hopefully this will minimize false alarms Arrangements should be made with the Fire Department Fire Prevention Officer to do safety education with teams and groups on false activation of emergency equipment Please review Evacuation procedure supplied by The City of Dawson Creek Appendix III 7 City of Dawson Creek Arena User Guide 0409 11 6 Reporting of Damage or Breakdowns Damage and Breakdown must be reported to arena staff to reduce chance of injury and or further damage We ask that you help us out and report any damages or breakdowns immediately to the staff Staff may already be aware of the problem but we prefer to get the information more than once rather than have it go unreported and or unnoticed All vandalism damages will be charged to the user group vandal or parents 7 Minors Under Direct Supervision of Adults Children must be kept under close adult supervision at all times while in the facility Nothing replaces good adult supervision of children We are asking that all organizations inform their coaches managers organization executives and parents that children under the age of 12 need to have direct supervision Teenagers that are in the facility and not following the rules will be asked to leave the facility All minors must have direct supervision in the dressing rooms It is at the discretion of the Facilities M
32. ntenance can be done The ice machine operator will record all instances where the skaters do not leave the ice surface prior to the completion of the clean The operator will bring this information to the attention of a supervisor so that appropriate action can be taken to curb this behavior o Ice maintenance is scheduled for 15 minutes This time commences when the last person leaves the ice surface and ends when the doors to the Ice Machine room are closed after the flood the doors may be left open until the ice surface is dry Please do your part to ensure that your skaters are off the ice in time It is important to note that all user groups have been informed of the procedure above B ON ICE It is the City of Dawson Creeks goal that while our patrons are on the ice that they properly supervised to ensure the safety of the users e Each regular user is responsible to have a trained first aid representative at ALL ice rentals In an event of an incident a proper incident report must be filled out Appendix II During practices an organizational approved supervisor MUST be on the ice at all times During any event within the facility an organizational approved supervisor must be present at all times ie Coaches referees judges or ice captains e For any hockey game the referees MUST be the first people to access the ice surface prior to the coaches and players For the duration of your ice time the gates MUST remai
33. osses Responsibility toward others who enter upon or use facilities of others is outlined in the British Columbia Occupiers Liability Act Occupier An Occupier as defined by the Act means a person who a Is in physical possession of premises or b Has responsibility for and control over the condition of premises the activities conducted on those premises and the persons allowed to enter those premises An Occupiers duty of care as per the following quote from the Act outlines the responsibility of each party defined above 1 An occupier of premises owes a duty to take that care that in all the circumstances of the case is reasonable to see that a person and his property on the premises and property on the premises of a person whether or not that person himself enters on the premises will be reasonably safe in using the premises 22 City of Dawson Creek Arena User Guide 0409 11 2 The duty of care referred to in subsection 1 applies in relation to the a Condition of the premises b Activities on the premises or c Conduct of third parties on the premises 2 Notwithstanding subsection 1 an occupier has no duty of care to a person in respect of risks willingly accepted by that person as his own risks This particular section has been debated many times in our courts as to risks willingly accepted by a claimant The basic rule of thumb for defense is that the injured person had to know th
34. rdinator or facilities manager immediately We request that any changes or concerns are in writing and emailed to either the Ice Coordinator or Facilities Manager immediately This is to ensure that the facilities runs as efficiently as possible and allows all user groups adequate time to made changes to their schedule 18 Ice Schedule Changes Cancellations All changes additions and cancellations of ice time must be done in writing through the Ice Coordinator at Parks amp Recreation No cancellations will be accepted over the phone Five working days advance 1 week written notice is required on all cancellations of regular ice time Tournaments or special events cancellations require ten working days 2 weeks written notice If less than five working days written notice is given and the time cannot be re rented the group cancelling will be charged for that ice time at the current rental rate in effect 19 Arena Insurance Requirements 14 City of Dawson Creek Arena User Guide 0409 11 All User groups of the arena facilities are required to have insurance This is mandatory The following insurance information was obtained through Keith Gibson CRM MIA Risk Manager Both the City and the various user groups are exposed to liability risk Under the Occupiers Liability Act of BC an owner or occupier 1 Must ensure that their premises are kept in a reasonable safe condition 2 Be responsible for the activities that
35. re your group cleans up any garbage such as tape pop cans candy wrappers etc Time permitted in a dressing room are estimated 15 30 minutes prior to ice rental and end 15 30 minutes proceeding the ice rental All participants must be out 30 minutes prior to the facility closing Any damages will be charged to the user groups and for outside teams damages will be charged to the team club renter 13 Supervision of Players Ejected Before the End of the Game Players ejected before the end of the game will be supervised by a designated official coach and or parent to prevent damages to the facility That official will stop and or report any damage to arena staff Team will be billed for damage If it is a tournament tournament organizers will be billed for damage We are trying to work together to ensure a safe clean facility for our users Please ensure that your organization helps out to ensure the policies are followed in the Arena User Guide 14 Special Requests 11 City of Dawson Creek Arena User Guide 0409 11 Arena Staff have to work effectively and efficiently to provide the basic services of keeping safe and clean facilities However whenever we have the resources financial and time and all applications are received by the grant deadline we will attempt to meet the special request of users Those beyond our capabilities financial and or time may still be accommodated if resources are made available by the groups makin
36. take place and 3 Be responsible for the conduct of those individuals Under Common Law both the City and the user groups owe a duty of care to the individuals involved in the program The reason to require an Indemnification and Hold Harmless clauses is to ensure that the City is not held responsible for the activity or conduct for which it does not have control over The City will always be responsible for the condition of the premises The Indemnification clause should state that the User Groups will not be responsible for the negligence of the City The reason for the Insurance clause is to ensure that there is financial protection in place and that the City is defended in name only when a claim is brought against both the user group and the City Most organizations and sport associations have insurance from their Provincial or National Associations The User Groups should find out what they are insured for A lot of local groups associations and societies do not have insurance These various groups should make a point of buying insurance in order to protect the Directors Officers including other volunteers who help run their organization As senior members of their organization they may be exposed to personal liability Keith recommends contacting Barbie at Bartons Insurance in Prince George 250 564 2211 as she is very knowledgeable on this subject Please refer to Appendix IV V and VI whic
37. with the Recreation Facilities Manager both Arenas as well as the Leasee of the Memorial Arena Concession Only Memorial Arena For all user groups events you should speak with Memorial Arena Concession Leasee to ensure they know the time and date to expect the participants at the facilities The sale of food and drinks at a public event could expose your entity to products liability If alcohol is served take steps to control its distribution and to protect the municipality from liquor liability Also if alcohol is going to be consumed or sold a Special Occasion Permit must be approved by Council The availability of alcohol may necessitate additional law enforcement or safety personnel AGREEMENT To eliminate confusion over responsibility use of facilities and equipment a formal agreement must be signed between the organizers and the municipality The agreement would clearly state what the event is what facilities and equipment would be used what the fee is if any for the use of municipal equipment and who is responsible for various types of losses As the municipality does not have complete control of the event the organizers will be required to Hold and Save Harmless the municipality for all losses including bodily injury death property damage and economic loss The organizers will be required to name the Municipality as an Additional Named Insured and to provide a copy of the Certificate s of Insurance as required by the Agreement
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