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HomeMy WebLinkAbout1990-11-01; Senior Commission; MinutesMINUTES Meeting of: SENIOR COMMISSION Tine of Meeting: 1:lL 2.m. Date of Meeting: November 1, 1990 Place of Meeting: Carlsbad Senior Center CALL TO ORDER: Chairman Van called the Meeting to order at 1:15 p.m. ROLL CALL: Present: Chairman Van, Commissioners Heard, Maggio, Ritchie and Savary. Absent: None. Staff Present: Sue Spickard, Senior Coordinator WLTTERS FROX TEE PUBLIC: Commissioner Ritchie presented the Commission with a check for $600.00 as a continuing pledge from the Carlsbad Hi- Noon Rotary Club. Chairperson Van announced that the Boys and Girls Club pool will be remaining open. meeting under Matters from the Public. This was an item at the last APPROVAL OF MINUTES: Tho Minutes of the September 6, 1990, Regular Meeting were approved as amended. ACCEFTANCE OF DONATIONS The Senior Commission accepted the donation of $3,238 raised through Gerico's Golf Tournament and Dinner. VOLUNTEER RECOGNITION Sue Spickard reported that plans are almost complete for the volunteer party scheduled for November 16, 1990. She said that the entertainment will be "Company C". After their performance, Linwood Van and his group will play for dancing. The menu will be the same as last year, with pumpkin pie instead of apple cobbler. Ms. Spickard said that next month she would be asking the Commission to set particular guidelines for "what is a volunteer". She also will be asking about changing the format for the volunteer party next year. She said that 105 invitations had been sent out. Commissisner Heard suggested that the representatives from Gerico's and other organizations that regularly donate to the Center be asked to the party, and Ms. Spickard replied that they have been invited every year. Ms. Spickard added that the assignment list will be ready tomorrow giving the Commissioner assignments for the party. MI N UTES \ November 1, 1990 SENIOR COMMISSION Page 2 COMMISSIONERS ANNIVERSARY CELEBRATION Sue Spickard reported that the anniversary of the opening of the Senior Center would be in mid-December. She said that staff's recommendation to the Commission would be to keep the first anniversary "in-house". They had thought of having a big cake and perhaps a dance, but with no press releases and no general invitations sent out. Commissioner Ritchie suggested a "grand opening week" in order to catch all the people in all of the classes. She felt that coffee and rolls in the morning and cookies in the afternoon, with those being set up in the hallway, with a Commissioner presiding each day. participants in the classes to become familiar with the rest of the Center. She wanted the Sue Spickard stated that if a dance is publicized, the crowd gets BO large, that eventually the dance floor disappears, and staff felt this first year celebration should be primarily for the seniors using the building. Commissioner Savary suggested it could be an "open house" type of thing, with a week devoted to familiarizing people with the Center. The suggestion was made to make the hours from 9:OO a.m. to 3:OO p.m., every day for one week. Tours of the Center could be given, with emphasis on the people who use the Center. Commissioner Heard asked about whether a video of the Center existed and felt it would be a good thing to have for future reference. Daniels Cablevision has taken quite a bit of tape at the Center, and Sue Spickard will talk with them. TRANSPORTATION COMMITTEE Sue Spickard stated that there is need for a Transportation Committee to work with her to make plans for servicing the entire City when the new mini-bus comes on line. At the present time, only people in the northwest quadrant and a few in the northeast quadrant are brought in to the luncheon program. Us. Spickard said that drivers are being recruited at the present time, and it is hoped a plan can be initiated to open up the entire City. The mini-bus is out to bid again. The specs had to be brought back in and re-submitted. Commissioners Heard and Ritchie volunteered to serve on the Transportation Committee. FACILITY USE REGULATIONS Sue Spickard explained that these regulations are primarily based upon the rules and regulations as set forth by the City Council and the Parks and Recreation for all facilities presently rented. These were reviewed and parts added or deleted to suit the needs of the Senior Center. No group can rent the Center on an ongoing basis, and the Center is not available during the daytime hours. MINUTES FACILITY USE REGULATIONS (Continued) Ms. Spickard called the Commission's attention to the fact that the fees are much higher than for Parks and Recreation facilities throughout the City. Also, a one-time non- refundable "use fee" is to be charged. She explained that it takes time to set up the rooms and time to breakdown the rooma after the event, as well as clean up time. Although groups do clean up after themselves, it is not done to the standards of the Center. Commissioner Ritchie suggested that Sue Spickard consult with the School District and suggest a staff person be present for Administration staff events,.at a charge of $7 per hour. As far as the kitchen in the Center, Me. Spickard said there are two charges, one for warm-up only and one for actual cooking. The Senior Commission accepted the Facility Use Regulations and Fees for After-Hour Rentals of the Senior Center, as submitted. ELECTION OF OFFICERS Commissioner Van was elected Chairperson for the coming year. Commissioner Savary was elected Vice Chairperson for the coming year. APPOINTMENT OF SCRIBE Commissioner Heard was appointed Scribe for the coming year. SENIOR COOR DINATOR'S REPORT Sue Spickard reported that some of the activities that are new and exciting are the hearing tests and eye tests, with health ecreenings being very popular. been asked why they