HomeMy WebLinkAboutAGENDA REPORT 2020 1104 CCSA REG ITEM 09GCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of November 4, 2020
ACTION Adopted Resolution No. 2020-
3963, Rescinding Resolution No. 2020-
3876 and Adopted Resolution No. 2020-
3964, Rescinding Resolution No. 2020-
3877. (Roll Call Vote: Unanimous).
BY B.Garza.
G. Consider a Resolution Revising the Rules and Regulations Governing City
Facility Rentals and Rescinding Resolution No. 2020-3876; and Consider a
Resolution Revising Facility Rental Fees, Deposits, and Additional Charges and
Rescinding Resolution No. 2020-3877. Staff Recommendation: 1) Approve
Resolution No. 2020-3963, Rules and Regulations Governing City Facility
Rentals, rescinding Resolution No. 2020-3876; and 2) Approve Resolution No.
2020-3964, Facility Rental Fees, Deposits, and Additional Charges and
Rescinding Resolution No. 2020-3877. (Staff: Jeremy Laurentowski)
Item: 9.G.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director
BY: Stephanie Anderson, Recreation Services Manager
DATE: 11/04/2020 Regular Meeting
SUBJECT: Consider a Resolution Revising the Rules and Regulations
Governing City Facility Rentals and Rescinding Resolution
No. 2020-3876; and Consider a Resolution Revising Facility Rental
Fees, Deposits, and Additional Charges and Rescinding Resolution
No. 2020-3877
SUMMARY
The Rules and Regulations Governing City Facility Rentals (rental rules) and the Facility
Rental Fees and Deposits (rental fees) are evaluated annually, and needed updates
and changes are presented to the Parks and Recreation Commission for consideration,
and to the City Council for approval. On August 15, 2019, the Commission made a
recommendation to the City Council to approve several changes to the resolutions
governing the Rental Rules and the resolutions detailing rental fees. The City Council
adopted the resolutions at the September 4, 2019, meeting. Minor additional changes
were adopted by the City Council on January 15, 2020, when rental use of the skate
park at Poindexter Park was added to the resolutions. A summary of these changes is
included in the discussion section of this report.
On February 19, 2020, the City Council directed staff to review the rental rules and fees,
as well as the City’s procedures for enforcing the rules and fees, with the Parks and
Recreation Commission. This was in response to a public inquiry regarding the use of
park fields for practices and other activities by private sport groups.
On July 13, 2020, staff reviewed the current rules and fees resolutions with the Parks
and Recreation Commission (Commission) and solicited feedback. Staff did not
recommend any changes to the current rules and fees resolutions to the Commission at
that time. Since the July 13, 2020, Commission meeting, staff has determined that
some minor changes may also be needed for clarification regarding fees. Rental issues
related to COVID-19 pandemic and the resulting public health orders have also brought
to light the need for some changes to the rental rules and fees. A summary of the most
Item: 9.G.
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recent changes made to the current resolutions, as well as a discussion of additional
recommended changes, are included in the following Discussion section of this report.
The current resolutions with recommended changes are attached to this report in
legislative format.
DISCUSSION
On September 4, 2019, and January 15, 2020, the City Council approved various
changes to the facility rental rules and rental fees resolutions. Changes to the Rules
and Regulations Governing City Facility Rentals (rental rules) included:
• Consolidating the two separate resolutions for outdoor park facilities and indoor
facilities into a single resolution governing the rental use of all City facilities.
• Revising Section 3.2, Group Classification Definitions, to change the definition of
a Group 1 renter from a City co-sponsored program to a Moorpark nonprofit or
governmental agency under certain conditions; to clarify the definition of a
Moorpark non-profit organization; and to move a Moorpark business rental for
noncommercial purposes from a Group 3 to a Group 2 renter.
o These changes allowed for a wider range of activities where Moorpark
nonprofit organizations and other governmental agencies can rent City
facilities at the City’s direct costs. Additionally, the change reduced rates for
Moorpark businesses renting facilities for noncommercial purposes, such as
company picnics.
