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HomeMy WebLinkAbout1991-04-04; Senior Commission; MinutesMINUTES Meeti’ng of: SENIOR COMMISSION Time of Meeting: 1:15 p.m. Date of Meeting: April 4, 1991 Place of Meeting: Carlsbad Senior Center COMMISSIONERS \I Staff Present: Sue Spickard, Sen David Bradstreet. MATTERS FROM THE PUBLIC: There were no requests to address time . or Coordinator Parks and Recreation Director 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. the Commission at this APPROVAL OF MINUTES: The Minutes of the Regular Meeting held March 7, 1991, were approved as presented. GUIDELINES FOR FACILITY UTILIZATION - MONDAY - FRIDAY 8 A.M. - 5 P.M. Sue Spickard gave the report, stating that several requests had been received from outside groups to use the Senior Center between the hours of 8 a.m. and 5 p.m. Last September this Commission developed and approved guidelines for utilization of the Center, which have been followed by staff. Also, staff used the agreement signed by the School District and the City. The portion of the agreement dealing with the District using the building was interpreted as meaning that the District Administration would be allowed to use the facility during the 8 a.m. - 5 p.m. hours the same as the City, as long as it was not being utilized by a senior group. Ms. Spickard stated that Pine Street School had submitted applications to use the Center during the daytime hours, and staff had turned those applications down. A letter from the Unified School District expressed concern that if outside groups were allowed to use the Center with the Commission‘s approval, why not other School District entities; specifically Pine School, as they have no place for inside assemblies. They stated the children would use the outside doors and not be allowed in the hallway to disrupt any senior activities. Ms. Spickard stated that the question was whether or not the Commission wished to change the guidelines. There would be no financial burden, other than Setup and takedown time and wear and tear on the equipment. Also, the District is very sensitive to the primary purpose Of this building, and support that, but believe that all District entities should be included in the list of outside groups permitted to use the Center during the day. Van Heard Maggio Ritchie Savary MINUTES April 4, 1991 Page 2 Y COMMISSIONERS Steve Ahle, Principal of Pine School, stated he was available to answer questions. reason this matter came up was that the children normally walk to the Harding Street Center for inside assemblies, and got caught in a rain storm. It would be convenient for them to walk to this Center for such assemblies. He did state that the only David Bradstreet stated that Ms. Spickard's report reflected what he thought was the original intent of the agreement between the City and School District for the Senior Center. This was that the use of the facility was for Administration only, and not any others. He stated that this has been discussed at length with all levels of administration on both sides. He said that the District feels it meant district-wide, and the City understood it to mean the Administration Offices only. The decision is whether to open the Center to all groups, or continue as at present. Mr. Ahle said Pine School would fit in with the times available and only use for special assemblies--maybe three times a year. The children sit on the floor, so there would be no setup or takedown time. He added that there are approximately 12 to 15 seniors volunteering at Pine School at this time, and he felt this would fit in well with the Center activities. Commissioner Ritchie read a prepared statement, copy of which is in the record, stating reasons why it would not be feasible to have the children in the Center during daytime hours. She made the following motion: The Senior Commission recommended that the Guidelines for Facility Utilization be revised to remove all possible uses by outside groups during senior use hours 8:QQ - 5:QQ Monday/Ftiday, with the following exceptions: The City of Carlsbad and the Carlsbad School District Administration, and groups that provide a service to seniors or are co- sponsored by the Senior Center. This would allow the Commission to invite small groups of children, fully supervised, or adults to the Center to entertain. FACILITY USE REGULATIONS AND FEES Sue Spickard reported that the Unified School District had written a letter dated March 6, 1991, stating their concerns with the use of the Senior Center. They asked that they be moved from the "d" category to the "b" category, giving them the same use as the C.U.S.D. Administration activities. This would allow them the use of the Center at no charge, and the Administration would sign the application for that use. The only additional