Bylaws and Policies

Policies and bylaws binder on a desk

This consolidation is an electronic reproduction made available for information only. It is not an official version of the by-law/policy. The format may be different, and plans, pictures, other graphics or text may be missing or altered. The Township of Champlain does not warrant the accuracy of this electronic version.

Official versions of all By-Laws and policies can be obtained from the Township Clerk’s Office.

Administration

Strategic Asset Management Policy

By-Law: 2019-41
Effective Date: June 30, 2019

Township’s Vision

The Township’s vision is to proactively manage its assets to best serve the Township’s objectives by:

  1. Effectively delivering services;
  2. Supporting sustainability and economic development; and
  3. Maintaining prudent financial planning and decision making.

Township’s Goal

The objectives of this policy are to:

  • Provide a framework for implementing asset management to enable a consistent and strategic approach at all levels of the organization; and
  • Provide guidance to staff responsible for the asset management program.

Strategic Alignment

The Council and Township Administration will review this policy and incoprate into the Asset Management planning an approach that fosters the integration of municipal documents such as:

  1. The Stategic Plan
  2. The Financial Plan
  3. The Community Plan
  4. Master Plans for the Township

Guiding Principles

Customer Focused: The Township will have clearly defined levels of serice and apply asset mangement practices to maintain the confidence of customers in how the Township’s assets are managed.

Service Focused: The Township will consider all the assets in a service context and take into account a coordinated approach to optimizing Township assets.

Risk-Based:  The Township will manage the risks associated with attaining the desired level of service by focusing resources, expenditures, and priorities based upon risk assessments and the corresponding cost/benefit, recognizing that public safety is paramount.

Value-Based Affordable: The Township will choose practices, interventions and operations that aim at reducing the lifecycle cost of asset ownership, while satisfying agreed level of service.  Decisions are based on balancing service levels, risks, and costs.

Capitalization Threshold

The Asset Management Policy applies to all assets whose role in service delivery requires deliberate management by the Township.  The service-focus intent of this policy differentiates its requirements for identifying assets from the capitalization thresholds which are developed for the purpose of financial reporting.  For this reason, the capitalization threshold developed for financial reporting will not be the guide in selecting the assets covered by asset management planning processes.

Roles and Responsibilities

The Township’s Asset Management Program requires a wide range of participation to ensure that it is executed and used effectively for the management of Township assets.  The following parties have duties and responsibilities in the asset management program:

Township Council
  • Approve the Asset Management Policy and direction of the Asset Management Program.

  • Maintain adequate organization resources to support the core practices of the Asset Management Program.

  • Prioritize effective stewartship of assets in relation to establishing Township policies and plans and future budgets.

  • Establish and monitor levels of service.

Senior Management Team
  • Develop policy and update as required.

  • Provide corporate oversight to goals and provide direction in support of the Asset Management Program.

  • Provide departmental staff coordiantion

  • Develop and monitor levels of service and make recommendations to Council.

  • Track, analyze and report on the Asset Management Program’s progress and results.

Chief Administrative Officer
  • Provide organization-wide leadership in Asset Management practices and concepts.

  • Work in conjunction with the Treasurer for Asset Management implementation and progress

  • Ensure senior mangement team staff cordination and participation.

Treasurer
  • Manage policy and policy updates.

  • Provide organization-wide leadership in Asset Management practices and concepts.

  • Provide department staff coordination.

  • Monitor levels of service.

  • Coordinate and track Asset Management program implementation and progress.

Director of Public Works
  • Provide leadership in Asset Management practices and concepts in Core Asset Management group of municipal infrastructure assets.

  • Develop the Asset Management Program component for assessing existing infrastructure and planning requriements for the lifecycle evaluation of these assets.

  • Coordinate and track Asset Management program for Core assets.

Departmental Staff
  • Utilize the new business processes and technology tools developed as part of the Asset Management Program.

  • Participate in implementation task teams to carry-out Asset Management activities.

  • Implement and maintain the desired level of service.

  • Provide support and direction for Asset Management practices within their departments.

  • Track and analyze Asset Management Program progress and results.

  • Budgeting

The Township will integrate findings from the Asset Management Program into its long-term financial planning and budgeting processes.  Sound financial analysis will be encompassed in Asset Management planning in order for the asset management plan to guide employees in budgeting and financial planning.  The financial strategy included in each Asset Management Plan will be completed by a senior administration team composed of representatives from finance and the concerned department.The Asset Management Plan will be referenced by the department personnel in the preparation of their budget submissions to help them:

  • Identify all potential revenues and costs associated with forthcoming infrastructure asset decisions;

  • Evaluate the validity and need of each significant new capital asset, including considering the impact on future operating costs; and

  • Incorporate new revenuw tools and alternative funding strategies where possible.

