HomeMy WebLinkAbout1982-08-10; City Council; 6139-2; Revision of the Facility - Use Regulations_- _A
SB#b-b
HTG. 8/10/82
CI1 . OF CARLSBAD - AGENDh BILL
TITLE
EVISION OF THE FACILITY - USE
REGULATIONS t Pks. E Rec 3EPT.
CITY ATP/
DEPT. HD.
RECOMMENDED ACTION:
City Council amend Council Policy Statement #28 issued on 2/5/80, and
approve the Revised Facility-Use Regualtions.
ITEM EXPLANATION:
As per Council direction, staff has revised and updated the existing
Facility - Use Regulations and Schedule of Fees.
are as follows :
The major changes
1) Increased fees, ranging from 14% to 100%.
2) Open facilities to religious and political groups.
3) Groups and individuals my use the facilities for private instruction
or commercial-making ventures.
three mnth trial basis.
This policy will be implemented on a
4) Revised and clarified the group classifications schedule.
5) Fees have been established for use of the parks.
PARKS AND RECREATION COMMISSION:
At their meeting on July 19, 1982, the Parks and Recreation Conmission
recommended that the City Council adopt the Revised Facility - Use
Regulations with the following mdifications:
1) Allow use by private instructors and commercial-making ventures on a
3 mnth trial basis.
2) Delete the clause relating to the sale or distrubution of pamphlets
or literature for personal gain.
3) Reduce the proposed fees at Hardkg Cornunity Center for resident
groups *
4) Clarify the section that pertains to refunds.
5) Religious pups can not schedule the use of the facilities for more
than 3 mnths.
FISCAL IMPACT:
It is estimated that approximately $14,000 will be generated from rental
fees during the 1982-83 Fiscal year.
EXHIBITS :
1) 2) Revised Facility - Use Regulations. Mmrandum dated July 23, 1982 to the Parks and Recreation Director. I
, $'- Exhibit "A"
QI -
CARLSBAD PARKS AND RECREATION DEPARTMENT
REVISED FACILITY USE REGULATIONS
GENERAL INFORMATION TO APPLY FOR USE OF FACILITIES
Application for use of City facilities may be made at the Harding
Community Center Reception office weekdays, except City holidays,
at 3096 Harding Street be-tween 8:OO a.m. and 5:OO p.m.
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Applications will be reviewed, use will be prioritized and fees,
if any, set by the Recreation Supervzsor. Fees, if any, must be paid prior to approval for use. If use is not approved, fees
will be returned. Please refer to "Applicat5.on Procedures" and
"Facility Fee Schedule".
Applications approved for use may be picked up by applicant three
days following approval. The applications will be not be mailed by
the department.
APPLICATION PROCEDURES
1) Application must be made in writing on the department's
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"Facility Use Request'' form and shall be made at least ten (10)
working days in advance of the first date requested. Late appli-
cations may be denied.
2) Normally, applications shall not be accepted for more than three
. (3) months in advance. The only exception may be made for large
events requiring advance scheduling and publicity.
3) 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 finacial obligation
for any charges involved. Reimbursement may be made upon written
request by the applicant on the City's refund form, available
at the Harding Community Center, and the refundable cleaning/
damage deposit and fees will be mailed -to the applicant.
4) Applications will be approved for specific dates and hours, and
time requested must include all preparation, set-up time, as well as clean-up time following use.
5) Applications will be approved for specific rooms, area or facility,
and assignment will be made by the department dependent upon
group size, type of activity, and availability 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.
e- (---
6) Regular hours of use will be weekdays, Monday through Friday,
9:00 a.m. to 1O:OU p.m. and Satardays, 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 1l:Oi) p.m. with deprture time no later 12:OO mid-
night. On Friday and Saturday night, programs must end by
1:OO a.m. with deparTure time no 1.ater than 2:00 a.m.
An additional fee of $7 will be charged for use of the facility
other than during regular hours of operation for all classifica-
ions.
7) All fees must be paid at Harding Communi-ty Center prior to
approval. Checksor money orders are made payable to the City
of Carlsbad. Groups using a facility on a weekly, 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 -
1) An employee of the Parks and Recreation Department shall be present during all hours of u;e of the facility. Unless other-
wise .authorized- the department, the employee on duty will be
responsible for control of opening and closing facilities, secu-
ity control of lights, gates, etc.
2) The City of Carlsbad is not liable for accidents, injuries or loss of indivi.dua1 property in connection with any of its
facilities. Applicant must obtain liability insurance approved
by the City Manager or his designee, naming t-he City as an
additionally insured. However, the City can also provide the
liability insurance at a minimal cost to the papticiDant.
