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HomeMy WebLinkAbout2003-06-24; City Council; 17223; Revision to Council Policy #28 for Carrillo RanchAB# 17,223 MTG. 06/24/03 DEPT. Recreation I TITLE : REVISION TO CITY COUNCIL POLICY #28 RECREATION DEPARTMENT FACILITY USE REGULATIONS TO INCLUDE CARRILLO RANCH PARK CITY ATTY& CITY MGR~ RECOMMENDED ACTION : If City Council concurs, adopt Resolution No. 2003-173 revisions to the Recreation Department's Facility Use Regulations to include Canillo Ranch Park. amending Council Policy #28 and the proposed ITEM EXPLANATION : City Council Policy #28 governs the Recreation Departments Facility Use Rules and Regulations. As such, any amendments, additions or revisions to the Facility Use Regulations require City Council approval. In anticipation of opening and operating the Carrillo Ranch Park, staff has proposed several rules, regulations, procedures, and additions unique to the Ranch facility (Exhibit 3). The proposed additions were based in part upon review of how other similar historic landmark parks operate. The proposed changes include: Application Procedures and Policies - Applications to use Canillo Ranch Park facilities must be submitted 30 days in advance. 0 Hours of Operation - SUMMER HOURS: Tuesday - Saturday, 9:00 a.m. - 6:OO p.m. Sundays, 11:OO a.m. - 6:OO p.m. - FALUSPRINGNVINTER: Tuesday - Saturday, 9:00 a.m. - 500 p.m. Sundays, 11:OO a.m. - 500 p.m. 0 Refundable Deposit - A $500 refundable cleaning/damage deposit is required upon application approval. Canillo Ranch Application Procedures and Policies 1. 2. 3. 4. Please remember that the Canillo Ranch is a historic site and must be respected for its preservation. If event is cancelled at least 60 days prior to use, a $50 fee will be charged. If cancellation is made less than 60 days prior to use, the City of Carlsbad will retain the entire deposit. Rental equipment will be applicant's responsibility. Equipment must be dropped off and picked up within the hours specified on the approved Facility Use Application. Decorative lights may be gently placed on top of shrubs but not placed in trees or on any portions of the historic adobe. Table decorations and freestanding decorations will be allowed. Candles must be contained within glass votives. Spike-heeled shoes are not recommended at the Ranch due to uneven surfaces of the historic site. Rice, birdseed, confetti or anything of this nature is not allowed. Children must be under adult supervision at all times. 5. 6. 7. AB# 17,223 Page 2 PARKS AND RECREATION COMMISSION: On May 19, 2003 staff presented the Facility Rules and Regulations to the Carlsbad Parks and Recreation Commission. During that meeting, the Commission voted unanimously and recommended that City Council approve the proposed changes to the Recreation Department's FaciMy Rules and Regulations. If Council concurs with the recommendation of the Commission, it will require an amendment to Council Policy #28 (Exhibit 2). FISCAL IMPACT: There is no fiscal impact as it relates to amending Council Policy #28 incorporating Facility Use Regulations for Canillo Ranch Park. All fees relating to the use of Canillo Ranch Park were adopted by City Council as a part of the City's CIP and Operating Budget on June 17,2003. Anticipated revenues generated through the rental of Canillo Ranch Park will be approximately $15,000. EXHIBITS: 1. Resolution # 2003-173 2. Amended Council Policy #28 - Facility Use Regulations 3. Councit Policy #28 Facility Use Regulations (w/proposed recommendations highlighted in gray) DEPARTMENT CONTACT: Sue Spickard, (760) 602-4651, sspic@ci.carlsbad.ca.us a 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2003-173 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, APPROVING THE REVISION OF COUNCIL POILCY #28, THE RECREATION DEPARTMENT FACILITY USE REGULATIONS WHEREAS, the City of Carlsbad has determined it necessary and in the public interest to provide Facility Use Regulations, which govern the rules and regulations pertaining to the use of the City’s public recreation facilities, and WHEREAS, the City’s public Recreation Facilities Use Regulations, Council Policy #28, was last amended and approved by City Council in 2002, and WHEREAS, the Recreation Department proposes changes to Council Policy #28 in order to incorporate Carrillo Ranch Park into the current rules and regulations and WHEREAS, on May 19, 2003, staff presented the amended Facility Use Regulations to the Carlsbad Parks and Recreation Commission, and WHEREAS, the Carlsbad Parks and Recreation Commission unanimously endorsed the amendments of Council Policy #28 and recommended approval by the City Council NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. Council Policy #28, the Recreation Department Facility Use Regulations, is hereby approved as amended and the Mayor and City Clerk are authorized and directed to execute said policy. