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HomeMy WebLinkAboutAGENDA REPORT 1999 0317 CC REG ITEM 10ECITY OF MOORPARK AGENDA REPORT TO: Honorable City Council q '-) _( riEm 10* E 0 mn� CITY 01- _%110 3RVI Rk, CALIFORNIA C. y Counei?, Meefing of ?�� ACTION FROM: Shelly Shellabarger, Recreation Superintendent DATE: March 11, 1999 (City Council Meeting of March 17, 1999) SUBJECT: Adopt Resolution No. 99- , Revising Rules and Regulations Governing the Use of City Facilities and Rescinding Resolution No. 94 -1067, and Adopt Resolution No. 99- Revising Use Fees For the Use of City Facilities. SUNIl4ARY As part of a periodic review of procedures and policies, staff has reviewed and developed recommendations for amending the rules and regulations governing the use of City facilities. This report outlines these recommendations. The City Council is being asked to rescind Resolution No. 94- 1067 and adopt Resolution No. 98- (Revised Rules and Regulations Governing the Use of City Facilities) and Resolution No. 99- (Revising Use Fees For the Use of City Facilities). The proposed resolutions (Attachments A and B) reflect recommended updates to the Rules and Regulations relating to the use of City facilities, group classifications and fee schedule. DISCUSSION Staff has reviewed the existing document that regulates the use of City facilities and recommends restructuring it for clarification purposes. The elements of the current document have been incorporated within this structure. Some parts of section 1 as well as sections 11, 18 and 19 were deleted as redundant or not consistent with the recommended use of facilities. These items are discussed in detail below. 000077 Facility Rules and Regulations March 17, 1999 2 Additional administrative changes include adding language that rentals are not confirmed until the application has been approved by authorized staff, clarifying the policy relative to the use of City tables, chairs and other items as well as the insertion of the requirements for security guards during rentals involving alcohol. Furthermore, the reference to the Parks and Recreation Commission's role in facility administration has been deleted to make it consistent with the newly adopted Parks and Recreation Commission duties as cited in the Municipal Code. In addition to the administrative restructuring, a number of procedural changes are recommended. * Elimination of restrictive use: Currently non - Moorpark businesses and organizations are prohibited from use of City facilities (Section 1). Commercial uses are also restricted (Section 18). staff recommends that this restriction be lifted to allow non - Moorpark businesses' commercial use. The higher fees allow the City to recapture a higher percentage of the costs related to such rentals. Staff recommends continuing the current use restriction for non - business use that currently allows rental use by Moorpark residents and residents who live within the MUSD boundaries. Reservations Window: The amended document simplifies procedures by establishing consistent reservation periods for all City facilities and provides a mechanism for handling early and late rental applications. Staff recommends implementing a $25 late fee for rentals with less than 14 (fourteen) days notice prior to the event. Group Classification Update: Staff is proposing minor changes in the classification of groups to provide better consistency between the park rental and the facility rental classifications. The most significant amendment is adding a for - profit category (Group 5) . Business rentals have been consolidated to Group 4 (Moorpark Businesses) and Group 5 (Non- Moorpark Businesses). Rental Cancellations: The current refund policy levies a fee of 100 of the rental fee for cancellations more than 30 days prior to the event. With less than 30 days notice, a 0061078 Facility Rules and Regulations March 17, 1999 3 fee of 250 of the total rental fee is levied. Staff recommends a cancellation fee of $10 for cancellations with more than 30 days notice and a fee of $25 for those providing less than 30 days notice. Set -Up Time: Currently the policy on facility set -up prior to the actual rental is unclear. The staff recommendation clarifies that renting parties may decorate prior to the event if there is no conflict, the facility is open and staff is on duty. Otherwise the party must include the decoration time in their rental time. The recommendation also changes the language describing the City's set -up policy, making it more consistent with current procedures. Non - Profit Organization Special Use: Currently, per City Council direction (as outlined in Moorpark Operating Procedure #12 adopted January 17, 1996), a once annual reduction of fees to Moorpark non - profit groups is allowed. Section 7.8 reiterates this policy. Right of Appeal: The recommendation includes language that clarifies the renting party's right to appeal a decision and amends the appeal chain of command to include the City Manager rather than the Parks and