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HomeMy WebLinkAbout1996-07-15; Parks & Recreation Commission; 796-7; Joint Use ProposalPARKS & RECREATION COMMISSION - AGENDA BILL 1 AB # 796-7 1 MTG. 7-15-96 ^EPT. CSD TITLE: JOINT USE PROPOSAL/SAN DIEGUITO UNION HIGH SCHOOL DISTRICT (INFO) RECOMMENDED ACTION: Accept and file staff report. ITEM EXPLANATION: The attached report (Exhibit 1) outlines the results of a meeting between representatives of the City and the San Dieguito Union High School District to discuss a proposed joint use agreement for City recreation facilities and use of the new La Costa Canyon High School sports fields and recreation amenities. At this time, staff is not recommending to enter into a traditional joint use/maintenance agreement for use of the new high school recreation facilities. However, staff is recommending limited use of City facilities, free of charge, for the new high school programs on an interim basis. It is further recommended that ongoing use of City facilities by La Costa Canyon High School be subject to the City's adopted fee schedule for facility use. Please refer to the attached report. Staff will provide a verbal update to the Commission on this issue. EXHIBITS: Report from Community Services Director - May 24, 1996. May 24. 1996 TO: ASSISTANT CITY MANAGER FROM: Cornrmonity Services Director JOINT USE PROPOSAL- SAN DIEGUITO UNION HIGH SCHOOL DISTRICT (SDUHSD) Background At the 4/10/96 meeting between representatives from the City and the SDUHSD. discussion centered around a joint use agreement between the City and the District for the use of the new high school sports fields and recreational facilities. The District would make their ball fields, tennis courts, theater and the future pool available for City use in exchange for maintenance and operation assistance. Staff was asked to analyze the City's needs for additional recreation amenities in the southern part of the City. Staff was also asked to meet with the principal of the new high school to see if there was a mutual need for a joint use agreement. Analysis The City's facility inventory indicates we exceed the standards in softball/baseball, soccer and football fields in the southern part of the City. The only recreational facility that we are short today is tennis courts. The standard based on current population requires 15 courts in the southern part of the City and we only have 9 that are available today for public use. However, it should be noted that when the City is built out and all our planned Community Parks are constructed, we will exceed the tennis court standard. In summary, we meet or exceed the adopted Parks and Recreation community facility standards today for everything except tennis courts and we have a plan in place to eliminate the tennis court deficit in the future. Joint Use Meeting On 5/14/96 the Community Services Director and the Recreation Superintendent met with the Principal and Athletic Director of La Costa Canyon High School. At this meeting I explained that the City met their ballfield standards in the southern part of the City except for tennis courts and that we were not interested in entering into a use agreement with the District at this time for the use of their amenities in exchange for the City sharing in the District's maintenance cost. Mr. Greenstein, the Principal of La Costa Canyon High School, explained that the City of Encinitas lacked sufficient recreational space and that could have an effect on their program goals. He also indicated that the District would like to develop a relationship with the City that would be beneficial to each other 33 EXHIBIT 1 High School Needs and Requests According to Mr. Greenstein, all of the school facilities may not be ready for use when the school opens this coming September. He has requested that the City consider the following: 1. On a limited basis, until all the high school facilities are on line, the District would like to use the facilities; i.e. Softball fields and gymnqsium qt Stqgecoqch Community Pork qt no chorge. 2. On qn ongoing bqsis the High School would like to hqve the opportunity to utilize the City's fqcilities qt the qdopted fee schedule for bqsketbqll, tennis, softbqll qnd volleybqll tournqments throughout the school yeqr, during the week qnd on weekends. 