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held onthe 24th dayof JUNE AYES: Council Members Lewis, Kulchin, Hall, Packard , 2003 by the following vote, to wit: NOES: None ABSENT: Council Member Finnila ATTEST: (SEAL) CITY OF CARLSBAD Page I of 9 COUNClL POLICY STATEMENT Date Issued June 24, 2003 Policy No. 28 General Subject: Administration Effective Date June 24.2003 Cancellation Date Supersedes N0.28 Dated 7/23/02 Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File BACKGROUND: 1 In order to improve the Facilities Services information to the public, the Facility Use Regulation Procedures have been updated. PURPOSE: To revise an established policy for the use of Harding Center, Stagecoach and Calavera Parks and Community Centers, Carlsbad Swim Complex, and other Parks and Recreation facilities, to now include Carrillo Ranch Park. POLICY: There is a high demand for use of City Parks 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 Recreation Department will be responsible for the administration of this policy. Facility Use Requests should be submitted to the Recreation Department on a form available from that department. Applications for use of City facilities may be submitted in person or mailed to the Harding Community Center, 3096 Harding Street; Stagecoach Community Center, 3420 Camino de 10s Coches; Calavera Hills Community Center, 2997 Glasgow; Camllo Ranch, 6200 Flying LC Lane; or Carlsbad Swim Complex, 3401 Monroe Street. Applications will be processed in the order received. Applications will be reviewed, use will be categorized and fees, if any, set by the Recreation Area Manager. Please refer to the following pages for Application Procedures, Insurance Requirements, Facility, Park, Athletic Field Rules, Classifications 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 should be submitted no later than fourteen (14) working days in advance of the date requested. If an application for facility use has been submitted less than 14 working days in advance, applications may be reviewed and accommodated subject to facility availability: Upon review of the application, Recreation staff will determine if a Certificate of Liability Insurance will be required for the activity. Applications to use Carrillo Ranch facilities must be submitted 30 days in advance. Applications to use Swim Complex lanes for more than one day a month may be submitted up to 45 days in advance. A “Requested Lane Use” form must also be EXHIBIT 2 included. I CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration page2 of 9- Policy No. 28 Date Issued June 24. 2003 Effective Date June 24.2003 Cancellation Date Supersedes N0.28 Dated 7/23/02 Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File Facility and Park reservations are accepted for the current calendar year. Reservations for the upcoming year will be accepted fiom resident private parties and non-profit organizationdbusinesses starting November 1" of the year prior to their requested dates. Non-resident private parties and resident organizationdbusinesses may submit reservations as of December Is' of the prior year. 2. Community Centers regular hours of operation are Monday through Friday, 8:OO a.m. to 1O:OO p.m., Saturdays, 8:00 a.m. - 5:OO p.m. and Sundays, 8:00 a.m. - 4:OO p.m. On Friday and Saturday nights, programs must end by 1:OO a.m., with a departure time no later than 2:OO a.m. Safety Center conference room regular hours of operation for the Palowksi, Fox and EOC meeting rooms are Monday through Friday 2:OO pm to 1O:OO pm, Saturdays 8:OO am to 5:OO pm. The EOC room is also available Monday through Friday 8:00 am to 2:OO pm. In the event of a major emergency occurring within the city, the meeting rooms may be used by City officials. Groups scheduled to use the rooms will be preempted during that time. An appropriate refhd of room reservation fees collected, or rescheduling of the canceled meeting will be arranged. Recreation Department personnel will process applications no more than thirty (30) days in advance. Police, Fire, and other City Departments will have first priority to use the conference rooms. Carrillo Ranch regular hours of operation are: SUMMER HOURS: Tuesday - Saturday, 9:OO a.m. - 6:OO p.m.; Sundays, 11:OO a.m. - 6:OO p.m. FALL/SPRING/WINTER: Tuesday - Saturday, 9:OO a.m. - 5:OO p.m.; Sundays, 11:OO a.m. - 5:OO p.m. Swim Complex regular hours of operation are Monday through Friday 6 a.m. to 7:30 p.m., Saturdays 8 a.m. to 4 p.m., and Sundays 12 noon to 4 p.m. Additional fees will be charged for use of a facility after regular hours of operation. 3. Applications will be approved for specific rooms, park areas, athletic fields, and pool lanes depending on group size, type of activity and availability. No activity shall be scheduled for more than room capacity. r 4. Planned activities may require a Special Event Permit be submitted to the Carlsbad Police Department. Events that have an expected attendance exceeding 1,000 and/or require modification to street, parking lot or sidewalk traffic flow are required to file a permit. Permit submittals are due no less than 60 days prior to the event. The City Special Events Committee reviews permit requests and may set specific conditions or restrictions for the event. ~~ CITY OF CARLSBAD Page 3 of 9 Policy No. 28 COUNCIL POLICY STATEMENT Date Issued June 24. 