HomeMy WebLinkAbout2002-01-28; Parks & Recreation Commission; 102-5; Amendments: Rec. Dept. Facility Use RegulationsPARKS & RECREATION COMMISSION -AGENDA BILL
AB# 102-5 TITLE:
MTG. DATE: 1 -2 8 -02 AMENDMENTS TO THE RECREATION
STAFF: PRICE/LAURO/
RECOMMENDED ACTION:
Consider the proposed amendments to the Recreation Department’s Facility Rules and
Regulations. Discuss and comment as appropriate and direct staff to proceed toCity Council for
final approval.
ITEM EXPLANATION:
The City of Carlsbad Recreation Department’s Facility Use Regulations, which govern the rules,
regulations, and fees pertaining to the use of public City Recreation facilities, were last revised and
approved by City Council in 1999. The Recreation Department is proposing changes in policy rules
and regulations in order to ensure the highest quality of service to our residents and facility users.
The most significant changes are as follows:
0 INFO
L ’ ACTION ’ DEPARTMENT’S FACILITY USE REGULATIONS
MlLLlKAN
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> Incorporation of the Community Swim Complex procedures and fees > Procedural changes and guidelines to determine residency vs. non-residency status for use
> Increase of rental fees for indoor and outdoor facilities (ball fields and rooms) > Non-resident surcharge for use of athletic field
of City athletic fields
A PowerPoint presentation has been prepared which . highlights the significant changes
incorporated within the proposed Facility Rules and Regulations. Staff is prepared to answer
specific questions that the Commission may have relevant to these changes and is recommending
that the Commission approve the suggested changes as proposed.
On January 17,2002, the Department met with the various user groups of the Sports Organizations
that share the activity play fields throughout the City. The primary purpose of this meeting was to
share information with the groups as it relates not only to the proposed changes, but also to discuss
field maintenance issues and information about the synthetic turf installation at Poinsettia Park,
City-Wide Sportsmanship Policy, background checks for youth coaches and field allocations.
E As part of this presentation to the Commission on the proposed amendments to the Recreation 2 Department’s Facility Use Regulations, staff will also provide the same information shared with the 5 sports organizations groups during the January 17* meeting. However, the primary focus of the < .Commission with respect to this Agenda item is to consider the proposed changes for a
L recommendation to the City Council. Having heard no opposition to the proposed amendments at 2 the January 17‘h meeting, staff is recommending that the Commission support the changes and 8 recommend approval by the City Council.
/EXHIBITS:
I -i . Facility Use Regulations
031
CITY OF CARLSBAD
RECREATION DEPARTMENT
FACILITY USE REGULATIONS
Applications for use of City facilities may be submitted in person or mailed to the
Harding Community Center, 3096 Harding Street; Stagecoach Community Center, 3420 Camino de 10s Coches a+; Calavera Hills Community Center, 2997 Glasgow; or Carlsbad Swim Complex, 3401 Monroe Street.
Applications will be processed in the order received. 7.
Applications will be reviewed; use will be categorized and fees, if any, set by the Recreation Supervisor. Please
refer to the following pages for Application Procedures, Insurance Requirements, Facility, Park, Athletic Field
Rules, Classifications and Fee Schedule.
APPLICATION PROCEDURES AND POLICIES
1. Applications will be accepted for specific dates and times. Time requested must include all set-up and
clean-up time. Applications m“t should be submitted &ea& no later than fourteen (14) working days in
advance of the date requested. If an application for facility use has been submitted less than 4-6 14 working
days in advance, applications may be reviewed and accommodated subject to facility availability. A
+ Upon review of the
application, Recreation staff will determine if a Certificate of Liability Insurance will be required for the
activity. 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
November lst of the year prior to their requested dates. Non-resident private parties and resident
organizationshusinesses may submit reservations as of December lfi of the prior year.
F year will be accepted from resident private parties and non-profit organizationshusinesses starting
2. Community Centers regular hours of operation are Monday through Friday, 8:OO a.m. to 1O:OO p.m.,
Saturdays, 8:OO a.m. - 5:OO p.m. and Sundays, 8:OO a.m. - 4:OO p.m. On Friday and Saturday nights,
programs must end by 1:00 a.m., with a departure time no later than 2:OO a.m. ..
