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HomeMy WebLinkAbout2009-04-13; City Council; 21110; Revision Council Policy 28 Facility Use Regulations&Msit^ P& 310,1/0 OF CARLSBAD - AGENDA BILL bft- Po/r REVISIONS TO CITY COUNCIL POLICY 28 FACILITY USE REGULATIONS DEPT. HEAD CITY ATTY. CITY MGR. RECOMMENDED ACTION: Adopt Resolution No. 2009-010 amending Council Policy 28 to incorporate proposed changes to the Facility Use Regulations. ITEM EXPLANATION: In an effort to continually improve customer service and operational efficiency, staff is proposing revisions to the current version of Council Policy 28 (Exhibit 2). Council Policy 28, Facility Use Regulations, was last revised in June 2005. The current Policy is too cumbersome and a majority of the rules and regulations addressed in the document are more appropriate for an Administrative Order rather than in a Council Policy. The purpose of a Council Policy is to establish policy, not rules and regulations. The purpose of an Administrative Order is to establish procedures to accomplish the policy set forth in Council Policy. Staff has completely revised Council Policy 28 and has placed all of the pertinent rules and regulations from that document into a proposed Administrative Order. Appropriate measures were taken to avoid redundancy between documents. If a park or facility rule, regulation, or policy was already addressed by an ordinance, it was not reiterated again in Council Policy 28 (Exhibit 3). Policies, procedures, and regulations from the current version of Council Policy 28 were grouped by major subject heading and included in the most relevant corresponding Document (Ordinance, Administrative Order, Master Fee Schedule, or FY 2008-2009 Budget Resolution). For example, since the Classification of Applicants is already included in the Master Fee Schedule, it does not need to be incorporated again into the revised version of Council Policy 28. Council Policy 28 changes are briefly summarized as follows (section numbers from the revised version are referenced in parentheses at the end of each item below). DEPARTMENT CONTACT: Mick Calarco 760-802-5857 mcala@ci.carlsbad.ca.us FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED D D D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D OTHER - SEE MINUTES D .1 Page 2 1. Application Process Recreation Director will develop an application and appeal process for the use of parks and recreation facilities. 2. Emergency Termination Authority The City Manager, Police Chief or their designee may summarily revoke an approved permit and terminate the event when either the terms or conditions of the permit are violated or when there is a violation of any federal, state or local law. 3. Amplified Sound Applicant shall control amplified sound so as not to disturb other groups, activities, or the surrounding neighborhood. 4. Alcoholic Beverages Additional restrictions were added to the Policy section pertaining to groups serving alcoholic beverages. Those restrictions include: alcoholic beverage consumption strictly limited to time on approved permit, termination of alcoholic beverage service by City staff or Police, and alcoholic beverages will not be allowed to be served at any celebration specifically for a minor (those persons less than 21 years of age). PARKS AND RECREATION COMMISSION RECOMMENDATION: At its meeting of November 19, 2007 the Parks and Recreation Commission voted 5-2 in favor of the proposed changes to Council Policy 28, and recommended acceptance by the City Council. FISCAL IMPACT: None ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378, these amendments do not constitute a "project" within the meaning of CEQA and therefore, does not require an environmental review. EXHIBITS: 1. Resolution No. 2009-010 approving revisions to Council Policy 28 Facility Use Regulations 2. Council Policy 28 (current version dated June 14, 2005) 3. Council Policy 28 (as revised) E * i ->. i'?•, i r J- 1 RESOLUTION NO. 2009-010 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APROVING REVISIONS TO 3 CITY COUNCIL POLICY 28 FACILITY USE REGULATIONS 4 5 WHEREAS, the City of Carlsbad has determined that it is necessary and in the 6 public interest to provide Council guidance and policy for the use of the City's public 7 facilities; and WHEREAS, Council Policy 28 Facility Use Regulations govern the rules pertaining to the use of the City's public facilities, including reserving the use of the 11 facilities; and 12 WHEREAS, Council Policy 28 was last revised and approved by the City Council 13 in 2005; and 14 WHEREAS, the Recreation Department proposes revisions to Council Policy 28 in order to improve customer service, information provided to the public, internal and 16 external communication, and operational efficiency; and 17 WHEREAS, the Recreation Department proposes revisions to Council Policy 28 18 in order to incorporate necessary changes including those sections pertaining to amplified sound and alcoholic beverage service; and 21 WHEREAS, on November 19, 2007 the Parks and Recreation Commission voted 22 5-2 in favor of the proposed revisions to Council Policy 28 Facility Use Regulations, and 23 recommended approval by the City Council. 