2003 Effective Date June 24, 2003 Supersedes No28 Dated 7/23/02 General Subject: Administration Cancellation Date Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 5. The Department may refuse or cancel any application. Written notices of 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. d. e. f. Application submitted less than fourteen (14) days in advance. Non-payment of fees before due date Higher priority activity taking place Groups that do not give proper cancellation notice If an application is denied, the decision may be appealed in writing to the Recreation Supervisor. The next option, if the applicant is not satisfied, is to appeal it to the Recreation Director, then to the Parks & Recreation Commission. The final appeal can be made to the City Council. The Department reserves the right to limit the number of daily, weekly, or monthly uses by any one group or organization so that the entire community may make use of the limited facilities available. 6. In the event of a change of plan by applicant, notice of cancellation must be given to the Department 30 days before the date of intended use (for pool rental cancellation, notice must be given 10 working days in advance) in order to avoid financial obligation for charges involved. A twenty- five dollar ($25) processing fee will be charged and a refund, if applicable, will be mailed to the applicant. Picnic reservations that are rained out may be rescheduled or refhded with no processing charge. 7. All fees must be paid at the facility being reserved. Checks or money orders are to be made payable to the “CITY OF CARLSBAD”. 8. A signed copy of your application by the Recreation Supervisor is your confirmation of the requested date. Any preparation for an event prior to approval 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, increased cleaninddamage deposit, City staff or insurance. Any financial obligations incurred by the City to accommodate the applicant will be deducted from the required deposit upon notice of cancellation. Cost incurred for additional requirements shall be the responsibility of the applicant. CITY OF CARLSBAD Page 4 of 9 Policy No. 28 COUNCIL POLICY STATEMENT Date Issued June 24.2003 Effective Date June 24. 2003 Supersedes No.28 Dated 7/23/02 General Subject: Administration Cancellation Date Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File i 11. 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. 12. Groups are responsible for controlling noise that could be disturbing to other activities or the surrounding neighborhood. Cancellation of the event may occur if the noise level is not controlled. 13. 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 deemed necessary. 14. The 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. 15. Approval for use will not be granted to persons under eighteen (18) years of age. When serving alcohol the applicant must be twenty-one (21) years of age. 16. Organization membership rosters may be used to assist in determining the appropriate classification category for the use of meeting rooms, picnic areas, athletic fields, and Swim Complex. Once the determination has been made and approved by the Recreation Director, the determination is final and the membership rosters will be returned to the organization. 17. All rentals will be charged for total hours used, including set-up and clean-up time. INSURANCE REQUIREMENTS The City of Carlsbad is not liable for accidents, injuries, or loss of individual property in connection with any of its facilities. Depending upon the risk factor, the City may require liability insurance in an CITY OF CARLSBAD Page 5 of 9 Policy No. 28 COUNCIL POLICY STATEMENT Date Issued June 24. 2003 Effective Date June 24. 2003 Supersedes N0.28 Dated 7/23/02 General Subject: Administration Cancellation Date Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Emdovee Bulletin Boards. Press. File amount up to $5,000,000. Liability insurance is subject to approval by the Risk Manager and must include, without limitations, the following parameters: name the City of Carlsbad, its officers, employees, and volunteers as an additional insured and insurance company must meet the most current rating and other criteria established by City Council Resolution No. 91-403. Applicants can also obtain special event liability insurance through- Diversified Risk Insurance Brokers. Athletic activities will require athletic participant coverage. If alcohol is served at an event, liquor liability coverage must be obtained. FACILITY/SWIM COMPLEX PROCEDURES AND POLICIES 1. A $200 refbndable cleaning/damage deposit must be made upon application approval, with the exception of the Carrillo Ranch facility, a $500 rehndable deposit is required. The remainder of the fee is due 30 days before scheduled use. Groups using facilities on a weekly, semi-monthly or monthly schedule must pay on or before the first meeting of the month. For the Swim Complex, full payment must be made for all requested lane use, lifeguard fees, and utility fees, at least 10 working days in advance. 2. An employee of the Recreation Department shall be present during all hours of use. Rules and requests made by Recreation staff must be complied with at all times. 3. 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. 