3) Applicant and/or users will be responsible for any damage to
facilities and must leave facilities in the same condition as
received, including areas outside a building used. If additional chairs, tables, etc. are used they are to be returned to proper
storage.
4) All groups must be under the direction of their own leadership.
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.
5) Users must comply with all applicable State laws and City
ordinances.
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6) Each group is responsible for con-t:rblling noise that would be
disturbing to other activities or the surrounding neighborhood.
7) Office telephones are for department business and may on1.y be
used in an emergency.
8) The Parks and Recreation Department reserves the right ot full
access to all activities 3t 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 sdfety and welfare
of the citizens of Cdrlsbad;. or protection of City property.
9) Groups desiring to serve alcoholic 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 ail Carlsbad Police Separtment and ABC rules and regulations are
actively enforced.
A) Alcholic beverages shall not be purchased or brought into the building by other than the person (or responsible officers if it is a service club) responsible for the activity or by
a licensed caterer. Alcholic beverages are not to be con- sumed outside the building.
B) If minors are found to be in possession of alcoholic bever-
ages, or if participants are found to be in possession of drugs, or fights occur, the activity will be terminated
immediately e
10) Groups having live musical entertainment or serving alcoholic
beverages must abide by the following additional security
requirements :
A) Security requirements ma be altered at the discretion of the
Parks and Recreation Director and/or Carlsbad Police Depart-
ment 's recommendation.
B) 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. The department will determine the required number of guards.
C) Guards shall act as security forces and not as I.D. checkers..
11)
D) Security guard service w?ll be required on the basis of one guard for up to each 100 people any time al.coholic beverages and/or live entertainment is present.
A $150 refundable cleaning/damage (cash/money order only) deposit
will be added to the rental fee when a facility is used for wed-
ding receptions, rummage sales, dances, private parties or exhibi-
tions. The cleaning/damage deposit will automatically be mailed
to the applicant j-1 -the facility is left clean and undamaged after
use.
4.
rc-
._. 12)
13)
14 1
All classifications must pay the commercial rate, category F,
for any fund-raising purposes *
Groups meeting on a regular basis may arrange to pay monthly,
on the first of each month prior to use.
Rental for the use of the parks is charged only for large organ-
ized activities, including weddings, auctions, concerts, dances,
dog shows, rummage sales, art shows, groups serving alcoholic
beverages, groups using the sound system, exclusive use of the
park, political groups, religious groups, etc.. .
RESTRICTIONS FOR USE OF FACILITIES -
No two groups of opposing political parties or political
affiliation shall be scheduled at the sane time at any facility.
.Use of the facilities by religious groups will be limited to 3
months. Use will not be extended or renewed beyond the specified
time period.
The use of any facility shall not be granted or permitted to
any individual, society, group or organization which has as its
objectives, the overthrow or advancing of the overthrow of the
present form of government of the Uni-ted States or the State of
California by force or violence or other means.
Groups or individuals may use the City's facilities for private
instruction or commercial profit-making ventures €or three
months. However, the building must have a (40%) forty percent vacancy rate.
Approval for use will not be granted to a person under twenty-one
(21) years of age.
Department equipment is available for use in the City's facilities
and may not be removed to any other location without proper writ-ten authorization by the Director of Parks and Recreation.
Facili-ties may be reserved, based on the availability of staff,
for use on the following holidays: Easter Sunday, Thanksgiving
Day, Christmas Eve and Day, New Years Eve and Day.
Use of facilities, buildings or equipment may be refused for the
following reasons :
A) Not available due to scheduled use.
B) Unsatisfactory prior use.
C) When a hazardous condition exists.
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D> Application is submitted less than ten (10) working days
in advance.
E) Non-payment of fees by due date.
F) When all requirements are not met as established by this
policy, the City Council or the Parks and Recreation Comm-
ission, or state and local laws.
G) When the activity is not compatible with accepted legal
and/or moral standards.
H) When use by non-residents precludes use by the community.
9. If use for a facility is not app-roved, the decision may be appea-
led to the Parks and Recreation Director. The next option, if
-the applicant is not satisfied with the decision is to further appeal to the Parks and Recreation Commission. The final appeal
can be made to the City Council.
CLASSIFICATION OF APPLICANTS AND FEES
Each application will be reviewed by the Recreation Supervisor
and classified into a group depending on the type of organization and
the intended use. The Parks and Recreation Department's activities
have firs-t priority for the use of the facilities. The classifications
are listed in order of priority with classification A first, classifi- cation B second, etc.
