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HomeMy WebLinkAbout1980-02-05; City Council; 6139-1; Facility Use RegulationsInitial Dept . Ild C. Atty I- ---I._ - -- Szbj cct : FACILITY USE ~UGULA';:IO~JS . There is presently a departnental policy "Regulations Governing use of the Community Center" that sets policies, rules and fees for facility use. Kith the pending conpletioii of the renovatior, of Kardinz Street CoImunitv Center anci the recent completion of Magee Eouse, ic is necessary to apdate the regulations and fee schedule, which is apFroxinately four years old. The departnent has reviewed the policies and fee schedules ilsed in other cities in the county, while considering tile needs of the City. The Parks and Recreatiox Comnission has reviewed anci approved the nro?oseJ facility use regulations and has made several recomnendations whicli have been incorporared .. At their January 15* 1933 meeting, the City Coucil directed staff to add a liability insurance requirement and expand the group classifications, These changes have been incorporated on page 2 of the regulations (iten 2) and in the Classification and Facility Fee Schedule (Group priority 111). .. Zxxhib i t s 1. Proposed Facility Use Regulations Xeport 2. Comparison - Facility Fees (other cities) Recommendation That the Council accept as a City Council policy statement, the nronosecl Facility Use Xegulations. Council Action: 2-5-80 Council accepted as Policy the proposed facility use regulations. .. CARLSBAD PARKS AND RECREATION DEPARTMENT FACILITY USE REGULATIONS GENERAL INFORMATION TO APPLY FOR USE OF FACILITIES Application for use of City facilities may be made at the Parks and Recreation Department office weekdays, except City holidays, at 1166 Elm Avenue between 8:OO a.m. and 5:OO p.m, Applications will be reviewed, use will be prioritized and fees, if any, set by the Parks and Recreation Director or a designated employee: Fees, if any, must be paid to the de- partment office prior to approval for use. If use is not approved, fees may be picked up immediately at the department office. Please refer to "Application Procedures" and "Facility Fee Schedule". Applications approved for use may be picked up by anplicant prior to date of use, 'as none will be mailed bv the department. -.. APPLICATION PROCEDURES Application must be made in writing on the department's "Facilit Use Request" form and shall be made at least seven (7 3 days in advance of the first date requested. Late applications may be denied. Normally, applications shall not be made for more than three (3) months in advance. Exception may be made for large events requiring advance scheduling and publicity. In the event of a change in plans, notice of cancellation must be given to the department office forty-eight (48) hours before the date of intended use, in order to avoid financial obligation for any charges involved. Reimburse- ment may be made upon written request by the applicant on the City's refund form, available at the department office, and refundable fee will be mailed to the applicant. Applications will be aDproved for specific dates and hours, and time requested must-include all preparation, set-up time, as well as clean-up time following use. Applications will be approved for specific rooms, area or facility, and assignment will be made by the department .- e dependent upon group size, type of activity, and availa- bility of facilities. No activity shall be scheduled for more than room capacity. The department reserves the right to limit the number of uses by any one group, so that the entire community may make use of the limited facilities available. 6) Regular hours of use wiill be weekdays, Monday through Friday, 9:00 a.m. to 1O:OO p.m. and Saturdays, 1O:OO a.m. to 5:OO p.m., excluding City Holidays. Please note, that on Sunday through Thursday nights all programs must end by 11:OO p.m. with departure time no later than 12:OO midnight. On Friday and Saturday night, programs must end by 1:OG a.m. with departure time no later than 2:OO a.m. Use of facilities during times other than "regular" hours will be assessed a fee to provide for operating costs, regardlessof group's classification on the fee schedule. 