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Third Party Use of Scouts Canada Property Procedure

Introduction

Any time a third-party organization (non-profit organizations, societies, corporations, partnerships, trusts, cooperatives, or communal organizations but not including individuals and families) rents a Scouts Canada property, an approved contract must be signed.

 

Our Procedure

1.     Before a Scouts Canada group or council enters into a rental contract with a third-party organization wishing to use Scouts Canada property, all Scouts Canada documents required regarding that specific property must be submitted.[1]

2.     All parties shall complete and sign the approved rental contract. Please refer to the Contracts and Agreements Procedure.

3.     Third parties must sign the Organizational Hold Harmless Agreement and provide proof of comprehensive general liability insurance with a minimum of $2-million coverage. Scouts Canada must be named as an additional insured for the use of Scouts Canada property.

4.     Deposits are collected in accordance with the contract.

5.     All Scouts Canada policies, standards, and procedures apply for the duration of the contract.

6.     Invoices are issued consistent with Revenue Canada and provincial requirements.

7.     All documents are stored according to the Retention and Storage of Records Procedure.

Related Policies & Standards

 

Related Procedures

 

Resources 

Effective Date

March 2, 2019


[1] Currently, the following documents are required.

  • completed Continuing Business Strategy;
  • approved Business plan;
  • current Property Standards Workbook;
  • assessment containing specific tax advice confirming whether third party rentals will impact taxation (income tax, property tax, commodity tax (GST-HST-QST) or charitable status for the property or Scouts Canada;
  • where third party rentals impact income tax or property tax, there must be a business case that demonstrates the additional costs can be recovered;
  • rental rate schedule demonstrating rates are market rate so as not to disadvantage commercial operations we may compete with;
  • in the case of leased real property, the owner of the real property, fixtures, and equipment has provided prior written agreement for third party usage; and
  • documents showing all facilities and equipment is fit and proper for purpose, has been correctly inspected, and is compliant with appropriate health and safety regulations as applicable.

Uncontrolled When Printed: When printed, document cannot be guaranteed to have the current information and should be used with caution. This document is marked “uncontrolled” and the user is responsible for determining if the current version is active. To find the most updated version, please refer to Scouts Canada BP&P on Scouts.ca.