• Revising Section 4.1, Park Rental Permits Required, to clarify that the
requirement for reoccurring use is intended to apply to use by a business or
organization; adding amplified sound and alcoholic beverages to the list of uses
requiring a rental permit; and to change the attendance threshold for requiring a
rental permit to twenty-five (25) for all parks.
o Previously, a permit requirement for amplified sound was inadvertently
omitted from the park rules resolution, and was included in the indoor facilities
rules resolution as a separate section that implied, but did not state
specifically, the permit requirement. Adding amplified sound to the list of
activities requiring a permit clarifies the City’s intent.
o Prior to 2019, Alcoholic beverages had only been allowed at the Moorpark
Community Center. With the change to the municipal code last year, alcoholic
beverages are now also allowed at the Arroyo Vista Recreation Center, and
for community events at the Arroyo Vista Community Park (AVCP). This
made it necessary to add alcoholic beverages to the list of activities requiring
a permit.
o The attendance limit that triggers a permit requirement has fluctuated over the
years. Prior to 2016, it was 50 persons for all parks. It was then reduced to
25 at AVCP and 15 and neighborhood parks, primarily due to parking
concerns related to large gatherings in smaller neighborhood parks.
However, the 15 person limited was overly restrictive, and the attendance
trigger was changed to 25 for all parks.
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• Revising Section 4.3, Application Period, to include a schedule for submission of
reservation requests for fields that are allocated to youth sports organizations
that align with the schedule for submission in the agreements with various youth
sports organizations.
• Revising Section 4.6, Rental Cancellations and Rental Fee Refunds, to change
the notice needed for a full refund (less nonrefundable fees and processing fees)
for indoor facilities from ninety (90) days to sixty (60) days; to add poor air quality
to the same category as inclement weather for cancellations; and to allow more
lead time in cancellations of tournaments and large events for inclement weather
forecasts.
• Revising Section 5.1, Rental Hours, to change the earliest rental time from 6:00
a.m. to 8:00 a.m. at all parks other than AVCP, and add language to address
field lights, which are rented in conjunction with a ball field or athletic field to
allow for a minimum rental time for field lights of 30 minutes, with time rounded to
the nearest quarter-hour.
o Many of the rentable facilities in the City’s neighborhood parks are located
less than 100’ from adjacent homes. In an effort to reduce the impact on
residents living next to these parks, particularly as it relates to noise, the
earliest rental time at neighborhood parks was changed from 6:00 to 8:00
a.m.
• Revising Section 5.7, Attendance and Facility Capacity, to limit the size of rentals
at AVCP to no more than 5,000 people.
o The attendance cap was added to ensure that during private rentals
approximately 50% of the park would still remain open to the general public.
Additionally, rentals larger than 5,000 could result in substantial traffic and
parking issues.
• Revising Sections 5.8, 5.9, 5.10, and 5.11 to modify language in the Indoor
Facility Rules Resolution to address both indoor and park facilities.
• Revising Section 5.12, Rental Restrictions, to remove the limitation of rentals of
the Magnolia Conference Room to only Group 1or 2 renters and clarify rental
times for the Magnolia Conference Room; to allow rental use of the AVCP
recreational trail by nonprofit organizations and governmental agencies; and to
allow for rental use of the skate park at Poindexter Park.
o The restriction on the Magnolia Conference room was removed in order to be
consistent with other indoor facilities, which have no such restrictions.
o Rental use of the AVCP trail was added after requests by both the Moorpark
High School and Moorpark Rotary to use the facility for fundraisers.
o Rental use of the skatepark was added to allow for additional opportunities for
use, such as classes and events, as well as allow for commercial filming
which provides additional potential revenue to the City.
• Revising Section 5.14, Wet Field and Trails Policy, to include trails.
• Revising Section 6, Alcoholic Beverages, to clarify language throughout
regarding indoor facilities and added conditions for the allowance of alcohol at
AVCP.
