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HomeMy WebLinkAboutAGENDA REPORT 2000 1101 CC REG ITEM 10AITEM l 0 - A Cnd 4 ((�`.d ACTI-O : APFROVt -P %5779F'r R �Z' 01�) ht �`illdh�77QnJ !/VCt.c,(!JI N!o ,4 p�PT?Dn10� P2,E50. 000 -17SGo MOORPARK CITY COUNCILY=} --'._ AGENDA REPORT TO: The Honorable City Council FROM: Gwen Indermill, Recreation Superintendent[ DATE: September 28, 2000 (CC Meeting of November 1, 2000) SUBJECT: Adopt Resolution Revising Park Reservation Fees and Policy SUMMARY The City Council is being asked to approve a recommendation from the Parks and Recommendation to rescind Resolution 2000 -1737, Park Reservation Fees and Policies, and adopt a new Resolution revising and clarifying some of the park reservation policies. This action would revise the City's existing park policies by establishing more specific hours for park rentals and the use of amplified sound; establishing a minimum and maximum number of hours amenities can be reserved; adding a security deposit for rental groups of 50 -100 people; and minor changes that make the policy more consistent with the City's facility reservation fees and policies. Attachment A, a copy of the proposed Resolution in legislative format, illustrates the existing language and the changes being recommended. DISCUSSION The City's current Park Ordinance restricts public use of the parks between 10:00 p.m. to 6:00 a.m. Currently, park restrooms are locked at dusk. The public can still use the parks after dusk, however most park amenities are without lights and the park restrooms are not open. Under the current park rental policy, the public may rent most park amenities between the hours the parks are open for public use. Rentals consisting of guests numbering 75 or more are required to pay a refundable security deposit. The security deposit may be used by the City in the event the rental results in public property damage or excessive clean up is required. 000001 Park Rental Policy Page 2 The City permits renters to use amplified sound with an approved permit. The current Park Rental Policy is silent on specific hours for amplified sound. As a result, staff has traditionally applied normal park hours (6 a.m. to 10 p.m.) as policy. Most renters requesting amplified sound permits provide music at their event, usually consisting of a disc jockey. Most of the City's parks are within or adjacent to residential neighborhoods. This past summer in particular, the city received a number of complaints from residents who were impacted by permitted rental activities in some of our parks. A majority of the complaints concerned the noise level, particularly on weekend evenings. Additionally, staff found that a number of permitted renters under counted the number of guests invited to their events. This is done either in error, or as a way of avoiding additional payment of the security deposit. The City is experiencing property damage as a result of some of these rentals and has not had the means to extract reimbursement from the renters for repairs. To address the problems experienced with park rentals, the Parks and Recreation Commission and staff propose the following changes to the Park Rental Policy and Fee Schedule: 1. Limit the hours parks and park amenities can be reserved to between 8:00 a.m. and dusk. This policy does not effect the tournament rental hours, nor use agreements with youth sports organizations. Use of at Mountain Meadows Park for tournaments is not permitted earlier than 9 a.m.) 2. Establish minimum number of two hours that parks and park amenities can be reserved. Additionally, all time after the initial two -hours must be reserved in 30 minute increments. Again, this provision excludes any use agreement the City enters into. 3. Restrict the hours of amplified sound can be used in all parks to between the hours of 10:00 a.m. and 6:00 p.m. or dusk, which ever occurs earlier. 4. Require a security deposit for groups of 50 or more (a deposit is already required for group of 75 or more) and for all rentals involving amplified sound. Additionally, staff has added or revised language to the Rental Policy and Fee Schedule that address previously unaddressed items or to provide clarification. Such changes involve: the use of decorations, clean -up requirements, and use of special attractions. The Park Fee and Policy Resolution addresses private or personal rental activities. This policy excludes City sponsored or co- sponsored events such as the July 3rd Fireworks. The policy also does not impact the use agreements the City has with various youth CO0002 Park Rental Policy Page 3 sports organization. STAFF RECOMMENDATION The Parks and Recreation Commission and staff recommend that City Council rescind Resolution No. 2000 -1737, and adopt the attached Resolution concerning park reservation fees and policies, as outlined in the Agenda Report. 