did not give flu shots, and explained that the Health Department giving the shots will not come out to the sites to give them. She said they had There had been another artist-in-residence program, and a trip to the Ice Capades. On October 29, the League of Women Voters were at the Center to discuss the propositions. Events in November include a discussion today on Medical Issues and Financial Impact on Seniors; there will be a safari trip to Farmers' Market on November 15; with the Center being closed November 12 for Veterans' Day and November 22 and 23 for Thanksgiving. Ms. Spickard said the volunteers in the schools program has not had very good response up to now, but she will continue to have the flyers available and give out press releases. Me. Spickard concluded her report, stating there will be an artist-in-residence program starting in May for two days a week. Van Heard Maggio Ritchie Savary MI N UTES November 1, 1990 SENIOR COMMISSION Page 4 \ COMMISSIONERS CHAIRPER SON'S REPOR T Chairperson Van reported on a recent meeting of the Billiards Committee. He said there had been complainte about players not giving up the tables after two games. They felt another sign should be placed there: also, a sign to not sit on the tables. He said there was discussion about a tournament, but the committee members felt that they did not want to encourage competition. Chairperson Van said the glare on the tables was discussed and that the fire door is the problem and that Sue Spickard is working on the problem. JTEMS FOR THE NEXT AGENDA Chairperson Van asked the Commissioners to get items to Sue Spickard in time to be placed on the Agenda. By proper motion, the Meeting of November 1, 1990, was adjourned at 2:06 p.m. Respe tfully submitted, ' Harriett Babbitt Minutes clerk November 26, 1990 TO: MAYOR LEWIS MAYOR PRO TEM KULCHIN COUNCILMEMBER LARSON COUNCILMEMBER MAMAUX COUNCILMEMBER PETTINE FROM: Senior Commission SUMMARY REPORT OF NOVEMBER 1, 1990, COMMISSION MEETING 1. Facilitv Use Reaulations Motion was made to accept the Facility Use Regulations and Fees for After-Hour Rentals of the Senior Center, as submitted. 2. Election of Officers For the coming year: Linwood Van was elected Chairperson; Peggy Savary, Vice-Chairperson; and George Heard, Scribe. f*& PEGGY SAVARY Scribe c: City Manager Assistant City Manager Parks & Recreation Director Department Heads CITY OF CARLSBAD SENIOR CENTER FACILITY USE REGULATIONS Applications for use of the Carlsbad Senior Center may be made by mail or in person at the Senior Center, 799 Pine Avenue, Carlsbad, CA 92008. Applications will be accepted Monday through Friday, 8:30 a.m. to 4:30 p.m., except holidays. Applications will be reviewed, use will be prioritized and fees, if any, set by the Senior Program Management Assistant. Please refer to Application Procedures, Rules, Priority Classifications and Fee Schedule. APPLICATION PROCEDURES AND POLICIES 1. Applications will be accepted for specific dates and times. Time requested must include applicants set-up and clean-up time. Applications must be submitted at least ten (10) working days in advance of the date requested. Advanced scheduling may be accepted one (1) year prior for larger special events. 2. The Senior Center auditorium, dining room and kitchen are available for rental after 5:OO p.m. Monday through Friday and from 8:OO a.m. on Saturdays and Sundays. On Friday and Saturday evenings, programs must end by 1: 00 a.m., with a departure time no later than 2:OO a.m. Monday through Thursday and on Sunday evenings, programs must end by 1O:OO p.m., with a departure time no later than 11:OO p.m. 3. No activity shall be scheduled for more than room capacity. Auditorium - - 250 for assembly, 130 for dining Dining Room - 160 (seating configuration must utilize present room setup). 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. Facility not available. B. Unsatisfactory prior use. c. Hazardous condition exists. d. Application submitted less than ten (10) days in e. Non-payment of fees before due date. f. advance. Higher priority activity takes precedence. 1 If an application is denied, the decision may be appealed to the Senior Center Coordinator. The next option, if the applicant is not satisfied, is to appeal it to the Parks and Recreation Director, and then the Senior 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. No ongoing, regularly scheduled programs, classes, meetings, etc. will be scheduled at the Senior Center. 5. 6. 7. 8. 9. 10. In the event of a change of plan by applicant, notice of cancellation must be given to the Senior Center 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. All fees must be paid at the Carlsbad Senior Center, 799 Pine Avenue. Checks or money orders are made payable to the "CITY OF CARLSBAD." A $150 cleaning/damage deposit must be paid upon application approval. The remainder of the fee is due 21 days before scheduled use. This deposit is refundable in part or in total upon the condition of the facility at the end of the activity. A one-time, non-refundable use fee is required and due a minimum of 21 days before the scheduled event--$40 auditorium and/or dining room; $20 kitchen. A signed copy of your application by the Senior Program Management Assistant is your confirmation of the requested date. Any preparation for an event is solely at the applicant's risk. The City 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 ten (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 incurred for additional requirements shall be the responsibility of the applicant. the required deposit upon notice of cancellation. cost 2 RULES GOVERNING FACILITY USE 1. An employee of the Parks & Recreation Department shall be present during all hours of use. 