HomeMy WebLinkAbout2003-06-24; City Council; Resolution 2003-1731
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RESOLUTION NO. 2003-173
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, APPROVING THE REVISION OF COUNCIL POILCY
#28, THE RECREATION DEPARTMENT FACILITY USE
REGULATIONS
WHEREAS, the City of Carlsbad has determined it necessary and in the public interest to provide
Facility Use Regulations, which govern the rules and regulations pertaining to the use of the City’s public
recreation facilities, and
WHEREAS, the City’s public Recreation Facilities Use Regulations, Council Policy #28, was last
amended and approved by City Council in 2002, and
WHEREAS, the Recreation Department proposes changes to Council Policy #28 in order to
incorporate Carrillo Ranch Park into the current rules and regulations and
WHEREAS, on May 19, 2003, staff presented the amended Facility Use Regulations to the
Carlsbad Parks and Recreation Commission, and
WHEREAS, the Carlsbad Parks and Recreation Commission unanimously endorsed the
amendments of Council Policy #28 and recommended approval by the City Council
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. Council Policy #28, the Recreation Department Facility Use Regulations, is hereby approved as
amended and the Mayor and City Clerk are authorized and directed to execute said policy.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held
on the 24th day of
AYES: Council Members Lewis, Kulchin, Hall, Packard
JUNE , 2003 by the following vote, to wit:
NOES: None
ABSENT: Council Member Finnila
ATTEST
LORRAINE M. WaD, City Clerk‘
(SEAL)
3
CITY OF CARLSBAD Page 1 of9
Policy No. 28
COUNCIL POLICY STATEMENT Date Issued June 24. 2003
Effective Date June 24. 2003
Supersedes No.28 Dated 7/23/02
General Subject: Administration Cancellation Date
Specific Subject: Facility Use Regulations
Copies to: City Council, City Manager, City Attorney, Department and Division Heads,
Employee Bulletin Boards, Press, File
BACKGROUND:
In order to improve the Facilities Services information to the public, the Facility Use Regulation
Procedures have been updated.
PURPOSE:
To revise an established policy for the use of &ding Center, Stagecoach and Calavera Parks and
Community Centers, Carlsbad Swim Complex, and other Parks and Recreation facilities, to now
include Carrillo Ranch Park.
POLICY:
There is a high demand for use of City Parks and Recreation facilities. Park and Recreation facilities
are available for a wide variety of uses. The following rules and procedures have been established to
provide guidelines for the use of such facilities. The Recreation Department will be responsible for the
administration of this policy. Facility Use Requests should be submitted to the Recreation Department
on a form available from that department.
Applications for use of City facilities may be submitted in person or mailed to the Harding Community
Center, 3096 Harding Street; Stagecoach Community Center, 3420 Camino de 10s Coches; Calavera
Hills Community Center, 2997 Glasgow; Carrillo Ranch, 6200 Flying LC Lane; or Carlsbad Swim
Complex, 3401 Monroe Street. Applications will be processed in the order received.
Applications will be reviewed, use will be categorized and fees, if any, set by the Recreation Area
Manager. Please refer to the following pages for Application Procedures, Insurance Requirements,
Facility, Park, Athletic Field Rules, Classifications and Fee Schedule.
APPLICATION PROCEDURES AND POLICIES
1. Applications will be accepted for specific dates and times. Time requested must include all set-up
and clean-up time. Applications should be submitted no later than fourteen (14) working days in
advance of the date requested. If an application for facility use has been submitted less than 14
working days in advance, applications may be reviewed and accommodated subject to facility
availability. Upon review of the application, Recreation staff will determine if a Certificate of Liability
Insurance will be required for the activity. Applications to use Carrillo Ranch facilities must be
submitted 30 days in advance. Applications to use Swim Complex lanes for more than one day a
month may be submitted up to 45 days in advance. A “Requested Lane Use” form must also be
EXHIBIT 2 included.
CITY OF CARLSBAD Page 2 of 9
Policy No. 28
COUNCIL, POLICY STATEMENT Date Issued June 24. 2003
Effective Date June 24. 2003
Supersedes No.28 Dated 7/23/02
General Subject: Administration Cancellation Date
Specific Subject: Facility Use Regulations
Copies to: City Council, City Manager, City Attorney, Department and Division Heads,
Employee Bulletin Boards, Press, File
Facility and Park reservations are accepted for the current calendar year. Reservations for the
upcoming year will be accepted fiom resident private parties and non-profit organizationsfbusinesses
starting November 1" of the year prior to their requested dates. Non-resident private parties and
resident organizationsfbusinesses may submit reservations as of December 1'' of the prior year.