The City attempts to accommodate all groups, however, there is a limited
number of facilities. Unfortunately the demand exceeds the supply.
For that reason, a priority system for use had to be established.
CLAS S I FI CAT1 ONS
A) Parks and Recreation Department's Activities; Co-Sponsored .-.
B)
Activities: Other DeDartments.
Examples: Senior Citizen Association, Friends of the Library,
Chamber of Commerce.
Resident Youth Groups.
Locally organized youth groups whose membership is comprised
of 75% City residents. Their primary purpose is recreational
or educational oriented activities.
Examples: Little League, Pop Warner, Bobby Sox, Girls Club, Boys and Girls Club, Pony League, Girls and Boys
Scouts, La Costa You-t-h Organization.
C) Resident Recreational or Educational Groups. ---
Groups with 75% residents whose Frimary purpose is to provide
recreational or educational activities or programs for the
community.
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Examples: YMCA, School District, Racey Ladies Track Club.
D) Resident Civic, Social - and Service Groups.
Community organizations whose normal place of meeting is
located in the City of Carlsbad. 75% of their membership
must be residents. Use is for business mee-thgs and social
events.
Examples: Rotary, Garden Club, Sothern California Council
of Churches , North County AA, Lions Club, ARC, Raza Unida, League of Women Voters, Soroptimist,
Resident Religious and Political Groups.
E) Private/Closed Non-Resident Groups.
Activity/program is not open to the general. public and/or
there is less than 75% residents. This includes non-resident
youth, civic, social, political, and religious groups.
Examples; Weddings, Rummage sales, banquets, meetings.
F) Commercial Groups.
Facility use for commercial purposes by a commercial firm,
private instructor, commercial making ventures, or classifications B through F, utilizing the building or site for fund-raising
purposes.
Examples: Trade shows, company training, meetings, seminars, resident and non-resident groups, classes, etc.
G) Religious and Political GrouDs.
Facili-ty use for religious and~political groups has been established
for priority-use only. Fees will be charged according to the
appropriate residen-t or non-resident category.
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HOURS OF OPERATION
(-- KEY: N/C No charge -- D = Day
FEE SCHEDULE
9:00 A.M. to 1O:OO P.M.; Monday thru Friday
1O:OO A.M. to 5:OO P.M.; Saturdays
Fees are listed according to an hourly rate unless othemke -indicated.
FACILITIES ___---..-
Auditorium
Rec Hall
Meeting Iiooms
Kitchen
Heritage Hall
Main Room
Kitchen
kvante Cornmi-ty Center E5i--RXG-----
Meethg Room
scout Hut
Holj.&v House
ICrwer House
SO€TRALL FIELDS
Chase
By Use TO Prep. 1
Lights only
Lights, (Bases)
Pine
&y Use (No Prep.)
Gghts
Lights, .(Bases) ..
Levante
Day Use Only
Tournaments
Field (3nases)
Cleaning kposit (Refundable
paid by cash/money order only)
Lights
Field Preparwtion
AIB
LII
N/ C N/ C N/ C
N/ C
N/ C
I'J/ c
N/C N/ C
I(/ c
N/ C
N/ C
N/ C
N/ C
N/ C
N/ C
N/C
N/ C
N/ C
N/C
C -
$ 10
10
5
-5
$ 10
5
$ 10
5.
$5
$5
$5
$3
10
15
$3
10
15
$3
$ 30/D
100/D
10
25
CATEGORIES D -
$ 15
15
10 8
$ 15
5
$ 15 10
$8
$8
$8
$3
10
15
$3
10
15
$3
$ 40/D 100/D
10
25
E -
$ 40
40
30
10
$ 20 8
$ 35 15
$ 10
$ 10
$ 10
$5 15
20
$5 15
25
$5
$ 50/D
100/D
10
25
F $cG - -
$ 55
55
35
20
$ 30 10
$ 45
20
$ 20
$ 20
$ 20
$5
20
25
$5
20
25
$5
$ 60/D
100/D
10
25 r Classification G has been established for priority purposes only.
will be charged according to the designated classification.
rees -7. -7. '. d.
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Ilol iday --
kt Costa Canyon - _-
N/ C $5 $ 10 $ 15 $ 20
N/ C $3 $5 $8 $ 10
N/ C $3 $5 $8 $ 10
N/C $3 $5 $8 $ 10
TENNIS COURTS
Monroe Street (Tournaments Only) N/C $ 10/D $ 15/D $ 20/D $ 30/D
Note :
1. There is a two (2) hour minimUm :For the use of facilities except for meeting morns
which can be rented for one (1) hour.
