Loading...
HomeMy WebLinkAbout2007-11-19; Parks & Recreation Commission; 1107-9; Council Policy 28 Revision Facility Use RegulationPARKS & RECREATION COMMISSION - AGENDA BILL AB# 1107-9 MTG.DATE: 111/19/07 STAFF:SWENCK/ CALARCO REVISIONS TO COUNCIL POLICY #28 FACILITY USE REGULATIONS INFO ACTION RECOMMENDED ACTION : Accept the proposed revisions to Council Policy #28, Facility Use Regulations, and recommend acceptance by the City Council. ITEM EXPLANATION : In an effort to continually improve customer service, information provided to the public, internal communication, and operational efficiency, staff is proposing several revisions, additions, and deletions to the current version of Council Policy 28, Facility Use Regulations (Exhibit 1). Council Policy 28, Facility Use Regulations, was previously revised in June 2005. Since that time staff has had the opportunity to use the document on a daily basis. While the Council Policy has remained an indispensable reference, several subject areas of the Regulations were identified that would benefit from further clarification or needed additional information. Recreation Department staff has devoted a considerable amount of time and effort in amending and updating the current Policy. Feedback and guidance was actively sought from the Deputy City Attorney, Risk Manager, Police Department, Special Events Committee, Fire Department, and the San Diego County Health Department. Focus group meetings were conducted with staff and representatives from Carlsbad's Youth Sports Leagues. These meetings provided an opportunity for open discourse and consensus during the Policy's revisions and review. The proposed revisions recommended by staff to Council Policy 28, Facility Use Regulations, are summarized as follows (page numbers for reference purposes are included in parentheses at the end of each section): 1. Non Refundable Security Deposit A non-refundable security deposit or payment in full is required for each rental and is due and payable at the time of application submittal. The security deposit will be applied to the total cost of the rental (p. 1). 2. Groups Requiring a City of Carlsbad Park and Facility Use Application for Rental Permit Groups of 25 or more persons must submit an Application for the use of any Facility (p. 3). 3. City Observed Holidays Facilities (with the exception of parks) will be closed on all City observed holidays (P. 4). AB# 1107-9 Page 2 4. Special Event Permit Application A Special Event Permit Application may be required when certain conditions are met. Special Event Permit triggers may include, but are not limited to: expected attendance in excess of 350 people, alcoholic beverage service, amplified sound, and/or glass beverage containers being used (p. 5). 5. Application Refusal and Cancellation of Rental Permit Certain conditions were added that may lead to the denial of an application. Grounds for denial include an applicant less than 18 years of age, Application not submitted within designated time frame, failure to consent to conditions or restrictions, failure to obtain Special Event Permit, and failure to submit acceptable insurance documents (p. 5). 6. Required Documents on Day of Event On the day of Facility rental, the Applicant must be present and have in their possession, copies of: Facility Use Regulations, Application form, approved Permit, valid photo identification, and Special Event Permit (if required). Failure to comply may result in termination of event (p. 6). 7. Permit Revocation The City Manager, Police Chief, or designees may revoke an approved permit for a violation of the Facility Use Regulations (p. 7). 8. Amplified Sound Applicant shall control amplified sound so as not to disturb other groups, activities, or the surrounding neighborhood. If Police are called to the event on more than one occasion, they may at their discretion terminate the event (p. 7). 9. Alcoholic Beverages Additional restrictions were added to the Policy section pertaining to groups serving alcoholic beverages. Those restrictions include: consumption strictly limited to time on approved permit, termination of alcoholic beverage service by City staff or Police, and alcohol will not be allowed to be served at any celebration for a minor (persons less than 21 years of age) (pp. 7, 8). 10. Insurance Requirements The City's Risk Manager reviewed and revised Insurance Requirements section to ensure compliance and consistency with Council Policy 37 (pp. 8, 9). AB# 1107-9 Page 3 11. Appeal Procedures for Denial of an Application or Revoked Permit City staff collaborated with the Deputy City Attorney to revise and update the Appeal Procedure (P-9). 12. Cleaning/Damage Deposit A refundable cleaning/damage deposit up to $5,000 is required. The amount of the cleaning/damage deposit will be determined by specific risk factors outlined in the Policy (p. 9). 13. Sale of Merchandise No one shall sell, offer for sale, rent or lease any merchandise, article, or thing whatsoever, unless grated a valid permit. This section is consistent with section 11.32.030(17), Parks and Beaches, section of the Carlsbad Municipal Code, which prohibits the Sale of Merchandise in Parks and Beaches (p. 11). Only those businesses that have an approved Permit and Current City of Carlsbad business license may operate their business in any City park. 14. Smoking To ensure consistency with state law, the Policy was revised to specifically prohibit smoking within 20 feet of any entrance to a Facility; and within 25 feet of a tot lot or playground (p. 12). 