Recreation Commission. This is consistent with the City's Municipal Code as it relates to the Park and Recreation Commission's duties. Use Of Alcohol At Facilities: Currently, rentals with alcohol are only allowed at the Community Center. Rentals with alcohol require an ABC permit, additional insurance and additional security. Though alcohol is not allowed at Arroyo Vista Recreation Center, there have been instances where alcohol or controlled substances were used in the parking lot. These rentals do not provide the additional permits, security or insurance required at the Community Center. Employees are discouraged from confronting offenders, but are directed to call the sheriff's office if alcohol or drugs are seen or suspected at an AVRC rental. Additionally, staff recommends a mandatory deduction of the security deposit in the event alcohol or drugs are brought to an AVRC rental. This leverage provides staff with a tool to encourage the responsible party to notify participants 00007 Facility Rules and Regulations March 17, 1999 4 that alcohol and drugs are not welcome, and encourage compliance with City ordinances. Fee Structure: While fees for the use of facilities have not been significantly raised (with the exception of large group activities), staff recommends restructuring the fee schedule for continuity and ease of calculation. Currently rental fees are calculated in increments of 25 from 1 to 350 persons. Staff recommends consolidating the fees into groups of 1 -50, 51 -100, 101 -150, 151 -200 and over 200. These group sizes are more consistent with current uses. Maximum group sizes are 339 for the Arroyo Vista Multipupose Room and 300 for the Community Center's Apricot Room. Another recommendation involves the set up fee, which is currently calculated based on attendance in increments of 25. The proposed set -up fee has been standardized based on the anticipated attendance (regardless of group classification). This fee is based on the amount of staff time needed to set up and take down an event of that size. With the exception of special rentals for non - profit groups, it is recommended that the renting party not be given the option to set -up and take down the event themselves, as this tends to lead to excess damage of City property. During their once - annual special rate rental, local non - profit groups may be given the option to do their own set up, or may elect to have City staff do the set up at the regular set up costs. Fees have been added for use of the lobby, phone line and large screen TV at Arroyo Vista Recreation Center. Other items available for rental include padded activity mats, podium, stage and sound system. Additionally, the after hours fee, which covers staff costs during hours that are not normally staffed, has been made consistent with similar fees for parks. Additionally staff recommends adding an additional security deposit for parties renting the large screen television, the phone line and the sound system. Other recommended procedural changes include restricting the use of fog machines (which set off the fire alarm), and Facility Rules and Regulations March 17, 1999 5 glitter -like substances (which are damaging to the carpet and difficult to remove). STAFF RECOMMENDATION That the City Council adopt Resolution No. 99- (revising the Rules and Regulations Governing the Use of City Facilities and rescinding Resolution No. 94 -1067) and adopt Resolution No. 99- (Revising Use Fees For the Use of City Facilities). 006081 RESOLUTION NO. 99- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, RESCINDING RESOLUTION NO. 94 -1067 (FEE SCHEDULE AND RULES AND REGULATIONS FOR CITY FACILITIES) AND ADOPTING REVISED RULES AND REGULATIONS GOVERNING THE USE OF CITY FACILITIES. WHEREAS, the City has developed rules and regulations that standardize and govern the use of City facilities; and WHEREAS, Resolution No. 94 -1067 (Fee Schedule and Rules and Regulations For City Facilities) has been reviewed and amended to be more efficient and consistent with the intended use of City facilities; and WHEREAS, at its meeting of March 17, 1999, the City Council reviewed and concurred with the amendments to the Rules and Regulations Governing the Use of City Facilities; and WHEREAS, City Council Resolution No 94 -1067 (Fee Schedule and Rules and Regulations For City Facilities) shall be rescinded and replaced with the Resolution herein. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA DOES RESOLVE AS FOLLOWS: SECTION 1. City Council Resolution No. 94 -1067 (Fee Schedule and Rules and Regulations For City Facilities) is hereby rescinded and replaced with the Resolution herein. SECTION 2. POLICY. The general policies of the Rules and Regulations Governing the Use of City Facilities shall read as follows: Section 2.1 Purpose The purpose of these regulations is to provide rules to govern the use of the Moorpark Community Center and Arroyo Vista Recreation Center. This shall be done without regard to race, religion, sex or economic status. (3 00082. Section 2.2 Facility Administration The Department of Community Services oversees the administration of the Moorpark Community Center and Arroyo Vista Recreation Center. Section 2.3 Use Priority Reservations for facility use can not be taken over the telephone. All facility rooms may be rented for public use when such use shall not interrupt City business. Use of the Moorpark Community Center and Arroyo Vista Recreation Center is primarily intended for the residents of the City of Moorpark and City based non - profit service organizations for use through City or community programs and private rentals. However, other businesses and organizations may rent the facility on a space available basis. Section 2.4 Use Restrictions The City may cancel or deny the use agreement of any person, group, organization or association when it is determined by the City Council, the City Manager or his /her duly authorized designee that the proposed use of the facility will not be in the best interest of the City. Facility user(s) not abiding by the rules and regulations contained herein may be suspended from use of the facility and all fees and deposits paid, forfeited. Also, future use of City facilities may be denied. SECTION 3. FACILITY RENTAL GROUP CLASSIFICATIONS. The facility rental group classifications shall read as follows: Section 3.1 Purpose The purpose and intent of the City Council in adopting the Facility Rental Group Classifications shall be to provide directory guidelines for staff and the public relating to the classification of groups and individuals renting City facilities. City sponsored programs shall have priority use over all reservation requests. Section 3.2 Group Classification Definitions GROUP 1 City sponsored programs or co- sponsored programs. �utos3 GROUP 2 Residents of the City of Moorpark and organizations that are tax exempt under Section 501(C)(3) of the U.S. Revenue Code chartered within the City limits of the City of Moorpark, and other qualifying non - profit organizations. This includes such uses as recreation /youth serving organizations, Homeowners Association meetings and political fund - raisers for the City of Moorpark elections or other political offices where the candidate is a City resident. Other governmental agencies (the County, School District, for example), and their commissions, boards or departments. GROUP 3 Residents of the Moorpark Unified School District boundaries that reside outside of the City limits; non - profit service organizations not covered under Group 2. GROUP 4 City of Moorpark businesses and for profit organizations, and non -City non - profit organizations. GROUP 5 Non City businesses. SECTION 4: RENTAL APPLICATION. The general policies governing rental applications shall read as follows: Section 4.1 Terms of Rental The Community Center and Arroyo Vista Recreation Center are available for the reservation and use of individuals or groups subject to the issuance of a permit and payment of fees. All applications must be signed by an adult (21 years of age or older) who shall agree to be responsible for said use, meet all conditions required and pay all fees as required. Permits are immediately revocable if false statements are made in reserving a facility or if an individual(s) or group(s) willfully violates any rule or regulation established by the City. Fees shall be retained in the event the activity is terminated due to the violation of any rule or regulation, or the falsification of the application. Fees will be retained in the event the 606084 activity is terminated due to violation of any rule or regulation, or the falsification of the application. Rental of the Arroyo Vista Recreation Center Gymnasium is restricted to those activities designed to be held in a gymnasium as determined by the Director of Community Services. Youth sports organizations based in the City of Moorpark whose primary purpose is to serve Moorpark youth and whose activities are designed to be played in a gymnasium (e.g., basketball and volleyball) may reserve the gymnasium for a period of time not to exceed three (3) months, provided these reservations do not conflict with City sponsored activities and may be subject to preemption by City sponsored activities on occasion. The Director of Community Services may promulgate other rules and regulations pertaining to the gymnasium, so long as they are consistent with these adopted Rules and Regulations and are published in writing. Section 4.2 Application Window Applications for the use of Moorpark Community Center and Arroyo Vista Recreation Center may be made up to 6 (six) months prior to the event. Applications for use submitted any earlier must be approved by the Director of Community Services or his /her designated representative. A deposit as identified in the fee structure is required to secure the reservation. The deposit will be applied toward use fees, which must be paid in full thirty (30) calendar days prior to the rental date. All requests are handled on a first come, first served basis. An