24 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 25 Carlsbad, California, as follows: 26 1. That the above recitations are true and correct. 27" 28 2. That Council Policy No. 28 is amended to read as set forth in Exhibit 3 to 2 the Agenda Bill entitled Revisions to City Council Policy 28 Facility Use Regulations. 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 U 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 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 6th day of January, 2009, by the following vote to wit: AYES:Council Members Lewis, Kulchin, Hall, Packard and Blackburn. NOES: None. ABSENT: None. A LEWIS', Mayor ATTEST: L0RRAINZ M. WOOD, (SEAL) CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 1 of 11 Policy No. 28 Date Issued June 14, 2005 Effective Date June 14. 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File BACKGROUND: 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, Carrillo Ranch Park, and other Parks and Recreation facilities, to now include Senior Center. 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 the 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 los Coches; Calavera Hills Community Center, 2997 Glasgow; Carrillo Ranch, 6200 Flying LC Lane; or Carlsbad Swim Complex, 3401 Monroe Street; or Senior Center, 799 Pine Avenue. 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. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 2 of 11 Policy No. 28 Date Issued June u, 2005 Effective Date June 14. 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File PROCEDURE: 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 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 organizations/businesses starting November 1st of the year prior to their requested dates. Non-resident private parties and resident organizations/businesses may submit reservations as of December 1st of the prior year. 2. Community Centers regular hours of operation are Monday through Friday, 8:00 a.m. to 10:00 p.m., Saturdays, 8:00 a.m. - 5:00 p.m. and Sundays, 8:00 a.m. - 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. Senior Center Auditorium, Dining Room, Kitchen, Art Studio are available for rental after 5:00pm, Monday through Friday, and from 8:00 am on Saturdays and Sundays. On Friday and Saturday evenings, programs must end by 1:00 am with departure time no later than 2:00 am. Sunday through Thursday evenings, programs must end by 10:00 pm. Safety Center conference room regular hours of operation for the Palowksi & Fox meeting rooms are Monday through Friday 2:00 pm to 10:00 pm, Saturdays 8:00 am to 5:00 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 1 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 3 of 11 Policy No. 28 Date Issued June 14, 2005 Effective Date June 14, 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File 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 hours of operation are: SUMMER HOURS: Tuesday- Saturday, 9:00 am - 6:00 pm, Sunday, 11:00 am - 6:00 pm FALL/SPRING/WINTER: Tuesday - Saturday, 9:00 am - 5:00 pm, Sunday, 11:00 am - 5:00 pm Swim Complex regular hours of operation are Monday through Friday, 6:00 am to 7:30 pm, Saturdays 8:00 am to 4:00 pm, and Sunday 12:00 pm - 4:00 pm. Additional fees will be charged for use of 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. 4. Planned activities may require a Special Event Permit to 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. 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. Application submitted less than fourteen (14) days in advance d. Non-payment of fees before due date CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 4 of 11 Policy No. 28 Date Issued June u, 2005 Effective Date June u- 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File e. Higher priority taking place f. Groups that do not give proper cancellation notice If an application is denied, the decision may be appealed in writing to the Recreation Area Manager. The next option, if the applicant is not satisfied, is to appeal it to the Recreation Services Manager, then to the Recreation Director, then to the Parks & Recreation Commission (Senior Center appeals will be directed to the Senior 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 cancellation less than 30 days in advance (for pool rental cancellation, notice must be given 1 0 working days in advance) the applicant will forfeit all rental fees paid. Cancellations received at least 30 days prior to the rental date will be charged a $50 cancellation fee. The $50 cancellation fee will be taken from the cleaning/damage deposit and the balance of the cleaning deposit will be refunded. Picnic reservations that are rained out may be rescheduled or refunded 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 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 additional requirements shall be the responsibility of the applicant. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 5 of 11 Policy No. 28 Date Issued June 14, 2005 Effective Date June 14. 