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1991-11-18; Parks & Recreation Commission; 1191-5; Display of Art Work within park sites
PARKS & RECREATION COMMISSION - AGENDA BILL AB#/M/n MTG.//'/^/ DEPT. TITLE: DISPLAY OF ART WORK WITHIN PARK SITES (ACTION) RECOMMENDED ACTION: Review and discuss staff report regarding the installation of art work projects at park sites and take appropriate action. ITEM EXPLANATION: During the October Parks and Recreation Commission meeting, this item was requested to be presented for Commission information. Based upon staff report, the Commission may wish to make recommendations regarding the installation of art work projects within park sites. Connie Beardsley, the Arts Manager, will inform the Commission regarding the process which is followed to display art projects within park sites. During the October meeting, it was specifically asked by the Commission, "Who makes the decision to incorporate certain art projects?" "Should the Parks and Recreation Commission review these projects prior to display?" "Does the Parks and Recreation Commission have the right to recommend or deny?" FISCAL IMPACT: In most instances, the installation of art work projects in park sites has a minimal fiscal impact other than staff time. EXHIBITS: 1. None. 31 -RECEIVED SEP rrasr - CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: SPECIAL EVENTS Specific Subject:LIABILITY INSURANCE AND RISK MWAGEMENT REQUIREMENTS Policy No.37 Date Issued 8-26-86 Effective Date 8-27-86 Cancellation Date n/a Supersedes No.n/a Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File PURPOSE To establish liability insurance and risk management requirements for the use of City streets and facilities for special events and for the holding of special events authorized under Title 21, Section 21.42.010 (2)(D) of the Carlsbad Municipal Code. STATEMENT OF POLICY Risk Management Review All proposed special events to be held in the City, whether sponsored, or co-sponsored by the City or sponsored by outside organizations, shall be reviewed in advance by the City Risk Manager. It shall be the responsibility of the City Risk Manager to identify and advise the City Manager of any special hazards involved in the event or any special safety measures which may be required. Where appropriate, the City Risk Manager may recommend that the Event be disallowed based on liability exposures inherent in the event. Liability Insurance Except for "Low Hazard" non-profit events as defined below, or where a special waiver has been granted by City Council, no special events shall be authorized involving the use of City owned facilities or permits Issued under the Municipal Code without submission, ten (10) days before the event, of evidence of public liability insurance in a form acceptable to the City Manager. Said liability insurance shall name the City of Carlsbad, its officers and employees as additional insureds, and be provided by an insurance company rated not less than A:XI by Best's rating guide. The highest rating available is A+:XV. Evidence of said Insurance may be in the form of a certified copy of the policy or by delivery to the City of a Certificate of Insurance signed by an authorized agent of the insurance company. The certificate must indicate that the City is an additional insured and state, without modification, that the City shall receive ten (10) days written notice of cancellation. Self-Insurance In lieu of liability insurance, the City Manager shall be authorized .to accept evidence of a formal program of self-insurance upon receipt of: CITY OF CARLSBAD COUNCIL POLICY STATEMENT ^eneral Subject: SPECIAL EVENTS Specific Subject:LIABILITY INSURANCE AND RISK MANAGEMENT REQUIREMENTS Policy No.37 Date Issued 8-26-86 Effective Date 8-27-86 Cancellation Date n/a Supersedes No. n/a Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 1. Certified accounts indicating a net worth of $2 million or two times the amount of liability Insurance limits required, whichever is higher. 