The department level budget submissions, prepared by each Township Director, will be evaluated by the budget committee in the preparation of the munipality’s annual budget.The financial analysis used for the water and wastewater Asset Management plans will align with existing financial plans related to these assets.  The analysis completed in each tangential document will reference the most up-to-date information from the same datasets, will be based on common methods, and will improve upon one another.

Community Planning

Asset Management Planning will be aligned with the Township’s Official Plan.  The Asset Management Plans will reflect how the community is projected to change and the related assets impacted.

Climate Change

Climate change will be considered as part of the Township’s risk management approach embedded in local asset management planning methods.  This approach will balance the potential cost of vulnerabilities to climate change impacts and other risks with the cost of reducing these vulnerabilities.  The balance will be struck in the levels of service delivered through operations, maintenance schedules, disaster response plans, contingnecy funds, and capital investments.  The Township’s contribution to climate change through greenhouse gas emissions will be mitigated in accordance with its local reduction targets, financial capacity and stakeholder support.

Stakeholder Engagement

The ultimate goal of the Township is to efficiently provide its various stakeholders with the municipal services they need within the bounds of regulatory requirments, the build environment, and the natural environment.  In order to achieve this goal, it is necessary that the Township understand the needs of current stakeholders, consider the needs of future generations, and incorporate these prespectives into our Asset Management Plan.  The Township recognizes them as an integeral part of the Asset Management approach.  Accordingly, the Township will:

  • Provide opportunities for residents and other stakeholders served by the Township to provide input in Asset Management Planning; and

  • Coordinate Asset Management Planning with other infrastructure asset owning agencies, such as municipal bodies and regulator utilities.

Parks and Recreation

 Municipal Alcohol Policy (REC-001)

By-Law:2022-160
Effective Date: April 14, 2022

Purpose

The purpose of the Municipal Alcohol Policy (MAP) is to provide policy direction for the sale, serving and consumption of alcohol on Township property or at locations or events under the Township’s control.

To provide appropriate procedures and education to individuals or groups wishing to hold events in and/or on municipally owned facilities/properties in order to ensure that allLiquor Licence and Control Act of Ontario legislation that pertains to Special Occasion Permits or liquor licensing and the Municipal Alcohol Policy are properly understood and strictly complied with.

To ensure appropriate supervision and operation of liquor licensed events to protect the Event Organizers, the participating public, volunteers, the Township of Champlain and its staff and elected officials from liability by providing education in prevention and intervention techniques and through effective management procedures.

To encourage and reinforce responsible drinking practices for consumers through the development of operational procedures, controls, training, and education, and to respect the decision of abstainers not to drink alcohol and encourage their participation by providing alternative, non-alcoholic drinks.

Policy Statement

The Township of Champlain requires that, when alcohol is to be sold, served, or consumed at events held on Municipal property or at locations or events under the Municipality’s control, these activities are carried out in a safe and responsible manner.

Scope

The MAP outlines various stipulations and controls on events involving alcohol, including Special Occasion Permits and liquor licensed events under a Caterer’s Endorsement.The Event Organizer and/or designate are legally responsible for ensuring compliance with the MAP, Liquor Licence and Control Act of Ontario and Alcohol Gaming Commission of Ontario policies and guidelines.