costs are again the wear and tear on the equipment and the possibility of having to put in staff time. Don Clifford, 4110 Trieste Drive, inquired whether changing the category would then include Pine Street activities, which was just voted down. Sue Spickard stated that these regulations are for after hours, Monday through Friday, and all day Saturday and Sunday. Van Heard Maggio Ritchie Savary MINUTES April 4, 1991 Page 3 Y COMMISSIONERS David Bradstreet suggested that a condition be put on the recommendation that if the School District is going to use the facility after hours, they provide qualified staff or they pay the City the rate for City staff to be there, with the rental fee to be waived. The Senior Commission recommended the Carlsbad School District be moved from classification d to classification b of the Facility Use Regulations and Fees; with all requests to be signed by the School Administration; modified on page 5 of the agreement to read: pay the regular hourly Facility Staff charge. Sue Spickard stated that part-time help must be limited to 1,000 hours, and Mr. Bradstreet stated that when a person reaches the 1,000 hour limit, another person is then hired. All users will be required to RESIDENT PARTICIPATION Sue Spickard stated that this matter has been discussed several times, and last fall the Commission discussed resident participation and the Commission went along with staff's guideline of 51 percent. take action on that at that time. Other than in the Nutrition Program, there is no problem that staff is aware of with residents getting into programs, but Ms. Spickard stated she wanted the Commission to take action on this matter. The Commission did not Ms. Spickard said that senior centers in Oceanside, Escondido, San Marcos and Vista do not have any resident percentage requirement for class enrollment, and Escondido is the only one that knows what the percentage is of residents in classes. The Commission discussed this matter, and felt,there should not be a quota as far as class enrollments until there is a problem. The consensus was that open enrollment should continue in the classes. Me. Spickard stated she would like clarification, as the Commission voted last month to have open enrollment on all classes except MiraCosta, and require 51 percent residents in those classes. Commissioner Ritchie recommended continuing to require 51 percent Carlsbad residents in the MiraCosta classes, and all other activities in the Center are to be open enrollment. The Senior Commission recommended guidelines be drafted for resident participation in all activities, excluding those sponsored by Miracosta College, for the Commission's review and action at the next Commission Meeting. 90-91 GRANT BUDGET INCREASE Sue Spickard reported that the Area Agency on Aging Grant Budget has increased Carlsbad's funds $2,262, due to the fact that Carlsbad is over-serving on the nutrition program. This money would be used to help offset the cost of meals that the City of Carlsbad pays for at this time. Van Heard Maggio Ritchie Savary Van Heard Mag9 io Ritchie Savary 8 s F - X X X X X X X X X X .. MINUTES April 4, 1991 Page 4 COMMISSIONERS The Commission accepted the proposed increase of $2,262 from the Area Agency on Aging. SENIOR MAGAZINE Sue Spickard reported that she had been approached by the Editor of the Orange County Senior Magazine and he had offered his services to edit a magazine for this Center. She said that there are people who are not aware of this Center and its programs, and this would be a magazine that would stay current for several months at a time, with perhaps four issues a year. It would not be the same format as the senior newsletter. The consensus of the Commission was for staff to pursue this further. SUGGESTION COMMITTEE Sue Spickard stated there is a suggestion box in the lobby area of the Center, and she would like the Commission to appoint Commissioners andfor other seniors to read the suggestions and make recommendations as to the action to be taken. She said if this were left to staff, there would be criticism. There have not been too many suggestions as yet, but Me. Spickard felt there should be a committee available to study the suggestions. Don Clifford, 4110 Trieste Drive, Carlsbad, suggested the committee be composed of two Commissioners, a staff person and two from the public at large. Mr. Clifford also suggested the forms be numbered and the stub to be torn off as they are answered. Commissioner Heard recommended that the concept be endorsed and a subcommittee of three people; one Commissioner, one person from the Nutrition Program and one from the public at large. He changed that recommendation to be one person from the Association, one Commissioner and one staff person to be designated by Sue Spickard. The Senior Commission