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File 10. 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 children (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. No activity will be permitted which is in violation of local, state or federal statutes.11 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. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations 28 Page 6 of 11 Policy No. Date Issued Effective Date Cancellation Date Supersedes No. 28 Dated 06/24/03 June 14, 2005 June 14, 2005 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File 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 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 refundable cleaning/damage deposit must be made upon application approval, with the exception of the Carrillo Ranch facility, 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 fees 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-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 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: \\ CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 7 of 11 Policy No. 28 Date Issued June 14. 2005 Effective Date June u, 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File - 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. refrigerator, 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 the activity, the total deposit may 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. 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 requested usage. b. No food, beverages, or hard sole shoes allowed. c. Floor cover to be in place for all events other than sports. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 8 of 11 Policy No. 28 Date Issued June 14, 2005 Effective Date June 14, 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File 9. Scout groups in Carlsbad have first priority for use of Scout House, at no charge. 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. 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. The City of Carlsbad is an "A" classification and therefore has first priority in reserving use of ball fields. 2. Community sports organizations that qualify as a "B" classification are invited to the field allocation meetings prior to their regular season. These meetings are held typically around October/November 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. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 9 of 11 Policy No. 28 Date Issued June 14, 2005 Effective Date June u, 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File - 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. - Baseball/softball organizations have priority in the spring season, January 15 - July 15, and Soccer/Pop 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 final. 4. 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. 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 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 and/or organizations in classifications "B" and "C" that reserve ball fields in excess of 30 calendar days per season. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 10 of 11 Policy No. 28 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File FACILITY RENTAL SPORTSMANSHIP PROGRAM CRITERIA In order to promote the importance of good sportsmanship and ensure that Carlsbad Recreation Programs and Facilities are and will remain safe places to gather, all sports organizations that request to use City recreation facilities are required to provide their membership with appropriate sportsmanship training. Prior to approval of facility rental applications and/or priority registration, Recreation Department staff will review the sportsmanship training programs used by the individual organizations. All organizations not promoting a sportsmanship program as part of their organizational activities must sign a City of Carlsbad Recreation Department Code of Conduct prior to obtaining authorization to utilize Carlsbad Recreation Facilities. If organizations wanting to rent Carlsbad Recreation Facilities do not have active sportsmanship programs, department staff can be made available to give presentations on Carlsbad's T.R.U.S.T. program. The acronym T.R.U.S.T. stands for Teaching Respect, Unity, and Sportsmanship through Teamwork and it promotes the philosophy of good sportsmanship which is actively engaged by the City of Carlsbad in its' recreation programs. ATHLETIC CAMPS/CLINICS 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 31st. During summer months, fields may be reserved from 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. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Page 11 of 11 Policy No. 28 Date Issued June 14, 2005 Effective Date June 14, 2005 Cancellation Date Supersedes No. 28 Dated 06/24/03 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File 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 that the Carrillo Ranch is a historic site and must be respected for its preservation. 2. 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. 3. 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. 4. 