3. The High School would like to utilize the City's municipql swimming pool on q seqsonql bqsis for their home meets four times per yeqr. Comments qnd Recommendqtions Regqrding the request to utilize Stqgecoqch Pqrk fqcilities on qn interim bqsis for two to three months until their fqcilities qre on line, I recommend thqt the City qllow the High School to use Stagecoqch facilities qt no chqrge. In regqrds to the request to use the Stqgecoqch fqcilities on qn ongoing bosis for tournqment plqy, etc, I recommend thot the City qllow such use if they qre qvqilqble qnd chqrge the qppropriqte fee qs outlined in the City's Community Services Deportment / Recreqtionol Division Fqcilities Use regulqtions. On the use of the municipol pool for four home teom meets. I recommend thot if the fqcility is qvqilqble thqt the High School poy the qppropriote fee qs outlined in the Fqcilities Use regulqtions. Mr. Greenstein qnd I further qgreed thqt if the City or ony Community groups expressed o desire to use the High School focilities, thqt they would opply for such use at the High School and pay the appropriate use fees. DAVID BRADSTREET c: Parks Superintendent Mr. Greenstein, Principal La Costo Cqnyon High School qttachments 34 35;STANDARDREQUIRES^^J ^^J **J N3 D 'J\ Co — H (DO ^ —4 ^^> ^yr~ [—1 FOR BOTHQUADRANTSo — •"^ Co •O STANDARDREQUIRESen en — * . b 0 Co 3 r— o o 0 S3 AGECOACHICO CO £>. n :OSTA CANYOz o o o ro -n m m 10 K) O O NDpVjeno COo —1 i LEVANTE— _, o 0 STANDARDREQUIRES10 \-7* ro "o . b en b i ^ en Co POINSETTIAi_. ICO ICo • ^^O beno SOUTH WESTAVIARACo IO o o TJ ~~ ^>— 1 Oz QUADRANT73 in S CD CD CO 0 O Om 73 -nOo CD r- m Z Z CO 73mO73 O > >r- CO en o CITY OF CARLSBAD COMMUNITY SERVICES DEPARTMENT / RECREATION DIVISION FACILITY USE REGULATIONS Applications for use of City facilities may be made by mail or in-person at the Harding Community Center, 3096 Harding Street, Stagecoach Community Center, 3420 Camino de los Coches or at Calavera Hills Community Center, 2997 Glasgow. Applications will be accepted Monday through Friday, 8:00 a.m. to 5:00 p.m., except holidays. Applications will be reviewed, use will be prioritized and fees, if any, set by the Recreation Supervisor. Please refer to Application Procedures, Insurance Requirements, Rules, Priority 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 must be submitted at least ten (10) working days in advance of the date requested for low hazard events, i.e., small business meetings and fourteen (14) working days for moderate and high hazard events, i.e., dances, parties, picnics, sporting events, and any event involving the consumption of liquor. A Certificate of Insurance must be submitted with the application for all events requiring liability insurance. Advanced scheduling may be accepted one (1) year prior for larger special events. 2. Regular hours of operation are Monday through Friday, 8:00 a.m. to 10:00 p.m., Saturdays, 8:00 a.m. - 4:00 p.m. On Friday and Saturday nights, programs must end by 1:00 a.m., with a departure time no later than 2:00 a.m.. An additional fee will be charged for use of the facility other than regular hours of operation for all classifications. 3. Applications will be approved for specific rooms, park areas and ball fields, depending on group size, type of activity and availability. No activity shall be scheduled for more than room capacity. 4. The Department may refuse or 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 ten (10) days in advance. d. Non-payment of fees before due date e. Higher priority activity takes 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 Supervisor. The next option, if the applicant is not satisfied, is to appeal it to the Recreation Superintendent Community Services Director, and Parks & Recreation Commission. The final appeal can be made to the City Council. The Department reserves the right to limit the number of uses by any one group so that the entire community may make use of the limited facilities available. 5. In the event of a change of plan by applicant, notice of cancellation must be given to the Department 21 days before the date of intended use in order to avoid financial obligation for charges involved. A ten dollar ($10) processing fee will be charged and a refund, if applicable, will be mailed to the applicant. 36 6. All fees must be paid at one of the community centers, Harding, Stagecoach or Calavera Community Center. Checks or money orders are made payable to the "CITY OF CARLSBAD". 7. A $ 150 refundable cleaning/damage deposit must be made upon application approval. The remainder of the fee is due 21 days before scheduled use. Groups using facilities on a weekly, semi-monthly or monthly schedule must pay on or before the first meeting of the month. Other arrangements may be approved by the Recreation Supervisor. 