2. An executed agreement holding the City, Its officers and employees harmless for any claims arising from the event. Insurance Limits Required As a general rule, the City shall require liability insurance limits of $1 million Combined Single Limits. Exceptions to this rule may be made based on the exposure classifications delineated in Appendix "A" to this policy: 1. Where events fall within the "Low Hazard" classification, a complete waiver of insurance may be granted where the event is sponsored by an individual or non-profit organization for non-profit purposes. Events sponsored for profit or by businesses shall provide a minimum limit of $500,000 Combined Single Limits. 2. "Moderate Hazard" events shall require the standard limit of $1 million Combined Single Limits. 3. Events falling within the "High Hazard" classification shall be subject to special review by the City Risk Manager, and the required limits shall be established by the City Manager. Depending on the scope of liability, limits will normally fall between $2 million and $5 million. Appendix "A" CITY OF CARLSBAD SPECIAL EVENTS EXPOSURE CLASSIFICATION LOW HAZARD (250 Participants or Less) Seminars Sedentary Games (Cards, Bingo, Etc.) Meetings Craft Shows Speaking Engagements Educational Exhibitions Social Gatherings Picnics Theatrical Performances Concerts (Other than Rock) MODERATE HAZARD Sporting Events Dances Exhibitions (Not otherwise classified) Animal Shows Swap Meets Rummage Sales Low Hazard Events with more than 250 participants HIGH HAZARD Vehicle or Animal Races Rock Concerts Political Rallies Rodeos Festival Displays Circuses Parades Helicopter Rides Any event involving consumption of liquor. i r 1200 ELM AVENUE H ^^. • TELEPHONE CARLSBAD, CA 92008-1989 m^SS/f^M (619)434-2824 of PARKS & RECREATION DEPARTMENT LIABILITY INSURANCE INFORMATION Date: Dear Facility User: Liability insurance is required prior to your use of the City's facilities. The enclosed Council Policy regarding insurance liability requirements is attached for your review. Please read and comply with item(s) checked below: I | Your activity is classified as a "moderate hazard". Please refer to the enclosed Council Policy for specific requirements. A copy of the certificate of insurance with $1 million single limit coverage naming the city of Carlsbad, its officers, and employees as additional insured is needed. Your activity is classified as a "high hazard". Please refer to the enclosed Council Policy for specific requirements. A copy of the certificate of insurance with $2 million single limit coverage naming the city of Carlsbad, its officers, and employees as additional insured is needed. | A liquor liability endorsement is needed. | | An Alcoholic Beverage Control license is needed for selling liquor on city property. The license is issued by the ABC Board; their phone number in San Diego is 237-7241. The ABC Board requires a letter from the city giving permission, this letter will be available to your group once a certificate of insurance is received by this office. The certificate of insurance is required 30 days prior to your event. If you have any questions regarding the insurance requirements, please contact me at 434-2836. Dee K. Pope Recreation Supervisor Attachment - Council Policy # 37 CITV OF CflRLSBflD HPPLICflTION FOR SPECIRL EUENT PERMIT (PAGE 1 OF 3 ) EVENT NAME: TYPE OF EVENT: DATE(S) OF EVENT: STARTS: ENDS: t LOCATION OF EVENT: ESTIMATED ATTENDANCE: NUMBER OF PARTICIPANTS: YES NO ADMISSION OR PARKING CHARGED? AMOUNT $ YES NO PARTICIPANTS CHARGED? AMOUNT $ YES NO WILL THERE BE AMPLIFIED MUSIC OR A P.A. SYSTEM? YES NO WILL A TENT OR CANOPY BE USED? IF YES THEN YOU