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HomeMy WebLinkAbout1987-07-14; City Council; 6139-3; Revision of the Facility Use RegulationsGIT OF CARLSBAD - AGEND' SILL ARtf &/39~?*3 DEPT..P_&_^ TITLE: REVISION OF THE FACILITY USE REGULATIONS DEPT. HD CITY QLU gccD.o. oz3 Oo RECOMMENDED ACTION: City Council amend Council Policy Statement 28 issued on August 10, 1982 and approve the revised Facility Use Regulations. ITEM EXPLANATION Staff has revised and updated the existing Facility Use Regulations and Schedule of Fees. The major changes are as follows: 1. Fees have been established for use of Stagecoach Community Park. 2. Revised and clarified the group classifications schedule. 3. Fees were increased or decreased accordingly, based on a survey of other municipal agencies rental rates. 4. Notice of Cancellation must be given to the department 21 days before the date of intended use. 5. A ten dollar ($10) processing fee will be charged if applicant cancels after deadline date. 6. Advanced scheduling may be accepted a minimum of ten (10) working days and maximum one year. PARKS AND RECREATION COMMISSION At their meeting on May 18, 1987, the Parks and Recreation Commission recommended that the City Council adopt the Revised Facility Use Regulations - Exhibit 1. FISCAL IMPACT It is estimated that approximately $35,000 will be generated from rental fees during the 1987-88 fiscal year. EXHIBITS 1. Revised Facility Use Regulations. 2. Memorandum dated May 12, 1987 to Parks and Recreation Director. May 12, 1987 TO: DAVID BRADSTREET, PARKS & RECREATION DIRECT^ FROM: Ken Price, Principal Recreation Supervise] REVISION OF THE FACILITY USE REGULATIONS AND FEE SCHEDULE The existing Facility Use Regulations have been in effect for five years (Attachment "A"). With the addition of Stagecoach Community Park procedures and fees, staff felt it was necessary to update and clarify the existing rules and regulations and recommend changes in the fee structure. In order to identify the areas of change, a comparison of the current versus the recommended Facility Use Regulations is as follows: CURRENT (Attachment "A") 1. Applications must be submitted at least seven (7) days in advance. 2. Regular Hours of Operation, Monday - Friday, 9:00 a.m. - 10:00 p.m. Saturday, 9:00 a.m. - 5:00 p.m. 3. Notice of Cancellation must be given to the department office seventy-two (72) hours before the date of intended use. 4. Advanced scheduling may be accepted a minimum one week and maximum three (3) months. 5. A processing fee is not charged if applicant cancels after cancellation deadline date. 6. Inspection of facilities with applicant prior to and after their use. (Not in effect) 7. Classifications: A) Parks & Recreation Dept. activities; co-sponsored activities; other City departments. REVISED (Attachment "B") 1.Applications must be submitted at least ten (10) working days in advance. 2.Regular Hours of Operation, Monday - Friday, 8:00 a.m. - 10:00 p.m. Saturday, 8:00 a.m. - 4:00 p.m. 3.Notice of Cancellation must be given to the department twenty-one (21) days before the date of intended use. 4.Advanced scheduling may be accepted a minimum ten (10) working days and maximum one year, 5.A ten dollar ($10) processing fee will be charged if applicant cancels after deadline date. 6.Patron must initially inspect the premises with City staff prior to and after their use. 7 .Classifications: A) Parks & Recreation Dept. activities; co-sponsored activities; other City departments. .Exhibit 2 David Bradstreet May 12, 1987 Page 2 Classifications: cont. B) Resident Youth Groups C) Resident Recreational or Educational Groups D) Resident Civic, Social and Service Groups E) Private/Closed Non-Resident Groups F) Commercial Groups Fee Schedule: See Attachment "A" 7.Classifications: cont. B) Non-Profit Organization (non-paid management); public forum candidates night. C) Carlsbad Resident; not-for profit civic, social organiza- tions (paid management); educational institutions; resident recreation. D) Locally organized groups whose normal place of meeting is located in the city of Carlsbad; Resident Religious; Resident Political; Non-Resident, not- for-profit Civic and Social Organizations; Resident Private Parties. E) Resident commercial, business profit-making organizations, Non-Resident Private Parties. F) Non-Resident Commercial, business, political, profit- making and religious organizations. 8 .Fee Schedule: See Attachment "B" Based upon your approval, it is staff's recommendation that the Parks and Recreation Commission adopt the Revised Facility Use Regulations. kw Attachments (2) ATTACHMENT 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 Harding Community Center reception office weekdays, except City holidays, at 3096 Harding Street between 8:00 a.m. - 12 noon and 1:00 p.m. - 5:00 p.m. Applications will be reviewed, use will be prioritized and fees, if any, set by the Recreation Supervisor. Fees, if any, must be paid prior to use. Please refer to "Application Procedures" and "Facility Fee Schedule". Applications approved for use may be picked up by applicant three days following approval. APPLICATION PROCEDURES 1) Application must be made in writing on the department's' "Facility Use Request" form and shall be made at least seven (7) days in advance of the first date requested. Late applications may be denied. 