application for use must be made at least thirty (30) calendar days in advance of the day of intended use. Requests received less than thirty (30) calendar days may be considered by the Director of Community Services, or his /her designated representative. A fee may be levied on rentals providing less than 14 (fourteen) calendar days notice. Section 4.3 Rental Cancellations Any group or individual finding it necessary to cancel a reservation must do so in writing to the Community Services Department at least thirty (30) calendar days prior to the reservation date. Cancellations with thirty (30) calendar days or more notice are refunded all fees paid, less the 00608) cancellation fee. A cancellation with less than thirty (30) calendar days notice will be refunded in full, less an additional cancellation fee as specified in the Facility Fee Resolution. Section 4.4 Approval of Application The Community Services Director or his /her designated representative will have the authority to approve applications in accordance with the policies contained herein. Rentals are not confirmed until the application has been approved in writing by authorized staff. Section 4.5 Suspension From Use Facility user(s) not abiding by the rules and regulations contained herein may be suspended from use of the facility and all fees and deposits paid, forfeited. Also, future use of City facilities may be denied. Section 4.6 Liability All persons to whom use permits are granted must agree in writing to hold the City harmless and indemnify City from any and all liability for injury to persons or property occurring as the result of the activity sponsored by the renting party, and said person shall be liable to the City for any and all damages, to parks, equipment, and buildings owned or controlled by the City, which result from the activity or are caused by any participant in said activity. The City shall approve the form of the Indemnification and Hold Harmless. A person exercising any of the privileges authorized by this policy does so at his /her own risk without liability on the part of the City of Moorpark for any injury to persons or property resulting therefrom. Additionally, the renting party must provide liability insurance coverage for their event with limits of bodily injury and property damage of not less than $500,000, and $1,000,000 when alcohol is served at Moorpark Community Center, with the City named as additionally insured. An endorsement of insurance is required prior to the rental. SECTION 5: TERMS OF USE. The general terms of use for City facilities shall read as follows: x"06086 Section 5.1 Hours The facility is available for rental seven days a week from 7:00 a.m. to 12:00 midnight. There is a two -hour minimum rental time. A waiver of the two -hour minimum may be considered if use is during normal operation hours. Section 5.2 Keys Keys to the facility will not be issued under any circumstances. Staffing will be available during use to accommodate any access needs by groups. Section 5.3 Opening and Closing Procedures The Community Services staff or their designated representatives will be responsible for opening and closing for all rentals. The renting party should check the area rented with the assigned City staff person and note any previous unusual damage prior to the use. Section 5.4 Set Up The City shall set up the facility for each event based upon diagram provided by the renting party. A flat rate calculated on the size of the group and group classification is charged for set up. Set up diagrams shall be provided to the City no less than five (5) calendar days prior to the event. Section 5.5 Decorations All decorations must be approved by the City and must comply with Section 13 - 143 of the Health and Safety Code of the State of California as to flame proofing and all decorations and materials. The City shall also pre- approve location and method of installation. The room may be decorated prior to the rental time if there is no rental conflict, the activity takes place during the facility's regularly open hours and staff is on duty. Otherwise, decoration time should be included in the rental time. ` (1087 Section 5.6 Clean Up The City shall be responsible for minimal clean up and take down of table and chairs in the facility after the event, but should not exceed one hour, except for the kitchen, which will be the responsibility of the renting party, excluding the kitchen floor. If clean up exceeds one -hour, additional labor time will be deducted from the security /clean up deposit at a rate of no less than the City's direct cost as identified in the applicable fee schedule. Also, the renting party should inspect the area with the assigned City staff person after the event for damages or misuse. The Director of Community Services shall make the final decision whether security /clean up deposit will be returned. Section 5.7 Use of City Equipment Tables, chairs and other City property may be made available to individuals renting City facilities. This equipment