Space Allocation Policy

1. Purpose

The Chestermere Regional Community Association (“CRCA”) is committed to providing accessible, sustainable, and well-managed recreational spaces that support the diverse needs of the community.

The purpose of this policy is to establish a fair, transparent, and community-focused framework for the allocation and management of CRCA-operated facilities and spaces while ensuring long-term operational and financial sustainability.

CRCA acts as a steward of community recreational assets and facilities on behalf of the broader community.

This policy is intended to:

  • Support broad community access to recreation opportunities
  • Promote fair and consistent allocation practices
  • Encourage responsible and efficient use of shared spaces
  • Maintain the operational flexibility required to manage a multi-use facility
  • Support the long-term sustainability of CRCA facilities and programs
  • Foster respectful and collaborative relationships with user groups and community organizations
  • Support equitable, inclusive, and accessible community recreation opportunities consistent with applicable legislation and community standards

2. Scope

This policy applies to all bookable indoor and outdoor spaces operated by CRCA, including but not limited to:

  • Ice surfaces
  • Curling facilities
  • Ball diamonds and sports fields
  • Halls and meeting rooms
  • Studios and program spaces
  • Other recreational and event spaces operated by CRCA

3. Guiding Principles

CRCA will administer facility allocations in accordance with the following principles:

  • Fair and equitable access
  • Community benefit
  • Transparency and consistency
  • Responsible stewardship of shared recreational facilities
  • Operational sustainability
  • Respectful and collaborative relationships with user groups
  • Balanced access across diverse community needs

CRCA recognizes the important role that community organizations, volunteers, local user groups, and community partners play in supporting recreation and community engagement within Chestermere.

4. Authority and Administration

Facility allocation and scheduling decisions are administered by CRCA Management in accordance with this policy and operational requirements approved by the Board of Directors.

CRCA Management is responsible for:

  • Reviewing allocation requests
  • Managing scheduling priorities
  • Monitoring utilization and compliance
  • Supporting fair and balanced access across user groups
  • Addressing operational conflicts and facility requirements
  • Maintaining overall facility balance and operational sustainability

Operational allocation decisions remain under the authority of CRCA Management in accordance with Board-approved policy.

User groups are encouraged to communicate openly with CRCA regarding scheduling needs, operational concerns, or requests for reconsideration.

Where concerns arise regarding allocation decisions, organizations may submit a written request for review to CRCA Management. Management will review the matter and provide a decision consistent with this policy, operational requirements, and the overall needs of the facility and community.

Board involvement in operational allocation decisions is limited except where governance oversight is required.

4.1 Conflict of Interest and Fair Allocation Practices

Allocation decisions shall be made in the best interests of the facility and broader community.

Board members, staff, and volunteers shall avoid conflicts of interest or preferential treatment in allocation matters.

5. Allocation Priorities

When demand exceeds available space, CRCA will generally consider the following priorities when making allocation decisions:

Priority 1 – CRCA-Operated Programs, Events, and Community Initiatives

Priority 2 – Youth-Focused Non-Profit Organizations Serving Participants Under 18 Years of Age and Operating in Good Standing with CRCA

Priority 3 – Returning User Groups Operating in Good Standing with CRCA

Priority 4 – New and Emerging Community Organizations

Priority 5 – Commercial and For-Profit Users

These priorities are intended to guide allocation decisions and do not guarantee specific allocation quantities, preferred time slots, historical usage levels, or permanent access to facility space.

CRCA will balance allocation priorities with overall facility utilization, operational sustainability, and community demand.

Historical use and long-standing relationships may be considered during allocation reviews; however, past allocations do not create entitlement or guarantee future access.

6. Prime Time Allocation

Prime time facility use is a limited community resource and is generally defined as:

  • Weekdays after 4:00 PM
  • Weekends
  • Statutory holidays

CRCA will manage prime time allocations in a manner that balances:

  • Community access
  • Youth recreation opportunities
  • Operational sustainability
  • Facility utilization
  • Overall facility balance
  • Equitable community distribution
  • Overall community benefit

When reviewing prime time allocations, CRCA may consider factors including, but not limited to:

  • Utilization levels
  • Program participation
  • Compliance with CRCA policies and agreements
  • Scheduling efficiency
  • Financial standing
  • Community impact
  • Historical use patterns
  • Overall facility balance and scheduling requirements

CRCA reserves the right to consider additional operational, financial, community, or facility-related factors as reasonably required.