7) All fees must be p.aid to the department office prior to Groups using a facility on a weekly, approval. Checks or money orders are made payable to the City of Carlsbad. semi-monthly and monthly basis shall pay on or before the first meeting of each month. Please refer to the "Facility Fee Schedule". RULES GOVERNING FACILITY USE An employee of the Parks and Recreation Department shall be present during all hours of use of the facility. Unless otherwise authorized by the department, the employee on duty will be responsible for control of opening and closing facilities, security, control of lights, gates, etc. The City of Carlsbad is not liable for accidents, injuries or loss of individual property in connection with any of its facilities. Applicant shall obtain liability insurance approved by the City Manager or his designee,naming the City as an additionally insured. Applicant and/or users will be responsible for any damage to facilities and must leave facilities in the same con- dition as r'eceived, including areas outside a building used. If additional chairs, tables, etc. are used they are to be returned to proper storage. All groups must be under the direction of their own leader- ship. There must be at least one adult present and responsible for each twenty (20) minors ,- and adults must be present during the entire time at a facility. -2- 5) Users shall comply with all applicable State laws and City ordinances. 6) Each group is responsible for controlling noise that would be disturbing to other activities or the surrounding neighborhood. 7) Office telephones are for department business and may be used by anyone in an emergency. 8) The Parks and Recreation Department reserves the right to full access to all activities at any time in order to ensure that all rules, regulations, City and State laws are being observed; and if necessary, may terminate an activity for the safety and welfare of the citizens of Carlsbad, or protection of City property. 9) Groups desiring to servealcoholic beverages as part of their group activities must so indicate on the application for use, and may be required to obtain a "Daily On-sale General License" from the Alcoholic Beverage Control office, and ensure that all Carlsbad Police Department and ABC rules and regulations are actively enforced. A) Alcoholic beverages shall not be purchased or brought into the building by other than the person (or ret spnsible officers if it is a service club) responsible for the activity or by a licensed caterer. Alcoholic beverages are not to be consumed outside the building. If minors are found to be ifi possession of alcoholic beverages, or if participants are found to be in possession of drugs, or fights occur, the activity will be terminated immediately. B) 10) Groups having live musical entertainment or serving alcoholic beverages must abide by the following additional security requirements : A) Security guard service will be required on the basis of one guard for up to each 100 people any time alco- holic beverages or live entertainment or both are present. B) Security requirements may be altered at the discretion of the Parks and Recreation Directar and/or Carlsbad Police Department's recommendation. C) Guard service will be arranged by the department, but paid by the sponsoring group. A check for the security service must be submitted along with other fees prior to approval for use. -3- D) Guards shall act as security forces and not as I.D. checkers. 11) A $100 refundable cleaning deposit will be added to the rental fee when a facility is used for wedding receptions, rummage sales, dances, private parties or exhibitions. The cleaning deposit will be returned if the facility is left clean and undamaged after use, and may be picked up at the department office during the week following use. RESTRICTIONS ON USE OF FACILITIES 1) Use of facilities for purposes of political. persuasion or religious services shall not be granted. The use of any facility shall not be granted or permitted to any individual, society, group or organization which has as its objective or one of its objectives, the over- throw or advancing of the overthrow of the present form of government of the United States or the State of California by force or violence or other unlawful means. 