15. Designated Rental Area The Department reserves the right to designate the location of rentals based on safety, proximity to neighbors, etc (p. 12). 16. Inflatable Party Jumps Restrictions were added to the Policy pertaining to the use of Inflatable Party Jumps. Restrictions include: an approved permit must be issued first, Inflatable Party Jump must be supplied by a City approved vendor, a permit fee must be paid, the Inflatable Party Jump must be set up in a location designated by staff, a "quiet rated" generator must be used and placed on a piece of plywood, and the Inflatable Party Jump should be no larger than 15'x15' (p. 13). 17. Tennis Courts A new section was added to the Policy regarding all City owned tennis courts which states that the courts may not be reserved and are available on a first-come, first-served basis (p. 13). AB# 1107-9 Page 4 18. Non-Profit User Criteria/Resident Non Profit Sports Organizations Proof of non profit status must be verified by the Department at least 90 days prior to the field allocation meeting, and a minimum of 215 registered participants per sport by one governing association is required to constitute a league. This is consistent with the Council Policy requirement of meeting and maintaining a 70% residency requirement for B group classification (PP-13,14). 19. Subletting of Athletic Fields Prohibited Athletic fields cannot be sublet or field time given to a group other than the approved Applicant without prior authorization (p. 15). 20. Tournaments A new section was added to the Policy which defines both Resident Organization Tournaments and Resident Non Profit Sports Organization Host Invitational Tournaments. This new section will aid staff in defining the type of Tournament, and whether or not fees, if any, would be applicable (p. 15). 21. Senior Center Cleaning Charge The Senior Center will impose an additional cleaning charge to be paid by Applicant for Saturday evening rentals. This will allow adequate time for staff to prepare the Senior Center rental areas for Sunday morning church services (p. 18). FISCAL IMPACT: The proposed revisions to Council Policy #28 have no fiscal impact. EXHIBITS: 1. Revised version of Council Policy 28, Facility Use Regulations (strikeouts and highlights). .39 EXHIBIT 1 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page/I of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File BACKGROUND: In order Council Policy 28 was devised to improve the Facilities Services information to the public, and to support the Facility Use Regulation for Rental Permit Procedures have boon updated. PURPOSE: To revise an- the established policy for the use of Harding Center, Stagecoach and Calavera Hills Parks and Community Centers, Carlsbad Swim Complex, Leo Carrillo Ranch Historic Park, Senior Center, Hidden Canyon, Aviara Community Park, Pine Avenue ParK, and aH other Parks and Recreation facilities, to now include Senior Centor. POLICY: There is a high demand for use of City Parks, and Recreation facilities (hereinafte^"Paciljty") Pafk- and Recreation facilities arc available for a wide variety of uses. The following rulos and procedures policies have been established to provide guidelines for the use of such Facilities. The Recreation Department (hereinafter "Department") will be responsible for the administration of this policy. Park and Facility Use requests should shall be submitted to the Recreation Department on a City of Carlsbad Park and Facility Use Application for RentaLPerlfctit (hereinafter "Application") form available from the Department. Applications for use of G4ty Facilities; along with full rental payment or security deposit 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; Carlsbad Swim Complex, 3401 Monroe Street; Aviara Community Park, 6440 Ambrosia Lane; or Senior Center, 799 Pine Avenue. Applications will be processed in the order received. Applications will be reviewed use will be categorized, and fees will be assessed pursuant to the fee schedule, if any, set by the Department Area Manager Director or designee. Please refer to the following pages for Application procedures, Insurance requirements, and Facility, Park, and Athletic Field rules. Classifications and Foo Schodulo. A non-refundable security deposit or payment in full is required per rental and is due at time of application submittal. The security deposit will be applied to the total cost of the rental, and will CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 2 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File rf|t feei refunded jf the reservation is canceled. If the total rental amount is lower than the security depdsft/ffierciifl^rence will be refunded after the rehtal has occurred. Exceptions: • "B" Category - No fee required • Leo Carrillo Ranch Historic Park For user initiated cancellations, where security deposits or rental fees were paid by personal check, a check processing fee will be charged. PROCEDURE: GENERAL APPLICATION PROCEDURES AND POLICIES 1. Rental fee paid in full or a security deposit is required for each rental and is due at time of application submittal. The security deposit will be applied to the total cost of the rental, and will not