CRCA reserves the right to adjust, redistribute, or reassign prime time allocations where:

  • Allocated time is consistently underutilized
  • Operational needs require adjustments
  • Compliance concerns remain unresolved
  • Allocation levels no longer reflect community demand or facility capacity
  • Facility sustainability or scheduling balance is impacted

CRCA will make reasonable efforts to communicate changes in advance wherever possible.

7. Compliance and Good Standing

Access to CRCA facilities is conditional upon organizations and users remaining in good standing.

In determining good standing, CRCA may consider factors including, but not limited to:

  • Maintaining current memberships where applicable
  • Adhering to payment terms and financial obligations
  • Submitting required documentation within requested timelines
  • Maintaining required insurance, permits, certifications, or approvals
  • Following CRCA policies, procedures, and facility rules
  • Demonstrating conduct consistent with CRCA policies, codes of conduct, and reasonable standards of professionalism and safety

Where appropriate, CRCA will work collaboratively with organizations to address concerns before corrective action is taken.

Failure to maintain good standing may result in:

  • Reduction or loss of allocation priority
  • Suspension of booking privileges
  • Reallocation of facility space
  • Cancellation of bookings, permits, or agreements

8. Facility Utilization

CRCA monitors facility usage to support efficient scheduling, responsible stewardship, and maximum community access.

Repeated late cancellations, significant underutilization, or ongoing inefficient use of allocated space may impact future allocation decisions.

Unused, returned, or forfeited time may be reassigned at CRCA’s discretion to support broader community access, scheduling efficiency, and operational sustainability.

9. Financial Responsibilities

All user groups, renters, and organizations are required to maintain accounts in good standing and comply with payment terms outlined in their agreements, permits, invoices, or facility use arrangements.

CRCA reserves the right to suspend, modify, or adjust allocations where outstanding or overdue financial obligations exist.

10. Operational Requirements and Flexibility

As a multi-use facility, CRCA must maintain flexibility to respond to operational requirements, safety considerations, and evolving community needs.

CRCA reserves the right to adjust, relocate, suspend, or cancel bookings due to:

  • Maintenance or repairs
  • Capital projects or facility upgrades
  • Safety concerns or emergencies
  • Special events or tournaments
  • Programming requirements
  • Operational conflicts
  • Circumstances impacting facility operations or sustainability

Where operationally feasible, CRCA will provide reasonable notice and work collaboratively with affected groups to minimize disruption.

Final allocation decisions remain at the sole discretion of CRCA Management in accordance with this policy, operational requirements, and the overall needs of the facility and community.

11. Special Events and Community Initiatives

CRCA may prioritize tournaments, large-scale events, community initiatives, or strategic bookings that support:

  • Community engagement
  • Tourism and economic activity
  • Long-term facility sustainability
  • Recreation growth opportunities
  • Revenue generation supporting CRCA operations

Temporary adjustments to regular allocations may be required in these situations. CRCA will make reasonable efforts to communicate and coordinate changes as early as possible.

12. Facility Use Agreements

CRCA may require organizations or user groups to enter into facility use agreements, permits, operational agreements, or rental contracts outlining specific terms and conditions related to facility access and use.

Such agreements may include:

  • Scheduling requirements
  • Payment terms
  • Operational expectations
  • Insurance requirements
  • Conduct expectations
  • Facility responsibilities
  • Cancellation terms
  • Additional conditions deemed necessary by CRCA

Where a conflict exists between this policy and an executed agreement, the terms of the executed agreement shall govern for that specific booking or arrangement.

13. Communication and Allocation Review

Facility allocations are reviewed periodically, typically prior to each sport or program season.

CRCA is committed to maintaining open communication with user groups regarding:

  • Allocation timelines
  • Operational changes
  • Policy interpretation
  • Scheduling processes
  • Facility availability

Organizations are encouraged to communicate anticipated scheduling needs early to support effective planning and coordination.

Decisions made following review by CRCA Management shall be considered final unless otherwise directed by the Board of Directors.

14. Policy Interpretation

CRCA Management is responsible for the day-to-day administration and interpretation of this policy.

Questions regarding interpretation or application of this policy may be directed to CRCA Management.

15. Policy Review

This policy will be reviewed periodically by CRCA Management and the Board of Directors to ensure continued alignment with:

  • Community needs
  • Operational requirements
  • Governance best practices
  • Long-term facility sustainability

Any amendments to this policy require approval by the CRCA Board of Directors.

This policy does not create contractual rights or guarantees of facility access.