2. Fees will not be prorated for less than one hour-
3. At Levarite Community Center and Hardhg Community Center, there is a charge for
additional equipment rental:
$2.50 per 25 or less; Card Tables, 50C each.
Portable P.A. , $5; Banque-t Tables, $2 each; alairs,
4. Day Use for the softball fields An additional amount is then charged for use of the lights.
and the tennis co&s is from 8:OO a.m. until dark.
Classification G has been established for priority purposes only.
Fees will- be charged according to the designated classification.
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6/17/82
MRB:hlj -8-
6 L
M E M 0 R A N D U M
TO : Davi-d Bradstreet , Parks and Recreation Director FROM : Marsha Backlund, Admi.nis-trative Assistan-t pf? DATE : July 23, 1982 SUBJECT : Revision of the Facility Use Regulations and Fees.
Background
The existing Factlity Use Regulations have been in effect for two
years. Staff felt it was necessary to update and clarify the rules
and regulations and in addition recommend changes in the fee structure.
Recently, the Parks and Recreation Element to the General Plan was
revised. One of the established goals is to "promote a financially
self-supporting system of recreational facilities and programs".
The Parks and Recr>eation Department is now developing new ways to
become more self-supporting. This will make the appraisal of the
rules and regulations a more timely project.
Over the past two years, staff has had the opportunity to evaluate the actual operation of the Facility Use Regulations. A survey was
also conducted oE several cities in San Diego County, which are:
Oceanside
San Marcos Vista
E s con d i do
La Mesa
El Cajon Lemon Grove
Chula Vista
Imperial Beach
Carlsbad
Recommendation
It is recommended that the City adopt the Revised Facility Use
Regulations.
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Discussion
The current policies have established fees for the use of Harding Community Cen-ter. and the softball fields.
The department has never charged for the use of parks nor for the majority of our buildings. The proposed changes now include fees for -the use of the following buildings or sites:
IIarding Community Center
Heritage Hall
Levante Community Center Scou-t Hut Kruger House
Holiday House (Prior Gtrl' s Club 1
7) Chase Softball Field
8) Pine Softball Field
9) Use of Softball Tournaments 10) IIoliday Park
11) La Costa Canyon Park
12) Laguna Riveria Park
13) Magee Park
14) Tennis Courts/Monroe
(Tournament Only 1
A comparison of the current vs the revised Facility Use Regualations
is
1.
2.
3.
4.
5.
6.
7.
a.
as follows:
Current (Exhibit B)
Applications for the use of 1.
the facilities and the payment of fees are at the Parks and
Recreation Office.
Applications will be reviewed 2.
by the Department's Director.
The application must be rece- 3.
ived seven (7) days in advance.
For use of facilities outside 4.
the "Regular Hours of Opera-
tion" , an additional $7.00
per hour is required to pro- vide for assigned staff.
Applicant shall obtain liabil- 5.
ity insurance approved by the
City Manager or his designee,
naming the City as additionally
insured.
A $100 refundable cleaning 6.
depasit wil be added to the
rental fee when a facility is
used for wedding receptions,
rummage sales, etc.
$50 refundable cleaning/damage 7.
deposit for the use of the
softball fields for tournaments.
Facility Use for fund-raising 8.
purposes may be charged Group V, regardless of organization's
classification.
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Revised (Exhibit C)
Application for the use of
the facilities and the pay- ment of fees are at Harding Community Center.
Applications will be reviewed
by the Recreation Supervisor.
The application must be sub-
mitted (10) working days in advance.
An additional fee of $7.00
will be charged for use of the facility other than dur-
ing regular hours of opera- tion for all classifications.
Same as current policy, except
the City can now provide the
liability insurance at a min-
imal cost to the participant.
A $150 refundable cleaning/
damage deposit (cash or money
order only) will be added to
the rental fee when a facility
is used for wedding receptions,
rummage sales, etc.
A $100 refundable cleaning/ damage deposit (cash/money only) will be required for
use of the Softball Fields for tournament play only.
A11 classifications must pay the commercial rate, category F, for fund-raising purposes.
ti
9.
10.
11.
There is a two (2) hour mini- 9. There is a two (2) hour mini-
mum fee with a six (6) hour mum except for meeting rooms
maximum. which can be rented on a hourly basis. The maximum number d'f hours has been eliminated.