8. A signed copy of your application by the Recreation Supervisor is your confirmation of the requested date. Any preparation for an event is solely at the applicant's risk. 9. The Recreation Supervisor may impose additional requirements on the applicant as a condition of approval. These additional requirements may include, but are not limited to, additional security, City staff or insurance. If an application for facility use has been submitted less than 10 working days in advance, applications may be reviewed and accommodated subject to facility availability. 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 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, but not limited to, the following parameters: name the City of Carlsbad, its officers and employees as an additional insured and insurance company must be rated as per Council Resolution No. 91-403 or better by Best's Key Rating Guide. Applicants can also obtain special event liability insurance through the City. Athletic activities wUl require athletic participant coverage. If alcohol is served at an event, liquor liability coverage must be obtained. RULES GOVERNING FACILITY USE 1. An employee of the Parks and Recreation Division shall be present during all hours of use. Applicants that have been approved by the Department may be issued a key for off-site locations. The Applicant is then responsible to secure the facility when leaving. 2. Clean-up/Refunds a. On the day of the event, the patron must initially inspect the premises with a staff person and fill out a Condition of Facility Report. This report is a check list to insure there is no negligence by either party (Recreation staffer patron). 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 table tops used • Clean-up of any floor or carpet areas soiled or dampened • Clean-up 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. 37 d. If a group fails to perform a clean-up after their activity, the total deposit will be forfeited. If the facility is left in a satisfactory condition, a refund will be issued approximately three to four weeks after the date of the facility use. 3. All groups must be under the direction of their own leadership. There must be at least one adult present and responsible for each twenty minors, and an adult must be present at all times. 4. 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. 5. Groups are responsible for controlling noise that could be disturbing to other activities or the surrounding neighborhood. 6. The Community Services 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. 7. Rental for use of parks is charged only for organized activities requesting specific areas. Liability insurance or security guards may be necessary depending on: a) risk factor level, b) alcohol, and c) nature of use. 8. 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. 9. Groups having live musical entertainment or serving alcoholic beverages must abide by the following additional security requirements: a. Groups selling alcohol must obtain "Daily On-Sale General License" from the Alcohol Beverage Control Board. b. Guard service will be arranged by the Department but paid by the applicant Guards will act as security forces and not as I.D. checkers. Additional guards may be assigned by the Recreation Supervisors, if needed. 10. Alcoholic beverages shall not be purchased or brought into the building by other than the person responsible for the activity or licensed caterer. Alcoholic beverages are not to be consumed outside the building. If minors are found to be in possession of alcoholic beverages, or if participants are found to be in possession of drugs, the activity will be terminated immediately. 11. Approval for use will not be granted to a person under twenty-one (21) years of age. 12. Recreation Division 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. 13. No two groups of opposing political parties or political affiliation shall be scheduled at the same time at any facility. 14. No tape, nails, staples, etc. will be permitted on the walls of any facility. 38 15. 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. 16. Safety Center Conference Rooms: a. In the event of a major emergency occurring within the city the meeting rooms will possibly 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 or the canceled meeting will be arranged. b. Parks and Recreation Division personnel will process applications no more than thirty (30) days in advance. Police and Fire Department will have first priority. 17. Car Shows: a. 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. 18. SMOKING IS NOT PERMITTED IN ANY CITY FACILITY. 