2. Community Centers regular hours of operation are Monday through Friday, 8:OO a.m. to 1O:OO
p.m., Saturdays, 8:OO a.m. - 5:OO p.m. and Sundays, 8:OO a.m. - 4:OO p.m. On Friday and Saturday
nights, programs must end by 1 :00 a.m., with a departure time no later than 200 a.m.
Safety Center conference room regular hours of operation for the Palowksi, Fox and EOC meeting
rooms are Monday through Friday 2:OO pm to 1O:OO pm, Saturdays 8:OO am to 5:OO pm. The EOC
room is also available Monday through Friday 8:OO am to 2:OO pm. In the event of a major
emergency occurring within the city, the meeting rooms may be used by City officials. Groups
scheduled to use the rooms will be preempted during that time. An appropriate rehnd of room
reservation fees collected, or rescheduling of the canceled meeting will be arranged. Recreation
Department personnel will process applications no more than thirty (30) days in advance. Police,
Fire, and other City Departments will have first priority to use the conference rooms.
Carrillo Ranch regular hours of operation are:
SUMMER HOURS: Tuesday - Saturday, 9:OO a.m. - 6:OO p.m.; Sundays, 11 :00 a.m. - 6:OO p.m.
FALL/SPRlNG/WINTER: Tuesday - Saturday, 9:00 a.m. - 5:OO p.m.; Sundays, 11:OO a.m. - 5:OO p.m.
Swim Complex regular hours of operation are Monday through Friday 6 a.m. to 7:30 p.m., Saturdays
8 a.m. to 4 p.m., and Sundays 12 noon to 4 p.m.
Additional fees will be charged for use of a facility after regular hours of operation.
3. 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.
4. Planned activities may require a Special Event Permit be submitted to the Carlsbad Police
Department. Events that have an expected attendance exceeding 1,000 and/or require modification to
street, parking lot or sidewalk traffic flow are required to file a permit. Permit submittals are due no
less than 60 days prior to the event. The City Special Events Committee reviews permit requests and
may set specific conditions or restrictions for the event.
5
CITY OF CARLSBAD Page 3 of 9
Policy No. 28
COUNCIL POLICY STATEMENT Date Issued June 24, 2003
Effective Date June 24,2003
Supersedes N0.28 Dated 7/23/02
General Subject: Administration Cancellation Date
Specific Subject: Facility Use Regulations
Copies to: City Council, City Manager, City Attorney, Department and Division Heads,
Employee Bulletin Boards, Press, File
~~~~ 5. The Department may refhe or cancel any application. Written notices of rehsal or cancellation,
with appropriate explanation, will be given by the Department. Applications for use may be denied
for the following reasons:
a. Unsatisfactory prior use
b. Hazardous condition exists
c.
d.
e.
E
Application submitted less than fourteen (14) days in advance.
Non-payment of fees before due date
Higher priority activity taking place
Groups that do not give proper cancellation notice
If an application is denied, the decision may be appealed in writing to the Recreation Supervisor. The
next option, if the applicant is not satisfied, is to appeal it to the Recreation Director, then to the
Parks & Recreation Commission. The final appeal can be made to the City Council.
The Department reserves the right to limit the number of daily, weekly, or monthly uses by any one
group or organization so that the entire community may make use of the limited facilities available.
6. In the event of a change of plan by applicant, notice of cancellation must be given to the
Department 30 days before the date of intended use (for pool rental cancellation, notice must be given
10 working days in advance) in order to avoid financial obligation for charges involved. A twenty-
five dollar ($25) processing fee will be charged and a rehnd, if applicable, will be mailed to the
applicant. Picnic reservations that are rained out may be rescheduled or rehnded with no processing
charge.
7. All fees must be paid at the facility being reserved. Checks or money orders are to be made payable
to the “CITY OF CARLSBAD”.
8. A signed copy of your application by the Recreation Supervisor is your confirmation of the
requested date. Any preparation for an event prior to approval is solely at the applicant’s risk.
9. The Recreation Supervisor may impose additional requirements on the applicant as a condition of
approval. These additional requirements may include, but are not limited to, additional security,
increased cleaning/damage deposit, City staff or insurance. Any financial obligations incurred by the
City to accommodate the applicant will be deducted from the required deposit upon notice of
cancellation. Cost incurred for additional requirements shall be the responsibility of the applicant.