2) Normally, applications shall not be accepted for more than three (3) months In advance. The only exception may be 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 seventy-two (72) hours before the date of intended use in order to avoid financial 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. *) Applications will be approved for specific dates and hours, and time requested must include all preparation, setup time, as well as cleanup time following use. 5) Applications will be approved for specific roots, area or facility, and 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. 6) Regular hours of use will be weekdays, Monday through Friday, 9:00 a.m. to 10:00 p.m. with departure time no later than 12sOO midnight. On Friday and Saturday night, programs must end by 1:00 a.m. with departure time no later than 2:00 a.m. An additional fee of $7 per hour will be charged for use of the facility other than during regular hours of operation for all classifications. 7) All fees must be paid at Harding Community Center. Checks or 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 Tacllity Fee Schedule". RULES GOVERNING FACILITY USE 1) 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. 2) The City of Carlsbad is not liable for accidents, injuries or loss of individual property in connection with any of its facilities. Applicant must obtain liability insurance in the amount of $500,000 which is approved by the City Manager or his designee, naming the City as an additionally Insured. However, the City can also provide the liability insurance at a minimal cost to the participant. 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. 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 only be used in an emergency. 8) The Parks and Recreation Department reserves the right to full access for all activities at any tine in order to ensure that all rules, regulations, City and State lavs 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) Croups desiring to serve alcoholic beverages as part of their group activities must so Indicate on the application for use. They may be required to obtain a "Daily On-Sale General License" from the Alcoholic Beverage Control office and to 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 responsible 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. B) If minors are found to be in possession of alcoholic beverages, or If participants are found to be in possession of drugs, or if fights occur, the activity will be terminated immediately. 10) Groups having live musical entertainment or serving alcoholic beverages must abide by the following additional security requirements: A) Security requirements may be altered at the discretion of the Parks and Recreation Director and/or Carlsbad Police Department'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. D) Two security guards will be required any time alcoholic beverages and/or live entertainment is present. Additional guards may be assigned by the Recreation Supervisor if needed. 11) A $150 refundable cleaning/damage deposit (cash/money order only) will be added to the rental fee when a facility is used for wedding receptions, rummage sales, dances, private parties or exhibitions. The cleaning/damage deposit will automatically be mailed to the applicant if the facility is left clean and undamaged after use. 12) All classifications must pay the commercial rate, category F, for any fund- raising purposes. 13) Groups meeting on a regular basis may arrange to pay monthly, on the first of each month prior to use. 1*) Rental for the use of the parks is charged only for large organized 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... 15) Scout groups In Carlsbad have first priority for use of .the Scout House, at no charge. The facility will be availalbe for use by other groups when not in use by the Scouts. The Scout troops should submit a Tacility Use Application" with the department. This form will be good from September through 3une. If summer use Is required, the Scout troops should contact the department. RESTRICTIONS FOR USE OF FACILITIES 1) No two groups of opposing political parties or political affiliation shall be scheduled at the same time at any facility. 2) 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. 3) 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 United 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 for three months. However, the building must have forty percent (<tOft) vacancy rate. 5) Approval for use will not be granted to a person under twenty-one (21) years of age. 6) 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. 7) Facilities 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 Day and legal City holidays. 8) Use of facilities, buldlngs 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 D) Application is submitted less than seven (7) 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 Commission, 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 approved, the decision my be appealed to the Parks and Recreation Director. The next option, if the applicant Is not satisfied with the decision, is to fitrtfter 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 first priority for the use of the facilities. The classifications are listed in order of priority with classification "A" first, classification "B" second, etc.... The City attempts to accommodate all groups; however, there is a United number of facilities. Unfortunately, the demand exceeds the supply. For that reason, a priority system for use had to be established. A) Parks and Recreation Department's Activities; Co-Sponsored Activities; Other Departments Examples: Senior Citizens