Definitions

Alcohol and Gaming Commission of Ontario (AGCO)” means entity responsible for regulating the alcohol, gaming and horse racing sectors and cannabis retail in accordance with the principles of honesty and integrity, and in the public interest.
“Caterer’s Endorsement” means a liquor sales licence authorizing the applicant to sell and serve liquor for an event held on premises other than the premises to which the liquor sales license applies. The Township of Champlain has a liquor licence for the Vankleek Hill Reception Hall and extends to the Arena Lobby combined with a Caterer’s Endorsement.
“Event” means, for the purpose of this policy, an event is any gathering held at a municipal facility or property at which alcohol will be served and/or sold.  Such events may include but are not limited to weddings, showers, dances, and birthday parties.  The duration of the event includes event set-up, operation and clean-up.
“Public Event” means a public event is one which is open to the public to attend and is conducted by a registered charity or not for profit entity or an event of municipal, provincial, national or international significance.
Private Event” means a private event is one which is not open to the public.
Industry Promotional Event” means a private or public event intended for promoting a manufacturer’s product through sampling only.
“Outdoor Event” means an outdoor event is one at which any alcohol is consumed in an outdoor space (including pavilions or temporary structures).
“Event Organizer means any person, who is 19 years of age or over, seeking to hold an event that involves the sale and / or service of alcohol at municipal premises. The Event Organizer (which term shall include the Special Occasion Permit Holder and any designate) are responsible for the safety and sobriety of people attending the event as well as compliance with this Municipal Alcohol Policy and the Liquor Licence and Control Act of Ontario and its regulations at the event. They assume responsibility and liability for the entire operation of the event. The Event Organizer MUST read and sign the Agreement Form for Special Occasion Permit Holder (Appendix B) to indicate that they understand their responsibilities
.“Event Worker means any person, who serves or sells liquor, or is involved in an event where alcohol is served on municipal property.  All event workers have a responsibility in the operation of the event and shall not consume or be under the influence of alcohol for the entire duration of the event. In addition to the Event Organizer and Permit Holder, Event Workers may include the following:
“Bartender/Server” means a paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer that she/he has been certified by a Server Training Program recognized by the AGCO.
“Door Monitor” means a paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer that she/he will act in accordance with the MAP.
“Floor Supervisor means a paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer that she/he will act in accordance with the MAP.
“Ticket Seller” means a paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer, that she/he will act in accordance with the Municipal Alcohol Policy.  A Ticket Seller sells alcohol tickets to a maximum of five (5) per person per purchase, monitors for intoxication and underage drinkers, refuses sale to patrons at or near intoxication, refunds tickets on request.
Liquor Licence and Control Act  (LLCA)” means liquor licence act which outlines the laws regarding the sale and service of alcohol. It is the responsibility of the Event Organizer to know and understand this legislation.
“Licensed Security” means security personnel monitoring entrances and patrolling licensed areas must be licensed under the Private Security and Investigative Services Act, to ensure the safety and security of the establishment, its employees and patrons.
“Municipal Alcohol Policy (MAP)” means a local policy for municipalities to manage events held at municipally-owned facilities and properties when alcohol is sold and / or served.
Municipal Propertiesmeans all municipally owned or leased lands, buildings and structures.
“Municipal Representative” means Township of Champlain staff or a designate that attends and monitors the event on behalf of the Municipality and ensures all components of the MAP are met.
Municipally Significant Events” means a Public Event. Public Event permits can be issued for events of “municipal significance”. In order to be deemed an event of municipal significance, it requires a designation by the municipality in which the event will take place.  Special Occasion Permit applications for a municipally significant Public Event must be accompanied by either a municipal resolution or a letter from a delegated municipal official designating the event as municipally significant.
See Appendix E – Flow Chart“Religious Function” means a religious occasion does not include events like a “stag and doe”, anniversaries or birthdays.
“Server Training Program” means a certificate training program for serving alcohol that is approved by the AGCO.  Server training is required by staff and volunteers who work in areas where alcohol is sold and/or served (e.g. Smart Serve Ontario)
“Special Event” means an organized gathering for the primary purpose of supporting a community, cultural, charitable, educational, food and beverage, sport related experience.  A special event is held on a temporary basis and has a consistent theme and/or purpose and where the guest attendance is over 200 persons.
Special Occasion Permit (S.O.P.)” means a liquor licence issued by the AGCO for one-time social events where alcohol will be sold and / or served outside of a residence, a private place or a licensed establishment.
“Special Occasion Permit Holder” means an individual who signs the application for a Special Occasion Permit to sell and / or serve alcohol. A S.O.P. Holder can assign a designate. A designate is a person(s) appointed by the S.O.P. Holder, acceptable to the Township of Champlain who is over the age of 19 and who has satisfactorily proven to the S.O.P. Holder that she / he will act in accordance with the MAP. The Event Organizer, the S.O.P. Holder and / or designate are responsible for the safety and sobriety of people attending the event as well as compliance with the Municipal Alcohol Policy and the Liquor Licence and Control Act of Ontario and its regulations at the event.  They assume responsibility and liability for the entire operation of the event.

Policy

1. General Provisions
1.1. Application of Policy
The objectives of the Municipal Alcohol Policy (MAP) are as follows:
  • to provide clear guidelines for alcohol use in municipally owned and operated
  • facilities and areas;                           
  • to reduce the risk of alcohol related problems and lawsuits;
  • to inform rental/user groups about how to run safe, problem free events;
  • to ensure that all workers are adequately trained;
  • to enhance our community’s reputation as a great place to live and visit;
  • to protect youth by way of the responsible attitude of adults; and
  • to ensure that municipal, provincial, and federal laws related to alcohol service are adhered to (i.e., legal drinking age, driving under the influence, public intoxication, over service of alcohol, etc.
2. Policy Regulations
2.1. Regulation 1 - Municipal Facilities with a Permanent Liquor Licence

2.1.1. The Vankleek Hill Community Centre Hall, Lobby, Rink Surface and Seating area are licensed with a permanent liquor license.  This license also has a Catering Endorsement, which allows the municipality to sell and serve alcohol at a catered event in a non-licensed premise where a Special Occasion Permit would otherwise be required.