be refunded if the reservation is canceled unless the total rental amount is lower than the security deposit. If the rental fee is lower than the security deposit received, the difference will be refunded after the rental has occurred. Exception: • "B" Category 2. In the event of a cancellation less than 30 calendar days in advance (for pool rental cancellation, notice must be given 10 calendar working days in advance) the applicant will forfeit all rental fees paid. Cancellations received at least 30 days prior to tho rental date will be charged a $50 cancellation fee. The $50 cancellation fee will be deducted from the cleaning/damage deposit and any remaining balances the balance of the cleaning deposit will bo refunded. Picnic reservations that are rained out may be rescheduled or refunded with no processing charge. 3. A "no show" fee will be assessed to category "B" users that schedule a meeting room (rooms identified at no charge) and give less than twenty-four (24) hours notice of cancellation. 4. All deposits and rental fees must may be paid at the any Recreation Facility, being reserved. Checks or money orders are to be made payable to the "CITY OF CARLSBAD". Applications will be accepted for specific locations, dates, and times (hereinafter CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 3 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date_^ SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File "Reservation"). Time requested must include all set-up and clean-up time. Applications should be submitted at least no later than fourteen (14) working twenty-drjife^p^ days in advance of the date requested. For Applications If an application for Facility use has been submitted less than 44 21 calendar working days in advance, these Applications may be reviewed and accommodated subject to: a. Facility and staffing availability, and b. All other necessary approvals are obtained within the available time before the requested Facility use date. Upon review of the Application, Recreation Department staff will determine if a Certificate of Liability Insurance will be required for the activity at the requested Facility. Applications to use Carrillo Ranch facilities must be submitted 30 days in advance. Applications to uso Swim Complex lanes for more than one day a month may be submitted up to 45 days in advance. 5. Applications Facility and Park Reservations are accepted for the current calendar year. Reservations Applications for the upcoming year will be accepted from Carlsbad Resident private parties, arid-Carlsbad based not-for-profit organizations and Carlsbad businesses starting November 1st of the year prior to their requested dates. Non-Resident private parties, and Resident Non-Carlsbad based not-for-profit organizationsT and Npn-parlsbad businesses may submit Reservations as of December 1st of the prior year. Applications for Leo Carrillo Ranch Historic Park will be accepted up to eighteen (18) months in Advance of the requested Reservation date. 6. Groups of 25 or more persons must submit an Application for use of any Facility. 7. Community Centers regular hours of operation are Monday through Friday Thursday, &QQ 7:30 a.m. to 10:00 p.m., Friday, 8:00 a.m. to 10:00 p.m., and Saturdays and Sundays, 8:00 a.m. - 5:00 p.m. and Sundays, 8:00 a.m.—4:00 p.m. Senior Center Auditorium, Dining Room, Kitchen, Art Studio are is available for rental after 5:00 p.m., Monday through Friday, and after 8:00 a.m. on Saturday and Sunday. On Friday and Saturday nights, programs . must end by 1:00 a.m.12:00 a.m., with a departure time no later than £00 ~1s00 a.m. On Friday and Saturday ovonings, programs must end by 1:00 a.m., with departure time no later than 2:00 a.m. Sunday through Thursday evenings, programs must end by 10 p.m. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 4 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File Safety Center Pa|owski & Fox conforonco meeting rooms regular hours of operation for the Palowski & Fox mooting rooms are available for rental Monday through Friday 2:00 p.m. to 10:00 p.m., Saturday 8:00 a.m. to 5:00 p.m. In the event of a major emergency occurring within the city, the Safety Center meeting rooms may be used by City officials. Groups scheduled to use the rooms will be preempted during that time. An appropriate A full refund of room reservation fees collected, or rescheduling of the canceled meeting will be arranged. Department personnel will process Applications no more than thirty (30) calendar days in advance. Police, Fire, and other City Departments will have first priority to use the conference rooms. Leo Carrillo Ranch Historic Park hours of operation are: SUMMER HOURS: Tuesday - Saturday, 9:00 a.m. - 6:00 p.m., Sunday, 11 :00 a.m. - 6:00 p.m. FALL/SPRING/WINTER: Tuesday - Saturday, 9:00 a.m. - 5:00 p.m., Sunday, 11:00 a.m. - 5:00 p.m. On Friday and Saturday evenings, programs must end by 10:00 p.m. with departure time no lajteriftian 11:00 p.m. Sunday through Thursday evenings; programs must end by 8:00 p.m., with departure time no later than 9:00 p.m. Swim Complex regular hours of operation are Monday through Friday, 6:00 a.m. to 7:-3-00 p.m., Saturday 8:00 a.m. to 4:00 p.m., and Sunday 12:00 p.m. - 4:00 p.m. Park hours are from 8:00 a.m. to 10:00 p.m., seven days a week. Facilities (with the exception of parks) willbe closed on City observed Holidays. An extra staffing fee is required for all recreation usages outside of regular hours of operation and when staff is needed to support the rental. Additional fees will be charged for use of facility after regular hours of operation. 