Association, Friends of the Library 8) Resident Youth Croups Locally organized youth groups whose membership is comprised of 79V 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 Youth Organization C) Resident Recreational or Educational Croups Croups with 75% residents whose primary purpose is to provide recreational or educational activities or programs for the community. Examples: YMCA, School District, Racey Ladles Track Club D) Resident Civic, Social and Service Croups 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 meetings and social events. Examples: Rotary, Garden Club, Southern California Council of Churches, North County AA( Lions Club, ARC, Raza Unlda, League of Women Voters, Soroptimlst, Resident Religious and Political Groups, Chamber of Commerce E) Private/Closed Hon-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 Croups Facility use for religious and political groups has been established for priority use only. Fees will be charged according to the appropriate resident or non-resident category. WP: 8/29/8* KEY: N/C = No Charge 0 = Day FEE SCHEDULE Hours of Operation; 9:00 a.m. to 10:00 p.m., Monday through Friday 10:00 a.m. to 5:00 P.M., Saturday F««s arc listed accordinf t« an h«urly rat* ualeas otherwise imellcated. CATEGORIES A4B C TT E F C FACILITIES Harding Community Center Auditorium N/C $10 $15 $40 $55 » Recreation Hall N/C 10 15 40 55 Meeting ROOMS N/C 5 10 30 35 Kitchen N/C 5 8 10 20 Heritage Hall Main Room N/C 10 15 20 30 Kitchen N/C 5 5 8 10 Levante Community Center Main Room N/C 10 15 35 45 Meeting Room N/C 5 10 15 20 Scout Hut N/C 5 8 10 20 SOFTBALL FIELDS Chase Bay Use N/C 3 3 5 5 Lights N/C 10 10 15 20 Pine Bay Use (No Prep.) N/C 3 3 5 5 Lights N/C 10 10 15 20 Levante Bay~Us« N/C 3 3 5 5 •Classification "C" has been established for priority purposes only. Fees will be charged according to the designated classification. FEE SCHEDULE Page 2 Classification A*B C D E F G Tournaments Field (Bases) N/C $ 30/D $ *0/D $ 50/0 $ 60/0 Cleaning Deposit (Refundable, N/C 100/0 100/0 100/0 100/0 paid by cash/money order only) Lights N/C 10 10 10 10 Field Preparation N/C 25 25 25 25 PARKS Holiday - North end only N/C 5 10 15 20 * La Costa Canyon - Upper area only N/C 3 5 8 10 Laquna Riviera N/C 3 5 8 10 Haqee Park N/C 3 5 8 10 TENNIS COURTS (Tournaments Only) Carlsbad High School N/C 20/0 30/0 *0/D 60/D Monroe Street N/C 10/0 15/D 20/D 30/D NOTE; 1. There Is a two-hour minimum for the use of facilities except for meeting rooms which can be rented for one (1) hour. 2. Fees will not be prorated for less than one hour. 3. At Levante Community Center and Heritage Hall, there is a charge for additional equipment rental: a. Portable P.A. $5.00 b. Banquet Tables 2.00 each c. Chairs 2.50 per each group of 25 or less d. Card Tables .50 each <t. Day use for the softball fields and the tennis courts is from 8:00 a.m. until dark. An additional amount is then charged for use of the lights. •Classification "C" has been established for priority purposes only. Fees will be charged according to the designated classification. ""CITY OF CARLSBAD ATTACHMENT PARKS AND RECREATION DEPARTMENT FACILITY USE REGULATIONS Applications for use of City facilities may be made by mail or in person at the Harding Community Center, 3096 Harding Street or the Stagecoach Community Center, 3420 Mision Estancia. Applications will be accepted Monday through Friday, 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m., except holidays. Applications will be reviewed, use will be prioritized and fees, if any, set by the Recreation Supervisor. Please refer to Applications Procedures, Rules, Priority Classification and Fee Schedule. APPLICATION PROCEDURES AND POLICIES 1. Applications will be accepted for specific dates and times. Time requested must include all set-up and clean-up time. Applications must be submitted at least ten (10) working days in advance of the date requested. Advanced scheduling may be accepted one (1) year prior for larger special events. 2. Regular hours of operation are Monday through Friday, 8:00 a.m. to 10:00 p.m., Saturdays, 8:00 a.m. to 4:00 p.m. On Friday and Saturday nights, programs must end by 1:00 a.m., with a departure time no later than 2:00 a.m. An additional fee will be charged for use of the facility other than during regular hours of operation for all classifications. 3. Applications will be approved for specific rooms, park areas and ball fields, depending on group size, type of activity and availability. No activity shall be scheduled for more than room capacity. 4. The Department may refuse or canel any application. Written notice or refusal or cancellation with appropriate explanation will be given by the Department. Applications for use may be denied for the following reasons: a. Unsatisfactory prior use b. Hazardous condition exists c. Application submitted less than ten (10) days in advance d. Non-payment of fees before due date e. Higher priority activity takes precedence If an application is denied, the decision may be appealed to the Principal Recreation Supervisor. The next option, if the applicant is not satisfied, is to appeal it to the Recreation Superintendent, Parks and Recreation Director and Commission. The final appeal can be made to the City Council. 