adopted the concept of a subcommittee to review suggestions from the Suggestion Box, with the subcommittee to be one Commissioner, one member from the Association and one staff person. This subcommittee will review the suggestions presented and report to the Commission at the appointed time. Commissioner Savary was selected as the Commission representative on this subcommittee. VOLUNTEER RECOGNITION Sue Spickard stated that the Commission needed to set a date and general format for this party. Tentative dates selected were November 15 or November 17, and types of party discussed were a dance, sit-down dinner, or Sunday tea dance. This item will be on the agenda next month for further discussion. Van Heard Maggio Rit ch ie Savary Van Heard Maggio Ritchie Savary \ I MINUTES \\\\\ 6 Y April 4, 1991 Page 5 COMMISSIONERS SENIOR COORDINATOR'S REPORT Sue Spickard reported that there are many, many activities at the Center, including a four-part program on Leo Carrillo, which has been very well attended. Ms. Spickard listed activities that have taken place and gave the schedule for April. She called attention to the new shutters in the auditorium and said the dance floor will be sanded this weekend. Commissioner Ritchie inquired of Ms. Spickard whether she had received the list of 200 people mentioned at the last meeting as those having complaints about the Center. This list was requested by Commissioner Heard. Ms. Spickard stated she has not received any documentation from anyone. CHAIRMAN'S REPORT Chairman Van stated he would be on jury duty starting May 1, 1991, and may not be able to attend the May Meeting. ITEMS FOR NEXT AGENDA Volunteer Recognition - ideas for that party ADJOURNMENT: By proper motion, the Meeting of April 4, 1991, was adjourned at 3:00 p.m. Respectfully submitted, wv Harriett abbitt Minutes Clerk b April 8, 1991 TO: MAYOR LEWIS MAYOR PRO TEM KULCHIN COUNCILMEMBER LARSON COUNCILMEMBER NYGAARD COUNCILMEMBER STANTON FROM: Senior Commission SUMMARY REPORT OF APRIL 4,1991, COMMISSION MEETING 1. Guidelines for Facilitv Utilization The Commission voted unanimously to alter the guidelines for utilization of the Senior Center, Monday through Friday between 8 a.m. and 5 p.m. to not allow utilization of the facility by any outside, non-Senior sponsored group, with the exception of: groups providing a program/setvice to Seniors, the City, and the Carlsbad Unified School District Administration. 2. Facilitv Use Regulations Facility Use Regulations governing the after hours rental of the Senior Center were approved by the Commission, with the recommendation that all C.U.S.D. authorized activities may utilize the facility free of charge; and all groups must pay the $7 per hour fee to have Senior Center staff present during all events. 3. 1990-91 Grant Budaet Increase The Commission recommended acceptance of an increase of $2,262 to the Fiscal Year 1990-91 Area Agency on Aging Grant Budget. scrtbe C: City Manager Assistant City Manager Parks h Recreation Director March 27, 1991 TO: Senior Commission FROM: Senior Center Coordinator GUIDELINES FOR UTILIZATION 8am - 5pm MONDAY THRU FRIDAY BACKGROUND Since the opening of the Senior Center, December 1989, Staff has had several requests/inquiries by non Senior, outside groups, (schools, service clubs, etc.) desiring to utilize the Senior Center during its regular hours of operation. In September 1990, the Senior Commission developed and approved "Guidelines for Utilization of the Carlsbad Senior CenterI1 , (attachment A). These llGuidelinestl addressed utilization of the facility between the hours of 8am - 5pm, Monday through Friday. In March 1991, a letter (attachment B) was received from the Carlsbad Unified School District (C.U.S.D.) Superintendent expressing some concerns with the approved ItGuidelines for Utilization". gIscussIoN On several occasions Pine School has submitted applications to utilize the Senior Center during it regular operation hours. Staff has denied these applications due to the approved llGuidelinesll, and staffs understanding that the Senior Center was to be utilized only by Seniors between the hours of 8am-5pm Monday through Friday. With the exception of the City and the School District Administration, who can use the Center during its regular hours of operation, only if they do not displace or disrupt a Senior Program. Outside groups can also use the facility once per fiscal year upon invitation, or appeal and approval by the Senior Commission. C.U.S.D. has expressedtheir concern (attachment B) that if outside groups can utilize the Senior Center during its regular hours of operation, all District activities (School assemblies, P.T.A.'s, etc.), should also be allowed to utilize the facility during those times. C.U.S.D. further explains that if the Schools were allowed to use the