CITY OF CARLSBAD Page 4 of 9
Policy No. 28
COUNCL POLICY STATEMENT Date Issued June 24. 2003
Effective Date June 24, 2003
Supersedes No.28 Dated 7/23/02
General Subject: Administration Cancellation Date
Specific Subject: Facility Use Regulations
Copies to: City Council, City Manager, City Attorney, Department and Division Heads,
Employee Bulletin Boards, Press, File
10. All groups must be under the direction of their own leadership. There must be at least one adult
present and responsible for each twenty minors and an adult must be present at all times. At the Swim
Complex, there must be at least one adult present and responsible for each twenty minors on deck.
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.
11. No activity will be permitted which is in violation of local, state or federal statutes, Applicants
must adhere to all City policies and fire codes during their use of the facility.
12. Groups are responsible for controlling noise that could be disturbing to other activities or the
surrounding neighborhood. Cancellation of the event may occur if the noise level is not controlled.
13. Groups having live musical entertainment or serving alcoholic beverages must abide by the
following additional security requirements:
a. Groups selling alcohol must obtain “Daily On-sale General License” from the Alcohol
Beverage Control Board.
b. Guard service will be arranged by the Department but paid by the applicant. Guards will act as
security forces and not as I.D. checkers. Additional guards may be assigned by the Recreation
Supervisors, if deemed necessary.
14. The Recreation Department reserves the right to full access for all activities in order to ensure that
all rules and regulations are being observed, and may terminate the activity for the safety and welfare
of the citizens or City property.
15. Approval for use will not be granted to persons under eighteen (1 8) years of age. When serving
alcohol the applicant must be twenty-one (21) years of age.
16. Organization membership rosters may be used to assist in determining the appropriate classification
category for the use of meeting rooms, picnic areas, athletic fields, and Swim Complex. Once the
determination has been made and approved by the Recreation Director, the determination is final and
the membership rosters will be returned to the organization.
17. All rentals will be charged for total hours used, including set-up and clean-up time.
INSURANCE REQUIREMENTS
The City of Carlsbad is not liable for accidents, injuries, or loss of individual property in connection
with any of its facilities. Depending upon the risk factor, the City may require liability insurance in an
CITY OF CARLSBAD Page 5 of 9
Policy No. 28
COUNCIL POLICY STATEMENT Date Issued June 24. 2003
Effective Date June 24,2003
Supersedes No.28 Dated 7/23/02
General Subject: Administration Cancellation Date
Specific Subject: Facility Use Regulations
Copies to: City Council, City Manager, City Attorney, Department and Division Heads,
Employee Bulletin Boards, Press, File
amount up to $5,000,000. Liability insurance is subject to approval by the Risk Manager and must
include, without limitations, the following parameters: name the City of Carlsbad, its officers,
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. 91-403. Applicants can also obtain
special event liability insurance through- Diversified Risk Insurance Brokers. Athletic activities will
require athletic participant coverage. If alcohol is served at an event, liquor liability coverage must be
obtained.
FACILITY/SWIM COMPLEX PROCEDURES AND POLICIES
1. A $200 rehndable cleaning/damage deposit must be made upon application approval, with the
exception of the Carrillo Ranch facility, a $500 rekndable deposit is required. The remainder of the fee
is due 30 days before scheduled use. Groups using facilities on a weekly, semi-monthly or monthly
schedule must pay on or before the first meeting of the month. For the Swim Complex, full payment
must be made for all requested lane use, lifeguard fees, and utility fees, at least 10 working days in
advance.
2. An employee of the Recreation Department shall be present during all hours of use. Rules and
requests made by Recreation staff must be complied with at all times.
3. Applicants that have been approved by the Department may be issued a key for off-site locations.
The Applicant is then responsible to secure the facility when leaving.
4. Clean-upRefunds
a. On the day of the event, the patron must initially inspect the premises with a staff person and
fill out a Condition of Facility Report. This report is a checklist that identifies any facility
conditions which need to be addressed before the facility is used. It also helps insure the facility
is returned to the same condition it was in before the use occurred.
b. Groups are responsible for the following clean up at the end of their event:
Cleaning of all equipment used
Cleaning of any counter areas used
Cleaning and wiping of all tabletops used
Cleaning of any floor or carpet areas soiled or dampened
Cleaning of the kitchen and all amenities used (Le. refigerator, stove, oven, sink, etc.)
Putting all trash in proper receptacles
Removal of all equipment supplies, personal articles, displays, etc., immediately follow ..lg
clean up.