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. 5. Spike-heeled shoes are not recommended at the Ranch due to uneven surfaces of the historic site. 6. Rice, birdseed, confetti or anything of this nature is not allowed. 7. Children must be under adult supervision at all times. SENIOR CENTER PROCEDURES 1. Limited seating re-configuration for dining room rentals will be considered. Set up for "head tables" and buffet lines are acceptable. 2. The use of confetti, birdseed, rice, etc. (for throwing) is prohibited. Also, the use of hay and straw in not allowed. 3. Displayed decorations are not to be removed from dining room. Removal of any decorations without prior approval by staff will result in forfeiture of part or all of damage deposit. 3 CITY OF CARLSBAD Page 1 of 4 Policy No. 28 _ COUNCIL POLICY STATEMENT Date Issued l-(a Effective Date Cancellation Date Supersedes No.28 Dated 06/14/05 General Subject: Administration Specific Subject: Park and Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File A. PURPOSE To establish a policy related to the public's use of all City of Carlsbad ("City") parks and recreation facilities. Further, to delegate to the City Manager the authority to implement this policy through administrative orders and regulations. B. POLICY There is a high demand for use of parks ("Parks") and recreation facilities (hereinafter "Facility") for a wide variety of uses. In addition to existing policies and administrative orders, this policy has been established to provide guidelines for the use of Parks and Facilities, including the consumption of alcoholic beverages and amplified sound. The City Manager may designate the Recreation Director ("Director") as the official responsible for the administration of this policy. C. APPLICATION PROCESS FOR PARK AND FACILITY USE The Director shall develop a Park and Facility Use Permit ("Permit") application process for the use of Parks and Facilities within the City of Carlsbad. Additionally, the Director shall establish an appeal process for the denial of a Permit application or the revocation of a Permit that has been issued. A pre-revocation review process shall not be required when a Permit is revoked pursuant to Section D below. D. EMERGENCY TERMINATION AUTHORITY In an emergency or when facts justify immediate action to be taken, the City Manager, Police Chief or their designees may summarily revoke an approved Permit without providing (i) an opportunity to cure or (ii) prior notice for a violation of either the Facility Use Regulations or Permit, or any federal, state or local law. In the event a Permit is summarily revoked, all persons shall be required to leave the premises of the Park or Facility immediately, unless otherwise directed by the City Manager, Police Chief or designee. E. COMPLIANCE 1. Applicants must strictly adhere to all City ordinances, fire codes, policies and administrative orders during their use of the Park or Facility. CITY OF CARLSBAD Page 2 of 4 Policy No. 28 _ COUNCIL POLICY STATEMENT Date Issued /-6-C?*? Effective Date /-fe - Cancellation Date Supersedes No.28 Dated 06/14/05 General Subject: Administration Specific Subject: Park and Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 2. Any suspected unlawful activity will be reported to the Police Department, City staff or both the Police Department and City staff. F. AMPLIFIED SOUND 1. Applicant or designated event contact ("Event Contact") shall control any amplified sound system, including radios, so as not to disturb other groups, activities, or the surrounding neighborhood. 2. Cancellation of the event may occur if the noise level is not controlled or the police are required to respond. In the event that the police are called, the applicant or designated Event Contact will be the person initially contacted and requested to lower the amplified sound. 3. If the applicant or designated Event Contact is not present at the event when the police arrive, the Police Chief or designee may elect to revoke the Permit and terminate the event. If the police are dispatched a second time, the Police Chief or designee may revoke the Permit and terminate the event immediately. G. ALCOHOLIC BEVERAGES 1. Applicants seeking to sell alcoholic beverages must obtain "Daily On-Sale General License" from the State Alcohol Beverage Control Board ("ABC"). 2. Private security guard service will be arranged by the Recreation Department but paid by the applicant. Guards will act as security forces and not as identification or age checkers. Additional guards may be required. 3. Alcohol consumption is strictly limited to the event time and area defined on the approved Permit and must comply with the terms of the ABC Daily On-Sale General License. 4. Alcoholic beverages shall not be purchased or brought into the Park or Facility by anyone other than the person responsible for the activity or a licensed caterer. Alcoholic beverages are not to be consumed outside of the area designated in the Permit or the permitted Park or Facility. CITY OF CARLSBAD Page 3 of 4 Policy No. 28 _ COUNCIL POLICY STATEMENT Date Issued /- fr -Q ^ Effective Date - Cancellation Date Supersedes No.28 Dated 06/14/05 General Subject: Administration Specific Subject: Park and Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 5. If minors are in possession of alcoholic beverages, or if any event participant(s) appear to be under the influence of alcohol or controlled substance(s) or in possession of illegal drugs, the Permit may be revoked and the event will be terminated immediately. 