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Changes to the Facility Rental Fees, Deposits, and Additional Charges (rental fees)
included:
• Consolidating the two separate resolutions for outdoor park facilities and indoor
facilities into a single resolution governing the rental fees of all City facilities.
• Revising Section 2.2, Hourly Park Rental Fees, to remove language regarding
rounding of rental time (as this was already included in the Rules Resolution); to
change the definition of “Direct Costs”; to remove language regarding Policy 6.2;
to add fees for pickleball courts, the AVCP trail, and the skatepark; to increase
fees for athletic fields, soccer fields, and picnic pavilions; and to change the fee
for rental of a Parking Lot to a “per space” basis.
o Fees for the pickleball courts, trails, and the skatepark were added, as these
were newly rentable facilities not previously included in the rental fees. Fees
were increased for fields and picnic pavilions based on increases in operating
costs, demand for rental facilities, and a survey of rental rates in neighboring
park and recreation districts to ensure the City’s fees were relatively
consistent with market rates.
• Revising Section 2.3, Indoor Facility Use Fees, to eliminate charging the room
rental fee based on attendance, and add for Group 4 fees for the Magnolia
Conference Room.
• Revising Section 2.4, Flat Rate Fees, to change how permit application fees are
calculated; to add fees for attraction companies that are not pre-authorized; and
to add the addition of a late application fee and reservation change fee.
• Revising Section 2.5, Payment Schedule, to increase the dollar amount that
allows a partial payment at the time the reservation application is submitted and
require the full payment of security deposits at the time of application.
• Revising Section 2.6, Refundable Security Deposits, to specifically list the
security deposit fee for an attraction, performer, or equipment (which was already
being charged in practice); to add a deposit for use of the City’s portable stage
(available at the Arroyo Vista Recreation Center only); to reduce the gym rental
security deposit from $1,000.00 to $500.00; and to add a security deposit for
large event rentals (2,000+).
• Revising Section 2.8, Cancelation Fees, to remove redundant language.
As mentioned previously, staff presented the rental rules and fees to the Commission
on July 13, 2020, and requested feedback. Although the Commission did not
recommend any changes, one area of particular interest was regarding the conditions
under which a rental permit is required. Currently, a rental permit is required for:
• Any rental for which a reservation application for exclusive use is submitted.
• Private use of an indoor room.
• Any activity with twenty-five (25) or more total people in attendance. Attendance
includes all participants and spectators at the Rental.
• An activity that is held on City property on a regular or re-occurring basis (once
per week or more frequently, regardless of location) involving ten (10) or more
total people in attendance, and is associated with a business or organization.
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o The intent of this section is primarily to ensure that businesses with ongoing
operations, as well as organized sports groups, are obtaining rental permits
for use of City facilities when the use is re-occurring. It should be noted that
the City has Use Agreements with several Moorpark-based Youth Sports
Organizations (YSO’s): American Youth Soccer Organization (AYSO),
Moorpark Little League (MLL), Moorpark Girls Softball Association (MGSA),
Moorpark Soccer Club (MSC), United States Youth Volleyball League
(USYVL), Moorpark Musketeers Youth Football (MMYF), Achieve Goals (AG).
The YSO’s are required to obtain a permit and pay for any City facilities they
use, whether the use is for practice or games. It is therefore appropriate to
ensure that businesses and other organized sports groups, particularly non-
Moorpark based organizations, are reserving and paying for fields used for
their operations.
• Any fee or cost based activity, whether conducted by a for-profit, non-profit, or
individual. This includes any activity for which monies are paid or collected,
regardless of whether or not monies are paid or collected at the rental location.
This definition includes but is not limited to fund-raisers, private classes or
lessons, and sports league activity.
• Filming of any kind, with the exception of filming by an individual when such
activities are not for commercial purposes and are for personal use only.
• Use of amplified sound.
• Possession or consumption of alcoholic beverages at a City Facility.
• Use of equipment (as defined in Section 5.3), attractions, or performers.
• Any organized use of the skatepark, including classes, camps, and lessons.