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. In the event of a change of plans, by applicant, notice of cancellation must be given to the Department 21 days before the date of intended use in order to avoid financial obligation for charges involved. A ten dollar ($10) processing fee will be charged and a refund, if applicable, will be mailed to applicant. All fees must be paid at the Harding Community Center or Stagecoach Community Center. Checks or money orders are made payable to the "City of Carlsbad". A $150 refundable cleaning/damage deposit must be paid upon application approval. The remainder of the fee is due 21 days before scheduled use. Groups using facilities on weekly, semi-monthly or monthly schedule must pay on or before the first meeting of the month. Other arrangements may be approved by the Recreation Supervisor. 8. A signed copy of your application by the Recreation Supervisor is your confirmation of the requested date. Any preparation for an event is solely at the applicant's risk. 9. The Recreation Supervisor may impose additional requirements on the applicant as a condition of approval. These additional requirements may include, but are not limited to, additional security, City staff, or insurance. Costs incurred for additional requirements shall be the responsibility of the applicant. RULES GOVERNING FACILITY USE 1. An employee of the Parks and Recreation Department shall be present during all hours of use. Applicants that have been approved by the Department may be issued a key for off-site locations. The applicant is then responsible to secure the facility when leaving. 2. Clean-up/Refunds a. On the day of the event, the patron must initially inspect the premises with a staff person and fill out a Condition of Facility Report. This report is a check list to insure there is no negligence by either party (Recreation staff or patron). b. Groups are responsible for the following clean-up at the end of their event: 0 Cleaning of all equipment used 0 Cleaning of any counter areas used 0 Cleaning and wiping all table tops used 0 Clean-up of any floor or carpet areas soiled or dampened 3 0 Clean-up of the kitchen and all amenities used (i.e., refrigerator, stove, oven, sinks, etc.) 0 Putting all trash in proper receptacles 0 Removal of all equipment supplies, personal articles, displays, etc., immediately following clean-up. c. At the end of the rental and clean-up period, the patron will inspect the premises with a staff person and complete the Condition of Facility Report. d. If a group fails to perform a clean-up after their activity, the total deposit will be forfeited. If the facility is left in a satisfactory condition, a refund will be issued approximately three to four weeks after the date of the facility use. 3. All groups must be under the direction of their own leadership. There must be at least one adult present and responsible for each twenty minors, and an adult must be present at all times. 4. The City of Carlsbad is not liable for accidents, injuries or loss of individual property in connection with any of its facilities. Groups which fall into a moderate to high risk activity will be required to obtain liability insurance (rider clause to original policy), approved by the Recreation Supervisor, naming the City of Carlsbad, its officers and employees as additional insured. The City shall require liability insurance of $1 million to $5 million, depending upon the risk factor. 5. No activity will be permitted, which is in violation of local, state or federal statutes. Applicants must adhere to all City policies and fire codes during their use of the facility. 6. Groups are responsible for controlling noise that could be disturbing to other activities or the surrounding neighborhood. 7. The Parks and Recreation Department reserves the right to full access for all activities in order to ensure that all rules and regulations are being observed, and may terminate the activity for the safety and welfare of the citizens or City property. 8. Rental for use of parks is charged only for organized activities requesting specific areas. Liability insurance or security guards may be necessary depending on a) risk factor level, b) alcohol, c) nature of use. 9. Scout groups in Carlsbad have first priority for use of the Scout House, at no charge. The facility will be available for use by other groups when not in use by the Scouts. The Scout troops must submit a "Facility Use Application" with the Department. This form will be good from September through June. If summer use is needed, a separate application must be submitted. 10. Groups having live musical entertainment or serving alcoholic beverages must abide by the following additional security requirements: a. Groups selling alcohol must obtain "Daily On-Sale General License" from the Alcohol Beverage Control Board. b. Guard service will be arranged by the Department but paid by the applicant. Guards will act as security forces and not as I.D. checkers. Additional guards may be assigned by the Recreation Supervisors, if needed. 11. Alcoholic beverages shall not be purchased or brought into the building by other than the person responsible for the activity or licensed caterer. Alcholic beverages are not to be consumed 5 outside the building. If minors are found to be in possession of alcoholic beverage, or if participants are found to be in possession of drugs, the activity will be terminated immediately. 12. Approval for use will not be granted to a person under twenty-one (21) years of age. 13. Department equipment is available for use in the City's facilities, but may not be removed to any other location without proper written authorization by the Recreation Supervisor. 