8. 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. CITY OF CARLSBAD Page 5 of 19 Policy No. 28 COUNCIL POLICY STATEMENT Date Issued June 14. 2005 Effective Date June 14.2005 Cancellation Date SupersedesNo.28Dated06/24/03 General Subject: Administration Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 9. A Special Event Permit Application may be required when one or more of the following occur: a. Expected attendance exceeds 350. b. P-afk-Activities require modification to street, parking lot or sidewalk traffic. Planned activities may require a Special Event Permit to be submitted to the Carlsbad Police Department. Events that have an oxpectod attendance exceeding 1,000 and/or require modification to street, parking lot or sidewalk traffic flow are required to file a permit. c. Alcohol is present, served, or sold. f. Any amplified sound from a "sound-amplifying system." "Sound-amp|ify]ng;sy$ten}? means any system, apparatus, equipment, device, instrument or machirie designed for or intended to be used for the purpose of amplifying the sound or inqrea$ing,the volume of human voice, musical tone, vibration or sound wave. g. Glass beverage containers will be used. Special Event Permit applications submittals are due no less than §0 90 calendar days prior to the event and need to be submitted to the Police Department. The City's Special Events Committee reviews Special Event Permit requests and may set or modify specific conditions or restrictions for the event. 10. Department may refuse an Application or cancel any Application Rental Permit (hereinafter "Permit"). Written notices of refusal or cancellation, with an explanation, will be given by the Department. Applications for use may be denied fef Grounds for the denial of an Application include, but are not limited to tho following reasons: a. Unsatisfactory prior use by applicant or organization b. Hazardous condition exists c. Application submitted less than fourteen (14) twenty-one (21) calendar days in advance d. Non-payment of rental fees or required deposit(s) by due date e. Higher priority activity taking place f. Groups that do not give proper cancellation notice g. Applicant is under eighteen (18) years of age h. Special Event Permit application submitted less than ninety (90) calendar days in advance i. Applicant for Special Event Permit refuses to consent to Special Events Committee's specific conditions or restrictions for the event CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 6 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File j. Failure to obtain a Special Event Permit k. Failure to submit timely and acceptable insurance documents. If an Application is denied, that decision may bo appealed in writing to the Recreation Area Manager, then The next option, if tho applicant is not satisfied, is to appeal it to the Recreation Services Manager, then to the Recreation Director, then to the Parks and Recreation Commission (Senior Center appeals will be directed to the Senior Commission). The final appeal can be made to the City Council. I. The Department reserves the right to limit the number of daily, weekly, or monthly Facility uses by any one group or organization so that the entire community may make use of the limited facilities available. 11. A signed copy of yew the approved Permit application by the Recreation Department Supervisor Director or designee is your confirmation of the Reservation requested date. On the day of the Facility rental and during the entire rental agreement period, applicant or designated day of event contact person (hereinafter "Event Contact") must be present and have in their possession a copy of: a. Facility Use Regulations, b. submitted Application form, c. signed approved Permit, d. valid identification (Driver's License, Passport, Military ID), and e. and if required, Special Event Permit. If the applicant or Event Contact is not at the event or does not have copies of the above mentioned items, the event may be terminated. Any preparation for an event prior to approval is solely at the applicant's risk. 12. For Permits, the Department Supervisor Director or designee may impose additional requirements on the applicant as a condition of approval. These additional requirements may include, but are not limited to, additional security guards, a greater, an increased cleaning/damage deposit, additional City staff, ©f additional insurance, or SpecialEvents Permit Application. 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 Policy No. 28 Page 7 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date ' SupersedesNo.28Dated06/24/03 Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 13. All groups must be under the direction or control 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. Minors are defined as those under the age of where alcohol is served, when minors are defined as those under the agitof §i^ 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. 