is for use inside the facility only and shall not be taken outside. The renting party is subject to an equipment use and set up fee and, is responsible for the condition of the City equipment at the end of the rental. Damage to City equipment will result in a deduction from the deposit consistent with the replacement costs of the equipment. Tables and chairs or other City property shall not be rented or loaned out for any purpose other than City sponsored events or used except as part of an approved use of the Moorpark Community Center and Arroyo Vista Recreation Center. Section 5.8 Responsibility for Damages to the Facilit and Equipment The use of cellophane tape, adhesive tape, nails, staples, screws, etc. on tables, chairs, walls, lights or other facilities is not permitted. Masking tape may be used on paneling and tables only and must be removed immediately following its use. Glitter, confetti and similar substances are not permitted. If the facility or any portion thereof, or any equipment shall be damaged, marred or defaced by the act, default or negligence of the renting party, his /her employee or employees, patron, guests or any person admitted to the facility by the renting party, the renting 000088 party will pay to the City from the cleaning /damage deposit such sums as the City shall determine to be necessary to restore the facility or such equipment to its condition prior to such damage. Should charges exceed the amount on deposit, the renting party shall be billed for the difference and allowed thirty (30) calendar days in which to make payment. SECTION 6: PROHIBITED OR RESTRICTED ACTIVITIES. Prohibited and restricted activities shall be handled as follows: Section 6.1 Smoking Smoking is prohibited in all rooms of the Community Center and Arroyo Vista Recreation Center at all times. Section 6.2 Alcoholic Beverages Consumption of alcoholic beverages is prohibited at Arroyo Vista Recreation Center. Possession and /or consumption of alcoholic beverages is permitted at the Moorpark Community Center, subject to the following conditions: A. Dispensing, consumption and /or possession of alcoholic beverages are allowed in the Moorpark Community Center Citrus Room, Apricot Room, kitchen, and patio areas only. Alcoholic beverages are not allowed in the parking lot. B. A State Department of Alcoholic Beverage Control permit shall be required when alcoholic beverages are to be sold. Said permit shall be secured by the applicant, and a copy provided to the Moorpark Community Services Department no less than five (5) calendar days prior to the scheduled date of event. Failure to do so will constitute cancellation of event and forfeiture of rental fees previously paid. C. Alcoholic beverages shall not be sold or served one (1) hour prior to closing time of event. 00608 D. The sale or consumption of alcoholic beverages may occur during operating hours only if the function will not disrupt or conflict with the general programming of the Center. E. The renting party shall provide two security guards to be hired from the time alcohol is served until all guests have vacated City property. Proof that security guards have been hired must be provided no less than 2 (two) weeks prior to the event. The applicant shall pay for all costs related to providing security guards to the security company in advance of the event. A copy of the security guard contract and proof of payment shall be provided to the Community Service Department no less than ten (10) calendar days prior to the scheduled event. Failure to do so will constitute cancellation of event and forfeiture of rental fees previously paid. This cost is in addition to any other facility use fees and deposits. F. The renting party must provide the City with a certificate of insurance in the amount of one million dollars ($1,000,000) with the City of Moorpark named as additional insured. Section 6.3 Open Flame Devices and Foa Machines All open flame devices and fog machines are prohibited in the facility. The Community Services Department shall approve all closed flame devices before use is permitted. (Title 19; Article 6; Section 624 of the California State Administrative Code). Section 6.4 Amplified Sound Systems Any amplified sound system shall require an Amplified Sound Permit. Persons using sound amplification equipment shall keep the sound level of such equipment at a reasonable level to avoid disturbing nearby residents. The determination of a reasonable sound level shall be the judgement of the City employee on duty and /or the Sheriff's Department, and all instructions of such persons shall be complied with immediately. (AGWO Section 6.5 Gambling Gambling is prohibited without the express approval of the City Council. This includes any game of skill or chance played with cards, dice or any other device for money, checks, credit or any other representative item of value. Section 6.6 Arroyo Vista Gymnasium Restrictions Gym rental is restricted to groups of 533 persons or less. Only soft or rubber soled shoes may