14. Use of the facilities by religious groups, groups or individuals for private or commercial profit making ventures will be limited to three (3) months. Use may not be extended or renewed beyond the original period. 15. The use of any facility will not be granted or permitted to any individual, society group or organization which has its objectives, the overthrow or advancing of the overthrow of the present form of government of the United States or the State of California by force violence or other means. 16. No two groups of opposing political parties or political affiliation shall be scheduled at the same time at any facility. 17. No tape, nails, staples, etc. will be permitted on the walls of any facility. 18. SMOKING IS NOT PERMITTED IN ANY CITY FACILITY. 19. Stagecoach Community Center/Gymnasium a. Gymnasium usage will not be granted when other City facilities are deemed more suitable for requested usage. b. No food, beverages, or hard sole shoes allowed. c. Floor cover to be in place for all events other than sports. 6 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 first priority for the use of the facilities. The classifications are listed in order of priority with classification "A" first, classification "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. A) Parks and Recreation Department activities; Co-sponsored activities; other city departments Examples: Friends of Library, Carlsbad Book Fair B) Non-profit organizations (non-paid management) Carlsbad Resident not-for-profit, civic, social Organization and any organization sponsoring a public forum or candidates night. Examples: Carlsbad Rotary, La Costa Youth organization, Bobby Sox, Little League, Boy Scouts, Lions Club C) Carlsbad Resident not-for-profit, civic, social organizations (paid management); educational institutions; resident recreational; Examples: Boy's and Girl's Club, School District ARC, Raza Unida D) Locally organized groups whose normal place of meeting is located in the City of Carlsbad; resident religious; resident political candidate use for fund raisers; non-resident not-for-profit civic and social organizations; resident private parties. Examples: North County A.A., Y.M.C.A., resident religious and political groups E) Resident commercial, business, profit making organization, non-resident private party activities, Examples: Carlsbad Inn, non-resident parties, weddings or receptions F) Non-resident commercial, business, political, profit making and religious organizations; Examples: Trade shows, company training, meetings, seminars In order to qualify as classification "B" or "C" non-profit user, the organization must meet all of the following criteria: a. The organization must be registered as a not-for-profit corporation with the State of California, or, if not registered with the State, must have a constitution or bylaws which clearly state that the objectives of the organization are of a non-profit, non-commercial nature. b. The organization must be comprised of volunteers, 51% of which must be Carlsbad residents. c. The organization must submit the following: if incorporated, submit State incorporation papers and bylaws; if not incorporated, submit constitution and bylaws A current financial statement. An additional financial statement will be required on October 1 of each year A signed statement verifying item "b" above FACILITY FEE SCHEDULE AND CLASSIFICATIONS REGULAR OPERATION HOURS Harding Community Center Monday-Friday 8:00 a.m. to 12:00 p.m. 1:00 p.m. to 10:00 p.m. Saturday 8:00 a.m. to 4:00 p.m. Stagecoach Community Center Monday-Friday 8:00 a.m. to 10:00 p.m. Saturday 8:00 a.m. to 4:00 p.m. An extra staffing fee of $7.00 per hour is required for all recreation usages other than regular operation hours and at all other times for other facilities. CATEGORIES FACILITIES Harding Community Center Auditorium Recreation Hall Multi-Purpose Room Kitchen Stagecoach Community Center Gymnasium Activity Room Multi-Purpose Room Kitchen Levante Community Center Heritage Hall Granary Scout House B N/C N/C N/C N/C N/C N/C N/C N/C N/C N/C N/C N/C $10 10 N/C N/C 10 10 N/C N/C N/C N/C N/C N/C $15 15 10 5 20 15 10 5 10 10 8 8 $20 20 15 10 30 20 15 10 15 15 10 10 $40 40 20 15 45 40 20 15 20 20 15 15 $45 50 25 20 55 50 25 20 30 30 20 20 PARKS Holiday - Gazebo Area Stagecoach - Picnic Area Magee Park - Open Area N/C N/C N/C N/C N/C N/C 5 5 3 8 8 5 10 10 8 15 15 12 CATEGORIES LaCosta Canyon - Upper Area Laguna Riviera - Picnic Area A B C D E F N/C N/C 3 5 8 12 N/C N/C 3 5 8 12 BALLFIELDS Chase, Pine, Stagecoach Day Use N/C Lights N/C N/C N/C Levante, Safety Center, Fuerte Day Use Only N/C N/C 5 13 5 13 7 15 7 20 TOURNAMENTS - ($200 DPT. Req'd) Field plus Bases N/C Lights N/C Field Preparation N/C Snack Bar N/C TENNIS COURT - (Tournaments Only/ Daily Fee) Carlsbad High School Stagecoach Monroe Laquna Riviera N/C 7 15 N/C 5 13 15 5 5 13 15 8 7 15 15 10 7 20 15 12 N/C N/C N/C N/C N/C N/C N/C N/C 20 15 10 10 30 20 15 15 40 25 20 20 60 35 30 30 NOTE; 1. There is a two-hour minimum for the use of facilities, parks and meeting rooms, except for ballfields which can be rented for one (I) hour. Fees will not be prorated for less than one hour. 2. Day Use for the softball fields and the tennis courts is from 8:00 a.m. until dark. An additional amount is charged for lights. 3. Building rentals include use of tables, chairs, P.A. and kitchen facilities when appropriate. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No.28 Page 1 of 10 Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No. 28, 8-29-84 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File PURPOSE To revise an established policy for the use of Harding Street and Stagecoacl Park Community Center, Magee House and other Parks and Recreation facilities and to set priorities, regulations and fees for such use. STATEMENT OF POLICY There is a high demand for use of City Park and Recreation facilities. Park and Recreation facilities are available for a wide variety of uses. The following rules and procedures have been established to provide guidelines for the use of such facilities. The Parks and Recreation Department will be responsible for the administration of this policy. Facility Use Request should be submitted to the Parks and Recreation Department on a form available from that department. Applications for use of City facilities may be made by mail or in person at the Harding Community Center, 3096 Harding Street or the Stagecoach Community Center, 3420 Mision Estancia. Applications will be accepted Monday through Friday, 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m., except holidays. Applications will be reviewed, use will be prioritized and fees, if any, set by the Recreation Supervisor. Please refer to Applications Procedures, Rules, Priority Classification and Fee Schedule. APPLICATION PROCEDURES AND POLICIES Applications will be accepted for specific dates and times. Time requested must include all set-up and clean-up time. Applications must be submitted at least ten (10) working days in advance of the date requested. Advanced scheduling may be accepted one (1) year prior for larger special events. Regular hours of operation are Monday through Friday, 8:00 a.m. to 10:00 p.m., Saturdays, 8:00 a.m. to 4:00 p.m. On Friday and Saturday nights, programs must end by 1:00 a.m., with a departure time no later than 2:00 a.m. An additional fee will be charged for use of the facility other than during regular hours of operation for all classifications. Applications will be approved for specific rooms, park areas and ball fields, depending on group size, type of activity and availability. No activity shall be scheduled for more than room capacity. Exhibit 1 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 2 of 10 Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No. 28, 8-29-84 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File APPLICATION PROCEDURES AND POLICES, Con't. 4. The Department may refuse or cancel any application. Written notice or refusal or cancellation with appropriate explanation will be given by the Department. Applications for use may be denied for the following reasons: a. Unsatisfactory prior use b. Hazardous condition exists c. Application submitted less than ten (10) days in advance d. Non-payment of fees before due date e. Higher priority activity takes precedence If an application is denied, the decision may be appealed to the Principal Recreation Supervisor. The next option, if the applicant is not satisfied, is to appeal it to the Recreation Superintendent, Parks and Recreation Director and Commission. The final appeal can be made to the City Council. 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. 5. In the event of a change of plans, by applicant, notice of cancellation must be given to the Department 21 days before the date of intended use in order to avoid financial obligation for charges involved. A ten dollar ($10) processing fee will be charged and a refund, if applicable, will be mailed to applicant. 6. All fees must be paid at the Harding Community Center or Stagecoach Community Center. Checks or money orders are made payable to the "City of Carlsbad". 7. A $150 refundable cleaning/damage deposit must be made upon application approval. The remainder of the fee is due 21 days before scheduled use. Groups using facilities on weekly, semi-monthly'or monthly schedule must pay on or before the first meeting of the month. Other arrangements may be approved by the Recreation Supervisor. 8. A signed copy of your application by the Recreation Supervisor is your confirmation of the requested date. Any preparation for an event is solely at the applicant's risk. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: Policy No. 28 Page 3 of 1C Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No.28, 8-29-84 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File APPLICATION PROCEDURES AND POLICIES, Con't. 9. The Recreation Supervisor may impose additional requirements on the applicant as a condition of approval. These additional requirements may include, but are not limited to, additional security, City staff, or insurance. If an application for facility use has been submitted less than 10 working days, applications may be reviewed and accommodatei subject to facility availability. Any financial obligations incurred b the City to accommodate the applicant will be deducted from the requirei deposit upon notice of cancellation. Cost incurred for additional requirements shall be the responsibility of the applicant. RULES GOVERNING FACILITY USE 1. An employee of the Parks and Recreation Department shall be present during all hours of use. Applicants that have been approved by the Department may be issued a key for off-site locations. The applicant is then responsible to secure the facility when leaving. 