Loading...
HomeMy WebLinkAboutAGENDA REPORT 2002 1106 CC REG ITEM 10IITEM /a • �Z' MOORPARK CITY COUNCIL AGENDA REPORT TO: The Honorable City Council ,�2CC�2 28 FROM: John Hartnett, Recreation Superintendent DATE: October 25, 2002 (CC Meeting of November 6, 2002) SUBJECT: Adopt a Resolution Revising Rules and Regulations Governing the Use of City Facilities and Rescinding Resolution No. 99 -1582 and Adopt a Resolution Revising Use Fees for the Use of City Facilities and Rescind Resolution No. 99 -1583 BACKGROUND On August 21, 2002, the City Council directed staff to consider the feasibility of a rental fee reduction for Moorpark youth sports organizations. Council requested staff to research this item and provide a proposal to the Parks and Recreation Commission. The action by the Council was taken in response to a request made by Moorpark AYSO. As part of this evaluation process, staff has taken this opportunity to review other procedures and policies in need of change, as well. As a result of this process, staff has 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. 99- 1582 and adopt Resolution No. 2002- (Revised Rules and Regulations Governing the Use of City Facilities) and Resolution No. 2002- (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. 000190 Honorable City Council October 16, 2002 Page 2 DISCUSSION On September 3, 2002, staff presented a report to the Parks and Recreation Commission outlining the current fees paid for City rentals by local youth sports groups, and comparing the rates to those that would be paid by a local non - profit group at Moorpark College. In summary, the two -hour rental fee at Moorpark College is $38.50. The rental fee for any one room at AVRC or the Community Center for a two -hour period is $60.00. Moorpark Unified School District was also contacted about their rental rates to local non - profit groups. With an anticipated increase in fees in the very near future, youth sports group can anticipate paying the School District $57.00 for a two -hour rental. Staff recommended reducing the rental fee charged to Moorpark non - profit youth sports groups by fifty percent during normal operating hours. Normal operating hours at the Arroyo Vista Recreation Center are defined as 8:30 a.m. to 10:00 p.m. Monday through Friday, 10:00 a.m. to 6:00 p.m. Saturday, and 10:00 a.m. to 4:00 p.m. on Sunday. Normal operating hours at the Community Center are defined as 8:00 a.m. to 9:00 p.m. Monday through Friday. The suggested fee would be $15.00 per hour for a group of up to 50 people, with no additional fees unless the group required set -up or other special arrangements. In the event a Moorpark youth sports organization wishes to rent a room during non - business hours, the current rate of $30.00 would be charged in order to cover staff time and utilities. Youth sports groups rarely, if ever, request rental time outside of the City's normal business hours. The Parks and Recreation Commission concurred with the staff report and recommend to the City Council that the facility rental rate charged to Moorpark non - profit youth sports groups be reduced by fifty percent during normal operating hours. As noted previously, staff has reviewed the existing document that regulates the use of City facilities and recommends some minor restructuring of the rules and regulations for clarification purposes. The elements of the current document have been incorporated within this structure. Some parts of section 3 and 4 were deleted as redundant or not consistent with the recommended use of facilities. 000191 Honorable City Council October 16, 2002 Page 3 Additional administrative changes include adding language that falsification of rental information can result in a loss of security deposit, security deposits may be waived for rentals for meetings of less than 50 attendees, alcohol use be restricted to a maximum of five hours for a single event, and other items as well. In addition to the administrative restructuring, a number of procedural changes are recommended. These and other recommendations are listed as follows: • Group Classifications: Staff recommends adding non- residents under Group 5 classification. Currently, non -City businesses are listed under this classification. This will provide consistency since the City does allow non - residents to rent park facilities. • Reservations Window: Staff recommends implementing a $25 late fee for rentals with less than 30 (thirty) days notice prior to the event instead of the current 14 (fourteen) day window. Reservations with less than 30 days notice create administrative and staffing challenges and an additional charge should be levied for this service. • Security Deposits: Staff recommends a new policy which states that at the Community Services Director's discretion, security deposits may be waived when the rental has less than 50 attendees and is categorized as a meeting. Most meetings with less than 50 attendees are considered low -risk and will eliminate an unnecessary deposit and administrative process. • Hours: Staff recommends that all rentals serving alcohol be limited to a maximum of 5 -hour rental time for the entire event. In addition, when renting the kitchen in conjunction with a room rental, the hours of both rooms must coincide. Currently, alcohol is only allowed at the Community Center. In the past, some events where alcohol is served have continued for up to nine hours or more. Limiting alcoholic consumption to a period of five hours is a reasonable restriction and will put the City and event attendees at a reduced risk. While fees for the use of facilities