14. No activity will be permitted which is in violation of local, state or federal statutes laws. Applicants must adhere to all City policies and fire codes during their use of the Facility. The City Manager, Police Chief or designees may revoke an approved F*erj^lt^|iou|prjpr notice for violation of the Facility Use Regulations or any federal, state or Jb^ll^v, In the event of a revocation, all persons shall be required to leave the premises of the Facility. 15. Applicant shall control any amplified sound system, including radios, so as hot to disturb Groups are responsible for controlling noise that could be disturbing to other groups, activities, or the surrounding neighborhood. Cancellation of the event may occur if the noise level is not controlled and/or police are required to respond. In the eyeri|th^tit|| police are called to the event, the applicant or Event Contact will be the personCihTl^^^^^^(| and requested to lower amplification. In the event the applicant or Event Contact is; not at the event, the police may elect to terminate the event. If police are dispatched a second time, they may terminate the event immediately. 16. 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 State Alcohol Beverage Control Board ("ABC"). b. Private Security 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 Department Supervisors Director or designeer-tf- doomod necessary. c. Alcohol consumption is strictly limited to the event time defined on the approved Permit and must comply with the terms of the ABC Daily On-Sale General Lice~nle; CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 8 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File d. For the health, safety or welfare of the public, alcoholic beverage service may be terminated at any time by city staff or law enforcement. e. A City Special Event Permit may be required. f. Alcohol will not be allowed to be served at any celebration for a minor under the age of 21. g. A minimum of $2 million general liability insurance including liquor liability at the same coverage limit is required. See Insurance Requirements. 17. The Department reserves the rights (a) to full access for all activities in order to ensure that all rules and regulations are being observed, and (b) may terminate the event or activity for the safety and welfare of the citizens or City property. 4J-.—Approval for use will not bo granted to persons under eighteen (18) years of ago. Whon serving alcohol the applicant must be twenty one (21) years of age. 18. 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 Department Director or designee, the determination is final for that season and the membership rosters will be returned to the organization. 19. 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 Parks and/or 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, ito 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. 01 403. Applicants can also obtain special event liability insurance through Diversified Risk Insurance Brokers. Athletic activitioo will require athletic participant covorago. If alcohol is served at an event, liquor liability coverage must also be obtained. 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 Facility use), naming the City of Carlsbad as an additional insured, and with a coverage amount CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 9 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dat.ed06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File to be determined by the Risk Manager according to the size and risk factors of the event. Generally, a minimurn of a $1 million general liability insurance policy is required, including all activities, and athletic participants where applicable at the same coverage limit Generally, a minimum of a $2 million general liability policy is required when there is alcohol, and liquor liability coverage at the same limit must be provided. A higher amount may be required depending upon Fs. This coverage must be primary, without contribution from the 6ity. An .insurance ist providing detail to help applicants with insurance requirements and documents is provided with Facility use applications. APPEAL PROCEDURES FOR DENIAL OF APPLICATION OR REVOKED PERMIT Any person, organization or group believing to have been aggrieved by decisions relating to any action taken by Department staff may appeal in writing and within 10 calendar days of the action takeh;by staff to the Department Services Manager. The Department Services Manager shall provide a written decision to the appealing party within 15 calendar days, That decision may be appealed in writing and within 10 calendar days from the date of the decision to the Department Direc|oR The Department Director shall review the matter, together with all supporting documents, and issue a written decision within 15 calendar days following the receipt of a written request for an appeal. The Department Director's decision is final. FACILITY/SWIM COMPLEX PROCEDURES AND POLICIES 1. A $200 refundable cleaning/damage deposit of up to $5,000 is required, must be mado upon application approval, with the exception of the Carrillo Ranch Facility, a $500 refundable deposit is required. The cleaning/damage deposit will be determined by risk factors. Risk factors may include but are not limited to amplified sound, alcohol, total attendance, or alteration of traffic flow. The Deposit may be used to coyer any replacement, repjairs, damages or loss to Facility or equipment. The applicant shall be required to pay the full cost of materials, labor, replacement, repairs or damages regardless of the amount. If damage occurs and repair costs is less than deposited amount the difference shall be refunded. If the cleaning/damage amount is greater than the deposited amount, applicant shall pay the outstanding balance within seven (7) calendar days. 2. The romainder of the rental fee and cleaning/damage deposit is due thirty (30) calendar 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 of rental fees and cleaning/damage deposit must be made for all fees ten (10) calendar working days in advance. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 10 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 3. An employee of the Recreation Department shall be present during all hours of use. Rules and roquoots made by Department rules and regulations staff must be complied with at all times. 4. Applicants that have been approved by the Department may be issued a key for qff-jsite locations. The Applicant is then responsible to secure the Facility when leavir shall surrender the key upon demand by the Department No duplicat 5. Clean up/Refunds Cleaning/Damage Deposit Refunds a. On the day of the event, the patron applicant or Event Contact 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 that 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 Applicant or Event Contact is 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. refrigerator, stove, oven, sink, etc.) • Putting all trash and recyclables 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 applicant or Event Contact 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 tho activity, tho total dopooit may bo forfeited. If tho Facility io loft in a satisfactory condition, a refund will bo iosuod approximately throo to four weeko after tho dato of tho Facility use. deposits shall be refunded if proper clean-up is completed and has occurred. Proper clean-up shall be determined by the Departmtra staff. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 11 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 6. Recreation Department equipment (tables, chairs, P. A. system and kitchen facilities when appropriate) 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 Department Supervisor Director or designee. 7. No duct, masking, or electrical tape, nails, staples, etc. are permitted on the walls of any Facility. 8. Alcoholic beverages shall not be purchased or brought into the building by any- one 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, if any event participant(s) appear to be under the influence of alcohol or controlled substance(s) or in possession of illegal drugs, the activity will be terminated immediately. In addition, any suspected unlawful activity will be reported to the Police Department. 9. No one shall sell, offer for sale, rent or lease any merchandise, article or thing, whatsoever, unless granted a valid Permit. Any organization providing any item in exchange for a donation must be a registered State of California 501 (c)3 non-profit organization and have an authorized Permit. All food sales must comply with San Diego County Health Department Rules and Regulations. The California Health and Safety Code, Sec. 114387 requires a Temporary Food Facility Permit of any person or organization that is providing food at a public event. Refer to the California Retail Food Code Chapter 11 (See, Health & Safety Code sections 113789,113930,114335-114363, and 114381). A City of Carlsbad Business License shall also be required. This does not apply to any state, county or local government entity or other political subdivision. No one shall practice, carry on, conduct or solicit for any trade, occupation, business or profession of whatsoever kind or character without written permission of the City Council or designee. 10. Stagecoach and Calavera Community Centers/Gymnasiums: a. Gymnasium usage will not be granted when other Gtty 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 Policy No. 28 Page 12 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/D3 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 11. Scout groups in Carlsbad have first priority for use of Scout House, at no charge. The Scout troops must submit an " Facility Uso Application - with the Department. This form will be good from September through June. If summer use is needed, a separate Application must be submitted. 12. SMOKING IS NOT PERMITTED IN OR WITHIN 20 FEET OF ANY ENTR$NGI10 ANY FACILITY. 13. The use of confetti, birdseed, rice, silly string, etc. (for throwing) is prohibited. Also, the use of hay and straw will not be allowed except at Leo Carrillo Ranch Historic Park with permission by the Department Director or designee. PARK PROCEDURES AND POLICIES 4r A $200 refundable cleaning/damage deposit must be mado upon application approval, with the exception of the Carrillo Ranch Facility, a $500 refundable deposit is required. 1. Designated group picnic areas and open space can be reserved by individuals, organizations or businesses. Hourly fees charged will be based on group size, classification category and amount of time requested. Areas not reserved will be available for public use on a first-come, first-served basis. 