2. Clean-up/Refunds a. On the day of the event, the patron must initially inspect the premises with a staff person and fill out a Condition of Facility Report. This report is a check list to insure there is no negligence by either party (Recreation staff or patron). b. Groups are responsible for the following clean-up at the end of their event: 0 Cleaning of all equipment used0 Cleaning of any counter areas used0 Cleaning and wiping all table tops used0 Clean-up of any floor or carpet areas soiled or dampened 0 Clean-up of the kitchen and all amenities used (i.e., refrigerator, stove, oven, sinks, etc.)0 Putting all trash in proper receptacles0 Removal of all equipment supplies, personal articles, displays, etc., immediately following clean-up. c. At the end of the rental and clean-up period, the 'patron will inspect the premises with a staff person and complete the Condition of Facility Report. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: Policy No. 28 Page 4 of 10 Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No. 28, 8-29-84 Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File RULES GOVERNING FACILITY USE, Con't. d. If a group fails to perform a clean-up after their activity, the total deposit will be forfeited. If the facility is left in a satisfactory condition, a refund will be issued approximately three to four weeks after the date of the facility use. 3. All groups must be under the direction of their own leadership. There must be at least one adult present and responsible for each twenty minors, and an adult must be present at all times. 4. The City of Carlsbad is not liable for accidents, injuries or loss of individual property in connection with any of its facilities. Groups which fall into a moderate to high risk activity will be required to obtain liability insurance (rider clause to original policy), approved by the Recreation Supervisor, naming the City of Carlsbad, its officers and employees as additional insured. The City shall require liability insurance of $1 million to $5 million, depending upon the risk factor. 5. No activity will be permitted, which is in violation of local, state or federal statutes. Applicants must adhere to all City policies and fire codes during their use of the facility. 6. Groups are responsible for controlling noise that could be disturbing to other activities or the surrounding neighborhood. 7. The Parks and Recreation Department reserves the right to full access for all activities in order to ensure that all rules and regulations are being observed, and may terminate the activity for the safety and welfare of the citizens or City property. 8. Rental for use of parks is charged only for organized activities requesting specific areas. Liability insurance or security guards may be necessary depending on a) risk factor level, b) alcohol, c) nature of use. 9. Scout groups in Carlsbad have first priority for use of the Scout House, at no charge. The facility will be available for use by other groups when not in use by the Scouts. The Scout troops must submit a "Facility Use Application" with the Department. This form will be good from September through June. If summer use is needed, a separate application must be submitted. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: Policy No.28 Page 5 of 10 Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No. 28, 8-29-84 Copies to:City Council, City Manager/ City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File RULES GOVERNING FACILITY USE, Con't. 10. Groups having live musical entertainment or serving alcoholic beverages must abide by the following additional security requirements a. Groups selling alcohol must obtain "Daily On-Sale General License" from the Alcohol Beverage Control Board. b. Guard service will be arranged by the Department but paid by the applicant. Guards will act as security forces and not as I.D. checkers. Additional guards may be assigned by the Recreation Supervisors, if needed. 11. Alcoholic beverages shall not be purchased or brought into the buildin< by other than the person responsible for the activity or licensed caterer. Alcoholic beverages are not to be consumed outside the building. If minors are found to be in possession of alcoholic beverage, or if participants are found to be in possession of drugs, the activity will be terminated immediately. 12. Approval for use will not be granted to a person under twenty-one (21) years of age. 13. Department equipment is available for use in the City's facilities, but may not be removed to any other location without proper written authorization by the Recreation Supervisor. 14. Use of the facilities by religious groups, groups or individuals for private or commercial profit making ventures will be limited to three (3) months. Use may not be extended or renewed beyond the original period. 15. The use of any facility will not be granted or permitted to any individual, society group or organization which has its objectives, the overthrow or advancing of the overthrow of the present form of government of the United States or the State of California by force violence or other means. 16. No two groups of opposing political parties or political affiliation shall be scheduled at the same time at any facility. 17. No tape, nails, staples, etc. will be permitted on the walls of any facility. 18. SMOKING IS NOT PERMITTED IN ANY CITY FACILITY. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: Policy No. 28 Page 6 of 10 Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No. 28, 8-29-84 Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File RULES GOVERNING FACILITY USE, Con't. 19. Stagecoach Community Center/Gymnasium a. Gymnasium usage will not be granted when other City facilities are deemed more suitable for requested usage. b. No food, beverages, or hard sole shoes allowed. c. Floor cover to be in place for all events other than sports. 