have not been raised for several years, staff recommends moderately raising a few fees and eliminating some unnecessary deposits. The recommended changes are listed as follows: 000192 Honorable City Council October 16, 2002 Page 4 • Payment of Fees and Deposits: Staff recommends that rentals may be approved with less than thirty (30) days' notice if facilities and staffing are available. As noted previously, a fee of $25 will be levied on all rentals with less than thirty days notice. • Facility Reservation Deposit: The reservation deposit has remained at $75 for several years. Staff recommends raising the minimum reservation deposit to $100. Also, if the entire rental fee is less than $100, the entire amount of rental would be required to confirm the reservation. • Equipment Fees: Currently, fees for phone /fax line use and the large screen TV are charged at an hourly rate. Staff recommends changing these fees to a flat rate at the current hourly rate charge, based on Group category. This would provide for a reasonable equipment use fee of from $10 to $40 per item. In addition, staff recommends eliminating the $200 deposit for the large screen TV and $50 deposit for phone line and /or sound system. A fee for portable stage use has been added at a cost of $25 per stage section. Since the City already collects a security deposit and insurance from renting parties, its felt that liability for lost equipment is already covered and will mitigate charging excessive deposits for rental use. • Additional Charges: Staff recommends raising the fee for additional facility staff and police /sheriff services from $18 per hour to actual cost + 15% per hour. Staff also suggests that the $200 mandatory fee when illegal substances or alcohol are used at an event be eliminated. The City can already retain the renter's entire $300 deposit, which would cover this fee. STAFF RECOMENDATION Adopt Resolution No. 2002- and Resolution No. 2002 Attachments: A. Draft Resolution - Rules and Regulations Governing the Use of City Facilities B. Draft Resolution - Fees for the Use of City facilities ATTACHMENT /� RESOLUTION NO. 99 1582 2002- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, ADOPTING REVISED RULES AND REGULATIONS GOVERNING THE USE OF CITY FACILITIES AND RESCINDING RESOLUTION NO. 94 106 99 -1582 WHEREAS, the City has developed rules and regulations that standardize and govern the use of City facilities; and WHEREAS, Resolution No. 94 106' 99 -1582 (Fee Seheelulo anel Rules and Regulations For Renting of 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 r4L =h 177-1999 November 6, 2002, 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 9= !G67 99 -1582 (F-ee Sti- reelule --anel Rules and Regulations For Renting of 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. Sihedule and Facilities) is herein. City Council Resolution No. 9 106 99 -1582 (Fee Rules and Regulations For Renting of City hereby rescinded and replaced with the Resolution 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 C Q13 j_9a. Resolution No. 99 15822002 - Page 2 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. 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 Priorit 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, aftd organizations, nen residents 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 Resolution No. 9°22002 -_ Page 3 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. 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; ee ve red -und-e r G r e up 2. GROUP 4 City of Moorpark organizations and izations. businesses and for profit non -City non - profit organ -- GROUP 5 Non City businesses and -rity Tes de its. 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 CC) 3196 Resolution No. 99 15822002 -_ Page 4 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 be icetained in the event the 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. yeuth speits erqanizatTens based in the -Gity e-f r previeled these Eesei=vatiens de net eenfliet with . 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 T� Period Applications for the use of Moorpark Community Center and Arroyo Vista Recreation Center may be maele submitted 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 An additional fee ffi&y will be levied on rentals providing less than -14 If diateen) 30 (thirty) calendar days notice. j��_9 �( Resolution No. 99 15822002- Page 5 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 cancellation fee as specified in the Facility Fee Resolution. A cancellation with less than thirty (30) calendar days notice will be refunded in full, less additional cancellation fees 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 users) not abiding by the rules and regulations contained herein or providing false information may be suspended from use of the facility and all fees and deposits paid, may be fee -fe;te retained by the City. Also, future use of City facilities may be denied. Section 4.6 Security Deposits Security Deposits are required, in the amounts specified in the Facility Fee Schedule, for all rentals. At the Community Services Director's discretion, security deposits may be waived when rental attendance is less than 50 and categorized as a meeting. Section 4.67 Liability C Q�) j- 9 8 Resolution No. 90 15822002- Page 6 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 pee purchase liability insurance coverage through the City's provider 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 the Community Center. Businesses and non - profit organizations may provide their own insurance coverage in the same amount, with the City