2. The Department reserves the right to designate the location of rentals based on safety, proximity to neighbors, etc. 3. Liability insurance, security guards may bo necessary depending on: a) risk factor level, b) serving of alcohol, and c) nature of use, such as music, dancing, inflatable party jump. 3. SMOKING IS NOT PERMITTED WITHIN 25 FEET OF ANY "TOT-LOT" OR PLAYGROUND EQUIPMENT. 4. No vehicles or trailers are permitted on turfed areas. 5. Car Shows: It is the policy of the Parko and Recreation Commiscion that Car Shows are not allowed on any park turf area. However, car shows will be allowed in authorized parking spaces at the park as designated by Parko and the Department Director or designee staff. Any applications will be reviewed on a case by case basis. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 13 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 6. Only those businesses that have an approved Permit and current City of Carlsbad business license may operate their business in any City park. 7. Any "Inflatable Party Jumps" (also known as Jump Houses, Bouncy Houses) set up in a Facility must a. Have an approved Permit from the Department, b. Be provided by a vendor from the approved list of vendors on file with the City of Carlsbad, c. Pay the Permit fee for each Inflatable Party Jump, d. Only be set-up in designated areas approved by staff e. Use "quiet" rated gas generators where electricity is not available f. Place generators on a plywood board, g. Be no larger than 15x15 feet in diameter. A limited number of Inflatable Party Jumps will be approved per Facility. Non-permitted inflatable party jumps must be taken down. 8. All City owned Tennis Courts may not be reserved and, are available on a first come, first served basis with the exception of Category A users. Private lessons are prohibited. One set of singles or two sets of doubles may be played when others are waiting for court availability. Waiting players must remain in person at court desired. Tournament play is not allowed at Calavera, Stagecoach, La Costa Canyon and Laguna Rivera tennis courts. ATHLETIC FIELD PROCEDURES AND POLICIES 1. The City of Carlsbad is an "A" classification and therefore has first priority in reserving use of athletic 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 comply with the Department's "Non-Profit User Criteria". This proof of non-profit status needs to be verified by the Department designee a minimum of 90 calendar days prior to the field allocation meeting. All new and existing Resident Non-Profit Sports Organizations (hereinafter "RNPSO") must complete the RNPSO Athletic Field Use Application, for field CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 14 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/D3 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File use 75 days prior to the field allocation meeting, submit field use request ninety (90) dayo prior to the field allocation meeting. A minimum of 450 215 registered psirtteipants per sport by one governing association is required to constitute a league. Departhtertt steff Director or designee will determine field allocations if league representatives are unable to reach an agreement. • Thirty (30) calendar 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 RNPSO's are required to submit their membership rosters prior to each season in order to prove residency status. Recreation Departrneht 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 dotorminod. Once tho classification determination has been made by staff and approved by tho Recreation Director, the decision is final. 4. If a current "B" classification organization does not meet and maintain the 70% residency requirement, the group will be given a lower category status and charged fees for athletic ball field use. &, A list of proposed activities for special events such as Opening must be submitted to tho appropriate park supervisor ninety (90) days prior to the event. It may bo determined that a City Special Event is required. 5. Approved proof of liability insurance naming the city and/or any school district as additionally insured is required prior to usage of athletic fields. See Insurance Requirements. 6. 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. All food sales must comply'With San Diego County Health Department Rules and Regulations. The California Health and Safety CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 15 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File Code section 114387 requires a Temporary Food Facility Permit of any person or organization that is providing food at a public event. Refer to the California Retail food £ode Chapter 11 (Health & Safety Code sections 113789,113930, 114335-114363, and 114381). 7. Athletic fields cannot be sublet or field time given to a group other than the approved Applicant without prior authorization of the Department Director or designee. 