39 CLASSIFICATION OF APPLICANTS AND FEES Each application will be reviewed by the Recreation Supervisor and classified into a group depending on the type of organization and the intended use. The Parks and Recreation Division's activities have first priority for the use of the facilities. The classifications are listed in order or priority with classification "A" first, classification "B" second, etc. The City attempts to accommodate all groups; however, there is a limited number of facilities. Unfortunately, the demand exceeds the supply. For that reason, a priority system for use had to be established. A. Parks and Recreation activities; Co-sponsored activities; other City departments Examples: Friends of the Library, Carlsbad Book Fair B. Carlsbad resident not-for-profit, civic, social organizations (non-paid management); any organization sponsoring a public forum or candidates night; public education Examples: Carlsbad Rotary, La Costa Youth Organization, Carlsbad Bobby Sox, Carlsbad Youth Baseball, Boy Scouts, Carlsbad Homeowner's Associations, Carlsbad Unified School District C. Carlsbad resident not-for-profit, civic, social organizations (paid management); private educational institutions Examples: Boy's and Girl's Club, Property Management Associations, Carlsbad Girl's Club D. Non-resident not-for-profit, educational, civic and social organizations; resident private parties; resident religious; resident political candidate use for fund raisers; and locally organized groups whose normal place of meeting is located in the City of Carlsbad. Examples: North County A.A., Y.M.C.A., resident religious and political groups, Mira Costa E. Resident commercial, business, profit making organization, non-resident private party activities Examples: Carlsbad Inn, non-resident parties, weddings or receptions F. Non-resident commercial, business, political, profit making and religious organizations Examples: Trade shows, company training, meetings, seminars 40 IN ORDER TO QUALIFY AS CLASSIFICATION "B" OR "C" 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 have a constitution or by-laws which clearly state that the objectives of the organization are of a non-profit, non-commercial nature. 2. The organization must be comprised of volunteers, and 70% of which its membership and participants must be Carlsbad residents. Verification of residency may be required. 3. The organization must submit the following: a. 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 may be used.) An up-dated copy will be required by October 1st of each year. c. A signed statement verifying item "2" above. 41 FACILITY FF.F. SCHEDULE AND CLASSIFICATIONS REGULAR OPERATION HOURS Harding/Calavera/and Stagecoach Community Centers Monday - Friday 8:00 a.m. to 10:00 p.m. Saturday 8:00 a.m. to 4:00 p.m. Safety Center Conference Rooms Fox/Palowski Mtg. Rooms Monday - Friday 2:00 p.m. - 10:00 p.m. Saturday 8:00 a.m. - 5:00 p.m. E.O.C. Mtg. Room Monday - Friday 8:00 a.m. - 10:00 p.m. Saturday 8:00 a.m. - 5:00 p.m. Fees are based on an hourly rate, with a two hour minimum (except ballfields). An extra staffing fee of $9.00 per hour is required for all recreation usages other than regular operation hours. CATEGORIES FACILITIES A B. £ D_ E E Harding Community Center Auditorium N/C $10 $15 $20 $40 $45 Recreation Hall N/C 10 15 20 40 45 Multi-Purpose Room N/C N/C 10 15 20 25 Kitchen N/C N/C 5 10 15 20 Stagecoach/Calavera Community Centers Gymnasium N/C 10 20 30 45 55 Activity Room N/C 10 15 20 40 50 Multi-Purpose Room N/C N/C 10 15 20 25 Kitchen N/C N/C 5 10 15 20 Safety Center Fox Meeting Room N/C 10 15 20 30 40 Palowski Meeting Room N/C 10 15 20 30 40 Emergency Operating Center N/C 10 15 20 30 40 Levante Center N/C N/C 10 15 20 30 Heritage Hall N/C N/C 10 15 20 30 Granary N/C N/C 8 10 15 20 Scout House N/C N/C 8 10 15 20 Train Depot N/C N/C 8 10 15 20 PARKS A E. £ D_ E E Holiday - Gazebo Area N/C N/C 5 8 10 15 -Picnic Area N/C N/C 5 8 10 15 Stagecoach/Calavera - Picnic Area N/C N/C 5 8 10 15 MageePark N/C N/C 3 5 8 12 La Costa Canyon - Upper Area N/C N/C 3 5 8 12 Laguna Riviera - Picnic Area N/C N/C 3 5 8 12 BALLFIELDS/SQCCER FIELDS A B £ P_ E F Chase, Brierly, Stagecoach, Calavera Day Use N/C N/C 5 5 77 Lights N/C N/C 13 13 15 20 Buena Vista, Valley Jr. High, Levante, Safety Center, Fuerte, Magnolia, Hope, Kelly, Jefferson Day Use Only N/C N/C N/C 3 57 TOURNAMENTS ($200 deposit required) A B £ P_ E E Field plus Bases N/C N/C 5 5 77 Lights N/C 7 13 13 15 20 Field Preparation N/C 15 15 15 15 15 Snack Bar • N/C N/C 5 8 10 12 TENNIS COURT (Daily fee per court) A B £ D E £ Carlsbad High School N/C N/C 20 30 40 60 Stagecoach/Calavera* N/C N/C 15 20 25 35 Laguna Riviera* N/C N/C 10 15 20 30 *No Tournament Play NOTES: 1. There is a two hour minimum for the use of the facilities, parks and meeting rooms, except for ballfields which can be rented for one (1) hour. Fees will not be pro-rated for less than one hour. 2. Day Use for the Softball fields and tennis courts is from 8:00 a.m. until dark. An additional amount is charged for lights. 