Safety Center conference room regular hours of operation for the Palowksi, Fox and EOC meeting rooms
are Monday through Friday 2:OO pm to 1O:OO pm,‘Saturdays 8:OO am to 5:OO pm. The EOC room is also
available Monday through Friday 8:OO am to 2:OO pm. In the event of a major emergency occurring within
the city, the meeting rooms may be used by City officials. Groups scheduled to use the rooms will be
preempted during that time. An appropriate refund of room reservation fees collected, or rescheduling of
the canceled meeting will be arranged. Ptwk~~& Recreation l3iwsim Department personnel will process
applications no more than thirty (30) days in advance. Police, aid Fire, and other City Departments will
have first priority to use the conference rooms.
Swim Complex regular hours of operation are Monday through Friday 6 a.m. to 7:30 p.m., Saturdays 8
a.m. to 4 p.m., and Sundays 12 noon to 4 p.m.
AR Additional fees will be charged for use of the a facility e&e+h~ after regular hours of operation. Eer
.- 3. Applications will be approved for specific rooms, park areas, aid W athletic fields, and pool lanes
depending on group size, type of activity and availability. No activity shall be scheduled for more than
room capacity.
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Planned activities may require a Special Event Permit be submitted to the Carlsbad Police Department.
Events that have an expected attendance exceeding 1,QOO andor 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.
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:
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a. Unsatisfactory prior use
b. Hazardous condition exists
c. Application submitted less than ten"@ fourteen (14) days in advance.
d. Non-payment of fees before due date
e. Higher priority activity 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 Supervisor. The next
option, if the applicant is not satisfied, is to appeal it to the Recreation f
9keeter Director, and then to the Parks & Recreation Commission. The final appeal can be made to the
City Council.
The Department reserves the right to limit the number of daily, weekly, or monthly uses by any one group
or organization so that the entire community may make use of the limited facilities available.
In the event of a change of plan by applicant, notice of cancellation must be given to the Department 30
days before the date of intended use (for pool rental cancellation, notice must be given 10 working days in
advance) in order to avoid financial obligation for charges involved. A twenty-five
dollar ($25) processing fee will be charged and a refund, if applicable, will be mailed to the applicant.
Picnic reservations that are rained out will may be rescheduled or refunded
pxe~~&& with no processing charge.
All fees must be paid at the facility you are reserving. fi 1. Checks or money orders are to be made payable to the "CITY OF
CARLSBAD".
A signed copy of your application by the Recreation Supervisor is your confirmation of the requested date.
Any preparation for an event prior to approval is solely at the applicant's risk.
The Recreation Supervisor may impose additional requirements on the applicant as a condition of
approval. These additional requirements may include, but are not limited to, additional security, increased
cleaninddamage deposit, City staff or insurance. Any financial obligations incurred by the City to
accommodate the applicant will be deducted from the required deposit upon notice of cancellation. Cost
incurred for additional requirements shall be the responsibility of the applicant.
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. 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
rc 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 needed 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 (2 1) years of age.
16. Organization membership rosters may be used to assist. in determining the appropriate classification
category for the use of meeting rooms, picnic areas, athletic fields, and Swim Complex. Once the
membership rosters will be returned to the organization.
)I determination has been made and approved by the Recreation Director, the determination is final and the
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 and, employees, and
volunteers as an additional insured and insurance company must 1. 31 483
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.
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W FACILITY/SWIM COMPLEX PROCEDURES AND POLICIES
1. A $200 refimdable cleaninddamage deposit must be made upon application approval. 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. fi
-For the Swim Complex, full payment must be made for all requested lane use,
lifeguard fees, and utility fees, at least 10 working days in advance.
,-- 2. An employee of the Pdefmd-Recreation Bwh-im Department shall be present during all hours of use.
Rules and requests made by Recreation staff must be complied with at all times.
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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.
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4. Clean-upRefunds
a. On the day of the event, the patron must initially inspect the premises with a staff person and fill out
a Condition of Facilitv ReDort. This report is a checklist that identifies any facility uses 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. &”&we 2
b. Groups are responsible for the following clean up at the end of their event:
Cleaning of all equipment used
Cleaning of any counter areas used
Cleaning and wiping of all tabletops used
Cleaning of any floor or carpet areas soiled or dampened
Cleaning of the kitchen and all amenities used (i.e. refiigerator, 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 pe&xm+t sufficiently clean up after its activity, the total deposit will 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 iX”im 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 are found to be in possession of alcoholic beverages, or if participants are found to be
in possession of illegal drugs, the activity will be terminated immediately.