Rationale: The hall area of the Community Centre is equipped with a modern kitchen and separate bar area and is suitable for events with up to 279 people.  It is handicapped accessible with a handicap lift.  The lobby area is more suitable for small groups and is licensed for up to 138 people. The Rink Surface (when there is no ice) and Seating are suitable for larger events.  The areas combined are licensed up to 300 people (calculated based on exit doors and lavatories).

2.2. Regulation 2 - Municipal Facilities Eligible for Caterer’s Endorsement Events

2.2.1. The Chalet Abri in L’Orignal is designated as a facility suitable for Caterer’s Endorsement events.

Rationale: The room offers sufficient space for a moderate gathering.  The building is only one floor and is therefore accessible.  Alcohol can be served from the kitchen area.

2.2.2. Mill Street Park in Vankleek Hill and L’Orignal Park are designated as suitable for Caterer’s Endorsement events.Rationale: These parks have suitable areas to accommodate a licensed event.

2.2.3. The Town Hall Council Chambers can be suitable for Caterer’s Endorsement events however solely for private ‘Wine and Cheese’ type events.

Rationale: This workplace is obviously not suitable for drinking alcohol because the public must access the premises to avail themselves of the services of the Township however after businesses hours, private wine and cheese events are suitable.

2.3. Regulation 3 - Municipal Facilities Not Eligible for the Consumption of Alcohol

2.3.1. The Vankleek Hill Arena dressing room areas are designated as unsuitable for the consumption of alcohol.

Rationale: There is a history of alcohol consumption in dressing rooms by sports teams using the arena.  This is intended to serve notice that the consumption of alcohol is not permitted in the dressing rooms.

2.3.2. The tennis courts in Vankleek Hill and L’Orignal are designated as unsuitable for the consumption of alcohol.

Rationale: These areas are reserved for play.

2.3.3. Woodhills Park, Vankleek Hill Town Square, Miner Park, Desjardins Park, Sacha’s Park, and Laurier-Pilon Park are all designated as unsuitable for the consumption of alcohol.

Rationale: These areas do not have access to washrooms, sufficient parking and most are geared solely towards Children and Youth therefore they are not suitable for alcohol consumption.  Furthermore, these areas do not have regular staff onsite to ensure sufficient supervision.

2.3.4. Mill Street Park (playground area, baseball diamond when a game is in play), L’Orignal Park (baseball diamond area when a game is in play, playground and beach area) are all designated as unsuitable for the consumption of alcohol through a Special Occasion Permit.

Rationale: These areas are reserved for play and mostly geared towards Children and Youth and therefore unsuitable for alcohol consumption when an Event Organizer is responsible for the event.

2.3.5. The fire halls and municipal garages are designated as unsuitable for the consumption of alcohol.

Rationale: These are emergency service workplaces where vehicles, tools and machinery are located and drinking alcohol on these premises could result in injury.

2.3.6. The Township Hall is designated as unsuitable for the consumption of alcohol.

Rationale: These workplaces are obviously not suitable for drinking alcohol because the public must access the premises to avail themselves of the services of the Township.  However private wine and cheese type events are accepted under a Caterer’s Endorsement solely in the Council Chambers area.

2.3.7. The Vankleek Hill Arena Floor Surface (when ice is present) is designated as unsuitable for the consumption of alcohol.

Rationale: An ice surface is intended for sports activities, and it is obviously not appropriate to mix alcohol consumption and sports. As well as all other municipally owned facilities, buildings and properties not specifically designated as eligible for alcohol service and consumption.

2.4. Regulation 4 - Events Not Eligible for the Consumption of Alcohol

2.4.1. Street parties are designated as not normally suitable for the consumption of alcohol.

Rationale: Street parties would be difficult to supervise.  However, an exception could be made in the case of a sanctioned municipally significant event in a clearly designated and restricted area.

2.5. Regulation 5 - Youth Admittance to Adult Events

2.5.1. To be eligible to rent a municipal facility for a licensed event in the case of a family occasion, the Event Organizer must agree that persons under the legal drinking age shall be supervised by responsible adults to ensure they do not consume alcoholic beverages.