Use of facilities for purposes 10. 'The facilities can be rented bv
of religious services shall
not be granted.
No use by political parties.
12. No pzrks rental.
13. Classifications:
I Department Programs
I11 Resident Civic Groups I1 Sponsored Groups
IV Resident Social Service
V Non-Resident E Private
Groups
Groups
VI Commercial Use
., reliEious groups on a limited
basis for 3 months.
11. No two groups of the same pol-
itical affiliation or persua-
sion will be allowed to rent
the facility at the same time.
12. Park rental only be required
for large organized activities
otherwise use will be on a first come first served basis. An organized activity includes groups serving alcoholic bev-
erages, groups using the sound
system, exclusive use for the
park, weddings, auctions, con-
certs, dances, dog shows, rum- mage sales, art shows, etc.
13. Classifications :
A) Department Programs,
Co-Sponsored Activities/ Groups, other City Depts. B) Resident Youth Groups
C) Resident Recreational/
Educational Orientated Groups
D) Resident Civic Social
and Service Groups
E) Non-Resident,Private
Closed Groups
F) Commercial Groups
14. No use by private instrwctors 14. Groups or individuals may' use
or commercial Making ventures- the facilities for private- instruction or commercial-making ventures for three months. However, facility must have a 40% vacancy rate. Staff E Parks
E Recreation Commission recomm- ended that this policy be inple-
mented for a three-month trial
basis.
If the City assuzneg respo-nsibility for the High School Tennis Courts,
fees will be establ-ished for tournaments in the future. b-7 ~t%
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1
Most of the proposed fees are newly established.
However, a comparison of the old versus the new at- Harding Community
Center and for use oC the softball fields is as follows:
Use of Harding Cornmuiii-ty Center - Auditor.i.um and Recreation Hall -- --~---_---l-l-_y- ~-" _---.__ 1_-11---.----. ~ ____x-I_____
Current Fee Revised Fee
Group I11 $ 5/hr Group C $lO/hr Group IV $lO/hr Group D $15/hr
Group V $35/hr Group E $40/hr
Group VI $45/hr Group F $55/hr
Percentage of Increase
100 % :-so %
14 %
22 %
Use of Harding Community Center - Meeting Room -__-__ ~ ._--_-_-_ ---
Current Fee 1 Revised Fee Percentage of Increase
Group I11 $ 2.50/hr Group C $ 5/hr Group IV $ 5/hr Group D $lO/hr Group v $25/hr Group E $30/hr
Group VI $30/hr Group F $35/hr
Use of the Softball Fields
I_
Current Fee
Lights only
Lights,
Tournamen-cs
Revised Fee
Resident
$10/2 hrs
$15/2 hrs
$25/day
100 %
100 % 20 % 17 %
Non-Re s ident
$15/2 hrs.
$20/ 2 hrs.
$25/day 1
ProDosed Classifications
C D E F AEB
Chase E Pine Fields
Day Use
Lights Only Lights, (Bases)
Levante Field
Day Use Only
Tournaments
Field , (Bases)
Lights Field Preparation
Conclusion
N/C $3/hr. $3/lir. $5/hr. $5/hr.
N/ C $lO/hr. $lO/hr. $15hir. $20/hr:
, N/C $15/hr. $15/hr. $20/hr. $25/hr.
N/ C $3/hr. $3/hr. $5/hp. $5/hr.
N/C $30/da. $40/da. $50/da. $60/da. N/C $lO/hr. $lO/hr. $lO/hr. $l.O/hr. N/C $25/hr. $25/hr. $25/hr. $25/hr.
The current rules and regulations need to be clarified and upda-ked. In addition the fee structure requires a revision to accommodate all
of our facilities. Staff belives the revised Facility Use Regualtions
will better meet the needs of our department and the community.
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9
Parks and Recreation Commission
On July 19, 1982, the Parks and Recreation Commissi.on voted to approve
the revision of the FaciLi-ty Use Regulations with specific amendments
that have been incorporia-Led iwto this report. The Commission further
recommended to:
1) Allow the cse of the facility for private instruction and
commercial-making ventures on a 3 month trial basis.
2) Establish a brochure for the public listing all the recreational
facilities with:
A. Locations 'and Addresses .
B. Seating and Congregation
Capacity of the Buildings
Fiscal ImDact
The revised fees for the use of the facilities and recreation area will
generate additional revenue for the City. It is estimated that the
department will receive $14,000 for rentals in Fiscal Year 1982 - 83.
During Fiscal Year 1981 - 82 the department collected approximately
$8,000.
6/17/82 MRB : hlj