CITY OF CARLSBAD Page 6 of9
Policy No. 28
COUNCIL POLICY STATEMENT Date Issued June 24, 2003
Effective Date June 24. 2003
Supersedes No28 Dated 7/23/02
General Subject: Administration Cancellation Date
Specific Subject: Facility Use Regulations
Copies to: City Council, City Manager, City Attorney, Department and Division Heads,
Employee Bulletin Boards, Press, File
c. At the end of the rental and clean-up period, the patron will inspect the premises with a staff
person and complete the Condition of Facility Report.
d. Ea group fails to sufficiently clean up after its activity, the total deposit may be forfeited. If the
facility is leR in a satisfactory condition, a rehnd will be issued approximately three to four
weeks after the date of the facility use.
5. Recreation Department equipment is available for use in the City’s facilities, but may not be
removed to any other location without proper written authorization by the Recreation Supervisor.
6. No duct, masking, or electrical tape, nails, staples, etc. are permitted on the walls of any facility.
7. Alcoholic beverages shall not be purchased or brought into the building by other than the person
responsible for the activity or a licensed caterer. Alcoholic beverages are not to be consumed outside
the building. If minors appear to be in possession of alcoholic beverages, or if participants appear to be
in possession of illegal drugs, the activity will be terminated immediately. In addition, any suspected
unlawful activity will be reported to the Police Department.
8. Stagecoach and Calavera Community CentedGymnasiums:
a. Gymnasium usage will not be granted when other City facilities are deemed more suitable for
b. No food, beverages, or hard sole shoes allowed.
c. Floor cover to be in place for all events other than sports.
9. Scout groups in Carlsbad have first priority for use of the Scout House, at no charge. The facility
will be available for use by other groups when not in use by the Scouts. The Scout troops must submit
a “Facility Use Application” with the Department. This form will be good from September through
June. If summer use is needed, a separate application must be submitted.
10. SMOKING IS NOT PERMITTED IN ANY CITY FACILITY.
PARK PROCEDURES AND POLICIES
1. Designated group picnic areas can be reserved by individuals, organizations or businesses. Areas
not reserved will be available for public use on a first-come, first-served basis. Hourly fees charged will
be based on group size, classification category and amount of time requested.
requested usage.
CITY OF CARLSBAD Page 7 of 9
Policy No. 28
COUNCIL POLICY STATEMENT Date Issued June 24. 2003
Effective Date June 24. 2003
Supersedes N0.28 Dated 7/23/02
General Subject: Administration Cancellation Date
Specific Subject: Facility Use Regulations
Copies to: City Council, City Manager, City Attorney, Department and Division Heads,
EmDlovee Bulletin Boards. Press. File
2. Liability insurance or security guards may be necessary depending on: a) risk factor level, b)
serving of alcohol, and c) nature of use, such as music, dancing, inflatable party jump.
3. No vehicles are permitted on turfed areas.
4. Car Shows:
It is the policy of the Parks and Recreation Commission that Car Shows are not allowed on any
park turf area, however, shows will be allowed in authorized parking spaces at the park as
designated by Parks and Recreation staff. Any appeals will be reviewed on a case-by-case basis.
ATHLETIC FIELD PROCEDURES AND POLICIES
1. The City of Carlsbad is an “A” classification and therefore has first priority in reserving use of ball
fields.
2. Community sports organizations that qualifj. 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 submit field use requests ninety (90) days
prior to the field allocation meeting. A minimum of 150 participants is required to constitute a league.
Recreation staff will determine field allocations if league representatives are unable to reach an
agreement.
Thirty (30) 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 .
BasebalVsoRball organizations have priority in the spring season, January 15 - July 15, and
Soccer/Pop Warner football in the fall, July 16 - January 14.
3. All resident sports organizations are required to submit their membership rosters prior to each
season in order to prove residency status. Recreation staff uses the previous year’s final 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 determined. Once the classification
determination has been made by staff and approved by the Recreation Director, the decision is final.
4. If a current “B” classification organization does not meet the 70% residency requirement, the group
will be given a lower category status and charged fees for ball field use.
CITY OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: Administration
Page 8 of 9
Policy No. 28
Date Issued June 24, 2003
Effective Date June 24. 2003
Cancellation Date
Supersedes No28 Dated 7/23/02
Specific Subject: Facility Use Regulations
Copies to: City Council, City Manager, City Attorney, Department and Division Heads,
Employee Bulletin Boards, Press, File
5. A list of proposed activities for special events such as opening day, must be submitted to the
appropriate park supervisor ninety (90) days prior to the event. It may be determined that a City
Special Event permit is required.