3. Building rentals include use of tables, chairs, P.A. and kitchen facilities when appropriate. PAOUTIES/FACIUTY USE REGULATIONS WM COMMUNITY RELATIONS 1330/AR-1 Use of School Facilities Each school Is responsible for scheduling the use of Its school facilities. A calendar of activities scheduled for all school facilities Is maintained at each school site. The purpose of the calendar Is to provide meaningful Information, and to facilitate effective scheduling. Reservation of Facilities When not Is use for school programs, school facilities will be reserved for community use. When conflicts occur In scheduling school facilities, the school principal shall have the 'right to consult with the parties and resolve the conflict In an equitable manner. Facilities for all groups that qualify under Class II and Class III will be provided when available as determined by the prInclpal. In order to reserve the use of district-owned facilities, application must be made on the approved form. Application Procedure for Individual School Use An applicant, may request the use of a facility by phone or in person at each school site. The following procedure Is observed when a request Is made: 1. Determine eligibility of the applicant under Board policy. 2. Determine the availability of the facility by checking the calendar of activities and reserving It for use. 3. Inquire of applicant the services and equipment required with use. A. Inform applicant of charges, Insurance coverage, or any special requirements needed and secure a completed appIIcatIon. 5. Applicant signs a statement of Information and attaches to applIcatIon. 6. When complete, application copies are distributed as follows: white copy - school office yellow copy - Maintenance/operations pink copy - school custodian goldenrod - applicant Application for Individual School Use School groups are to utilize a school facility request form for scheduling the use of school facilities after regular school Administrative Regulation Issued: December 5, 1985 1/4 Revised; March 7, 1991 44 COMMUNITY RELATIONS 133O/AR-1 Use of District School Facilities - cont. hours. This form, to be submItted checks the school avaI table. signed by the faculty sponsor or chaperone, Is to the school principal or his/her desIgnee who calendar of events to see If the facility Is ConfI lets Should there be any conflict of facility use between community organizations, every effort will be made to make alternative arrangements. Any permit may be revoked without previous notice where conflicting dates have resulted or where need of the property for public school purposes has subsequently developed. For other causes, permits may be revoked at any time upon reasonable notice. Conditions of Use All rules and regulations of the Board Education Code are to be observed strictly property and facilities. and provisions of the by those using school 1 In the event of a change of must be given to the school Intended use In order to avoid charges Involved. plans, notice of cancellation 48 hours before the date of financial obligation for any Upon receipt of notice that a permit has been Issued to a non-school group for use. a regular employee will be assigned to open the building, etc., be In charge during the use, and to close the building after the use. The school district employee In charge of the building or grounds within or upon which any meeting may be held Is empowered to take all necessary means to enforce these rules herein. An organization granted the use of grounds may be permitted to use district Integral to the facility; I.e., Scoreboard, public address system. school buildings or equipment which Is projection screen, Persons stage or dIsplace premlses charge. Ful I be furnished In or organizations using school premises stage equipment, shall not be permitted furniture, apparatus or equipment are under supervision of the school IncIudIng a to remove or except when custodian In detalIs advance of equipment on the request and personnel for faclI I ties. needed must 5.The school district employee In charge shall Individual or group to use any room or part which Is not requested and reserved In advance. not permit any of the school Administrative Regulation Issued: December 5, 1985 Revised; March 7, 