Rationale: There is a high risk of underage consumption when youth are admitted to adult events where alcohol is served, therefore, supervision is required.  It is preferable to run social events for young people where they can enjoy safe and alcohol-free activities.  Young participants should not be excluded from a wedding or anniversary banquet; however, it is understood that underage participants will not be provided with alcohol.

2.6. Regulation 6 - Signs

The following signs shall be prominently displayed in both French and English in permanent license and in S.O.P. designated facilities:

2.6.1. Statement of Intoxication - The following statements will appear on a wall sign located in the bar area: 

“IT’S THE LAW”Servers are prohibited from serving underage participants and intoxicated persons, or to serve anyone who appears to be at the point of intoxication.Adequate proof of age may be required.Ask your server about safe transportation options!

Rationale: In Ontario, it is illegal for anyone to serve a person to the point of intoxication.  Signs provide authoritative support to servers and supervisors should they have to refuse service to consumers approaching the point of intoxication.  This message is consistent with Regulation 8 which requires a sufficient quantity of non-alcoholic beverages.  Also, it indicates that the Event Organizer is aware of the Liquor License and Conditions Act of Ontario and the Municipal Alcohol Policy and is consistent with the AGCO S.O.P. application which states that "the holder of the S.O.P. and the facility owner are jointly responsible for the “safety and sobriety of the people attending the event.”

2.6.2. Accountability - a sign with the emergency telephone numbers of the Fire Department, Ambulance, Police will be posted near the bar.

Rationale: Although informed of the date, time and place of S.O.P. events in their area, police do not always have the time to drop in. The Liquor License inspector is located in Cornwall, 80 km away, and is unable to check in on all S.O.P. functions. This sign informs the participants that there is a procedure for lodging complaints even if enforcement personnel are not present at the event.

2.6.3. Responsibility - a warning sign containing the prescribed information that cautions women who are pregnant that the consumption of alcohol during pregnancy is the cause of Fetal Alcohol Spectrum Disorder (Sandy's Law).

Rationale: Reducing the risk to unborn babies is a moral and legal responsibility of the municipality.

2.7. Regulation 7 - Server Training

2.7.1. To be eligible to rent a municipal facility, those serving alcohol must have successfully completed a Smart Serve Ontario Program. A list of trained individuals will be provided to the Municipal Representative.  The number of Smart Serve Ontario trained personnel at an event must be at least one for each 100 in attendance.  This minimum may be added to at the discretion of the Director of Parks and Recreation.

Rationale: Reducing the risk of litigation requires not only the components of policy and procedures, but also the recruitment of appropriately trained supervisors and servers.  The municipality is morally obliged to inform volunteers and/or the permit applicant of the potential for litigation and to provide them with the tools to avoid such proceedings.

2.8. Regulations 8 - Provide Non-Alcohol Drinks

2.8.1. In order to be eligible to rent a municipal facility, the Event Organizer must make Non-alcoholic beverages available at a cost significantly lower than that of drinks containing alcohol.

Rationale: 1½ oz. of spirits, 5 oz. of table wine and 12 oz. of 5% beer all contain equal amounts of pure alcohol.  Non-alcoholic drinks reduce the consumption of absolute alcohol, reduce the likelihood of intoxication and permit participants to socialize throughout the event without becoming intoxicated.  The Liquor License and Control Act requires that a variety of brands be offered and that licensed premises must have lists or signs prominently displayed which indicate the varieties and prices of alcohol and Non-alcoholic beverages available.  The availability of Non-alcoholic drinks reduces the likelihood of impaired driving.  The availability of Non-alcoholic drinks supports the designated driver program. 

2.9. Regulation 9 - Safe Transportation
2.9.1. Prior to receiving rental privileges of municipal facilities for S.O.P. events, Event Organizers must be prepared to offer alternative transportation, such as:
  • have a designated driver
  • have an Event Worker drive intoxicated participant(s) home
  • call a friend, relative or taxi to assist intoxicated participant
  • if necessary, call police to warn or apprehend the impaired driver
Rationale: Awareness of police spot-checks for impaired driver’s raises the possibility in the mind of the driver of probable apprehension.  Positive tone reinforces responsible behavior by most drivers and does not deter from a party atmosphere of the event. Note: Please see Regulation 6 - Signage
2.10. Regulation 10 - Alcohol Advertising

2.10.1. Advertising and posters which promote the use of alcohol are prohibited in all municipal facilities.

Rationale: Alcohol advertising is designed to encourage and promote the consumption of alcohol.  Since it is illegal for people under the age of 19 to consume these products, it is preferable not to use alcohol advertising in areas frequented by young people.  Promotion of alcohol products is inconsistent with the municipality’s desire to provide a positive example to underage participants who use recreational facilities.