4. Clean-upReknds 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 checklist that identifies any facility conditions which need to be addressed before the facility is used. It also helps insure the facility is returned to the same condition it was in before the use occurred. b. Groups are responsible for the following clean up at the end of their event: 0 0 0 0 Cleaning of all equipment used Cleaning of any counter areas used Cleaning and wiping of all tabletops used Cleaning of any floor or carpet areas soiled or dampened Cleaning of the kitchen and all amenities used (Le. refhgerator, stove, oven, sink, etc.) Putting all trash in proper receptacles Removal of all equipment supplies, personal articles, displays, etc., immediately following clean up. CITY OF CARLSBAD Page 6 of 9 Policy No. 28 COUNCIL POLICY STATEMENT Date Issued June 24. 2003 Effective Date June 24,2003 Supersedes No.28 Dated 7/23/02 General Subject: Administration Cancellation Date Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 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 sufliciently clean up after its activity, the total deposit may be forfeited. If the facility is left in a satisfactory condition, a rehnd will be issued approximately three to four weeks after the date of the facility use. 5. Recreation 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. 6. No duct, masking, or electrical tape, nails, staples, etc. are permitted on the walls of any facility. 7. Alcoholic beverages shall not be purchased or brought into the building by other than the person responsible for the activity or a licensed caterer. Alcoholic beverages are not to be consumed outside the building. If minors appear to be in possession of alcoholic beverages, or if participants appear to be in possession of illegal drugs, the activity will be terminated immediately. In addition, any suspected unlawful activity will be reported to the Police Department. 8. Stagecoach and Calavera Community Centers/Gymnasiums: a. Gymnasium usage will not be granted when other City facilities are deemed more suitable for b. No food, beverages, or hard sole shoes allowed. c. Floor cover to be in place for all events other than sports. requested usage. 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. SMOKING IS NOT PERMITTED IN ANY CITY FACILITY. PARK PROCEDURES AND POLICIES 1. Designated group picnic areas can be reserved by individuals, organizations or businesses. Areas not reserved will be available for public use on a first-come, first-served basis. Hourly fees charged will be based on group size, classification category and amount of time requested CITY OF CARLSBAD Page 7 of 9 Policy No. 28 COUNCIL POLICY STATEMENT Date Issued June 24. 2003 Effective Date June 24. 2003 Supersedes No.28 Dated 7/23/02 General Subject: Administration Cancellation Date Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 2. Liability insurance or security guards may be necessary depending on: a) risk factor level, b) serving of alcohol, and c) nature of use, such as music, dancing, idatable party jump. 3. No vehicles are permitted on turfed areas. 4. Car Shows: It is the policy of the Parks and Recreation Commission that Car Shows are not allowed on any park turf area, however, shows will be allowed in authorized parking spaces at the park as designated by Parks and Recreation staff. Any appeals will be reviewed on a case-by-case basis. ATHLETIC FIELD PROCEDURES AND POLICIES 1. The City of Carlsbad is an “A” classification and therefore has first priority in reserving use of ball fields. 2. Community sports organizations that qualifjl as a “B” classification are invited to the field allocation meetings prior to their regular season. These meetings are held typically around OctoberlNovember and May/June each year. New sports organizations need to submit field use requests ninety (90) days prior to the field allocation meeting. A minimum of 150 participants is required to constitute a league. Recreation staff will determine field allocations if league representatives are unable to reach an agreement. 0 Thirty (30) days prior to ball field allocation meetings, community sports organizations are required to submit their projected field needs for their upcoming season. Projected field needs should include pre-season, opening day, practices, regular season games, and proposed tournaments . 0 BasebalVsoRball organizations have priority in the spring season, January 15 - July 15, and SoccerPop Warner football in the fall, July 16 -January 14. 3. All resident sports organizations are required to submit their membership rosters prior to each season in order to prove residency status. Recreation staff uses the previous year’s final resident membership figures submitted by each organization to assist in determining the current year’s allocation of fields. Recreation Staff will return rosters once classification is determined. Once the classification determination has been made by staff and approved by the Recreation Director, the decision is fmal. 1. If a current “B” classification organization does not meet the 70% residency requirement, the group will be given a lower category status and charged fees for ball field use. CITY OF CARLSBAD Page 8 of 9 Policy No. 28 COUNCIL POLICY STATEMENT Date Issued June 24. 2003 Effective Date June 24. 