1991 2/4 45 COMMUNITY RELATIONS 1330/AR-1 Use of District School Facilities - cont. Cafeteria Use When the cafeteria cooking facilities are requested, the cafeteria supervisor will be notified In order that appropriate personnel may be assigned to open the kitchen and supervise the use of the equipment. Commercial caterers are not allowed the use of lunchroom facilities. Any breakage, damage or loss of equipment shall be paid for by the organization using the kitchen facilities. Cost shall be established, and the organization Invoiced by the Business Office. No children shall be allowed In the kitchen area. The cash registers cannot be used to record sales. Payment for Use Charges shall be determined from the Use the permit Is Issued. Fees must the time the application Is made been made. Fee Schedule at the time be paid at the school office at unless other arrangements have Administrative Regulation Issued; Rev Ised: December 5, 1985 March 7, 1991 3/4 46 COMMUNITY RELATIONS 1330/AR-1 Use Fee Schedule The following fee schedule shall apply to groups for which charges are applicable for the use of district facilities as provided by Board policy. Use of all district facilities Is subject to a 2- hour minimum reservation. FACILITY CLASS CLASS CLASS I II II I CIVIC EXPENSE COMMER- CENTER COVERAGE CIAL USE USE USE Classrooms Cafeteria (1) Dining room only (2) Dining room w/kItchen (3) Food supervisor Theater Gymnasium (1) Playing floor only (2) Playing floor w/bleachers (3) Playing floor w/bleachers and shower facilities Fields (1) Field (2) Football, field (3) FootbalI field IIghts (4) Cleanup Band Room Exercise Room $3/hr. $1O/hr. $30/hr. t $l5/use $2O/hr. $25/Use $25/hr. $20/hr. $20/hr. $10/hr. $15/hr. $65/hr. $50/use $l25/use $625/use $65/use $16O/use $750/use -*v $95/use $185/use $1250, j $4/hr. $30/hr. $125/hr. $7/hr. $125/use $625/use $60/hr. $60/hr. $60/hr. $2O/hr. $20/hr. $20/hr. $7/use $15/hr. $7/use $15/hr. The availability of school fields Is subject to school athletic programs and renovation schedules. CUSTODIAL CHARGES There will be a charge of t2O per hour for custodial or cafeteria assistance. On weekends and school holidays, custodians are required a 4-hour minimum. Administrative Regulation Issued; Revised: December 5, 1985 4/4 March 7, 1991 47 COMMUNITY RELATIONS 1330 Public Use of District Facilities A. Use for Public Purposes of District Facilities Insofar are feasible, and consistent with the educational program and welfare of the school district, It shall be the policy of the San DIeguI to Union High School District to grant the use of district facilities for public purposes. The nature and extent of such use must comply with the laws of the State of California and the policies of Board, and not Interfere with the Instructional program. The superintendent, school principal, or his/her deslgnee shall determine the availability of school facilities for use for public purposes and enforce the laws', policies and regulations governing such use. B. Classification of Use Users of school facilities are classified Into three groups: Class I - Civic Center Use Charges for Class I shall be based upon the cost of utilities directly attributable to the organizations' use of the facilities, and the cost of custodial and supervisory personnel deemed necessary by the school principal. Groups and organizations eligible for Class I are as follows: a. Student clubs and organizations. b. Fund raising entertainments or meetings where admission fee charges or contributions solicited are expended for the welfare of the pupils of the district. c. Parent-teachers' associations. d. School-communIty advisory councils. e. Camp fire, girls and boy scout troops. f. Senior citizens' organizations. g. Other public agencies. h. Organizations, clubs, or associations organized for cultural activities and general character building or welfare purposes (such as folk and square dancing). Pol Icy Adopted; December 5, 1985 1/5 Revised: March 7, 1991 48 COMMUNITY RELATIONS 1330 Public Use of District Facilities - cont. I. Mass care and welfare shelters during disasters or other emergencies affecting the public health and welfare by pub IIc agencies Including, but not limited to, the American Red Cross; and the provision of any services deemed necessary by the governing board to meet the needs of the community. J. Other meetings, programs, etc., which are not specifically covered In these regulations and which, upon review the superintendent, school principal or his/her deslgnee, are ruled to belong to this classlf(cat Ion. k. Air conditions/heat surcharge - In the event that heat or