These requirements were established after considering a variety of factors, including
impacts on park facilities, impacts on nearby residents, and potential liabilities for the
City. Although the City’s policies were developed to address Moorpark’s specific
conditions, policies that nearby agencies have enacted were also reviewed for
comparison. A survey conducted earlier this year comparing local cities and park
districts shows that Moorpark’s policies are relatively consistent with other agencies.
The survey included two cities, Ventura and Oxnard, and three park districts. The three
park districts surround Moorpark and include Conejo Recreation and Park District
(CRPD), which serves Thousand Oaks, Westlake Village, Newbury Park, and
surrounding areas; Rancho Simi Recreation and Park District (RSRPD), which serves
Simi Valley, Oak Park and surrounding areas; and Pleasant Valley Recreation and Park
District (PVRPD), which serves Camarillo and surrounding areas. The results of the
survey are summarized in the table below.
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Many agencies use Park Rangers or similar positions to enforce park rules. Currently,
the City does not have Park Ranger positions, and instead employs part-time Parks and
Facilities Attendants (PFAs) to monitor parks, assist rental customers, perform custodial
duties and minor maintenance, and enforce park rules when needed. The City’s current
protocols for park rules enforcement focus primarily on educating park users about park
rules, including rental permit requirements. Regarding rental permit requirements,
PFAs have been trained to only approach groups without permits if it appears the
group’s use does require a rental permit (such as large groups of 25 or more, groups
using attractions or equipment, or organized sports groups). The group will be informed
of the rental permit requirements, and asked to obtain the required permit for future use.
If the use appears to be organized sports use, the PFA will first speak with the group to
determine if the use is in fact organized sports before advising them of the rental permit
requirement. In general, groups are not asked to cease their activities or leave a park
facility unless there is a potential liability to the City (such as an unauthorized inflatable
attraction), the group has already been advised of the need to obtain a rental permit for
their activities, or an approved rental is scheduled for the facility.
The Commission did not recommend any changes to the requirements for a rental
permit, or changes to any of the other rental rules. The Commission did recommend
that staff consider the possibility of revising rental fees sometime in the future to allow
for discounts for long term rentals.
Although no changes were made to the rules or fees when the report was presented to
the Commission, staff has determined that some adjustments to the resolutions should
be considered. Staff recommends the following additional changes.
City of
Moorpark
City of
Ventura
City of
Oxnard CRPD RSRPD PVRPD
Exclusive Use of a Facility Yes Yes Yes Yes Yes Yes
Attendance Over 25 50 100 50 50 25*
Fee Based Activities / Conducting Business Yes Yes Yes Yes Yes Yes
Organized Sports Groups Yes Yes Yes Yes Yes Yes
Recurring Activity by an Organized Group Yes Yes No No**No Yes
Commercial Filming Yes Yes Yes Yes Yes Yes
Amplified Sound Yes No***Yes Yes Yes Yes
Alcoholic Beverages Yes Yes Yes Yes Yes Yes
Attractions (bounce houses)Yes Yes Yes No****Yes Yes
Certain Equipment (tables, goals, etc.)Yes Yes No No No Yes
*5 or more for athletic fields.
Park Rental Permit Required
***Amplified sound is not allowed at all, except with an event permit.
****Rental permit not required, but company used must be from approved list.
** Permit is required for "pre-advertised assemblies".
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Changes to the Rules:
• Section 3.2, Group Classification Definitions. This section defines the Group
Classifications which determine the category of fees charged to a renter. Since
this section relates directly to fees, staff has determined it is appropriate to move
this section from the Rules to the Fees resolution. Therefore, this section will be
added to the Fees resolution. No changes are being made to the language.
