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Rental Details

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Rental Guidelines and Fees
Approved by Board of Directors, April 10, 2024
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Context: The Uniacke Dog Sport Club (UDSC) is a not-for-profit organization registered under the Societies Act of Nova Scotia. It operates out of Mount Uniacke from its training facility (MacKenzie Centre), commonly referenced as “The Barn” for its members. The Barn is also approved to host AAC and UKI agility trials.


UDSC is governed by a Board of Directors that oversees facility operations and maintenance and is committed to provide access to both rental and open member time to its Regular Members. Guidelines for open drop-in member usage of the training facility are found in a companion policy; UDSC Barn Usage Guidelines (exclusive to UDSC Regular members only).


The intent of this policy to provide clarity on guidelines, requirements and fee structure for facility rentals. There are three types of rentals: Member, Non-member and Commercial. Each type is included in the definitions below.


Rentals provide private use of the facility and must be booked in the UDSC rental Google Calendar. The Calendar is not real-time but is updated as quickly as possible; there may be slight delays in reflecting changes. The Board monitors patterns of bookings, open barn member usage and cancellations and will consider these in both identifying rental time available as well as approvals.


The following definitions apply:
Member Rentals: Regular Members are those who have paid member dues which include barn usage privileges and are listed in the UDSC member list as such. Member rentals are to individual members who pay the member rate for exclusive use of the facility for defined periods of time. Multiple regular members may be included in the same rental without additional fees. If Guests attend (including Associate Members), the guests are subject to guest guidelines and fees. Only rentals provide exclusive use of the barn.


Non-Member Rentals: UDSC Associate Members and/or other individuals in the agility community may request non-prime time rentals for personal training time (non-commercial). Non-members may not rent during prime times. Non-member rentals are for an individual. If others attend the rental, they are considered Guests and are subject to the Guest guidelines and fees. Non-members must sign a waiver of liability agreements each time they rent. Non-member bookings may be restricted if it is deemed necessary by the Board.


Guests: Are additional Associate member or non-member participants in personal (non-commercial) rentals by regular members or non-members. They must sign a waiver of liability agreement and pay a guest fee each time they participate in a rental. Guests must be disclosed and waivers provided in advance of the rental (electronic accepted). Barn must be rented for the entire time guests will be present. The Board reserves the right to limit the number of guests who may attend a rental, in particular in prime times.


Commercial Rentals: Commercial rentals are those where the renter is generating revenue for themselves by teaching classes and/or private lessons, or are hosting an event for which participants pay a fee (eg. seminar or trial). The instructor/event host must be the renter and must provide proof of liability insurance. Students of instructors or event participants in commercial rentals are not guests and do not require a UDSC waiver of liability as the instructor/host insurance must cover them. Commercial rentals include members who are renting the barn for commercial gain. All commercial rentals must include any time required for set-up/tear down. All commercial rentals are subject to Board approval. The Board considers the times of week and number of hours when reviewing commercial rentals. A rental agreement may be required.


Prime times: Prime times are defined as after 6pm on weeknights and 9am-6pm on weekends and holidays. Rentals in prime times are limited to regular members and board approved commercial rentals. 

Timeline requirements for bookings are included in the “Bookings” section of this policy. The Board reserves the right to require approval for member as well as commercial prime time bookings.
 

Block Bookings: The Board reserves the right to limit the number of block bookings if it is felt that these restrict member use of certain time periods. (eg: Block bookings for weekly prime time periods). This includes commercial, as well as personal member bookings.


Guidelines for Rental Bookings:
For all Rentals:

  • Bookings and cancellations MUST BE MADE WITH 48 hours notice of use.

  • No new rentals with less than 48 hour notice.

  • Cancellations with less than 48 hours notice will be charged the rental fee.

    • Exceptional circumstances will be considered.

  • In the event of a circumstance that affects the renter’s use of the training space, the renter agrees to respect the terms and the agreed -upon duration of the rental agreement. The renter agrees that changes to the terms and time of the rental will not be assumed or accommodated during the rental.

  • The renter agrees that decisions about potential compensation will be made by the UDSC board or a board member after the rental has concluded.

  • Additional guidelines based on booking time and type, per the chart below:

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A limited number of stalls are available to members for equipment storage. Contact UDSC Treasurer to
request.

  •  Fee for rental is $25.00 per month / $300 per year payable annually or semi-annually.

  • Complimentary storage for one (1) stall is included for renters who have annual rentals of $2,600.00 or more

 

Other General Guidelines:

 

  • Non-member renters will be provided instructions on how to access key to facility.

  • Renters and event participants are expected to monitor their dogs while in the barn and not allow them to relieve themselves inside the barn. Should an accident occur, renters must pick up/clean the affected area/equipment.

  • Renters are free to move equipment to suit their set-ups, however before leaving must ensure that the Aframe and Dogwalk are left in usable positions (eg. Dogwalk pulled away from wall and AFrame not at either end of usable space) and other equipment is easily accessible.

  • Renters are expected to treat all equipment with care. Any damage must be reported.

  • Please use the washrooms gently- do not flush paper towels, feminine hygiene products etc. Do not use sinks to wash out toys etc.

  • The back door is for emergencies only. It is not to be used to take dogs out or used as a non- emergency exit. Exceptions can be made for events.

  • Barn must be fully secured when you leave; all lights off, doors to washrooms closed, and barn locked. Barn must never be left unattended while unlocked.

  • Renters are asked to contact the board in the event of any concerns/issues at the barn eg. broken equipment at UDSCboard@gmail.com

  • For any issues requiring immediate attention, such as damage/vandalism to the barn, no heat in the bathrooms etc:
    UDSC Members please post to the UDSC Member Facebook group highlighting the issue and tag as many board members as possible.
    For non-members or     associate members, please contact the individual you communicated with for your rental at the number provided.

  • In the event of any incidents at the barn, the non-emergency police number is posted near the gate into the arena if needed.

  • Any incidents occurring during a rental, whether it involves dogs or participants, must be reported
    to the UDSC Board. UDSCboard@gmail.com

  • Should events occur which cause the barn facility to not be available to rent, UDSC reserves the right to cancel the rental.

  • Other guidelines will be included in commercial rental agreements as applicable.

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NOTE: The UDSC reserves the right to regularly update the rental Policy as required.  Protocol listed in the most recent version will be followed.

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