facility during regular hours of operation, that the District does not foresee that it would happen frequently. Pine School would most likely be the largest user, as they do not have a room inwhich they can hold assemblies. C.U.S.D. has indicated that the students could enter the auditorium through the side doors off the parking lot. -2- GUIDELINES FOR SENIOR CENTER UTILIZATION C.U.S.D. has also expressed that were the Senior Commission to change these ltGuidelinestl to exclude utilization by outside groups (except for the City and C.U.S.D. Administration) during the regular hours of operation, the District could support that action. Should the Commission decide to not allow outside activities in the building during the regular hours of operation, some special consideration may need to be discussed regarding the provision of classes by Mira Costa College. Staff recommends that the Senior Commission review the approved "Guidelines for Utilizationt1, and consider making appropriate changes considering the concerns expressed by C.U.S.D. With the exception of wear and tear on equipment, and possible increased staff time for set up, clean up, and break down of the room, the changes proposed by C.U.S.D. would not financially impact the City. ALTERNATIVES Change the 1tGuidelinest8 to allow for only Senior activities/groups sponsored by the Senior Center (with the exception of the City and C.U.S.D. Administration) to utilize the facility during it's regular hours of operation. OR Alter the ttGuidelineslt as approved 9/6/90, allowing all School entities to utilize the facility during its regular hours of operation, as long as no Senior program is displaced or interrupted. CONCLUSION The Carlsbad Unified School District is very sensitive to the fact that the major users of the facility should be Senior Citizens. However, they believe that if outside groups are to be allowed to utilize the Center during its regular hours of operation, that all School entities should be given the same opportunity. SUSAN SCHULTZ SPICi&RD -3- Guidelines for Utilization attachments: A. Guidelines for Utilization of the Carlsbad Senior Center B. Letter from C.U.S.D. dated 3/6/91 ATTACHMENT A GUIDELINES FOR UTILIZATION OF THE CARLSBAD SENIOR CENTER The Carlsbad Senior Center operates Monday through Friday from 8 a.m. - 5 p.m. for the primary purpose of programming services and activities for Seniors (persons 55 years of age and over). All activities taking place during those hours (M-F 8-5) must be planned and offered by the Carlsbad Senior Center. sbad and the Carlsbad Unified School District may use the facility at any time for a ty as long as a Senior program sponsored by the Center is not interrupted or displaced. Non-City sponsored Senior groups (hearing impaired, AARP Chapter activities, etc.) may be considered to utilize the Center once per fiscal year during the Center's regular hours of operation. The group must be nonprofit and complete and submit to the Senior Center a Facility Use Application. The activity must be open to all Seniors. The activity cannot displace or interrupt any program offered by the Senior Center. If an application is denied, the decision may be appealed in writing to the Senior Center Coordinator. The next option if the applicant is not satisfied, is to appeal to the Parks and Recreation Director, and then to the Senior Commission. The final appeal may be made to the City Council. Passed and approved by the Carlsbad Senior Commission September 6, 1990 ATTACHMEN~T' B .- c *. fqjy- c s A@ Carlsbad Unified School Diitrict .- . 3L "All Students Can Learn" 801 Pine Avenue. Carlsbad. California 92008-2439 (619) 729-9291 FAX# (619) 729-9685 I I ROXRD OF TRLSTEES J. EDWARD SWlTZER JR. Prcxident JOE AVGEL Vice Resident MARK D. PACKARD Clerk JAMES MWORWCK Membcr SHARON FAITHFUL Member DISTRICT ADMISISTRATIOS THOMAS K. BRIERLEY, Ed.D. Supenntendent SUSAX-HARL'MI BENTLEY, EdX Assistant Supcnntendent lwtruchonal SeMces JOHN H. BLAIR .bsistant Supenntendent Dusiness Semces GERALD C. TARlsIAN .histant Supenntendent Personnel S~WICM CHERYL ERNST Director Elementary Education DEM'AYNE L. FEASEL Manager Faalitieshfaintenance/ Operations March 6, 1991 Frank Mannen City of Carlsbad - 1200 Elm Avenue Carlsbad, CA 92008 Dear Frank: We have further reviewed the regulations for the use of the auditorium at the Senior Citizens/School District Office complex. We would, therefore, request the following: In the list which prioritizes the groups to use the facility, the school district should be moved from the "d" category to the "b" category giving it higher priority usage. If the seniors allow outside groups to use the auditorium, other entities of the school district should have the ri'ght to use it as well. The "administration's" use would remain as it is currently. The Coordinator