6. For the health, safety or welfare of the public, alcoholic beverage service may be terminated at any time by City staff, security, or law enforcement. 7. Alcohol will not be allowed to be served or permitted at any celebration for a minor under the age of 21. 8. The applicant shall provide evidence of commercial general liability insurance in a form acceptable to the Risk Manager (and additional coverage(s) as appropriate for the activities of the Park or Facility use), naming the City of Carlsbad as an additional insured, and with a coverage amount to be determined by the Risk Manager according to the size and risk factors of the event. 9. Commercial general liability insurance (GCL) including liquor liability coverage with a minimum limit of $2 million per occurrence is required when an event includes alcohol. The liquor liability coverage must be the same as the CGL, i.e., a lower sub-limit will not be accepted. 10. A City Special Event Permit may be required (per Carlsbad Municipal Code 8.17) in addition to the Permit. H. CITY AND RECREATION DEPARTMENT ACCESS TO PARK OR FACILITY 1. The City Manager, Police Chief, Recreation Director or designee has the right to full unrestricted access for all activities in order to ensure that all rules and regulations are being observed. 2. The City Manager, Police Chief, Recreation Director or designee has the right to terminate the event or activity for the safety and welfare of the citizens or City property. CITY OF CARLSBAD Page 4 of 4 Policy No. 28 _ COUNCIL POLICY STATEMENT Date Issued Effective Date / - fc -o c\ Cancellation Date Supersedes No.28 Dated 06/14/05 General Subject: Administration Specific Subject: Park and Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File SUBLETTING OF PARKS AND FACILITIES 1. Parks and Facilities, including athletic fields, may not be sublet or rental time given to a group other than the approved applicant without prior written authorization of the Recreation Director or designee. Parks and Recreation Commission All Receive-Agenda Item # For the Information of the: CITY CQjLJNCIL Asst. November 19, 2007 Director, liaison to the Historic Pre?^fvatiofl-(5cJfriM?§§l(Sfvand Arborist Mark Wisniewski. Wisniewski spoke about the report and responded to Commissioners' questions. Mr. ACTION: On motion by Commissioner Comstock, AB #1107-8, to accept Phase I of the Carlsbad Heritage Tree Report for the Historic Village District and recommend that it be forwarded to the City Council, along with staffs recommendations for City-owned Heritage Trees, for adoption and incorporation into the Carlsbad Forest Management Plan, was approved. AYES: Chairperson Craig, Commissioners Comstock, Cooper, George, Hubbard, Lyons, and Martyns NOES: None ABSTAIN: None ABSENT: None 9. AB # 1107-9 PROPOSED REVISIONS TO COUNCIL POLICY 28 (FACILITY USE REGULATIONS) - (ACTION) Mick Calarco, Recreation Service Manager, explained to the Commission that the purpose of the revisions to Council Policy 28 is to have consistency within the department and to have more control over events in the City's parks. Mr. Calarco explained the proposed revisions as follows: • Non Refundable Security Deposit • Group size requiring a facility use application for rental permit of 25 or more people • City observed holidays - all facilities (except parks) will be closed • Special Event Permit triggers -Attendance in excess of 350 people -Alcoholic beverage service -Amplified sound -Glass containers • Criteria to cancel an event and permit revocation SHJIicant must possess on the day of event the following documents: * ISOEOWE JAN - 5 2009 rffl i) CITYOFCARLSBAd AlecCITY CLERK'S OFFICE -Copy of Facility Use Regulations -Completed and signed application -Approved permit -Valid photo I.D. -Special Event Permit (if required) holic Beverages restrictions - Mr. Calarco described how alcoholic beverage service would not be allowed at events held specifically as a celebration for a minor (e.g. birthday parties and Quinceaneras). Insurance requirements Cleaning/Damage Deposit (up to $5,000 depending on risk factors) Designated Rental areas Inflatable Party jumps (no larger than 15' x 15') City owned tennis courts (May not be reserved, but is on a first come, first served basis) Non-profit user criteria for new community sports organizations (Class B Parks and Recreation Commission -5- November 19, 2007 Classification) -Submit non-profit proof within 90 days prior to field allocation meeting -Minimum of 215 registered participants per sport by one governing association (70% of which must be Carlsbad residents). • Subletting Athletic Fields (not allowed without prior authorization) • Tournaments (Resident and Non-profit resident