Policy - Facility Users Insurance - 20250401
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Policy
Legal Services
Contact: Paralegal, Insurance, Risk Management and Litigation, Corporate Services
Approval Authority: Chief Administrative Officer (C.A.O.)
Effective: April 1, 2025
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Facility Users Insurance
Purpose
This policy outlines the mandatory insurance requirements for all permit holders who rent
a facility from The Corporation of The Town of Aurora (the “Town”).
The purpose of this policy is to provide a mechanism for the Town to transfer third-party
risks to the facility user and to ensure adequate insurance coverage is in place to protect
both the Town and the user from claims and the economic losses that can stem from
claims.
Scope
This policy applies to all staff and persons or organizations renting a facility under a
facility permit.
Definitions
COI
A Certificate of Insurance that is issued by an Ontario licensed insurance company
confirming the existence of a valid insurance policy.
Facilities or Facility
Any building, pool, field, park, land, or other space owned or operated by the Town and
used by or rented to a person or organization.
Facility Booking Administrator
The authorized agent or representative of the Town or their designate that issues facility
permits on behalf of the Town.
Facility Permit
A permit issued by the facility booking administrator related to the use or rental of the
Town’s facilities.
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Facility Users Insurance Program or FUIP
An insurance program organized by the Town’s Legal Services division through an
insurance broker in which permit holders or prospective permit holders may apply for
insurance coverage related to the facility permit.
Permit Holder
Any person or organization who rents a facility, for a fee, or for no fee, and who is issued
a facility permit.
Policy
Requirements for Insurance Coverage
Prior to using a facility, and for the entire duration thereof, all permit holders must, at the
permit holder’s sole cost and expense, obtain and maintain insurance as set out in the
Minimum Insurance Requirements section of this policy.
Facility Users Insurance Program
Permit holders shall provide proof of insurance coverage, as required by this policy,
which can be done through the Town’s FUIP or through their own insurer, provided the
insurer is licensed to transact business in the Province of Ontario and of satisfactory
financial standing to the Town. Town staff booking a facility for a Town event are not
required to provide a COI as insurance is provided by the Town for such events.
Minimum Insurance Requirements
Users must ensure that their insurance policies meet or exceed the Town’s minimum
requirements, as set out below. Additional insurance coverage requirements may be
specified by Legal Services from time to time depending on the risk related to the event
or activity.
• The liability limits of the permit holder’s COI shall be no less than two million
Canadian dollars ($2,000,000 CAD) per occurrence, for, but not limited to,
personal injury including death, and damage to property including loss of use
thereof, with a deductible of not more than one thousand Canadian dollars
($1,000.00 CAD), or as agreed to in writing by the Town
• For all facility permits where alcohol will be available or served, the permit holder
must obtain liability limits of no less than five million Canadian dollars
($5,000,000 CAD) per occurrence, for, but not limited to, personal injury including
death, and damage to property including loss of use thereof, with a deductible of
not more than one thousand Canadian dollars ($1,000.00 CAD), or as agreed to in
writing by the Town
• Each COI shall be in the name of the permit holder and must include “The
Corporation of The Town of Aurora” as an additional insured
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Submission of Insurance Documentation
Permit holders are required to submit a COI to the facility booking administrator a
minimum of two weeks prior to the start of the booking. In the case of last-minute
bookings to occur within this timeframe, the COI must be provided prior to the
scheduled event or activity and no later than 12 p.m. on the last business day preceding
the scheduled event or activity.
Verification of Insurance Documentation
The facility booking administrator reserves the right to verify the authenticity and
adequacy of the insurance coverage provided by the permit holder. This may involve
contacting the insurance provider directly or requesting additional documentation.
Property Coverage
The Town is not responsible for any loss, theft, or damage to any property of the permit
holder or their employees, agents, or invitees, howsoever caused.
Enforcement
Failure to comply with this policy will result in revocation of the facility permit.
Responsibilities
Facility Booking Administrators
• Issue the facility permit
• Ensure permit holders provide a COI that is compliant with this policy
Legal Services Division
• Determine the minimum insurance requirements for use of the Town’s facilities in
consultation with the Town’s Community Services Department
• Provide a FUIP for third parties to purchase the applicable insurance
• Monitor compliance with this policy
Monitoring and Maintenance
C.A.O. / directors / managers / supervisors and employees should work collaboratively
to resolve issues related to this policy. Any employee found to be disrespecting the
terms of this policy other than under exceptional circumstances, emergencies or
operational requirement is subject to an investigation and discipline deemed
appropriate by their immediate supervisor, Human Resources, the Town Clerk and / or
C.A.O.
Users found to be in violation of this policy may be subject to penalties or restrictions
on future facility usage.
This policy will be reviewed two years from its effective or revision date, in accordance
with the Town of Aurora’s policy maintenance schedule.
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References
• Policy – Municipal Alcohol
• SOP – Facility Users Insurance
• Facility Permit Terms and Conditions