2003 Supersedes No28 Dated 7/23/02 General Subject: Administration Cancellation Date Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 5. A list of proposed activities for special events such as opening day, must be submitted to the appropriate park supervisor ninety (90) days prior to the event. It may be determined that a City Special Event permit is required. 6, Approved proof of liability insurance naming the City and/or any school district as additional insured is required prior to usage of athletic fields. Original certificates of insurance are necessary. 7. Requests to use a snack bar facility need to be submitted at the semi-annual ball field meetings. If the operation of the snack bar is subcontracted by the league to an outside business or individual, then written permission fkom the league, a City of Carlsbad business license and appropriate liability insurance is required. 8. A $5 fee will be assessed each non-resident player on teams andor organizations in classifications “B” and “C” that reserve ball fields in excess of 30 calendar days per season. ATHLETIC CAMPSKLINICS PROCEDURES 1. A “Facility Use Application” is required for any proposed camp or clinic. Applications for field use in the summer months will be accepted from December 1st through December 31st. The summer months include June 15th through August 3 1 st.’ During summer months, fields may be reserved fi-om 8 am to 3:30 pm, Monday through Friday. Final allocations are contingent on appropriate insurance being approved by Risk Manager and fees being paid. 2. Winter, Spring and Fall camps or clinics, applications will be accepted six (6) months in advance 3. Recreation staff will review requests and determine field allocations. If scheduling conflicts occur, staff will contact organizations involved to work out a solution. 4. Field allocations are not official until “Facility Use Applications” have been approved by the Risk Manager and Recreation Supervisor. CITY OF CARLSBAD Page 9 of 9 Policy No. 28 COUNCIL POLICY STATEMENT Date Issued June 24. 2003 Effective Date June 24. 2003 Supersedes No.28 Dated 7/23/02 General Subject: Administration Cancellation Date Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File CARREL0 RANCH APPLICATION PROCEDURES AND POLICIES 1. 2. 3. 4. 5. 6. 7. Please remember that the Carrillo Ranch is a historic site and must be respected for its preservation. If event is canceled at least 60 days prior to use, a $50 fee will be charged. If cancellation is made less than 60 days prior to use, the City of Carlsbad will retain the entire deposit. Rental equipment will be applicant’s responsibility. Equipment must be dropped off and picked up within the hours specified on the approved Facility Use Application. Decorative lights may be gently placed on top of shrubs but not placed in trees or on any portions of the historic adobe. Table decorations and freestanding decorations will be allowed. Candles must be contained within glass votives. Spike-heeled shoes are not recommended at the Ranch due to uneven surfaces of the historic site. Rice, birdseed, confetti or anything of this nature is not allowed. Children must be under adult supervision at all times. CITY OF CARLSBAD RECREATION DEPARTMENT FACILITY USE REGULATIONS Applications for use of City facilities may be submitted in person or mailed to the Harding Community Center, 3096 Harding Street; Stagecoach Community Center, 3420 Camino de 10s Coches; Calavera Hills Community Center, 2997 Glasgow; Carrillo Ranch, 6200 Flying LC Lane; or Carlsbad Swim Complex, 3401 Monroe Street. Applications will be processed in the order received. Applications will be reviewed; use will be categorized and fees, if any, set by the Recreation Supervisor. Please refer to the following pages for Application Procedures, Insurance Requirements, Facility, Park, Athletic Field Rules, Classifications 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 should be submitted no later than fourteen (14) worlung days in advance of the date requested. If an application for fhcility use has been submitted less than 14 worlung days in advance, applications may be reviewed and accommodated subject to fkcility availability. Upon review of the application, Recreation staff will determine if a Certificate of Liability Insurance will be required for the activity. Appliatians to use Cadlo Ranch fi&ties must be submittad 30 days in advance. Applications to use Swim Complex lanes for more than one day a month may be submitted up to 45 days in advance. A “Requested Lane Use” form must also be included. Facility and Park reservations are accepted for the current calendar year. Reservations for the upcoming year will be accepted from resident private parties and non-profit organizationshusinesses starting November 1“ of the year prior to their requested dates. Non-resident private parties and resident orgaukationshusinesses may submit reservations as of December 1“ of the prior year. 2. Community Centers regular hours of operation are Monday through Friday, 8:OO a.m. to 1O:OO p.m., Saturdays, 8:00 a.m. - 500 p.m. and Sundays, 8:00 a.m. - 4:OO p.m. On Friday and Saturday nights, programs must end by 1:00 a.m., with a departure time no later than 2:OO a.m. Safety Center conference room regular hours of operation for the Palowksi, Fox and EOC meeting rooms are Monday through Friday 2:OO pm to 1O:OO pm, Saturdays 8:OO am to 5:OO