000003 A Rn� -1�rn4 A RESOLUTION NO. 2000 - A RESOLUTION OF THE CITY OF COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA RESCINDING RESOLUTION NO. 2000 - AND ESTABLISHING PARK RESERVATION FEES AND POLICIES. WHEREAS, a Parks and Recreation Commission Ad Hoc Committee has recommended revisions to the Rules and Regulations Governing the Use of the Facilities in Public Parkland, group classifications and fees; and WHEREAS, at its meeting of May- 4-7-November 1, 2000, the City Council considered and concurred with the Parks and Recreation Commission's recommendation; and WHEREAS, City Council Resolution No. 2000 -179 7 1737(Park Reservation Fee Schedule) shall be rescinded and replaced with the Resolution herein. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. City Council Resolution No. 2000 -4:7G7 1737 (Park Reservation Fee Schedule) is hereby rescinded and replaced with the Resolution herein. SECTION 2. The general Regulations Governing the Use Parkland shall read as follows: Section 2.1 Purpose provisions of the Rules and of the Facilities in Public The purpose and intent of the City Council in adopting the within Rules and Regulations Governing the Use of the Facilities in Public Parkland shall be to provide directory guidelines for staff and the public relating to the use and rental of City park facilities. In the event of any non- compliance with, or violation of, any provision herein, such shall not be deemed to affect the validity of any action taken, unless otherwise specifically provided by law. C�0®®4 Section 2.2 Enforcement The City Manager or his /her designee is hereby authorized to implement and administer the policies and regulations contained herein. Section 2.3 Hours All parks and park facilities operated by the City are available for public use from 6:00 a.m. to 10:00 p.m. Parks and park facilities are available- for rent from 8:00 a.m. to dusk, with the exception of sporting tournaments, which are addressed in the tournament package. Parks and park facilities are available for rent for a two -hour minimum, all rental time will be rounded to the nearest half -hour. Seftb l , basketbl -er ether field lights are net available after 10:00 Parks and park restrooms shall be closed at dusk and may be closed in the event of inclement weather. The parks are closed from 10:00 p.m. to 6:00 a.m. Section 2.4 Terms of Rental The Park Fee and Policy addresses private or personal rental activities. This policy excludes City sponsored or co- sponsored events. Park facilities are available for the private or personal reservation and use e€j2y individuals or groups subject to the issuance of a permit and payment of fees. All applications must be signed by an adult of 21 years or older who shall agree to be responsible for said use. Permits are immediately revocable if false statements are made in reserving a facility or if an individual or groups 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. Applieatiens may be made :up te 99 days prier to the event. Croups of over seventy five fifty people are required to obtain a permit and make a deposit to cover damage caused by the rental. Section 2.5 Application Window Applications for the use of public parkland may be made up to 6 (six) months prior to the event. Applications for use submitted any earlier must be approved by the CC100 ®5 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. 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 fourteen (14) calendar days notice, and must be paid in full with cash, money order, cashiers check, or valid /acceptable credit card. Section 2.6� Deposits A refundable deposit may be required for an activity to be held in a public park facility. The deposit may be retained for clean up of facilities, any damage to the premises and any additional staffing not included in the fees paid. Should charges exceed the amount of deposit, the permittee shall be billed for the difference and allowed thirty (30) days in which to make payment. Section 2.7,6. Additional Charges Additional charges may be levied beyond the basic rental rate if staff is needed to set up or clean up, supervise activities, or if the rental request contains unusual activity or accommodation requests.