of the Senior Center should be allowed to authorize the use of the auditorium on a first-come, first-serve basis. If a scheduling dispute arises, the dispute could then be appealed to the Commi ssi on. It was reaffirmed that the major users of the facility are the senior citizens and that there is no attempt by any of the above requests to minimize that importance, nor to mix students in the activities of the center itself. If students were to use the auditorium, they would enter and exit through the parking lot door, not the main doors in the senior center. Thank you for your assistance. Si ncerel y , Ll Thomas K. Brierley, Ed.D. District Superintendent cs -- Distinguished School Board Award 1984, United States Department of Education March 27, 1991 TO: Senior Commission I FROM: Senior Center Coordinator FACILITY USE REGULATIONS AND FEES BACKGROUND The Senior Center has been available for after hours rental since January 1990. Fees presently charged for rental of the Senior Center are the same as those utilized by the Parks and Recreation Department for the rental of other City facilities. During 1990 staff completed a study and made recommendations as to the fees that should be charged for the rental of a facility of this nature. At the completion of the study, and after Senior Commission review (11-1-90), the proposed Facility Use Regulations and Fees (attachment A) were sent forward in the form of an Agenda Bill for City Council approval. At that time, staff recommended that the Carlsbad Unified School District (C.U.S.D.) have an opportunity to review and comment on the proposed regulations. In a letter dated March 6, 1991, (attachment B, #l), C.U.S.D. has outlined their concern relating to the proposed Facility Use Regulations and Fees. Presently the Regulations propose that C.U.S.D. activities, except for Administration activities, be under classification rrDrr (attachment A, pg.5). This would require such groups to pay a fee of up to $40/hr. The District is requesting that a District activities, (i.e. Sports groups, P.T.A.'s, etc.) be allowed to utilize the Senior Center at no charge. Staff recommends that the Senior Commission review the proposed Facility Use Regulations and Fees, and consider recommending the changes as proposed by C.U.S.D. The changes recommended by C.U.S.D. would not financially impact the City. C.U.S.D. Administration presently signs and authorizes all school activities held at the Senior Center. Therefore no C.U.S.D. Administration authorized activities are charged for use. - -2- FACILITY USE REGULATIONS AND FEES The only possible additional costs would be utilities, the wear and tear on equipment, and/or some additional staff time to set a room up for increased utilization for C.U.S.D. activities. We do not staff C.U.S.D. activities. facility while they are utilizing it. They are responsible for the Change the after hours rental Facility Use Regulations and Fees to allow for all C.U.S.D. activities, including P.T.A.'s and etc., to utilize the facility at no charge. OR Continue with the Facility Use Regulations and Fees as previously proposed. Whereby, all Carlsbad Unified School District functions, except Administration, would be charged for utilization of the Senior Center. CONCLUSION The Carlsbad Unified School District feels very strongly about utilization of the Senior Center. However, they feel that as part owners of this facility, that & C.U.S.D. activities should utilize the facility at no charge and have the same priority consideration as City activities. attachments: A. Facility Use Regulations B. Letter from C.U.S.D. dated 3/6/91 ATTACHMENT A .- 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. 2. 3. 4. 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 (1 0) working days in advance of the date requested. Advanced scheduling may be accepted one (1) year prior for larger special events. The Senior Center auditorium, dining room and kitchen are available for rental after 300 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 :00 p.m. 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). 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. e. f. Application submitted less than ten (10) days in advance. Non-payment of fees before due date. Higher priority activity takes precedence. 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. (except for Carlsbad Unified School District Board meetings held twice per month and Administrative Office functions on an as needed basis) will be scheduled at the Senior Center. 5. 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 ($1 0) processing fee will be charged and a refund, if applicable, will be mailed to the applicant. 6. 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." 7. 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. P 8. 