of Moorpark named as additionally insured. An endoinsefftent —ez insu3Fanee required prier- te the i=ental. Insurance documentation including certificate of liability insurance and endorsement naming City as additional insured must be provided to the City prior to rental date. SECTION 5. TERMS OF USE. The general terms of use for City facilities shall read as follows: Section 5.1 Hours Facilities are 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 can be considered. All rentals serving alcohol (Community Center only) will be limited to a maximum 5 -hour rental time for the entire event When renting the kitchen in conjunction with a room rental the hours of both rooms must coincide. X15' x 99 Resolution No. 9°15822002- Page 7 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 a diagram provided by the renting party. flat fate e a-eulate d —en the size —e f the —gee elassifieatien is ehargwirer setup. Set up diagrams shall be provided to the City no less than five (5) calendar days prior to the event. A fee shall be charged for set up as specified in the Facility Fee Resolution. 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. -,ate deeei=atiens - and faat�le--.- 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 timesheud will be included in the rental time. Section 5.6 Clean Up The City shall be responsible for minimal clean up and take dewn removal of tables 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 C U3200 Resolution No. 09 15822002 -_ Page 8 security/elean p 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 damage-& or misuse. The Director of Community Services shall make the final decision .,hetheic on what portion of the security/elean 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 sh l- net be taken eutside. 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 security 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 Facility 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 party will pay to the City from the e' can ng ldafft ge security 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. Resolution No. 99 5822002 - Page 9 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 the Arroyo Vista Recreation Center. Possession and /or consumption of alcoholic beverages is permitted at the Moorpark Community Center, subject to the following conditions: A. Maximum rental time for all events servi alcohol may not exceed five (5) hours. A-B. Dispensing, consumption and /or possession of alcoholic beverages are allowed in the Moorpark Community Center Citrus Room, Apricot Room, kitchen, and front patio areas only. Alcoholic beverages are not allowed in the parking lot. �B-. C. 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-.-D. Alcoholic beverages shall not be sold or served one (1) hour prior to closing time of event. -).E. 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. Resolution No. °C=2002 -_ Page 10 -E-F. The renting party shall provide two security guards, to —be him from the time alcohol is served until all guests have vacated City property. PiFeef t gee— have been 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--.G. The renting party must pr-eviele purchase liability insurance coverage through the City's provider for their event with limits of bodily injury and property damage with a eeL=tifiiat -ef tea= ranee it the F eut of not less than one million dollars ($1,000,000) when alcohol is served at Moorpark Community Center. Businesses and non- profit organizations may provide their own insurance coverage in the same amount, with the City of Moorpark named as additional insured. Insurance documentation including certificate of liability insurance and endorsement naming City as additional insured must be provided to the Citv prior to rental date. Section 6.3 Open Flame Devices and Fog Machines All open flame devices and fog machines are prohibited in all City t-e facilit -yies. 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 P-ercit. Persons using sound amplification equipment shall keep the sound level of such equipment at a reasonable C �Jj2o 0`1 Resolution No. °°22002- Page 11 level to avoid disturbing determination of a reasonable judgement of the City employee o n Department, and all instructions complied with immediately. Section 6.5 Gambling nearby residents. The sound level shall be the duty and /or the Sheriff's of such persons shall be Gambling is prohibited. wit-heut :L-he v of t::c e�i-e� -crppi v v u � v City Geaneir 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 Only soft or rubber soled shoes may be worn on the gymnasium wood floor. The zreeter —ems ez ffii ty Sery c the gyfftnasiaffl, se leng as they are eensistent with these adepted Rules and Regulatiens 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: t Q co 2 11- Resolution No. °°i2002- Page 12 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. 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 Attention: Director of Community Services 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 6th day of Maker, 19959 November, 2002. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Resolution No. 99 15822002- Page 13 STATE OF CALIFORNIA ) COUNTY OF VENTURA ) ss. CITY OF MOORPARK ) I, Deborah S. Traffenstedt, City Clerk of the City of Moorpark, California, do hereby certify under penalty of perjury that the foregoing Resolution No. 09 1582 02- was adopted by the City Council of the City of Moorpark at a meeting held on the 17th 6th day of Hare h, -1944 November, 2002 and that the same was adopted by the following vote: AYES: Councilmembers Evans Mikos, Harper, Redgers Millhouse, Wozniak and Mayor Hunter NOES: None ABSENT: None ABSTAIN: None WITNESS my hand and the official seal of said City this -1-9 6th day of May, ° November, 2002. Deborah S. Traffenstedt, City Clerk (seal) C 0U 2106 ATTACHMENT,J�. RESOLUTION NO. 9915883 2002- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, ADOPTING REVISED FEES FOR THE USE OF CITY FACILITIES & RESCINDING RESOLUTION NO. 99 -1583 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 M�h - 1�T999 November 6, 2002, 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!G6q 99- 1583(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 106te 99 -1583 (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. W 20 "s' Resolution No. 99 X532-2002 - Page 2 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 reservation deposit (as identified in Section 2.3: h dept -ed fee sehe`'u' -e) is required to secure a reservation. The deposit will be applied toward use fees, which must be paid in full thirty (30) days prior to the rental date. A security deposit is also required 30 days prior to rental (as identified in Section 2.5). The City reserves the right to retain the entire security 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 and staffing are available. A fee of $25 ffia7y will be levied on rentals providing less than 44 (men) 30 (thirty) days' notice. Section 2.3 Facility Reservation Deposit A minimum deposit of 4-7-5 $100 is required to confirm a reservation, unless the entire rental fee is less than $100, and in which case the entire amount of rental is required to confirm the reservation. This amount is applied to the total rental cost. All i=en al fees azTel balanee of use ef the faeili-t-�. Resolution No. 99 15832-2002- Page 3 Section 2.4 Facility Use Fees A. Meeting Room Use Fee - AVRC Multi Purpose and Dance rooms and Community Center Apricot and Citrus rooms (Calculated hourly based on number of persons attending) Group 1: Group 2: 1 -50 51 -100 101 -150 151 -200 200+ Group 3: 1 -50 51 -100 101 -150 151 -200 200+ Group 4: 1 -50 51 -100 101 -150 151 -200 200+ Group 5: 1 -50 51 -100 101 -150 151 -200 200+ B. Set Up and Use calculated based Group 1: Groups 2 -5: 1 -50 51 -100 101 -200 200+ No Charge $30 $40 $50 $60 $70 $40 $50 $60 $70 $80 $50 $60 $70 $80 $90 $60 $70 $80 $90 $100 Fee (tee ±ciFfte fee flat rate on number of persons attending) No Charge $24 $30 $40 $50 Resolution No. "" 15832-2002- Page 5 Group 3: $20 Group 4: $30 Group 5: $40 F. Phone /Fax Lii rate.) Group 1: Group 2: Group 3: Group 4: Group 5: ze Use Fee (Gaieidiated he r'y flat No Charge $10 $20 $30 $40 G. Large Screen TV Use Fee - AVRC (Galeulated h ^"r,'y flat rate in conjunction with a meeting room rental. 200 dd t a 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. Staqe - AVRC: $25 per section L. Direct Cost Fees (Calculated hourly for clean up and after hours rentals. This charge is in addition to hourly room fee.) Group 1: No Charge Group 2: $18 Group 3: $18 Group 4: $20 Group 5: $20 Section 2.5 Security Deposits A. Facility Damage /C-Ia- n� Security Deposit Without Alcohol: $300 c "j� )21 Resolution No. 99 15832-2002 - Page 6 B. Facility Damage/Gleaiq Security Deposit With Alcohol: $450 C. Arroyo Vista Gymnasium Damage /Clean Up Security Deposit: $500 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 Charges 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 4-1-9 actual cost + 15% 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; Resolution No. 90- 583-2002- Page 7 er 4ised at an event en—C- e-f — the — rcrri- ccT- ag:F-e-em , -a $200 fftanda:t-ery—fee Fftay lee e ,a . 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 applieatien rental permit 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. 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 Lceeffi, whieh is based en the Gd::�yls ea; i=eem est=s for use of the Multi - Purpose Room, Kitchen, and Activity Room. 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 1 Resolution No. 9915832-2002- Page 8 fee depe -sue (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). B City of Moorpark Youth Sports Group are eligible for a special discount rate of $15 per hour for a rental directly associated with the group's purpose, of up to 50 attendees, during normal operating hours, with no additional fees unless the group requires set -up or other special arrangements During non - business hours or when attendees exceed 50 people, the rate will be $30 per hour. Normal operating hours at the Arroyo Vista Recreation Center are defined as 8:30 a.m. to 10:00 p.m. Monday through Friday, 10:00 a.m. to 6:00 p.m. Saturday, and 10:00 a.m. to 4:00 p.m. on Sunday. Normal operating hours at the Community Center are defined as 8:00 a.m. to 9:00 p.m. Monday through Friday. 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. PASSED AND ADOPTED this 1-: 6th day of Ha=eh, 1999 November ?nn ?_ Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Resolution No. 99 15832-2002- Page 9 STATE OF CALIFORNIA ) COUNTY OF VENTURA ) ss. CITY OF MOORPARK ) I, Deborah S. Traffenstedt, City Clerk of the City of Moorpark, California, do hereby certify under penalty of perjury that the foregoing Resolution No. 99 1583 2002- was adopted by the City Council of the City of Moorpark at a meeting held on the 34-t-" 6th day of H h, 1944 November, 2002, and that the same was adopted by the following vote: AYES: Councilmembers £ins Mikos, Harper, Reelgera Millhouse, Wozniak and Mayor Hunter NOES: None ABSENT: None ABSTAIN: None WITNESS my hand and the official seal of said City this 6th day of May :99- November, 2002. Deborah S. Traffenstedt, City Clerk (seal)