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 (staff or 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 all table tops used. - Cleanup of any floor or carpet areas soiled or dampened. - Cleanup of the kitchen and all amenities used (i.e., refrigerator, stove, oven, sinks, floors, etc.) - Removal of all equipment, supplies, personal articles, displays, decorations, etc., immediately following cleanup. 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 Facilitv Report. d. If a group fails to perform a cleanup after their activity, the total deposit will be forfeited. If the facility and equipment is left in a satisfactory condition, a refund will be issued approximately three to four weeks after the date of the facility use. c. 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. The City of Carlsbad is not liable for accidents, injuries or loss of individual property in connection with any of its facilities. Groups which fall into moderate to high risk activity and/or are utilizing the kitchen will be required to obtain liability insurance (rider clause to original policy) , approved by the City of Carlsbad Risk Manager, naming the City of Carlsbad, its officers and employees as additional insured. The City shall require liability insurance of $1 million to $5 million, depending upon the risk factor. 5. 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. 3 6. Groups are responsible for controlling noise that could be disturbing to other activities or the surrounding neighborhood. 7. The Parks and 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. 8. 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 City, if needed. 9. 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 illegal, non-prescription drugs, the activity will be terminated immediately. 10. Approval for use will not be granted to a person under twenty-one (21) years of age. 11. Senior Center equipment is available for use in the facility, and may not be removed to any other location. Persons/groups renting the facility must utilize the equipment available at the Center. Coffee urns are available for use, however, any and all supplies are the responsibility of the applicant. 12. The use of any facility will not be granted or permitted to any individual, society group or organization which has as its objectives the overthrow or advancing of the overthrow of the present form of government of the United States or the State of California by force, violence or other means. 13. No two groups of opposing political parties or political affiliation shall be scheduled at the same time at the facility. 14. No tape, nails, staples, etc. will be permitted on the walls or ceilings of the facility. We suggest decorations be free standing, or designed as table decorations. 4 15. The use of confetti, birdseed, rice, etc. (for throwing) is prohibited. Also, the use of hay and straw will not be allowed, 16. The use of candles is prohibited. 17. SMOKING IS NOT PERMITTED IN ANY CITY FACILITY. CLASSIFICATION OF APPLICANTS AND FEES Each application will be reviewed by the Senior Program Management Assistant and classified into a group depending on the type of organization and the intended use. Senior Center activities have first priority for the use of the facility. The classifications are listed in order of priority with classification llA1g first, classification ltB1l 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. B. C. D. E. Carlsbad Senior Center activities. Parks and Recreation activities; Co-sponsored activities; other City departments; C.U.S.D. Administration activities. Examples : Friends of the Library, Carlsbad Commission Meetings, C.U.S.D. Board of Trustees Meetings. Non-profit organizations (non-paid management); Carlsbad Homeowners Associations, Carlsbad resident not-for- profit, Carlsbad civic and social organizations, and any Carlsbad organization sponsoring a public forum or candidates night, Examples : Carlsbad Rotary, La Costa Youth Organization, Carlsbad Little League, Carlsbad Boy scouts. Carlsbad resident not-for-profit. Civic and social organizations (paid management); Carlsbad educational institutions. Examples : Carlsbad Boy's and Girl's Club, Carlsbad School District, Locally organized groups whose normal place of meeting is located in the City of Carlsbad; resident religious; resident political candidate use for fund raisers; non- resident not for profit educational, civic and social organizations; resident private parties. Examples : North County A.A.; Y.M.C.A., resident wedding reception. 5 F. Resident commercial, business, prof it making organization; non-resident private party activities. Examples : Carlsbad Inn; non-resident weddings or receptions. G. Non-resident commercial, business, political, profit making and religious organizations. Examples : Trade shows, company training, meetings, seminars IN ORDER TO QUALIFY AS CLASSIFICATION llBrl OR *'C" NON-PROFIT USERS, THE ORGANIZATION MUST MEET &&& 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 51% of its membership must be Carlsbad residents. 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 updated copy will be required by October 1st of each year. c. A signed statement verifying item 1t211 above. 6 FACILITY FEE SCHEDULE AND CLASSIFICATIONS SENIOR CENTER - REGULAR OPERATION HOURS Monday - Friday 8:OO a.m. to 5:OO p.m. Fees are based on an hourly rate, with a two hour minimum. A staffing fee of $7.00 per hour is required for all usages other than regular operation hours. Hourly Rates Per Classification SENIOR CENTER A B C --- Auditorium N/C N/C 30 Non-Refundable Use Fee $40 Dining Room N/C N/C 30 Non-Refundable Use Fee $40 Kitchen (Warming) N/C N/C 5 (Full service/preparation) N/C N/C 15 ---- D E FG 40 50 65 80 40 50 65 80 10 15 20 25 20 25 30 35 Non-Refundable Use Fee $20 NOTES : 1. There is a two-hour minimum for the use of facilities. Fees -- will not be pro-rated for less than one hour. 2. Building rentals include use of tables, chairs and P.A. 7