• Section 4.4, Rental Fees, Deposits, and Additional Charges. This section
already includes language authorizing the Director to levy fees beyond the basic
rental fees under certain conditions. There is currently no language regarding
the authority to reduce or waive fees. Over the past several months, the
COVID-19 pandemic and resulting public health orders have put a strain on
businesses and organizations, in some cases prohibiting them from operating in
their indoor facilities. To assist these businesses, the City Manager, by
Executive Order under the declared local emergency, authorized a Park Rental
Assistance Program, which reduced rental fees for Group 2 and Group 3
Renters. This Executive Order was ratified by the City Council as a separate
agenda item. Staff is recommending that language be added to the Rules
resolution that authorizes the City Manager to modify fees during a declared local
emergency, to make clear his authority to modify fees without a separate
Executive Order.
• Section 4.8, Rental Fee Exception for Moorpark Unified School District.
This section relates to special fee waivers for the Moorpark Unified School
District (MUSD), and establishes rules related primarily to end-of-school year
activities. Staff recommends this section be removed for two reasons. First, most
of MUSD’s rental use of City facilities would fall under Group 1 use, for which
rental fees are already waived, with the exception of the City’s direct costs, such
as part time staff costs. There is no need for a section granting specific fee
waivers to MUSD. Secondly, applicable permit conditions are added to all rental
permits. Staff does not feel it is necessary to establish permit conditions by
resolution.
Changes to the Fees:
• Group Classification Definitions: As noted above, section 3.2 of the Rules
resolution is being moved to the Fees resolution. It will be inserted within Section
1, with subsequent sections being renumbered.
• Permit Application Fees: Permit application fees were established to cover the
City’s cost to process a rental permit. Staff periodically reviews costs to ensure
fees are accurate and adequately cover costs without overcharging renters.
Based on the most recent cost analysis of actual staff time spent processing
rental permits, staff recommends that “Single Date/Single Facility” be increased
from $10 to $15, and the Multiple Dates/Multiple Facilities be decreased from $50
to $40.
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• Other Flat Rate Fees: Language has been added to clarify that a Change Fee
cannot exceed the Permit Application Fee charged for the permit. Currently the
City charges a fee to change a reservation on an approved rental permit for
various reasons, such as the rental dates and/or scheduled time. There is a
possibility that the charges associated with making changes to a multi-day
permit, after it has already been approved, could exceed the charges to simply
cancel the entire permit and reapply for a new permit. This change is being
made to lessen the financial burden to renters that need to make changes to an
approved permit.
FISCAL IMPACT
There are no direct costs associated with the approval of the resolutions for the rental
Rules and Fees. There is a potential minor impact on revenue from changes to the
Permit Application Fees.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
1. Approve Resolution No. 2020-____, Rules and Regulations Governing City
Facility Rentals, rescinding Resolution No. 2020-3876; and
2. Approve Resolution No. 2020-_____, Facility Rental Fees, Deposits, and
Additional Charges and Rescinding Resolution No. 2020-3877.
Attachment 1: Draft Resolution No. 2020-____ in Legislative Format Adopting Rules
and Regulations Governing City Facility Rentals and Rescinding
Resolution No. 2020-3876
Attachment 2: Draft Resolution No. 2020-____ in Legislative Format Adopting Facility
Rental Fees, Deposits, and Additional Charges and Rescinding
Resolution No. 2020-3877
76
RESOLUTION NO. 2020-____
A RESOLUTION OF THE CITY OF COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, REVISING RULES AND
REGULATIONS GOVERNING CITY FACILITY RENTALS AND
RESCINDING RESOLUTION NO. 2020-3876
WHEREAS, the City previously adopted Resolution No. 2020-3876, which
established rules and regulations governing City facility rentals; and
WHEREAS, at its meeting of November 4, 2020, the City Council reviewed and
concurred with the amendments to the Rules and Regulations Governing City Facility
Rentals; and
WHEREAS, Resolution No. 2020-3876 shall be rescinded and replaced with the
revised Resolution herein.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. City Council Resolution No. 2020-3876 is hereby rescinded
upon the effective date of this Resolution.
SECTION 2. The revised Rules and Regulations Governing City Facility
Rentals (Rules) attached as Exhibit A are hereby adopted.
SECTION 3. This Resolution shall become effective upon adoption.
SECTION 4. 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 4th day of November 2020.