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. 9. 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. 10. 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 the required deposit upon notice of cancellation. Cost incurred for additional requirements shall be the responsibility of the applicant. 2 RULES GOVERNING FACILITY USE - 1. 2. 3. 4. 5. An employee of the Parks & Recreation Department shall be present during all hours of use. Clean-u p/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 Facilitv ReDort. 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.) I Removal of all equipment, supplies, personal articles, displays, decorations, etc., immediately following cleanup. 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 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. 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. 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. 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 wetfare 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. b. Groups selling alcohol must obtain "Daily On-sale General License" from the Alcohol Beverage Control Board. 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. 15. The use of confetti, birdseed, rice, etc. (for throwing) is prohibited. Also, the use of hay and straw will not be allowed. 4 16. 17. The use of candles is prohibited. SMOKING IS NOT PERMllTED 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 "A" first, classification "B" second, etc. The City attempts to accommodate all groups; however, there is a limited number of facilities. Unfortunately, the demand exceeds the supply. For that reason, a priority system for use had to be established. A. Carlsbad Senior Center activities. B. Parks and Recreation activities: Co-sponsored activities; other City departments; - . Carlsbad Unwed School Dktrict. Examples: C.U.S.D. Board of Trustees Meetings, Carlsbad School assemblies, Friends of the Library, Carlsbad Commission Meetings, C.U.S.D. Board of Trustees Meetings. C. 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 tittle League, Carlsbad Boy Scouts. D. Carlsbad resident not-for-profit. Civic and social organizations (paid management) ; Carlsbad educational institutions. Examples: Carlsbad Boy's and Girl's Club, E. 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, profit 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 "B" 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 "2" above. 6 FACILIN 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 Auditorium Non-Refundable Use Fee $40 Dining Room -. Non-Refundable Use Fee $40 Kitchen (Warming) (Full service/preparation) N/C N/C 30 40 50 65 80 N/C N/C 30 40 50 65 80 N/C N/C 5 10 15 20 25 N/C N/C 15 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 - ATTACHMENT B QJ -37 1 'fi, 7 ., . 4% Carlsbad Unified School D&trict --. A 3 3 801 I'inc Avenue. CarlAid. C'ahfornia 92008-2439 (619) 729-9291 FAX# (619) 729-9685 -' "All Students Can Learn" J. EDWARD SWlTZER JR. President JOE ANGEL Vice Resident MARK D. PACKARD Clerk JAMES MCCORMICK Membcr SHARON FAITHFUL Member DISTRICT ADY ISISTRATIOS THOMAS K. BRIERLEY. W.D. Supenntcndent SUSAN-HARL'MI BENTLEY. Ed.D Assistant Supenntendent Iwtruchunal Semces JOHN H. BLUR .' - tant Supenntendent . ess Semces GERALD C. TARMAN Assistant Superintendent Personnel Servlces CHERYL ERNST Director Elementary Education DEWAYNE L. FEASEL Manager FaalitiesNaintenancd Operations March 67 1991 Frank Mannen City of Carlsbad 1200 Elm Avenue Carlsbad, CA 92008 Dear Frank: We have further reviewed the regulations for the use of the auditorium at the Senior Citizens/School District Office complex. We would, therefore, request the following: In the list which prioritizes the groups to use the facility, the school district should be moved from the "d" category to the "b" category giving it higher priority usage. If the seniors allow outside groups to use the auditorium, other entities of the school district should have the ri'ght to use it as well. The "administration's" use would remain as it is current1 y . The Coordinator of the Senior Center should be allowed to authorize the use of the auditorium on a first-come, first-serve basis. If a scheduling dispute arises, the dispute could then be appealed to the Commission. It was reaffirmed that the major users of the facility are the senior citizens and that there is no attempt by any of the above requests to minimize that importance, nor to mix students in the activities of the center itself. If students were to use the auditorium, they would enter and exit through the parking lot door, not the main doors in the senior center. Thank you for your assistance. Sincerely, L/ Thomas K. Brierley, Ed.D. District Superintendent cs Distinguished School Board Award 1984, United States Department of Education