6. Approved proof of liability insurance naming the City and/or any school district as additional
insured is required prior to usage of athletic fields. Original certificates of insurance are necessary.
7. Requests to use a snack bar facility need to be submitted at the 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.
8. A $5 fee will be assessed 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.
ATHLETIC CAMPWCLINICS PROCEDURES
1. A “Facility Use Application” is required for any proposed camp or clinic. Applications for field use
in the summer months will be accepted from December 1 st through December 3 1st. The summer
months include June 15th through August 31st.’ During summer months, fields may be reserved from
8 am to 3:30 pm, Monday through Friday. Final allocations are contingent on appropriate insurance
being approved by Risk Manager and fees being paid.
2. Winter, Spring and Fall camps or clinics, applications will be accepted six (6) months in advance.
3. Recreation staff will review requests and determine field allocations. If scheduling conflicts occur,
staff will contact organizations involved to work out a solution.
4. Field allocations are not official until “Facility Use Applications” have been approved by the Risk
Manager and Recreation Supervisor.
CITY OF CARLSBAD Page 9G4 - Policy No. 28
COUNCIL POLICY STATEMENT Date Issued June 24, 2003
Effective Date June 24, 2003
Supersedes No.28 Dated 7/23/02
General Subject: Administration Cancellation Date
Specific Subject :
Copies to:
Facility Use Regulations
City Council, City Manager, City Attorney, Department and Division Heads,
Employee Bulletin Boards, Press, File
CARRILLO RANCH APPLICATION PROCEDURES AND POLICIES
1. Please remember that the Carrillo Ranch is a historic site and must be respected for its preservation.
2. If event is canceled at least 60 days prior to use, a $50 fee will be charged. If cancellation is made
less than 60 days prior to use, the City of Carlsbad will retain the entire deposit.
3. 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.
4. 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.
5. Spike-heeled shoes are not recommended at the Ranch due to uneven surfaces of the historic site.
6. Rice, birdseed, confetti or anything of this nature is not allowed.
7. Children must be under adult supervision at all times.
CITY OF CARLSBAD
RECREATION DEPARTMENT
FACILITY USE REGULATIONS
Applications for use of City fhcilities may be submitted in person or mailed to the Harding Community Center,
3096 Harding Street; Stagecoach Community Center, 3420 Camino de 10s Coches; Calavera Hills Community
Center, 2997 Glasgow; Carrillo Ranch, 6200 Flying LC Lane; or Carlsbad Swim Complex, 3401 Monroe Street.
Applications will be processed in the order received.
Applications will be reviewed; use will be categorized and fees, if any, set by the Recreation Supervisor. Please
refer to the following pages for Application Procedures, Insurance Requirements, Facility, Park, Athletic Field
Rules, Classifications and Fee Schedule.
APPLICATION PROCEDURES AND POLICIES
1. Applications will be accepted for specific dates and times. Time requested must include all set-up and clean-
up time. Applications should be submitted no later than fourteen (14) worlung days in advance of the date
requested. If an application for hility use has been submitted less than 14 working days in advance,
applications may be reviewed and accommodated subject to fhcility availability. Upon review of the
application, Recreation staff will determine if a Certificate of Liability Insurance will be required for the
activity. Applications to use Carrillo Ranch facilities must be submitted 30 days in advauce. Applications to
use Swim Complex lanes for more than one day a month may be submitted up to 45 days in advance. A
“Requested Lane Use” form must also be included.
Facility and Park reservations are accepted for the current calendar year. Reservations for the upcoming year
will be accepted from resident private parties and non-profit organizationshusinesses starting November 1‘
of the year prior to their requested dates. Non-resident private parties and resident organizationshusinesses
may submit reservations as of December 1“ of the prior year.
2. Community Centers regular hours of operation are Monday through Friday, 8:OO a.m. to 1O:OO p.m.,
Saturdays, 8:OO a.m. - 500 p.m. and Sundays, 8:OO a.m. - 4:OO p.m- On Friday and Saturday nights,
programs must end by 1:00 a.m., with a departure time no later than 2:OO a.m.
Safety Center conference room regular hours of operation for the Palowksi, Fox and EOC meeting rooms are
Monday through Friday 2:OO pm to 1O:OO pm, Saturdays 8:OO am to 5:OO pm. The EOC room is also
available Monday through Friday 8:OO am to 2:OO pm. In the event of a major emergency occurring within
the city, the meeting rooms may be used by City officials. Groups scheduled to use the rooms will be
preempted during that time. An appropriate refund of room reservation fees collected, or rescheduling of the
canceled meeting will be arranged. Recreation Department personnel will process applications no more than
thirty (30) days in advance. Police, Fire, and other City Departments will have first priority to use the
conference rooms.