pm. The EOC room is also available Monday through Friday 8:00 am to 2:OO pm. In the event of a major emergency occurring within the city, the meeting rooms may be used by City officials. Groups scheduled to use the rooms will be preempted during that time. An appropriate refund of room reservation fees collected, or rescheduling of the canceled meeting will be arranged. Recreation Department personnel will process applications no more than thirty (30) days in advance. Police, Fire, and other City Departments will have first priority to use the conference rooms. Carrillo Ranch regular hours of operation are: SUMMER HOURS: Tuesday - Saturday, 9:OO a.m. - 6:OO p.m.; Sundays, 11:OO a.m. - 6:OO p.m. FALUSPRING-R: Tuesday - Saturday, 9:OO a.m. - 5:OO p.m.; Sundays, 11:OO a.m. - 5:OO p.m. Swim Complex regular hours of operation are Monday through Friday 6 a.m. to 7:30 p.m., Saturdays 8 a.m. to 4 p.m., and Sundays 12 noon to 4 p.m. Additional fees will be charged for use of a facility after regular hours of operation. EXHIBIT 3 3. 4. 5. 6. 7. 8. 9. 10. Applications will be approved for specitic rooms, park areas, athletic fields, and pool lanes depending on group size, type of activity and availability. No activity shall be scheduled for more than room capacity. Planned activities may require a Special Event Permit be submitted to the Carlsbad Police Department. Events that have an expected attendance exceeding 1,000 andor require modification to street, parking lot or sidewalk traffic flow are required to fle a permit. Permit submittals are due no less than 60 days prior to de event. The City Special Events Committee reviews permit requests and may set specific conditions or restrictions for the event. The Department may rehse or cancel any application. Written notices of 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. d. e. f. Application submitted less than fourteen (14) days in advance. Non-payment of fees before due date Higher priority activity taking place Groups that do not give proper cancellation notice If an application is denied, the decision may be appealed in writing to the Recreation Supervisor. The next option, if the applicant is not satisfied, is to appeal it to the Recreation Director, then to the Parks & Recreation Commission. The final appeal can be made to the City Council. The Department reserves the right to limit the number of daily, weekly, or monthly uses by any one group or organization so that the entire community may make use of the limited facilities available. In the event of a change of plan by applicant, notice of cancellation must be given to the Department 30 days before the date of intended use (for pool rental cancellation, notice must be given 10 workmg days in advance) in order to avoid hancial obligation for charges involved. A twenty-five dollar ($25) processing fee will be charged and a refund, if applicable, will be mailed to the applicant. Picnic reservations that are rained out may be rescheduled or refimded with no processing charge. All fees must be paid at the facility being reserved. Checks or money orders are to be made payable to the “CITY OF CARLSBAD”. A signed copy of your application by the Recreation Supervisor is your confirmation of the requested date. Any preparation for an event prior to approval is solely at the applicant’s risk. 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, increased cleaning/damage deposit, City staff or insurance. Any financial obligations incurred by the City to accommodate the applicant will be deducted from the required deposit upon notice of cancellation. Cost incurred for adhtional requirements shall be the responsibility of the applicant. 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. At the Swim Complex, there must be at least one adult present and responsible for each twenty minors on deck. For every eight chddren (age eight or under) in the pool, there must be one adult in the pool. Exceptions may be made by the Aquatic Supervisor with prior approval. 2 I4 11. 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. 12. Groups are responsible for controlling noise that could be disturbing to other activities or the surroundmg neighborhood. Cancellation of the event may occur if the noise level is not controlled. 13. 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 deemed necessary. 14. The Recreation Department reserves the right to full access for all activities in order to ensure that all des and regulations are being observed, and may terminate the activity for the safety and welfkre of the citizens or city property. 15. Approval for use will not be granted to persons under eighteen (1 8) years of age. When serving alcohol the applicant must be twenty one (2 1) years of age. 16. Organization membership rosters may be used to assist in determining the appropriate classification category for the use of meeting rooms, picnic areas, athletic fields, and Swim Complex. Once the determination has been made and approved by the Recreation Director, the determination is final and the membership rosters will be returned to the organization. 