air conditioning are required, direct costs will be passed on to user. Class I I - Expense Coverage Use (Direct Costs) Groups and organizations that qualify as Class II shall be entitled to use of school facilities when available. A charge set forth by Board policy shall be levied to assist In defraying all direct costs Involved In providing the facility. Groups and organizations that qualify for expense coverage use are defined as follows: a. Any performance or exhibition of local citizens (or under the active sponsorship of a local agency) where admission charges are made, but the net proceeds are used to cover expenses only. b. Programs, performances, exhibitions, etc., made by professional or amateur talent under the active sponsorship of a recognized local agency, group, or organization for which admission charges are made and where the net proceeds go to a local charitable purpose which benefits all the people of the community and not merely the members of the local agency, group or organization and their families, or where proceeds will be used for the welfare of the pupils of the district. c. Programs of public Interest or sponsored by a local business firm for which no admission charges are made, but the sponsoring firm pays the expenses of the performers or Instruction. Pol Icy Adopted: December 5, 1985 2/5 Revised; March 7, 1991 49 COMMUNITY RELATIONS 1330 Public Use of District Facilities - cont. d. Exhibitions or performances by groups made up predominantly of district residents where no admission fees, charges, or contributions are collected. e. Practice or exhibition use of facilities by other school districts, their employees or pupils where no admission charges are made. f. A performance or program by a group of local citizens or sponsored by a local organization where admission charges are made or contributions are solicited and where the entire net proceeds go to the general good of the people of the community (wildlife conservation, etc.) • g. A local church or religious group which owns property within the boundaries of the school district. Church or religious group use Is restricted to religious services and related services. h. Air condition/heat surcharge - In the event that heat or air conditioning are required, direct costs will be passed on to the user. Class III - Fair Rental Value This classification shall Include all traveling road shows, paid performances featuring local talent, lectures, etc., given under commercial sponsorship for which. admission charges are made and where the purpose Is to make financial profit for the performance and/or the sponsors. The Governing Board shall reserve the right to deny the use of district facilities under this class. Air cond11Ion Ing/heat surcharge - In the event that heat or air conditioning are required, direct costs will be passed on to the user. C. Use Fee Schedule The use fee schedule Is attached as an administrative regulatIon. D. ElIglblI Ity 1. All applications must be made In the name of the responsible organizations located In or whose membership Includes residents of the San Dlegulto Union High School District. Pol Icy Adopted: December 5, 1985 3/5 Revised; March 7, 1991 50 COMMUNITY RELATIONS 1330 Public Use of District Facilities - cont. 2. No use shall be granted so as to Interfere with the regular conduct of school work, or be Inconsistent with the use of buildings or grounds for school purposes. No use shall be granted In such a manner as to constitute a monopoly for the benefit of any person or organ IzatIon. 3. Any permit granted for use for a public purpose Is revocable at the discretion of the Board at any time. If, at any time, granting of the fact I I ties, the County Sheriff agency that, In the requested necessitate the number of super Intendent, may deny, revoke either before or subsequent to the permit and prior to the use of district district Is advised by the San Diego s office or by another law enforcement the opinion of said office or agency, use of district facilities will presence of a larger than ordinary law enforcement personnel, the school principal or his/her deslgnee or cancel the permit. E.Insurance Lessee shall carry liability Insurance of not less than one hundred thousand dollars ($100,000) for personal Injuries to one person, and three hundred thousand dollars ($300,OOO) for personal Injuries to more than one person, and for not less than twenty thousand ($20,OOO) for property damage to protect the Lessee and Lessor against personal Injury claims and property damage. The Lessor shall be named as an additional Insured by endorsement to the policy of