€aeili dafaage . Additionally, permittee must provide liability insurance for certain types of attractions such as pony rides or bounce tents ffleenbeunees. Section 2.84 Refunds and Credits Park permit fees are non - refundable except for cancellations due to inclement weather. Such conditions include rain, fog, wind, or temperatures below 55° Fahrenheit or above 95° Fahrenheit. In the event of illness, unexpected absence or accidental overbooking, permittees are eligible for a credit for a future rental up to the amount paid. It is the responsibility of the permittee to contact the City of Moorpark to cancel the reservation and request a credit before the rental date. Failure to do so will negate any consideration for a credit or rescheduling. C�000G Section 2.9$ Requesting a Reduction or a Waiver Of Fees A non - profit organization may request a reduction or a waiver of fees for the use of City park facilities by forwarding the request in a--letter form to: I Director of Community Services 799 Moorpark Avenue Moorpark, CA 93021 All requests should include the organization's non - profit number as well as the name of the organization, purpose of the gathering, expected attendance, 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. Teachers or classes within Moorpark Unified School District (MUSD) may request the use of park facility for a year -end party provided the responsible party guarantees a supervision ratio of no less than 1:2430, and ensures that the facility is cleaned after use. Park rental fees for MUSD year -end parties, will be waived provided the MUSD submit the City with a hold harmless and indemnification agreement, in a form approved by the City, each year. Waivers or reductions in fees cannot exclude clean up or repair costs. A deposit may be required. All other park rules and ordinances apply. The City reserves the right to deny any such request. Section 2.104 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) days of receiving your notification. The City Manager or his /her designee will affirm or deny the appeal in five (5) days. Any further appeal must be made in writing to the City Council within ten (10) days upon notification of the decision on the appeal. Such appeal C: 000-0) shall be considered at the next regularly scheduled meeting of the City Council. Section 2.118 Liability In order to rent a City facility, the permittee must agree in writing to hold the City harmless and indemnify the City from liability for injury to persons or property occurring as a result of the rental. The permittee also agrees to be liable to the City for damage to the park, equipment, buildings or facilities caused by any person at the activity. Section 2.12-1 Special Use of City Equipment Groups or individuals requesting the use of City equipment not listed on the rental fee Schedule should forward the request in a letter to: Director of Community Services 799 Moorpark Avenue Moorpark, CA 93021 All requests will be considered on a case by case basis. The City reserves the right to deny any such request. Section 2.132 Use of Special Attractions Persons planning to have a special attraction at their event are required to notify the City of Moorpark before the event and include such information on their rental application. Activities that create loud or distracting noises are not permitted. Activities that include amplified sound require an — Amplified Sound Permit issued by the City pee -a1 pe Amplified sound is restricted to between the hours of 10:00 a.m. to 6:00 p.m. or dusk, whichever occurs earlier. Persons using sound amplification equipment shall do so consistent with Moorpark Municipal Code 17.53. An additional security deposit is required, to be paid in advance. Bounce tents Meenbe:�tnees and other such inflatable attractions are only allowed at Arroyo Vista Community C�00®'s Park, Peach Hill Park, Griffin Park, Tierra Rejada Park, and Poindexter Park. Such devices are restricted to an area near the parking lot. Vehicles cannot be used to transport or set up special attractions and may net be plaeed on the turf without prior approval. Violators may be fined for damage to landscaping, sprinklers and /or turf as applicable. The --City requ ±r that a G-ertifieate —ef ins:uranee be filed in ae „e Pony rides are only allowed at Arroyo Vista Community Park, and are restricted to the parking lot. Ponies are not allowed on the turf. Violators may be fined for damage to landscaping, sprinklers and /or turf. Pony rides may be restricted during certain seasons. The City reqdi:res that — Gerti€ieate —ef Insurane and -aAn additional security deposit of $190 is required, to befil-&�paid in advance. For special attractions including but not limited to bounce tents and pony rides, the renting party must provide the City with a Certificate of