2.11. Regulations 11 - Controls

In order to be eligible to rent a municipal facility for a S.O.P. event, the Event Organizer must demonstrate, to the satisfaction of the Parks and Recreation Department, that the Municipal Alcohol Policy is understood, that the regulations will be strictly observed, and that sufficient controls are in place which will assist in ensuring compliance to the policy. These controls will include the following:

2.11.1. The Event Organizer must provide a list of event workers to the Parks and Recreation Department at least two weeks prior to the event along with each worker’s SMART SERVE registration number.

2.11.2. The Event Organizer must provide proof of holding liability insurance, minimum of two million dollars, for the event.

2.11.3. The Event Organizer must obtain a S.O.P. from the Alcohol and Gaming Commission of Ontario and must show proof of this to the Parks and Recreation Department at least seven (7) days prior to the event.

2.11.4. The Event Organizer must ensure that all entrances/exits are properly monitored to enforce that alcoholic beverages remain within the licensed area.

2.11.5. The only acceptable forms of identification as proof of legal drinking age will be the photo I.D. Card issued by the AGCO, a Canadian Citizenship Card, a photo Driver’s License, a passport, or armed forces I.D.

2.11.6. The person who signs the S.O.P. application and Rental Agreement must attend the event and be responsible for making decisions regarding the operation of the event.

2.11.7. The Event Organizer or his/her designate, is responsible for decision making during the event and therefore must refrain from consuming alcohol while the event is in progress.

2.11.8. All Event Workers and official event volunteers must refrain from consuming alcohol while the event is in progress.

2.11.9.The Event Organizer, or his/her designate, must prevent patrons from engaging in activities that can harm them or others.

2.11.10. It is recommended that drinks be served in disposable cups.

2.11.11. An authorized Municipal Representative, or his/her designate, has the right to enter any S.O.P. event and take control if he/she feels that it is necessary at the time.

2.11.12. The licensees must abide by the rules of the Municipal Alcohol Policy as enforced by the municipal representative.

2.11.13. Marketing practices, which encourage increased consumption, such as oversize drinks, double shots of spirits, pitchers of beer, drinking contests and volume discounts are not permitted.

2.11.14. If tickets are sold, they must be purchased from a designated ticket seller and redeemed at the bar, with a maximum of five (5) tickets per purchase.

2.11.15. Unused tickets are to be redeemable for cash on demand at any time during the event.

2.11.16. The Municipality reserves the right to require the presence of police officers for the duration of an event, the cost of which will be borne by the sponsoring group or individual.

2.11.17. There will be no last call.

2.11.18. A free bar event must have Smart Serve trained servers and floor supervisors.

2.11.19. All event workers must wear highly visible identification (name tag with “Staff” printed on it).

2.11.20. Whenever possible, Police will be notified by the Director of Parks and Recreation, or his/her representative, of a potentially risky situation before the situation is out of control.

2.11.21. To reduce the risk of intoxication and the rate of consumption, staff shall encourage patrons to consume food, low alcohol beverages and Non-alcoholic beverages.

2.11.22. The number of Smart Serve trained personnel at an event will be set at the following minimums and may be added to at the discretion of the Municipality:

  • Up to 100 in attendance - one (1)
  • For each 100 additional in attendance - one (1)

2.11.23. During regular licensed events and events run under the Caterer’s Endorsement the bar will stop service no later than 1:30 a.m., but for New Year’s Eve the bar area shall stop service no later than 2:30 a.m.

2.11.24. All entertainment must be completed by 1:30 a.m. or 2:30 a.m. on New Year’s Eve.

2.11.25. Facilities must be vacated by 2:45 a.m. or 3:45 a.m. on New Year’s Eve.

2.11.26. For S.O.P events the bar will stop service no later than 1:00 am or 2:00 am on New Year’s Eve. All entertainment must be completed by 12:30 a.m. or 1:30 a.m. on New Year’s Eve.

2.12. Regulation 12 - Insurance

2.12.1. Required to provide proof, at least 14 days prior to the event, that they have purchased a minimum of two million dollars in liability insurance and that the Township of Champlain is named as co-insured.Groups and individuals who rent licensed municipal facilities must also obtain their own liability insurance for the event. Information on insurance brokers who specifically deals with this type of insurance, can be provided by the Director of Parks and Recreation Department to the renter at the time of booking.