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.
9. Scout groups in Carlsbad have first priority for use of the Scout House, at no charge. The facility will be
available for use by other groups when not in use by the Scouts. The Scout troops must submit a “Facility
Use Application” with the Department. This form will be good from September through June. If summer
use is needed, a separate application must be submitted. - 10. SMOKING IS NOT PERMITTED IN ANY CITY FACILITY.
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PARK PROCEDURES.AND POLICIES
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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. fi . .. . Liability
insurance or security guards may be necessary depending on: a) risk factor level, @) 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
ballfields.
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 OctoberhJovember
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.
- and May/June each year. New sports organizations need to submit field use requests ninety (90) days
Thirty (30) days prior to ballfield 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.
BasebalVsoftball 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 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 ballfield 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 semiannual ballfield meetings. If the
operation of the snack bar is subcontracted by the league to an outside business or individual, then
written permission from the league, a City of Carlsbad business license and appropriate liability
insurance is required.
8. A surcharge of $5 will be assessed each nonresident player on teams and/or organizations in
classifications “B” and “C” that reserve ballfields in excess of 30 calendar days per season.
ATHLETIC CAMPSKLINICS PROCEDURES
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4.
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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 1‘ through December 31”. The summer months
include June 15* through August 3 1‘. During summer months, fields may &.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.
Winter, Spring and Fall camps or clinics, applications will be accepted six (6) months in advance.
Recreation staff will review requests and determine field allocations. If scheduling conflicts occur,
staff will contact organizations involved to work out a solution.
Field allocations are not official until “Facility Use Applications” have been approved by the Risk
Manager and Recreation Supervisor.
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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 Rwks-ad Recreation 9wmen-s ’ Department 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.
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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 classification 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, Recreation and Lap Swim, Swim
Lessons, Masters Swim Program
B. Carlsbad resident not-for-profit, civic, social organizations (non-paid management - no voting board
Examples: Carlsbad Rotary, La Costa Youth Organization, Carlsbad Softball Association, Carlsbad
Youth Baseball, Boy Scouts, Carlsbad Homeowner’s Associations, Carlsbad Unified School
District
member can be paid); any organization sponsoring a public forum or candidates night; public education
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; & x; and locally organized groups whose normal
place of meeting is located in the City of Carlsbad.
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Examples: North County AA, YMCA, 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, scuba shops, commercials or photo
shoots
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IN ORDER TO QUALIFY AS CLASSIFICATION “B” NON-PROFIT USER, THE ORGANIZATION MUST
MEET ALL OF THE FOLLOWING CRITERIA:
1. The organization must be registered as a not-for-profit corporation with the State of California; or, if not
registered with the State, must be a Carlsbad Chapter and have a constitution or by-laws that clearly state
that the objectives of the organization are of a non-profit, non-commercial nature.
2. The organization must be comprised of volunteers, and 70% of which its membership and participants
must be Carlsbad residents. Exception: Classification assignment for sports organizations utilizing athletic
fields will be based on player rosters, including player addresses, must have 70% of the players residing in
Carlsbad to qualify for “B” classification. Verification of residency may be required.
Non-profit sports organizations requesting athletic field use are required to submit player rosters, verified
for authenticity by the league’s board of officers, which will be used to determine classification status.
Player addresses with a post office box number will not be accepted. Recreation staff will return rosters
once classification is determined. Once the classification determination has been made by staff and
approved by the Recreation Director, the decision is final. ..
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 or 501(c)(3) determination letter may be used.)
c. A signed statement verifying item “2” above.
8 039
FACILITY FEE SCHEDULE AND CLASSIFICATIONS
Fees are based on an hourly rate, with a two-hour minimum (w). An extra staffing fee of $"3
$15.00 per hour is required for all recreation usages other'than regular operation hours. A lifeguard-staffing fee
of $32 per hour (minimum) plus a $10.00 per hour utilities fee is required for all Swim Complex usage other than
regular operation hours.