sport organization) • Senior Center Cleaning Charge (for Saturday evening rentals to prepare for Sunday morning rentals) • Smoking prohibited (updated to comply with state law) After the staff presentation, the Commissioners had several follow-up questions and comments, including the following: Commissioner Hubbard asked if the swim complex would be closed during all City observed holidays. Sue Spickard, Recreation Services Manager, explained that the swim complex is only closed for major holidays (e.g. Thanksgiving and Christmas). Commissioner Hubbard requested that the policy be clarified to reflect that. Commissioner Cooper inquired as to the status of the tobacco control issue that was brought before the Commission at a prior meeting. Judi Vincent, Management Analyst, informed the Commission that staff was currently drafting a City Council agenda bill regarding the Commission's recommendations for tobacco control. It was mentioned that the agenda bill should be ready for either a January or February City Council meeting. Commissioner Comstock commented that he thought the 70% residency requirement for non- profit user groups was too low and that he would like to see that percentage go up. He also inquired as to the residency percentage other cities require in similar matters. Gian Lauro, Recreation Supervisor, responded that 70% is the norm for residency requirements for the surrounding North County cities. Commissioner George stated her concerns regarding the alcoholic beverage restriction at events held for minors. She commented that certain ethnic and cultural groups may feel discriminated against if alcoholic beverages are not allowed at such events as Quinceaneras and Bar Mitzvahs, which are traditional events held for minors in certain cultures, but where many adults are present and where alcohol is often served. : • I Mick Calarco, Recreation Service Manager, restated that in Council Policy 28 restrictions are for alcohol not being allowed to be served at any celebration for a minor, beufixplained that having children present at an event (such as a wedding) would not mean that alcohol would be restricted, just if the event is held specifically to celebrate an event for a minor. Commissioner Comstock asked Commissioner George about Quinceaneras and asked why alcohol was part of the tradition. Ms. George responded that a Quinceanera is for a 15 year old coming into maturity. She further commented that the reception is similar to a wedding reception, with many adults celebrating. Ms. George also stated that it's often tradition to have a champagne toast at such events. Parks and Recreation Commission -6- November 19, 2007 Commissioner Martyns responded that other ethnic or religious groups, such as Irish Catholics, may also be impacted, as they often customarily consume alcohol at these types of events as well. He commented that if people felt that alcohol was a central part of their event for a minor, than they could hold their event somewhere else. Commissioner Craig asked if the department has held Quinceanera events in the past. Mr. Calarco responded that he has held two such events at Leo Carrillo Ranch and that both of those events were alcohol free events. Commissioner Hubbard asked Mr. Calarco if alcohol will still be allowed at such events as TGIF jazz in the park events. Mr. Calarco stated that alcohol is allowed at the TGIF jazz in the park events because it is considered an adult event. ACTION: On motion by Commissioner Comstock, AB #1107-9, to accept and file the staff report and recommend acceptance by the City Council was approved. AYES: Chairperson Craig, Commissioners Comstock, Cooper, Lyons, and Martyns NOES: Commissioners George and Hubbard ABSTAIN: None ABSENT: None The Recreation Director clarified with Commissioners George and Hubbard that their "no" vote was specifically due to the alcohol restriction on events held specifically as celebrations for a minor and that they were in agreement with the rest of the policy change. They stated that was correct. 10. AB # 1107-10 UPDATE ON CITIZEN CONCERNS REGARDING HIDDEN CANYON PARK-(ACTION) Lori Swenck, Recreation Area Manager, made a presentation regarding an update on citizen concerns regarding Hidden Canyon Park, and the steps that staff has taken since the matter was last presented to the Commissioners. Ms. Swenck commented that there have been six rentals since she last reported to the Commissioners and that there have been no complaints or problems in that time. She asked that staff be given a minimum of six months to pursue and enact the proposed recommendations. Ms. Swenck reported that staff will monitor and document results and maintain open dialog with residents and asked that staff be allowed to report back to the Commission in April 2008 with results. ACTION: On motion by Commissioner Comstock, AB #1107-10, to accept and file the staff report was approved. AYES: Chairperson Craig, Commissioners Comstock, Cooper, George, Hubbard, Lyons, and Martyns NOES: None ABSTAIN: None ABSENT: None City of Carlsbad Calirorni Y 2007 - 2008 Operating Budget Capital Improvement •osram