Carrillo Ranch regular hours of operation are: SUMMER HOURS: Tuesday - Saturday, 9:OO a.m. - 6:OO p.m.; Sundays, 11:OO a.m. - 6:OO p.m.
FALL/SPRING/WINTER: Tuesday - Saturday, 9:OO a.m. - 5:OO p-m.; Sundays, 1l:OO a.m. - 5:OO p.m.
Swim Complex regular hours of operation are Monday through Friday 6 a.m. to 7:30 p.m., Saturdays 8 a.m.
to 4 p.m., and Sundays 12 noon to 4 p.m.
Additional fees will be charged for use of a facility der regular hours of operation.
EXHIBIT 3
3.
4.
5.
6.
7.
8.
9.
10.
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.
Planned activities may require a Special Event Permit be submitted to the Carlsbad Police Department.
Events that have an expected attendance exceeding 1,000 andor require modification to street, parking lot or
sidewalk traffic flow are required to file a permit. Permit submittals are due no less than 60 days prior to the
event. The City Special Events Committee reviews permit requests and may set specitic conditions or
restrictions for the event.
The Department may refuse or cancel any application. Written notices of refusal or cancellation, with
appropriate explanation, will be given by the Department. Applications for use may be denied for the
following reasons:
a. Unsatisfactory prior use
b. Hazardous condition exists
c.
d.
e.
f.
Application submitted less than fourteen (14) days in advance.
Non-payment of fees before due date
Higher priority activity taking place
Groups that do not give proper cancellation notice
If an application is denied, the decision may be appealed in writing to the Recreation Supervisor. The next
option, if the applicant is not satisfied, is to appeal it to the Recreation Director, then to the Parks &
Recreation Commission. The final appeal can be made to the City Council.
The Department reserves the right to limit the number of daily, weekly, or monthly uses by any one group or
organization so that the entire community may make use of the lim~ted facilities available.
In the event of a change of plan by applicant, notice of cancellation must be given to the Department 30 days
before the date of intended use (for pool rental cancellation, notice must be given 10 working days in
advance) in order to avoid financial obligation for charges involved. A twenty-five dollar ($25) processing
fee will be charged and a refiind, if applicable, will be mailed to the applicant. Picnic reservations that are
rained out may be rescheduled or rehded with no processing charge.
All fees must be paid at the facility being reserved. Checks or money orders are to be made payable to the
“CITY OF CAFUSBAD”.
A signed copy of your application by the Recreation Supervisor is your confirmation of the requested date.
Any preparation for an event prior to approval is solely at the applicant’s risk.
The Recreation Supervisor may impose additional requirements on the applicant as a condition of approval.
These additional requirements may include, but are not limited to, additional security, increased
cleaning/damage deposit, City staff or insurance. Any financial obligations incurred by the City to
accommodate the applicant will be deducted from the required deposit upon notice of cancellation. Cost
incurred for additional requirements shall be the responsibility of the applicant.
All groups must be under the direction of their own leadership. There must be at least one adult present and
responsible for each twenty minors and an adult must be present at all times. At the Swim Complex, there
must be at least one adult present and responsible for each twenty minors on deck. For every eight children
(age eight or under) in the pool, there must be one adult in the pool. Exceptions may be made by the Aquatic
Supervisor with prior approval.
2
11.
12.
13.
14.
15.
16.
16.
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.
Groups are responsible for controlling noise that could be disturbing to other activities or the surroundmg
neighborhood. Cancellation of the event may occur if the noise level is not controlled.
Groups having live musical entertainment or serving alcoholic beverages must abide by the following
additional security requirements:
a. Groups selltng alcohol must obtain “Daily On-sale General License” from the Alcohol Beverage
Control Board.
b. Guard service will be arranged by the Department but paid by the applicant. Guards will act as
security forces and not as I.D. checkers. Additional guards may be assigned by the Recreation
Supervisors, if deemed necessary.
The Recreation Department reserves the right to hll 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 welke of the citizens or
City property.
Approval for use will not be jpnted to persons under eighteen (1 8) years of age. When serving alcohol the
applicant must be twenty one (2 1) years of age.
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 Director, the determination is final and the membership rosters will
be returned to the organization.
All rentals will be charged for total hours used, includmg set-up and clean-up time.