8. An $§ additional fee will be assessed to each non-resident player on teams and/or organizations in classifications "B" and "C" that reserve ball fields in excess of 30 calendar days per season. TOURNAMENTS Resident Organization Tournament A resident organization tournament is interpreted by the Department as a culminating event in whichi multiple teams compete, and advance as they win their scheduled contests. There are tournanfients that are structured as culminating events to the end of a regular season as a means of establishing a "champion" of a specific league. In this example, the same participants who participated throughout a season are matched against each other in a playoff format. There are no athletes or teams participating in this tournament that did not participate during league play and there are no additional entry fees charged for playing in the tournament. There would be no charge for day use. Resident Non Profit Sports Organization Host - Invitational Tournament An invitational tournament is interpreted by the Department as a tournament that includes athl<3tes$eams of multiple organizations (resident or nonresident). The host resident organization will charge entry fees to participating teams in the tournament. These tournaments are often used as fundraisers or special events. In tournaments such as this, the host RNPSO will be charged a flat invitational tournament fee along with an hourly fee based on total field hours used. Note: All Tournaments will be charged field light fees per classification of applicants. Prior to approving a Permit, the applicant will provide evidence of insurance covering tournament play. See Insurance Requirements. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 16of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date • SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department 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 Teaching Respect, Unity, and Sportsmanship through Teamwork (hereinafter "T.R.U.S.T.") program. T-he- 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. An 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 8:00 a.m. to 3:30 p.m., 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. Rocroation Department 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 Policy No. 28 Page 17 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date • SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 4. Field allocations are not official until a anFacility Use "Application" Permit has been approved by the Risk Manager or designee, and Department Supervisor Director or designee, and is returned to Applicant. LEO CARRILLO RANCH HISTORIC PARK APPLICATION PROCEDURES AND POLICIES 1. Please remember that the Leo Carrillo Ranch is a historic site and must be respected for its preservation. If ovont is canceled at least 60 days prior to uso, a $50 foe will be charged. If cancellation is 2. made less than 60 days prior to use, the City of Carlsbad will retain the entire deposit. Rental equipment will be Applicant's responsibility. Equipment must be dropped off and picked up within the hours specified on the approved Facility Use Application Permit. 3. 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. 4. Spike-heeled shoes are not recommended at the Ranch due to uneven surfaces of the historic site. §7 Rico, birdseed, confetti or anything of this nature is not allowed. 5. Children must be under adult supervision at all times. 6. Horses, ponies and/or horse drawn carriages are permitted in designated areas as specifically authorized by the Department Director or designee. 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. 2r The uso of confetti, birdseed, rice, etc. (for throwing) is prohibited. Also, the uoo of hay and otraw in not allowed. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 18 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/03 Copies to:City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 2. Displayed decorations or pictures 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 cleaning/damage deposit. 3. An additional cleaning charge will be applied to Saturday evening rentals. NON PROFIT USER CRITERIA 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 and be a Carlsbad Chapter. In addition to the State Non-Profit Corporation status, the organization must provide Articles of Incorporation or Constitution and By-Laws that clearly state that the objective of the organization is of a non-profit, non-commercial nature. 2. The organization's members and participants must be comprised of volunteers, 70% of which must be Carlsbad residents. 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 will be required. 3. Non-profit sports organizations requesting athletic field use are required to submit player rosters, verified by the governing association (main chapter parent organization), which will be used to determine classification status. These rosters must come from the governing organization and signed by the leagues board of officers. Player addresses with a post office box number will not be accepted. Department staff will return rosters once classification is determined. Once the classification determination has been made by staff and approved by the Department Director, the decision is final. 4. The organization must submit the following: a. Registered Non-Profit State of California incorporation papers, b. By-Laws, c. Carlsbad Chapter documentation, S? CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Specific Subject: Facility Use Regulations Policy No. 28 Page 19 of 19 Date Issued June 14. 2005 Effective Date June 14. 2005 Cancellation Date SupersedesNo.28Dated06/24/D3 Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File d. Financial verification of organization's exemption from income tax. (Department of the Treasury form 990 and 501(c)(3) approved determination letter from the IRS is required) e. A signed statement verifying item "2" above. Sports Organizations see "3" above.