OBTAIN A TENT PERMIT FROM THE FIRE DEPARTMENT. YES NO WILL COOKING EQUIPMENT BE USED? YES NO WILL SPACE HEATERS BE USED? YES NO WILL ANY ELECTRICAL DISTRIBUTION EQUIPMENT BE USED? YES NO WILL THERE BE ANY FIREWORKS? YES NO WILL THERE BE ANY SPECIAL SEATING ARRANGEMENTS? IF YES, YOU fflggggy SUBMIT A SEATING PLAN TO THE FIRE DEPARTMENT. YES NO WILL THERE BE ANY OPEN FLAMES OR FIRES? IF YES THEN YOU mtyj^TT OBTAIN A FIRE PERMIT FROM THE FIRE DEPT. YES NO HAS LIABILITY INSURANCE BEEN OBTAINED NAMING THE CITY AS AN ADDITIONAL INSURED? COMPANY NAME AMOUNT $ SPECIRL EUENT PERMIT (PAGE 2 OF 3) YES NO WILL YOU NEED ANY SERVICES, PERSONNEL OR EQUIPMENT FROM ANY OF THE FOLLOWING CITY DEPARTMENTS? IF SO PLEASE STATE WHAT. POLICE. FIRE DEPT/PARAMEDICS. STREETS/UTILITIES PARKS @ RECS OTHER CITY DEPT I ESTIMATE THE AGES OF THE PERSONS ATTENDING THIS EVENT WILL BE AS FOLLOWS: % 0-12 % 18-25 % OVER 40 % 13-17 % 26-40 YES NO WILL PARKING BE OCCURRING AT A LOCATION OR IN A MANNER NOT USUALLY PERMITTED? YES NO WILL PARKING BE PROHIBITED AT A LOCATION WHERE IT IS GENERALLY ALLOWED? YES NO WILL ANY PORTION OF A PUBLIC OR PRIVATE ROADWAY BE CLOSED OR MODIFIED IN ANY WAY? IF YES TO ANY OF THE 3 QUESTIONS ABOVE, A DETAILED MAP BDW&T BE SUBMITTED WITH THIS APPLICATION DEPICTING THE AREAS THE SPECIAL EVENT WILL IMPACT AND HOW THE EVENT WILL BE CONDUCTED. IF PUBLIC ROADWAYS ARE TO BE CLOSED, THE MAP SHOULD INCLUDE THE TRAFFIC CONTROL DEVICES (BARRICADES, SIGNALS ETC.) THAT WILL BE USED TO EFFECT THE CLOSURE. YES NO WILL ALCOHOL BE PERMITTED? IF YES ANSWER THE FOLLOWING QUESTIONS. YES NO WILL ALCOHOL BE PROVIDED FREE TO PARTICIPANTS? YES NO WILL ALCOHOL BE SOLD? YES NO IF ALCOHOL IS TO BE SOLD, HAS AN ABC PERMIT BEEN OBTAINED? SPECIAL EVENT- ANY ORGANIZED ACTIVITY HELD COMPLETELY OR PARTIALLY ON PUBLIC LAND (DOES NOT INCLUDE PARKS AND RECREATION CENTERS), OR EVENT REQUIRING ADJACENT PARKING OR TRAFFIC VARIANCES, OR ACTIVITY ON PRIVATELY OWNED PROPERTY WHEN THE PROPERTY IS NOT DESIGNED OR SPECIRL EUENT PERMIT (PAGE 3 OF 3) INTENDED FOR THAT ACTIVITY. (8.17.010 MC) APPLICATION PROCESS FILING DATE -APPLICATIONS MUST BE FILED WITH THE CHIEF OF POLICE M@ /L£\F/Jg/£? THAN 60 DAYS BEFORE THE PROPOSED EVENT. (8.17.050) FEE- THE FILING FEE FOR ALL EVENTS IS $25.00. PROCEDURE- COPIES OF THE APPLICATION WILL BE FORWARDED TO THE MEMBERS OF THE "SPECIAL EVENTS COMMITTEE" CONSISTING OF THE CITY ENGINEER, FIRE CHIEF, PARKS AND RECREATION DIRECTOR, PLANNING DIRECTOR, POLICE CHIEF, RISK MANAGER, UTILITIES AND MAINTENANCE DIRECTOR, AND THE CODE ENFORCEMENT OFFICER. COMMITTEE MEMBERS MAY RECOMMEND THAT YOUR APPLICATION BE APPROVED, CONDITIONALLY APPROVED, OR DENIED. THE APPLICANT WILL BE ASKED TO DETERMINE IF HE/SHE CAN MEET ANY CONDITIONS WHICH HAVE BEEN SET BY THE COMMITTEE. THE APPLICATION ALONG WITH THE COMMITTEE'S RECOMMENDATION WILL BE FORWARDED TO THE CITY MANAGER WITHIN 30 DAYS OF FILING. (8.17.060 MC) INSURANCE AN INSURANCE POLICY NAMING THE CITY AS AN ADDITIONAL INSURED WILL USUALLY BE REQUIRED. THE AMOUNT OF THE INSURANCE REQUIREMENTS WILL BE SET IN COMPLIANCE WITH MUNICIPAL CODE 5.60.010 AND COUNCIL POLICY NUMBER 37. THE APPLICANT WILL BE CONDITIONED TO SUBMIT PROOF OF INSURANCE AT A DATE PRIOR TO THE EVENT. COSTS- THE APPLICANT WILL BE REQUIRED TO COMPENSATE THE CITY FOR ANY COST INCURRED DUE TO THE USE OF CITY PERSONNEL OR EQUIPMENT. THE APPLICANT MAY BE REQUIRED TO POST A SURETY BOND OR CASH DEPOSIT IN AN AMOUNT SUFFICIENT TO PAY THE ADDITIONAL COSTS OF SUCH PERSONNEL OR EQUIPMENT. (8.17.100 MC) PLEASE COMPLETE THE BOXES BELOW &MfE) /IM©i@^/f A CHECK FOR $25.00 MADE OUT TO THE CITY OF CARLSBAD ALONG WITH THE APPLICATION. ORGANIZATION APPLICANTS NAME APPLICANTS ADDRESS PH# ALTERNATE NAME ; PH# APPLICANTS SIGNATURE REVIEWED BY THE CHIEF OF POLICE THIS PERMIT IS: APPROVED CONDITIONALLY APROVED DENIED CITY MANAGER'S SIGNATURE DATE