Rationale: By insisting on insurance, potentially risky groups may be discouraged from sponsoring events since they may be unable to obtain insurance. Case law indicates that judges and juries are sympathetic towards the injured plaintiff.  S.O.P. permit holders, hall owners, club executives and volunteers could all be named in a lawsuit.  Municipalities can be held jointly liable and could end up paying the predominant share of an award to a plaintiff should the Event Organizer be uninsured.  Many volunteers at SMART SERVE training events were unaware of their liability in cases where alcohol has been consumed at an S.O.P. function. Many volunteers at SMART SERVE training events were unsure of their individual coverage and/or their group’s coverage.

2.13. Regulation 13 - Policy Monitoring and Revisions

2.13.1. The Municipality shall annually review this policy in conjunction with resource persons based on the experiences learned or encountered by the Parks and Recreation Department personnel and/or volunteers and resource persons. Any necessary revisions shall be presented to Council for approval.

Rationale: Permits policy to be changed to meet changing community needs, adding new facilities and new program demands. As the policy is implemented, procedures requiring adjustments for improvement can be suggested. Permits adjustments to any future changes in the Liquor License and Controls Act of Ontario.

3. Important - Failure to Comply
Individuals and/or groups who fail to comply with the Municipal Alcohol Policy shall be subjected to the following consequences:
  • The Parks and Recreation Department staff must report any infraction of this policy to the Director of Parks and Recreation, and he/she shall report the infraction to the authorities when he/she believes such action is required.
  • Any infraction of the Municipal Alcohol Policy will be reviewed by the Director of Parks and Recreation and a registered letter describing the problem will be sent to the individual/group with a copy to Council.
  • When individuals are found to be consuming alcohol in restricted areas, police will be called to enforce the law.
  • Future rental privileges to penalize individuals or groups will depend on demonstrating to the satisfaction of the Director of Parks and Recreation that all rules will be followed at future functions.
  • Should a group be found to be consuming or have consumed alcohol in the Arena dressing rooms, the police may be called and/or the following procedures will be followed:
First Infraction: Team or individual will be sent a registered letter warning them of the consequences if this should happen again.
Second Infraction: Team will lose their next scheduled ice time and will still be billed for it.
Third Infraction: The team will lose their scheduled ice time for the rest of the season.
  • Where underage youth are found to have consumed or to be consuming alcohol at S.O.P. events and non S.O.P. events, the individual will be turned over to the police and the parents and/or guardian will be contacted, and the youth will be escorted home.
  • All repairs and damages must be paid for. Where anyone is found to be engaging in disruptive behavior at social events, authorities may be called and/or, depending on the severity of the infraction, the following procedure will be enforced:
First Infraction: A warning letter from the Director of Parks and Recreation will be sent by registered mail.
Second Infraction: Individual will be suspended from all functions for a period of six (6) months.  A registered letter will be sent by the Director of Parks and Recreation.
Third Infraction: One year suspension from ALL functions at the municipally owned facility and/or park.  After the one-year suspension is up the individual will require the approval of the Director of Parks and Recreation to participate in any functions at municipally owned facilities and/or parks.

Adoption and Revision History

  • Adopted on August 7, 2002 (Resolution 127-02)
  • Revised and approved on October 13, 2010 (Resolution 2010-323)
  • Revised and approved on November 3, 2020 (Resolution 2020-487)
  • Revised and approved on April 14, 2022 (Resolution 2022-160)