the Lessee, who shall furnish the Lessor with a certificate showing the full additional Insured. These documents shall be filed with the superintendent, school principal or his/her deslgnee at the appropriate school site, before use Is made of the fields. Hold Harmless Lessee shall hold Lessor harmless for all damages arising out of any damage to any person or property occurring In or on the premises, where such damage or damages are the result of Lessee's acts, except that Lessor should be liable to Lessee for damage resulting from the acts or admissions of Lessor or Its authorized representatives; and Lessor shall hold Lessee harmless for all damage arising out of any such damage. Protection of District Facilities 1. District facilities shall be protected from any damage or mistreatment and permittees shall be responsible PoI Icy Adopted: Rev Ised: December March 7, 5, 1985 1991 4/5 51 COMMUNITY RELATIONS Public Use of District Facilities - cont. 1330 2 . for the condition In which they leave the property. In case district facilities are damaged, the cost of repair or replacement thereof shall be paid by the perm Ittee. District furniture or equipment may not be removed or displaced by any permittee from the superintendent, deslgnee, and must be under district employee In charge, without prior permission school principal or his/her the supervision of a school H.Cause for Denial or Revocation of Use 1. Intoxicants or narcotics shall not be used, nor shall profane language, quarreling, fighting; gambling, nor any Illegal activity be permitted. Violation of this rule by an organization or any person during occupancy shall be sufficient cause for Immediate revocation of the existing permit and for denying further use of district property to said organization and/or person. 2. Any permit may be revoked without previous notice where conflicting dates have resulted or where need of the property for public school purposes has subsequently developed. 3. Use of district property Is denied to any Individual, society, group or organization for the commission of any act Intended to further any program or movement the purpose of which Is to accomplish the overthrow of the Government of the United States or the State by force, violence or other unlawful means. Contracts In lieu of Class II, Expense Coverage, the district may Into a written agreement with local public agencies. enter Legal Reference EDUCATION CODE 1O9OO-1O916 35162 35190 39600 40040-40058 422OO 48930 Civil Code/Sect Policy Adopted; Rev Ised: Community Recreations Programs Power to Sue, Be Sued, Hold and Convey Property Meeting of Electors to Instruct Governing Board Management and Control of Property Use of School Property Increase of Maximum Tax Rates for Use of School Property for Public Purposes, Community Recreation, and Pupil Supervision During Lunch Time Purpose and Privileges of Student Body Organ I zatIons Ion 1714.5 December 5, 1985 5/5 March 7. 1991 To: Dave Bradstreet From: Frank Mannen Subject: Fwd: FYI - Park Standards - Counting School Property Date: 6/28/96 Time: 9:12AM Originated by: JELLI @ CHADMIN on 6/26/96 1:49PM Forwarded by: FMANN @ CHADMIN on 6/28/96 9:12AM (UNCHANGED) ««««««««« ORIGINAL MESSAGE FOLLOWS »»»»»»»»» Just FYI - Here is how we handle joint use school property in counting acres for the growth management park standard. In the past we have counted joint use facilities in computing the number of park acres available to meet the growth management standard. In all four quadrants we currently count school property. There is a considerable amount of school property counted in the northwest quadrant, Aviara Oaks is counted in the southwest quadrant, Hope school is counted in the northeast quadrant, and La Costa Meadows is counted in the southeast quadrant. The policy changed after we accepted the Aviara Oaks school joint use facility into our park standard computation. The Council directed staff in the future to not count additional school property against the park standard. We were told to keep all that we had already counted, but not add any more to the list. So it is correct to say that we do count school property in meeting the park standard. It is also correct to say the a joint use agreement with San Dieguito would not help us meet the park requirement for the southeast quadrant, because under the current parks element we would not be able to count it toward our standard. We are 10.66 acres short in the southeast quadrant right now. But due to some convoluted issues around the Villages of La Costa deal, and Carrillo ranch, the southeast quadrant should have a surplus. JE 53