INSURANCE REQUIREMENTS
The City of Carlsbad is not liable for accidents, injuries, or loss of individual property in connection with any of its
facilities. Depending upon the risk factor, the City may require liabilw insurance in an amount up to $5,000,000.
Liability insurance is subject to approval by the Risk Manager and must include, without limitations, the following
parameters: name the City of Carlsbad, its officers, 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.
9 1-403. Applicants can also obtain special event liability insurance through Diversified Risk Insurance Brokers.
Athletic activities will require athletic participant coverage. If alcohol is served at an event, liquor liability
coverage must be obtained.
FACILITY/SWIM COMPLEX PROCEDURES AND POLICIES
1. A $200 rehdable cleatung/damage deposit must be made upon application approval, with the exception of
the Carrill0 Ranch kility, a $500 rebdable deposit is required. The remainder of the fee is due 30 days
before scheduled use. Groups using facilities on a weekly, semi-monthly or mouthly schedule must pay on or
before the first meeting of the month. For the Swim Complex, full payment must be made for all requested
lane use, lifeguard fees, and utility fees, at least 10 working days in advance.
2. An employee of the Recreation Department shall be present during all hours of use. Rules and requests made
by Recreation staf€must be complied with at all times.
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Applicants that have been approved by the Department may be issued a key for off-site locations. The
Applicant is then responsible to secure the facility when leaving.
Clean-up/Rehds
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 checklist that identifies any facility conditions which
need to be addressed before the facility is used. It also helps insure the bility is returned to the same
condition it was in before the use occurred.
b. Groups are responsible for the following clean up at the end of their event:
Cleaning of all equipment used
Cleaning of any counter areas used
Cleaning and wiping of all tabletops used
Cleaning of any floor or carpet areas soiled or dampened
Cleaning of the kitchen and all amenities used (i.e. refrigerator, stove, oven, sink, etc.)
Putting all trash in proper receptacles
Removal of all equipment supplies, personal articles, displays, etc., immediately following clean up.
c. At the end of the rental and clean-up period, the patron will inspect the premises with a staff person
and complete the Condition of Facility Report.
d. If a group fails to sufficiently clean up after its activity, the total deposit may be forfeited. If the
facility is left in a satisfactory condition, a refimd will be issued approximately three to four weeks
after the date of the facility use.
Recreation Department equipment is available for use in the City’s facilities, but may not be removed to any
other location without proper written authorization by the Recreation Supervisor.
No duct, masking, or electrical tape, nails, staples, etc. are permitted on the walls of any facility.
Alcoholic beverages shall not be purchased or brought into the building by other than the person responsible
for the activity or a licensed caterer. Alcoholic beverages are not to be consumed outside the building. If
minors appear to be in possession of alcoholic beverages, or if participants appear to be in possession of
illegal drugs, the activity will be terminated immediately. In adhtion, any suspected unlawful activity will be
reported to the Police Department.
Stagecoach and Calavera Community CenterdGymnasiums:
a. Gymnasium usage will not be granted when other City facilities are deemed more suitable for requested
usage.
b. No food, beverages, or hard sole shoes allowed.
c. Floor cover to be in place for all events other than sports.
Scout groups in Carlsbad have first priority for use of the Scout House, at no charge. The facility will be
available for use by other groups when not in use by the Scouts. The Scout troops must submit a “Facility
Use Application” with the Department. This form will be good from September through June. If summer
use is needed, a separate application must be submitted.
SMOKING IS NOT PERMITTED IN ANY CITY FACILITY
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PARK PROCEDURES AND POLICIES
1. Designated group picnic areas can be reserved by individuals, organizations or businesses. Areas not
reserved will be available for public use on a first-come, first-served basis. Hourly fees charged will be
based on group size, classification category and amount of time requested.
2. Liability insurance or security guards may be necessary dependmg on: a) risk factor level, b) serving of
alcohol, and c) nature of use, such as music, dancing, inflatable party jump.
3. No vehicles are permitted on turfed areas.
4. Car Shows:
It is the policy of the Parks and Recreation Commission that Car Shows are not allowed on any park turf
area, however, shows will be allowed in authorized parking spaces at the park as designated by Parks and
Recreation staff. Any appeals will be reviewed on a case-by-case basis.
ATHLETIC FIELD PROCEDURES AND POLICIES
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The City of Carlsbad is an “A” classification and therefore has first priority in reserving use of ball fields.