CATEGORIES
F FACILITIES A B C D E F
Harding Community Center Auditorium Recreation Hall Multi-Purpose Room Kitchen
StagecoacWCalavera Community Centers Gymnasium Activity Room Multi-Purpose Room Kitchen
Safety Center Fox Meeting Room Palowski Meeting Room Emergency Operating Center
Levante Center Heritage Hall Granary Scout House
Train Depot
NIC NIC NIC NIC
NIC NIC NIC NIC
NIC NIC NIC
NIC NIC NIC NIC
NIC
$15 4-43 15 4-43 NIC NIC
30 4-43 15 4-43 NIC NIC
15 4-43 15 4-43
15 4-43
NIC NIC NIC NIC
NIC
$20 f5 20 44 15 4-43 10 4
40 28 20 fs 15 4-43 10 5
20 ts
20 ts 20 ts
15 4-43
15 4-43 13 8 13 8
13 8
$25 28 25 28 20 44 15 4-43
50 30 25 28 20 44 15 4-43
25 28
25 28 25 28
20 fs
20 ts 15 4-43 15 4-43
15 4-43
$50 48 50 40 30 28 25 f5
60 45 50 40 30 28 25 f5
40 30
40 30
40 38
30 28 30 243 25 fs 25 fs
25 fs
$55 45 55 45 35 25 30 28
70 58 60 58 40 ;35 35 ?e
5048
5048 5048
40 30 40 30 30 28 30 28
30 28
9 040
c . Picnic rental prices according to following group sizes 1-5015 1 -100/10 1+
PARKS A B C D E F
/c Holiday - Gazebo Area NCNCINC NCMCINC 5/10/15 8/16/24 10/20/30 15/30/45
- Picnic Area NCINCINC NCINCINC 5/10/15 8/16/24 10/20/30 15/30/45
Stagecoach, Calavera, Poinsettia - NCINCINC NCMCINC 5/10/15 8/16/24 10/20/30 1,5/30/45
Picnic Areas
Magee Park NCINCINC NCMCMC 31619 5/10/15 8/16/24 12/24/36
La Costa Canyon - Upper Area NCINCINC NCMCINC 31619 5/10/15 ' 8/16/24 12/24/36
Laguna Riviera - Picnic Area NCINCINC NCMCINC 31619 5/10/15 8/16/24 12/24/36
BALLFIELDSISOCCER FIELDS A B C D E F
Day Use N/C N/C N/C 4 15 4 20 7 25 7
Lights N/C N/C 15 43 2043 2544 30 -28
Snack Bars NIC NIC 5 8 10 12
Poinsettia Soccer Field
Day Use NIC NIC 15 20 25 30
Night Use N/C NIC 25 30 35 40
,r
Swim Complex (whole pool)
A B C D E F
NIC $35 $35 $45 $88 $100
CLINICS/CAMPS fse€&&w A B C D E F
Field pk&kses N/C 3 5 154 207 257
Lights N/C 97 1543 2043 25% 3W
hT lP IC 1c 1c 1C 15
Snack Bar N/C N/C 5 8 10 12
1-1 b IJ LJ I-' LJ I
TOURNAMENTS ($X@ $500 deposit required)A B C D E F
Field pktdkes N/C N/C 5 5 7 7
Lights N/C 97 15% 2043 25% 30?0
hT lP 1c 1c 1c 1c 15
Snack Bar N/C N/C 5 8 10 12
1.1 u IJ IJ IJ IJ L
TENNIS COURT (Daily fee Der court) A B C D E F Carlsbad High School N/C 20 30 40
Poinsettia/Stagecoach/Calavera* N/C N/C 15 20 25 35
Laguna Riviera* N/C N/C 10 15 20 30 *No Tournament Play
hT fP cnn cnn cnn cnn c L.,u J WV JWW 2"" JW" J
F 2 '1 2 '1 J J J J 3
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NOTES:
1. There is a two-hour minimum for t-k use of all facilitiese
2. Day Use for the softball fields and tennis courts is from 8:OO a.m. until dark. An additional amount is
3. Building rentals include use of tables, chairs, P.A. and kitchen facilities when appropriate.
4. A minimum of two-hour staffing fee charge will be assessed for field preparation, and subject to staff
5. A surcharge of $5 will be assessed each non-resident player on teams andor organizations in classifications
r
charged for lights.
availability.
“B” and “C” that reserve ballfields in excess of 30 calendar days per season.
H:/FACILITIESRACILITY USE REGSRACILITY USE REG.
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0 1/22/02