Insurance and endorsement of insurance with limits of bodily injury and property damage of not less than One Million Dollars ($1,000,000.00), with the City of Moorpark named as additionally insured, a minimum of seven (7) days prior to their event. Section 2.143 Decorations All decorations must be approved by the Citv and must comply with Section 13 - 143 of the Health and Safety Code of the State of California as to flame proofing of all decorations and materials. The City shall also pre- approve location and method of installation. Section 2.15 Clean It is the responsibility of the renting party, to clean up decorations and debris from their event. In the event that excessive debris is left after the rental, a fee 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. The Director of Community Services shall make the final decision whether security /clean up deposit will be returned. 00009 Section 2.16 Responsibility for Damages to the Facility and Equipment The use of nails, staples, screws, etc. on park walls, lights or other facilities is 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 event by the renting party, the renting 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 2.17 Park Rules The renting party, his /her employee or employees, patron, guests or any person admitted to the event by the renting party, is responsible to comply with the Moorpark Municipal Code 12.16, governing use of parks. Permits are immediately revocable if any individual or group willfully violates any rule or regulation established by the City. Section 2.18 Complaints Your complaints and comments are welcome. Please forward your concerns in writing to: City of Moorpark Community Services Department 799 Moorpark Avenue Moorpark, CA 93021 SECTION 3. The Park Rental Group Classification shall read as follows: Section 3.1 Purpose The purpose and intent of the City Council in adopting the Park Rental Group Classifications shall be to provide directory guidelines for staff and the public relating to the classification of groups and individuals renting City parkPark facilities. CC,'00�� Section 3.2 Group Classification Definition GROUP 1 City sponsored programs or co- sponsored programs. 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; and City of Moorpark business and commercial for profit organizations for activities where no admission fee is charged and no product is sold (i.e.: for recreational purposes). GROUP 4 City of Moorpark businesses and for profit organizations (for business purposes), and non City residents, organizations and businesses (for recreational purposes). GROUP 5 Non City residents, organizations and businesses for business purposes. SECTION 4. The Park Rental /Use Fee Schedule shall read as follows: Section 4.1 Purpose The purpose and intent of the City Council in adopting the Park 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 park facilities and amenities. The City shall reserve the right to make adjustments or impose additional fees on a case -by -case basis. Section 4.2 Park Facility Permit Fees A. Ballfield: Lights Group Group 1: No Charge Group 2: $10 per hour Group 3: $15 per hour Group 4: $20 per hour Group 5: $30 per hour B. Ballf Group Group Group Group Group ield l: 2: 3: 4: 5: Preparation: No Charge $25 $35 $35 $35 C. Softball /Baseball Base Rental Group 1: No Charge Group 2: $7* Group 3: $10* Group 4: $10* Group 5: $20* *$100 deposit required D. Ballfield Lights Group 1: No Charge Group 2: $20 per hour Group 3: $25 per hour Group 4: $30 per hour Group 5: $40 per hour E. Ballfield (Softball /Baseball) Tournament Package #1* Group l: No Charge Group 2: $600 Group 3: $1,200 Group 4: $1,600 Group 5: $2,000 *Includes rental fee, surcharge for large group, one (1) staff, one -time concession fee for two (2) ballfields, for two (2) consecutive days for ten (10) hours per day (Except Mountain Meadows Park which is only available from 9:00 a.m. to 00®12 5:00 p.m.) . Any additional park amenities are subject to the established Park Facility Permit Fee. Tournaments shall be limited to one (1) per year per group. F. Ballfield (Softball /Baseball) Tournament Package #2* Group 1: No Charge Group 2: $1,800 *Includes rental fee, surcharge for large group, one (1) staff, one -time concession fee for six (6) ballfields, for two (2) consecutive days for ten (10) hours per day. (Except Mountain Meadows Park which is only available from 9:00 a.m. to 5:00 p.m.). Any additional park amenities are subject to the established Park Facility Permit Fee. Tournaments shall be limited to one (1) per year per group. G. Horse Group Group Group Group Group shoe 1: 2: 3: 4: 