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 first priority for the use of the facilities. The classifications are listed in order of priority with classification "A" first, classification "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. A. Parks and Recreation Department activities; Co-sponsored activities; other City departments. Examples: Friends of Library, Carlsbad Book Fair. B. Non-profit organizations (non-paid management) Carlsbad Resident not-for-profit, civic, social Organization and any organization sponsoring a public forum or candidates night. Examples: Carlsbad Rotary, La Costa Youth Organization, Bobby Sox, Little League, Boy Scouts, Lions Club. C. Carlsbad Resident not-for-profit, civic, social organizations (paid management); educational institutions; resident recreational. Examples: Boy's and Girl's Club, School District, ARC, Raza Unida CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: Policy No. 28 Page 7 of 10 Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No.28, 8-29-84 Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File :LASSIFICATION OF APPLICANTS AND FEES, con't. Locally organized groups whose normal place of meeting is located in the City of Carlsbad; resident religious; resident political candidate use for fund raisers; non-resident not-for-profit civic and social organizations; resident private parties. Examples: North County A.A., Y.M.C.A., resident religious and political groups. E. Resident commercial, business, profit making organization, non-resident private party activities. Examples: Carlsbad Inn, non-resident parties, weddings or receptions Non-resident commercial, business, political, profit making and religious organizations. Examples: Trade shows, company training, meetings, seminars. In order to qualify as classification "B" or "C" non-profit user, the organization must meet all of the following criteria: a. The organization must be registered as a not-for-profit corporation with the State of California, or, if not registered with the State, must have a constitution or bylaws which clearly state that the objectives of the organization are of a non-profit, non-commercial nature. b. The organization must be comprised of volunteers, 51% of which must be Carlsbad residents. c. The organization must submit the following: If incorporated, submit State incorporation papers and bylaws; if not incorporated, submit constitution and bylaws. A current financial statement. An additional financial statement will be required on October 1 of each year. A signed statement verifying item "b" above. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: Policy No. 28 Page 8 of 10 Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No. 28, 8-29-84 Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File FACILITY USE SCHEDULE AND CLASSIFICATIONS REGULAR OPERATION HOURS Harding Community Center Monday-Friday 8:00 a.m. to 10:00 p.m. Saturday 8:00 a.m. to 4:00 p.m. Stagecoach Community Center Monday-Friday 8:00 a.m. to 10:00 p.m. Saturday 8:00 a.m. to 4:00 p.m. Fees are based on an hourly rate. An extra staffing fee of $7.00 per hour is required for all recreation usages other than regular operation hours. CATEGORIES FACILITIES Harding Community^ Center Auditorium Recreation Hall Multi-Purpose Room Kitchen Stagecoach Community Center Gymnasium Activity Room Multi-Purpose Room Kitchen Levante Community Center Heritage Hall Granary Scout House A N/C N/C N/C N/C N/C N/C N/C N/C N/C N/C N/C N/C B $10 10 N/C N/C 10 10 N/C N/C N/C N/C N/C N/C C $15 15 10 5 20 15 10 5 10 10 8 8 D $20 20 15 10 30 20 15 10 15 15 10 10 E $40 40 20 15 45 40 20 15 20 20 15 15 F $45 50 25 20 55 50 25 20 30 30 20 20 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: Policy NO. 28 Date Issued Page 9 of 10 7-14-87 Effective Date 7-14-87 Cancellation Supersedes No Date . 28, 8-29-84 Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File FACILITY USE SCHEDULE AND CLASSIFICATIONS , Con't• CATEGORIES PARKS Holiday - Gazebo Area Stagecoach - Picnic Area Magee Park - Open Area LaCosta Canyon - Upper Area Laguna Riviera - Picnic Area BALLFIELDS Chase, Pine, Stagecoach A N/C N/C N/C N/C N/C Day Use N/C Lights N/C Levante, Safety Center, Fuerte Day Use Only TOURNAMENTS - ($200 DPT. Req Field plus Bases Lights Field Preparation Snack Bar TENNIS COURT - (Tournaments Daily Fee) Carlsbad High School Stagecoach Monroe Laguna Riviera N/C fd) N/C N/C N/C N/C Only/ N/C N/C N/C N/C B N/C $ N/C N/C N/C N/C N/C N/C N/C N/C 7 15 N/C N/C N/C N/C N/C C D E 5 $ 8 $10 5 8 10 358 358 358 557 13 13 15 557 557 13 13 15 15 15 15 5 8 10 20 30 40 15 20 ' 25 10 15 20 10 15 20 F $15 15 12 12 12 7 20 7 7 20 15 12 60 35 30 30 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: Policy No. 28 Page 10 of 1 Date Issued 7-14-87 Effective Date 7-14-87 Cancellation Date Supersedes No.28, 8-29-84 Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File FACILITY USE SCHEDULE AND CLASSIFICATIONS, Con't. NOTE : There is a two-hour minimum for the use of facilities, parks and meeting rooms, except for ballfields which can be rented for one (1) hour. Fees will not be prorated for less than one hour. Day Use for the Softball fields and the tennis courts is from 8:00 a.m. until dark. An additional amount is charged for lights. Building rentals include use of tables, chairs, P.A. and kitchen facilities when appropriate.