2) Groups or individuals seeking to use the City's facilities for private instruction or commercial profit-making ventures will be prohibited. or literature and no donation under any guise, or circum- stances, or for any purpose shall be solicited for private or personal gain. 3) There shall be no sale of, or distribution of pamphlets 4) Approval for use will not be granted to a person under twenty-one (21) years of age. 5) Department equipment is available for use in the City's facilities and may not be removed to any other location without proper written authorization by the Director of Parks and Recreation. 6) Facilities may not be reserved for use on the following holidays: Easter Sunday, Thanksgiving Day, Christmas Eve and Day, New Years' Eve and Day. 7) Use of facilities, buildings or equipment may be refused for the following reasons. A) Not available due to scheduled use. €3) Unsatisfactory prior use. C) When a hazardous condition exists. -4- D) When all requirements are not met as established by this policy, the City Council or the Parks and Recreation Commission, or state and local laws. When the activity is not compatible with accepted legal and/or moral standards. When use by non-residents precludes use by the community. E) F) NOTE: An adverse decision regarding a request for facility use may be appealed to the Parks and Recreation Director. Should the person wish to appeal further, it shall be to the Parks and Recreation-Commission and further appeal shall be made to the City Council. CLASSIFICATION OF APPLICANTS AND FEES As a means of.developing priorities for use of facilities, each application will be reviewed by the Parks and Recreation Depart- ment office and classified into a group, depending on the type of organization and the intended use. The group classifications and fees are outlined in the chart on the next page. SPECIAL SERVICES FEES 1) For use of facilities outside the "Regular Hours of Operation" an additional $7.00 per hour is required to provide for assigned supervisory staff. 2) Cleaning Damage Deposit: $100 refundable deposit is required when facility used for large events, wedding receptions, dances, private or commercial use and those serving alcoholic beverages. Deposit requirement may be altered at the dis- cretion of the Parks and Recreation Director. 3) Additional equipment rental: Facilities are equipped with tables and chairs and the Harding Street Auditorium has a built-in public address system. If additional equipent is needed, applicant may rent: Banquet tables $2.00 each Card tables $ -50 each Folding or straight chairs Portable P.A. system $5.00 per hour $2.50 per 25 chairs or less 4) Facility use for fund raising pruposes may be charged Group V rates, r.egardless of organization's classification. -5- 2 . ~ -_.... --.--.- -I I--^--.,-. EXHIBIT 2 COMPARISON-FACILITY FEES (OTHER CITIES) OCEAidSIDE (BALDERAMA CENTER) MEETING ROOM 1 .* Dept. Programs/co sponsor/school NC 2. Resident Youth & Adult NC 3. Resident Fund Raising $5/2 hrs. 4. Non Resident $1 @,OO 5. Private/Commercial $12.50 VISTA (BRINGLE TERRACE CENTER) A. Resident Youth B. Sr. Citizen Resident NC $12/4 hrs. C. Service/Soc. Service/Rec. Act. $1 2 D. Family Groups $20 E. Non Resident $50 F. Commercial . $50 ESCONDIDO (JOSELYN SR. CIT. CENTER) A. Resident Youth &-Sr. Citizen NC B. Resident Adult $5/3 hrs. C. Other Sr. Citizen (75% ResSdent) $5 D. Non Resident Youth, Adult & Sr. Groups $10 E. Pri vate/Commerci a1 $20 AU D . /HALL .. NC NC $12.50 $2U-.OO’ $25.00 ,: NC $55 .OO $125.00 $175.00 $55 .oo $175.00 - NC $20 .oo $20.00 $30 .OO $50 .OO CHULA VISTA (L.V. ROOM & REC. HALL) 1. Dept. Programs 2. Correlated Groups 3. Civic/Social $5/hr. + * $10/hr. + * 4. Family $7/hr. + * $15/hr. + * 5. Special (Non Resident, Fund Raising) $10/hr. + * $15/hr. -t * EL CAJON 1. Dept. Programs NC NONE FOR RENT 2. Schools NC 3. Open Groups (No Funds) NC 4: Open Groups (Minimal Charge) $1 .75/hr. w/$5 Min 5. Fund Raising $1.75/hr. w/$5 Min + $40. Serv, Fee 6. Pri vate/C1 osed Groups $1.75/hr. w/$5 Min + $40. Serv. Fee 7. Commerci a1 $1.75/hr. w/$5 Min + $40. Serv. Fee SAiJ MARCOS (BARN) 1. Dept. Programs NONE NC 2. Resident Civic ($25. Clean Dep.) $5.00/hr. w/$25 Min 3. Square Dance Group $10/hr. w/$25 Min 4. Special/Private/Non Resident ($J50. Clean Dep.) $25/hr w/$lOO Min 5. Caterer/Fund Raising 10% of Gross NC ** NC * .. *Staff salary $3.50/hr. .I