________________________________
Janice S. Parvin, Mayor
ATTEST:
___________________________________
Ky Spangler, City Clerk
ATTACHMENT 1
77
Rules and Regulations Governing City Facility Rentals
SECTION 1. GENERAL
Section 21.1 Purpose
The purpose and intent of the City Council in adopting the Rules is to provide direction
to staff and the public relating to the use and rental of City facilities, including indoor and
outdoor facilities in parks and at the Moorpark Community Center. In the event of 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.
Section 21.2 Definitions
“City” shall mean the City of Moorpark.
“Director” shall mean the Parks and Recreation Director or his/her designated
representative.
“Facility” shall mean a rentable indoor or outdoor City property area, not including City
public right-of-way subject to the City’s encroachment ordinance. Examples of a City
facility include a room in a City building, an outside area in a park, and a structure or
amenity, such as a play field, walking trail, or parking area.
“Rental” shall mean approved use of a Facility by an individual, organization, or
business.
“Renter” shall mean the individual, organizatio n, or business responsible for the Rental.
Renter must complete the Reservation Application and other required documentation,
pay all required fees, provide or pay for insurance (if required), and be present for the
duration of the Rental.
“Reservation Application” shall mean the City’s Rental application form.
“Rental Permit” shall mean an approved, written Rental Permit issued by the Director,
allowing rental use of a Facility.
Section 21.3 Facility Rental Program Administration
The Parks, Recreation, and Community Services Department oversees the
administration of the City’s Facility Rental Program.
The Director or his/her designee will have the authority to approve Reservation
Applications in accordance with the policies contained herein. Rental Permits are not
finalized until the application has been approved in writing and all required Rental fees,
deposits, and charges are paid in full and all conditions have been met.
Resolution No. 2020-____
Page 2 EXHIBIT A
78
Section 21.4 City Use Priority
Certain City Facilities may be rented for private use when such use does not conflict
with City business or programs. In the unanticipated event that a scheduling conflict
arises that, in the sole discretion of the City, prevents or interferes with City business or
program operations, the Rental Permit may be canceled. In such an event, the City will
make every effort to accommodate the canceled Rental at a different location or on a
different date, if feasible. If such accommodations cannot be made, a full refund of all
fees paid shall be issued.
City sponsored programs shall have priority use over all reservation requests.
Section 21.5 Right to Revoke or Deny a Park Rental Permit
The City may revoke an issued Rental Permit or deny a Reservation Application, when
it is determined by the Director that the proposed use of the Facility is not consistent
with the intended use of the park or building, or the use will not be in the best interest of
the City.
A Rental Permit may be revoked or denied for violation of any rule or regulation
contained in the Moorpark Municipal Code, State law, or established by this Resolution
by the Renter, Renter’s guests, attendees, employees, or vendors. Rental Permits may
be revoked or denied if the Renter is found to have falsified or omitted information on a
Reservation Application. If the City revokes or denies a Rental Permit for any of these
reasons, all fees and deposits paid will be forfeited and the Renter may be suspended
from future Rentals of any Facility as determined by the Director at his/her sole
discretion.
Section 21.6 Right to Establish Additional Rules and Conditions
The Director may establish additional rules, regulations, and conditions pertaining to
City Facilities and Rentals, so long as such requirements are consistent with this
Resolution and Chapter 12.16 of the Moorpark Municipal Code, and are published in
writing.
SECTION 3. FACILITY RENTAL GROUP CLASSIFICATIONS. Rental group
classifications shall be as follows:
Section 3.1 Purpose
The purpose and intent of the City Council in adopting the Rental Group Classifications
shall be to provide direction for staff and the public relating to the classification of
groups and individuals renting City Facilities.
Section 3.2 Group Classification Definitions
Resolution No. 2020-____
Page 3
79
GROUP 1: Governmental agencies directly serving City residents when the Rental
use is of direct benefit to City residents, and Moorpark nonprofit organizations with
current tax exempt status under Section 501(c)(3), 501(c)(4), 501 (c)(6), 501 (c)(19) of
the U.S. Revenue Code chartered within the limits of the City of Moorpark or with an
official branch or chapter located within the City of Moorpark, when all of the following
apply:
The Rental is intended for, and open to, the general public.