Communrty sports organizations that qualitjl as a “B” classification are invited to the field allocation
meetings prior to their regular season. These meetings are held typically around OctoberAVovember and
May/June each year. New sports organizations need to submit field use requests ninety (90) days prior to
the field allocation meeting. A minimum of 150 participants is required to constitute a league. Recreation
staffwill determine field allocations if league representatives are unable to reach an agreement.
Thirty (30) days prior to ballfield allocation meetings, community sports organizations are required
to submit their projected field needs for their upcoming season. Projected field needs should include
pre-season, opening day, practices, regular season games, and proposed tournaments.
BasebalVsofiball organizations have priority in the spring season, January 15 - July 15, and
Soccerh’op Warner football in the fall, July 16 - January 14.
All resident sports organizations are required to submit their membership rosters prior to each season in
order to prove residency status. Recreation staff uses the previous year’s final 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 determined. Once the classification
determination has been made by staff and approved by the Recreation Director, the decision is final.
If a current “B” classification organization does not meet the 70% residency requirement, the group will
be given a lower category status and charged fees for ballfield use.
A list of proposed activities for special events such as opening day, must be submitted to the appropriate
park supervisor ninety (90) days prior to the event. It may be determined that a City Special Event permit
is required.
Approved proof of liability insurance naming the City andor any school district as additional insured is
required prior to usage of athletic fields. Original certificates of insurance are necessary.
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7. Requests to use a snack bar facility need to be submitted at the semi-annual ballfield meetings. If the
operation of the snack bar is subcontracted by the league to an outside business or individual, then
written permission from the league, a City of Carlsbad business license and appropriate liability
insurance is required.
8. A $5 fee will be assessed each non-resident player on teams andlor organizations in classifications “B’ and
“C” that reserve ball fields in excess of 30 calendar days per season.
ATHLETIC CAMPSKLINICS PROCEDURES
1. A “Facility Use Application” is required for any proposed camp or clinic. Applications for field use in
the summer months will be accepted from December la through December 31*. The summer months
include June 15” througb August 3 1“. During summer months, fields may be reserved from 8 am to 3:30
pm, Monday through Friday. Final allocations are contingent on appropriate insurance being approved
by Risk Manager and fees being paid.
2. Winter, Spring and Fall camps or clinics, applications will be accepted six (6) months in advance.
3. Recreation staff will review requests and determine field allocations. If scheduling conflicts OcCuT, staff
will contact organizations involved to work out a solution.
4. Field allocations are not official until “Facility Use Applications” have been approved by the Risk
Manager and Recreation Supervisor.
CARRILL0 RANCH APPLICATION PROCEDURES AND POLICIES
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Please remember that the Carrillo Ranch is a historic site and must be respected for its preservation.
If event is canceled at least 60 days prior to use, a $50 fee will be charged. If cancellation is 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.
Decorative l@ts may be gently placed on top of shrubs but not placed in trees or an any portions of the
historic adobe. Table decorations and fieestadq decorations will be allowed. Candles must be
contained within glass votives.
Spike-heeled shoes are not rmmmended at the Ranch due to uneven surhces of the historic site.
Rice, birdseed, confetti or an- of this nature is not &owed.
Children must be under adult supeMsion at all times.
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IN ORDER TO QUALIFY AS CLASSIFICATION “B” NON-PROFIT USER, THE
ORGANIZATION MUST MEET ALL OF THE FOLLOWING CRITERIA:
1. The organization must be registered as a not-for-profit corporation with the State of California; or, if not
registered with the State, must be a Carlsbad Chapter and have a constitution or by-laws that clearly state
that the objectives of the organization are of a non-profit, non-commercial nature.
2. The organization must be comprised of volunteers, and 70% of which its membership and participants must
be Carlsbad residents. Exception: Classification assignment for sports organizations utilizing athletic fields
will be based on player rosters, including player addresses, must have 70% of the players residmg in
Carlsbad to qualify for “B” classification. Verification of residency may be required.
Non-profit sports organizations requesting athletic field use are required to submit player rosters, verified for
authenticity by the league’s board of officers, which will be used to determine classification status. Player
addresses with a post office box number will not be accepted. Recreation staff will return rosters once
classification is determined. Once the classification determination has been made by staff and approved by
the Recreation Director, the decision is final.
The organization must submit the following:
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3.
If incorporated, submit State incorporation papers and by-laws; if not incorporated, submit
constitution and by-laws .
b. Financial verification of organization’s exemption fiom income tax. (Department of the Treasury form
990 or 50 1 (c)(3) determination letter may be used.)
c. A signed statement verifying item “2” above.
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