Appendix A - Guidelines for Special Occasion Permit Holders

As the contact person for a Special Occasion Permit, you and your group can be held liable for injuries and damages arising from failure to the Liquor License Control and Act of Ontario.  These infractions include serving someone to intoxication, serving someone who is already intoxicated, serving minors, and failing to prevent impaired individuals from driving.  To reduce your group’s risk of liability, the following guidelines should be adopted.
  • The Event Organizer must provide a list of event workers to the Municipality at least two weeks prior to the event along with each worker’s SMART SERVE registration number.
  • The Event Organizer must obtain a Special Occasion Permit from the Alcohol and Gaming Commission of Ontario and must show proof of this to the Municipality at least fourteen (14) days prior to the event.
  • The Event Organizer must show proof of having liability insurance, minimum of two million dollars, for the event.
  • The Event Organizer must ensure that all entrances/exits are properly monitored to enforce that alcoholic beverages remain within the licensed area.
  • The only acceptable forms of identification will be the photo I.D. card, a photo driver’s license, a Canadian Citizenship Card, a passport, or armed forces I.D.
  • The person who signs the Special Occasion Permit Application and the Facility Rental Agreement must attend the event and be responsible for making decisions regarding the operation of the event.
  • The Event Organizer or his/her designate, who is responsible for decision making during the event, must refrain from consuming alcohol while the event is in progress.
  • All trained personnel, who are working at the event, must refrain from consuming alcohol while the event is in progress.
  • The Event Organizer must prevent patrons from engaging in activities that can harm them or others.
  • The Event Organizer, or his/her designate, shall ensure that the physical surroundings do not pose a danger to patrons who consume alcohol and those who do not consume alcohol.
  • Marketing practices which encourage increased consumption, such as oversized drinks, drinking contests and volume discounts are not permitted.
  • If tickets are sold, they must be purchased from a designated ticket seller and redeemed at the bar, with a maximum of five (5) tickets per purchase.
  • Unused tickets are to be redeemable for cash on demand at any time during the event.
  • The Municipality reserves the right to require the presence of two (2) police officers for the duration of an event, the cost of which will be borne by the sponsoring group or individual.
  • There will be no last call.
  • An “open bar” event must have trained servers and floor supervisors.
  • All Event Workers must wear highly visible identification (name tag with “Staff” printed on it).
  • Whenever possible, Police will be notified by the Municipality or its representative of a potentially risky situation before the situation is out of control.
  • In order to reduce the risk of intoxication and the rate of consumption, staff should encourage patrons to consume food, low alcohol beverages and non-alcohol beverages.
  • The number of Smart Serve trained personnel at an event will be set at the following minimums and may be added to at the discretion of the Municipality:
Number of Smart Serve Trained Personnel Needed at an Event
Number of ParticipantsBartendersFloor Monitors
Under 25 1 0
25-50 1 1
51-100 2 2
101-200 2 3
201-300 3 3
  • The bar will close no later than 1:00 a.m.  For New Year’s events, the bar may remain open until 2:00 a.m.  No alcoholic beverages can be served past bar closing time even if the order was placed prior to closing time.
  • All entertainment must be completed by 12:30 a.m. or 1:30 a.m. on New Year’s Eve.
  • Facilities must be vacated by 1:45 a.m. or 2:45 a.m. on New Year’s Eve.

Appendix B - Agreement Form for Special Occasion Permit Holder

For the Agreement Form, please email the Director of Parks and Recreation.

Appendix C

How to operate the establishment according to the Liquor License and Control Act of Ontario, as a license holder or Special Occasion Permit holder:

Don't
  • Let people less than 19 years of age drink alcohol in the establishment.
  • Encourage excessive drinking or serve alcohol to anyone you suspect may already be intoxicated.
  • Serve smuggled, homemade, or watered-down liquor.
  • Allow customers to take out or bring in liquor.
  • Discount the price of alcoholic beverages
  • Hold contests that involve buying, drinking, or winning liquor, or which require the customer to stay on the premises to win a prize.
  • Allow customers behind the bar.
  • Allow noise from the establishment area to disturb the neighbors.
  • Allow drinking on the job by staff, including management.
Do
  • Serve alcohol only within the allowed hours.
  • Check identification of people you suspect are under the age of 19.
  • Encourage responsible drinking.
  • Make sure you understand the Liquor License Act and Regulations.
  • Create, communicate, and enforce house policies that encourage responsible service and consumption.
  • Have good door control and deny access to intoxicated persons.
  • Provide alternative beverages, i.e. juice, soft drinks, bottled water and 0.5 beer.
  • Provide staff with a copy of the establishment’s house policy.
  • Confirm necessary arrangements with management if a patron becomes intoxicated and ensure that the customer does not leave the establishment without a designated driver.
  • Prevent injury to guests and others by promoting Non-alcoholic beverages.
  • Post the telephone numbers of the local taxi services and encourage patrons to leave their vehicle in your parking lot, if necessary.
  • Promote the service of one drink at a time.

Appendix D

Municipal facilities and property NOT eligible for Special Occasion Permits*
  • Vankleek Hill Reception Hall and Lobby
  • Vankleek Hill Seating Area
  • Open Parks and Playground areas
  • Beach
  • L’Orignal Marina
  • L’Orignal Campground
  • Vankleek Hill Arena dressing rooms/change rooms
  • Vankleek Hill and L’Orignal Fire Hall
  • Municipal Garages
  • Municipal Roads
  • Day Care Locations
  • Water & Waste Facilities
  • Construction Building
  • Parking Lots
Municipal facilities and property eligible for Special Occasion Permits and Caterer’s Endorsements
  • Township Hall – Council Chambers – Private Wine and Cheese Events Only
  • Champlain Library – Private Wine and Cheese Events Only
  • Chalet Abri Community Centre
  • Vankleek Hill Arena Floor Surface (when there is no ice)

*A request for an exception can be made to allow for an S.O.P. in a municipal property deemed not suitable for alcohol consumption.  A written request specifying the reasons for the exemption must be submitted for Council’s approval at least six (6) week

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