be worn on the gymnasium wood floor. The Director of Community Services may promulgate other rules and regulations pertaining to the gymnasium, so long as they are consistent with these adopted Rules and Regulations and are published in writing. SECTION 7: SPECIAL CIRCUMSTANCES. Special circumstances to facility rentals shall be handled as follows: Section 7.1 Right of Appeal A permittee has the right to appeal the decision by City staff to revoke a permit, levy additional charges and /or deduct a portion of a deposit. An appeal must be filed in writing to the City of Moorpark, 799 Moorpark Avenue within five (5) calendar days of receiving your notification. The City Manager or his /her designee will affirm or deny the appeal in five (5) calendar days. Any further appeal must be made in writing to the City Council within ten (10) calendar days upon notification of the decision on the appeal. Such appeal shall be considered within thirty (30) calendar days. In the event of an appeal of an administrative decision regarding use or policy, the appeal shall be filed in writing, clearly stating the reason(s) therefore, and shall be processed as follows until resolved by: 1. Community Services Director - decision appealed to; 2. City Manager - decision appealed to; 3. City Council - decision shall be final. No appeal will be valid until it has been submitted and considered in the above listed order. 6 () 0() �)IL Section 7.2 Suspension of the Rules The Community Services Department administers the use of the facilities. For good cause, rules contained herein may be temporarily suspended and /or modified by the Director of Community Services as deemed necessary. Section 7.3 Complaints Forward your concerns in writing to: City of Moorpark Community Services Department 799 Moorpark Avenue Moorpark, CA 93021 SECTION 8: The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 17th day of March, 1999. ATTEST: Deborah S. Traffenstedt, City Clerk Patrick Hunter, Mayor RESOLUTION NO. 99- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, ADOPTING REVISED FEES FOR THE USE OF CITY FACILITIES. WHEREAS, the City has adopted a schedule of fees for the rental of the Moorpark Community Center and the Arroyo Vista Recreation Center; and WHEREAS, at its meeting of March 17, 1999 the City Council reviewed and concurred with the amendments to the Rules and Regulations Governing the Use of City Facilities; and WHEREAS, City Council Resolution No 94 -1067 (Fee Schedule and Rules and Regulations For City Facilities) shall be rescinded and replaced with the Resolution herein. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA DOES RESOLVE AS FOLLOWS: SECTION 1. City Council Resolution No. 94 -1067 (Fee Schedule and Rules and Regulations For City Facilities) is hereby rescinded and replaced with the Resolution herein. SECTION 2. FEES AND CHARGES. Fees and charges for the use of City facilities shall be as follows: Section 2.1 Purpose The purpose and intent of the City Council in adopting the Facility Rental /Use Fee Schedule shall be to provide directory guidelines for staff and the public relating to the fees and deposits required to rent City facilities and amenities. The City shall reserve the right to make adjustments or impose additional fees on a case -by -case basis. Section 2.2 Payment of Fees, Reservation Deposits, Security Deposits and Cancellation Fees All rental fees and balance of required deposits must be paid thirty (30) days prior to use of the facility. Reservations will be made and confirmed only to individuals aged twenty -one (21) years or older. A deposit (as identified in the adopted fee schedule) is required to secure a reservation. The deposit will be applied toward UUWRJ.� use fees, which must be paid in full thirty (30) days prior to the rental date. The City reserves the right to retain the entire deposit in the event alcohol or drugs are brought to a rental of the Recreation Center or Community Center (unless an Alcohol permit has been obtained). Any group or individual finding it necessary to cancel a reservation must do so in writing to the Community Services Department at least thirty (30) calendar days prior to the reservation date. Cancellations with 30 days notice or more are refunded all fees paid, less a $10 cancellation fee. A cancellation with less than 30 (thirty) days notice will be refunded in full, less a $25 cancellation fee. Rentals may be approved with less than thirty (30) days' notice if facilities are available. A fee of $25 may be levied on rentals providing less than 14 (fourteen) days' notice. Section 2.3 Facilitv Reservation Deposit A minimum deposit of $75 is required to confirm a reservation. This amount is applied to the total rental cost. All rental fees and balance of required deposits must be paid thirty (30) days prior to use of the facility. Section 2.4 Facilitv Use Fees A. Meeting Room Use Fee (Calculated hourly based on number of persons attending) Group 1: No Charge Group 2: 1 -50 $30 51 -100 $40 101 -150 $50 151 -200 $60 200+ $70 Group 3: 1 -50 $40 51 -100 $50 101 -150 $60 151 -200 $70 200+ $80 Group 4: 1 -50 $50 51 -100 $60 101 -150 $70 151 -200 $80 200+ $90 Group 5: 1 -50 $60 51 -100 $70 101 -150 $80 151 -200 $90 200+ $100 B. Set Up Fee (One time fee calculated based on number of persons attending) Group 1: No Charge Groups 2 -5: 1 -50 $24 51 -100 $30 101 -200 $40 200+ $50 C. Gymnasium Use Fe number of persons 100 or less) Group 1: Group 2: 1 -50 51 -100 101 -200 201 -300 300+ Group 3: 1 -50 51 -100 101 -200 201 -300 300+ Group 4: 1 -50 51 -100 101 -200 201 -300 300+ Group 5: 1 -50 51 -100 101 -200 201 -300 300+ !e (Calculated hourly based on attending. Limited to groups of No Charge $35 $40 $50 $60 $70 $40 $50 $60 $70 $80 $50 $60 $70 $80 $90 $35 $40 $50 $60 $70 y U05 D. Kitchen Use Fe with a meeting Group 1: Group 2: Group 3: Group 4: Group 5: e (Calculated hourly in conjunction room rental.) No Charge $10 $20 $30 $40 E. Lobby Use Fee (Calculated hourly in conjunction with a meeting room rental.) Group 1: No Charge Group 2: $10 Group 3: $20 Group 4: $30 Group 5: $40 F. Phone /Fax Group Group Group Group Group Lin 1: 2: 3: 4: 5: e Use Fee (Calculated hourly.) No Charge $10 $20 $30 $40 G. Large Screen TV Use Fee (Calculated hourly in conjunction with a meeting room rental. $200 additional deposit) Group 1: No Charge Group 2: $10 Group 3: $20 Group 4: $30 Group 5: $40 H. Mats (each): $5 I. Podium: $5 J. Sound System: $25 K. Direct Cost Fees (Calculated hourly for clean up and after hours rentals.) Group 1: No Charge Group 2: $18 Group 3: $18 Group 4: $20 Group 5: $20 U00096 Section 2.5 Security Deposits A. Facility Damage /Clean Up Deposit Without Alcohol: $300 B. Facility Damage /Clean Up Deposit With Alcohol: $450 C. Arroyo Vista Gymnasium Damage /Clean Up Deposit: $500 D. Large Screen TV Security Deposit: $200 E. Phone Use Deposit: $50 F. Sound System Deposit: $50 Refunds of deposits are contingent upon meeting all the requirements for the rental of the facility. Any amount remaining in the deposit following the payment of all charges shall be refunded to the person listed on the application within thirty (30) calendar days. Section 2.6 Additional Charaes Additional charges will be levied over the basic rate under the following conditions: A. When staff is needed for additional set up, breakdown or cleanup beyond normal time requirements a fee of no less than $18 per hour will be assessed; B. When additional staff is needed for facility control (such as charges for police /sheriff's services, if needed) a fee of no less than $18 per hour will be assessed; C. When facility is damaged and /or liability insurance fees are required the renting party is responsible for these fees; D. When alcohol is being served or sold (only at Moorpark Community Center) an additional permit is required; O6W)7 E. When alcohol or illegal substances are brought to or used at an event on City property in violation of the rental agreement, a $200 mandatory fee may be assessed. The Director of Community Services or his /her designated representative shall make the determination of requirements for additional personnel and associated charges. Section 2.7 Refunds Refunds of deposits are contingent upon meeting all the requirements for the rental of the facility. Any amount remaining in the deposit following the payment of all charges shall be refunded to the person listed on the application within thirty (30) calendar days. In the event of a cancellation, notice is required in writing to the Community Services Department at least thirty (30) calendar days prior to the reservation date. All deposits paid will be refunded less a $10 cancellation fee. A cancellation with less than 30 (thirty) days notice will be refunded less a $25 cancellation fee. Section 2.8 Non - Profit Organization Special Use A City of Moorpark non - profit organization may request a special -rate rental for a fund - raising event. The special rate for this rental is $25 per hour per room, which is based on the City's direct costs. This special rate is limited to one rental per fiscal year per organization. All requests should include a copy of the organization's non- profit statement showing non - profit status and number as well as the name of the organization, purpose of the gathering, expected attendance, and requested facility, time and date. All requests will be considered on a case by case and a first - come /first- served basis and depend upon facility availability. A deposit must be made and all other City restrictions and regulations apply. Rentals taking place during hours when the facility is closed may be charged an additional fee deposit (as identified in the adopted fee schedule) to cover staff costs. Non - profit organizations as applied herein shall mean those groups and organizations that qualify under U.S. Tax Code 501(c)(3). SECTION 3: The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. :060148 PASSED AND ADOPTED this 17th day of March, 1999. ATTEST: Deborah S. Traffenstedt, City Clerk Patrick Hunter, Mayor 00000 )b