16. All rentals will be charged for total hours used, including set-up and clean-up time. INSURANCE REQUIREMENTS The City of Carlsbad is not liable for accidents, injuries, or loss of individual property in connection with any of its facilities. Depending upon the risk factor, the City may require liabihty insurance in an amount up to $5,000,000. Liability insurance is subject to approval by the Risk Manager and must include, without limitations, the following parameters: name the City of Carlsbad, its officers, employees, and volunteers as an additional insured and insurance company must meet the most current rating and other criteria established by City Council Resolution No. 91-403. Appiicants can also obtain special event liability insurance through- Diversified Risk Insurance Brokers. Athletic activities will require athletic participant coverage. If alcohol is served at an event, liquor liability coverage must be obtained. FACILITY/SWIM COMPLEX PROCEDURES AND POLICIES 1. A $200 refundable clmdamage deposit must be made upon application approval, with the exception of the Carrillo Ranch fkcility, a $500 refundable deposit is required. The remainder of the fee is due 30 days before scheduled use. Groups using facilities on a weekly, semi-monthly or monthly schedule must pay on or before the first meeting of the month. For the Swim Complex, full payment must be made for all requested lane use, lifeguard fees, and utility fees, at least 10 working days in advance. 2. An employee of the Recreation Department shall be present during all hours of use. Rules and requests made by Recreation staff must be complied with at all times. 3 3. 4. 5. 6. 7. 8. 9. 10. 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. Clean-upmefunds a. On the day of the event, the patron must initially inspect the premises with a staff person and fill out a Condition of Facilitv Report. This report is a checklist that identities any facility conditions whch need to be addressed before the facility is used. It also helps insure the facility is returned to the same condition it was in before the use occurred. b. Groups are responsible for the following clean up at the end of their event: Cleaning of all equipment used Cleaning of any counter areas used Cleaning and wiping of all tabletops used Cleaning of any floor or carpet areas soiled or dampened Cleaning of the kitchen and all amenities used (i.e. refhgerator, stove, oven, sink, etc.) Putting all trash in proper receptacles - 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 sufficiently clean up after its activity, the total deposit may be forfeited. If the ficility is left in a satisfactory condition, a refund will be issued approximately three to four weeks after the date of the facility use. Recreation 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. No duct, masking, or electrical tape, nails, staples, etc. are permitted on the walls of any facility. Alcoholic beverages shall not be purchased or brought into the building by other than the person responsible for the activity or a licensed caterer. Alcoholic beverages are not to be consumed outside the building. If minors appear to be in possession of alcoholic beverages, or If participants appear to be in possession of illegal drugs, the activity will be terminated immediately. In addition, any suspected unlawful activity will be reported to the Police Department. Stagecoach and Calavera Community Centers/Gymnasiums: 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 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. SMOKING IS NOT PERMITTED IN ANY CITY FACILITY 4 1. Designated group picnic areas can be reserved by individuals, organizations or businesses. Areas not reserved will be available for public use on a first-come, first-served basis. Hourly fees charged will be based on group size, classification category and amount of time requested. 2. Liability insurance or security guards may be necessary depending on: a) risk factor level, b) serving of alcohol, and c) nature of use, such as music, dancing, inflatable party jump. 3. No vehicles are permitted on turfed areas. 4. Car Shows: It is the policy of the Parks and Recreation Commission that Car Shows are not allowed on any park turf area, however, shows will be allowed in authorized parking spaces at the park as designated by Parks and Recreation staff Any appeals will be reviewed on a case-by-case basis. ATHLETIC FIELD PROCEDURES AND POLICIES 1. 2. 3. 4. 5. 6. The City of Carlsbad is an “‘A” classification and therefore has first priority in reserving use of ball fields. Community sports organizations that qualie as a “B classification are invited to the field allocation meetings prior to their regular season. These meetings are held typically around OctoberAVovember and May/June each year. New sports organizations need to submit field use requests ninety (90) days prior to the field allocation meeting. A minimurn of 150 participants is required to constitute a league. Recreation staff will determine field allocations if league representatives are unable to reach an agreement. Thirty (30) days prior to ballfield allocation meetings, comumty sports organizations are required to submit their projected field needs for their upcoming season. Projected field needs should include pre-season, opening day, practices, regular season games, and proposed toumaments. BasebaIl/softball organizations