5: Pit No Charge $5 per hour $10 per hour $15 per hour $25 per hour H. Horseshoes Group 1: No Charge Group 2: $7* Group 3: $10* Group 4: $10* Group 5: $20* *$50 deposit required I. Athletic Field Group 1: No Charge Group 2: $8 per hour Group 3: $12 per hour Group 4: $15 per hour Group 5: $25 per hour J. Athletic Field (Soccer Tournament) Tournament* Group 1: No Charge Group 2: $1,250 Group 3: $1,750 Group 4: $2,250 C. u0013 Group 5: $3,250 *Includes rental fee, surcharge for large group, one (1) staff, one -time concession fee for five (5) athletic fields, for two (2) consecutive days for ten (10) hours per day. Any additional park amenities are subject to the established Park Facility Permit Fee. Permittee is responsible to supply and service portable restroom facilities for the duration of the tournament. These facilities must be approved by the City, and removed at the conclusion of the tournament. The quantity of restrooms required would be based on a minimum ratio of 1:100 (1 restroom per 100 attendees). Tournaments shall be limited to one (1) per year per group. K. Outdoor Basketball Court Group l: No Charge Group 2: $8 per hour Group 3: $12 per hour Group 4: $15 per hour Group 5: $25 per hour L. Outdoor Basketball Court (Night Use With Lights) Group l: No Charge Group 2: $18 per hour Group 3: $22 per hour Group 4: $25 per hour Group 5: $35 per hour M. Tennis Court Group l: No Charge Group 2: $6 per hour Group 3: $9 per hour Group 4: $12 per hour Group 5: $15 per hour Tournament:$120 per day* *For Moorpark non - profit groups only. Includes six (6) courts for five (5) hours per day, at Arroyo Vista Community Park. Limited to no more than three consecutive days. Tournaments shall be limited to four (4) per year per group. No surcharge for "Large Groups" will be levied in addition to the regular use fee. C V V 0 4 No more than three - fourths of the tennis courts at any park location can be rented at any one time. N. Multipurpose Court Group 1: No Charge Group 2: $10 per hour Group 3: $15 per hour Group 4: $25 per hour Group 5: $35 per hour O. Roller Hockey Goals Group 1: No Charge Group 2: $7 Group 3: $10 Group 4: $10 Group 5: $20 P. Roller Hockey Border Patrol Group 1: No Charge Group 2: $45 per hour* Group 3: $60 per hour* Group 4: $75 per hour* Group 5: $85 per hour* *$36 set up fee and $100 deposit required Additienal $18 per heur 44 rental is net dur31-- Q. Picnic Pavilion Group 1: No Charge Group 2: $10 per hour Group 3: $15 per hour Group 4: $20 per hour Group 5: $30 per hour R. Gazebo Group 1: No Charge Group 2: $6 per hour Group 3: $10 per hour Group 4: $15 per hour Group 5: $25 per hour S. Picnic Area Group 1: No Charge Group 2: $5 per hour Group 3: $10 per hour Group 4: $15 per hour Group 5: $25 per hour T. Open Group Group Group Group Group krea 1: 2: 3: 4: 5: U. Snack Bar No Charge $5 per hour $10 per hour $15 per hour $25 per hour Group 1: No Charge Group 2: $10 per hour* Group 3: $15 per hour* Group 4: $20 per hour* Group 5: $30 per hour* *$100 Additienal deposit fee required. heur 44 is $18 per rental Inermal Reereati-en V. Electricity Gen }or eperat = „g heurc - Group 1: No Charge Group 2: $2 per hour* Group 3: $4 per hour* Group 4: $6 per hour* Group 5: $16 per hour* *Electricity charge shall be based on the duration of the rental agreement. Section 4.3 Security Deposit Requirements Special Attraction Deposit Amplified Sound: $100 deposit Pony Rides: $100 deposit B. Softball /Baseball Base Rental: $100 deposit DC. Horseshoes: $50 deposit �D. Roller Hockey Border System: $100 deposit I E. Large Group Deposit 4§50 -100 people: $100 deposit 100 -150 people: $150 deposit 150 -200 People: $200 deposit 200 -500 people: $250 deposit roups of over 500: $350 deposit F. Snack Bar: $100 deposit Section 4.4 Additional Fees A. A staff fee of no less than $18 per hour, per additional staff required, may be levied if the rental event extends beyond the rental period -mss heurs—and requires staff assistance or coverage. B. A surcharge for large groups may be levied in addition to the regular use fee. The number of people in a group is a calculation based on the attendance at the height of the event. These fees are as follows: Under§ 100 people: 100 -150 people: 150 -200 People: 200 -500 people: Groups of over 500: No surcharge Add $10 per hour Add $20 per hour Add $30 per hour Add $50 per hour SECTION 5: The City Clerk shall certify to the adoption of the resolution and shall cause a certified resolution to be filed in the book of original Resolutions. PASSED, APPROVED, AND ADOPTED this 17th day of May 2000. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk 00017