have priority in the spring season, January 15 - July 15, and SoccerK’op Warner football in the fall, July 16 - January 14. All resident sports organizations are required to submit their membership rosters prior to each season in order to prove residency status. Recreation staff uses the previous year’s final resident membership figures submitted by each organization to assist in determining the current year’s allocation of fields. Recreation Staff will return rosters once classification is determined. Once the classification determination has been made by staff and approved by the Recreation Director, the decision is final. If a current “B” classification organization does not meet the 70% residency requirement, the group will be given a lower category status and charged fees for ballfield use. A list of proposed activities for special events such as opening day, must be submitted to the appropriate park supervisor ninety (90) days prior to the event. It may be determined that a City Special Event permit is required. Approved proof of liability insurance naming the City andor any school district as additional insured is required prior to usage of athletic fields. Original certificates of insurance are necessary. 5 7. Requests to use a snack bar facility need to be submitted at the semi-annual ballfield meetings. If the operation of the snack bar is subcontracted by the league to an outside business or individual, then written permission from the league, a City of Carlsbad business license and appropriate liability insurance is required. 8. A $5 fee will be assessed each non-resident player on teams andlor organkations in classifications “B’ and “Cy’ that reserve ball fields in excess of 30 calendar days per season. ATHLETIC CAMPSKLINICS PROCEDURES 1. A “Facility Use Application’’ is required for any proposed camp or clinic. Applications for field use in the summer months will be accepted from December lS through December 31&. The summer months include June 15* through August 3 la. During summer months, fields may be reserved fiom 8 am to 3:30 pm, Monday through Friday. Final allocations are contingent on appropriate insurance being approved by Risk Manager and fees being paid. 2. Winter, Spring and Fall camps or clinics, applications will be accepted six (6) months in advance. 3. Recreation staff will review requests and determine field aIlocations. If scheduling conflicts occur, staff will contact organizations involved to work out a solution. 4. Field allocations are not official until “Facility Use Applications” have been approved by the Risk Manager and Recreation Supervisor. CARRILLO RANCH APPLICATION PROCEDURES AND POLICIES 1. Please remember &at the Carrilio Ranch is a historic site and must be respected for its preservation. 2. If event is canceled at least BO days prior to use, a $50 fk will be charged. If cancellation is made less tban 60 days prim to use, the City of Carlsbad will retain the entire deposit. 3. Rental equipment will be applicant’s responsibility. Equipmem must be dropped off and picked up within the hours specified on the approved Facility Use Application. 4. Decorative lrghts my be gently placed on top crfshbs but not piaced in trees or on my portions ofthe historic adobe. Table decumtions and freestanding decordtions will be allowed. Candles must be contained within glass votives. 5. Spike-heeled shoes are not recommended at the Ranch due to uneven sm&tces of the historic site. 6. Rice, birdseed, Gonfetti or an- oftbis nature is not allowed. 7. Children must be under adult supervision at all times. 6 IN ORDER TO QUALIFY AS CLASSIFICATION “B” NON-PROFIT USER, THE ORGANIZATION MUST MEET ALL OF THE FOLLOWING CRITERIA: 1. The organization must be registered as a not-for-profit corporation with the State of California; or, if not registered with the State, must be a Carlsbad Chapter and have a constitution or by-laws that clearly state that the objectives of the organization are of a non-profit, noncommercial nature. 2. The organization must be comprised of volunteers, and 70% of which its membership and participants must be Carlsbad residents. Exception: Classification assignment for sports organizations utilizing athletic fields will be based on player rosters, including player addresses, must have 70% of the players residing in Carlsbad to qualify for “B” classification. Verification of residency may be required. Non-profit sports organizations requesting athletic field use are required to submit player rosters, verified for authenticity by the league’s board of officers, which will be used to determine classification status. Player addresses with a post office box number will not be accepted. Recreation staff will return rosters once classification is determined. Once the classification determination has been made by staff and approved by the Recreation Director, the decision is final. The organization must submit the following: a. 3. If incorporated, submit State incorporation papers and by-laws; if not incorporated, submit constitution and by-laws. b. Financial verification of organization’s exemption from income tax. (Department of the Treasury form 990 or 50l(c)(3) determination letter may be used.) c. A signed statement verifying item “2” above. 7