No admission or entry fee is charged to attend the Rental.
The Rental spans no more than three (3) consecutive days, and is held no more
than once per year.
Rental attendance is less than 2,000 people.
GROUP 2: City residents and businesses for noncommercial purposes (no entrance
fees or sales), certain nonprofit organizations based in the City of Moorpark, and
governmental agencies serving the residents of the City of Moorpark, when the rental
does not comply with the requirements of Group 1.
The designation of City of Moorpark resident applies to individuals who live
within the incorporated Moorpark City boundary. Proof of residency is
required. The designation of a Moorpark business applies to businesses with
a physical address (no post office boxes) within the incorporated City of
Moorpark boundary and with a current Moorpark Business Registration.
The designation of a Moorpark nonprofit organization applies to those with
current tax exempt status under Section 501(c)(3), 501(c)(4), 501 (c)(6), 501
(c)(19) of the U.S. Revenue Code chartered within the limits of the City of
Moorpark, or with an official branch or chapter located within the City of
Moorpark. Proof of 501 (C) status is required.
The designation of governmental agency directly serving the residents of
Moorpark applies, but is not limited, to the following agencies: Moorpark
Unified School District, Moorpark College, Ventura County Water Works
District I, County of Ventura, Ventura County Superintendent of Schools, and
agencies of similar status as determined at the Director’s sole discretion.
For park field rentals, a minimum of 51% of those attending the rental must be
City of Moorpark residents in order for the Renter to be classified under
Group 2.
GROUP 3: Residents of the Moorpark Unified School District boundaries that reside
outside of the City’s incorporated limits, Moorpark businesses for commercial purposes,
and non-Moorpark nonprofit organizations.
The designation of residents of the Moorpark Unified School District boundary
applies to individuals living within the District boundaries but outside of the
City’s incorporated limits. Proof of address is required.
The designation of non-Moorpark nonprofit organizations applies to nonprofit
organizations with current tax exempt status under Section 501(c)(3),
501(c)(4), 501 (c)(6), 501 (c)(19) of the U.S. Revenue Code, chartered
Resolution No. 2020-____
Page 4
80
outside of the City of Moorpark and with no official chapters or branches
located within the City of Moorpark.
The designation of a Moorpark business applies to businesses with an
established address within the incorporated City boundary and with a current
Moorpark Business Registration.
GROUP 4: All other Renters not included in Groups 1, 2, or 3.
SECTION 42. RESERVATION APPLICATIONS AND RENTAL PERMITS.
The general policies governing Reservation Applications and Rental Permits are
as follows:
Section 42.1 Rental Permits Required
An approved Rental Permit is required for the following rental use:
Any rental for which a reservation application for exclusive use is submitted.
Private use of an indoor room.
Any activity with twenty-five (25) or more total people. Attendance includes all
participants and spectators at the Rental.
An activity that is held on City property on a regular or re-occurring basis
(once per week or more frequently, regardless of location) involving ten (10)
or more total people in attendance and that is associated with any business or
organization.
Any fee or cost based activity, whether conducted by a for-profit, non-profit, or
individual. This includes any activity for which monies are paid or collected,
regardless of whether or not monies are paid or collected at the Rental
location. This definition includes but is not limited to fund-raisers, private
classes or lessons, and sports league activity.
Filming of any kind, with the exception of filming by an individual when such
activities are not for commercial purposes and are for personal use only.
Use of amplified sound.
Possession or consumption of alcoholic beverages at a City Facility.
Use of equipment (as defined in Section 53.3), attractions, or performers.
Any organized use of the Skatepark, including classes, camps, and lessons.
Section 42.2 Terms of Reservation Applications
Reservation Applications must be submitted in person. All applications must be signed
by an adult (21 years of age or older), who shall agree to be responsible for said Rental,
be in attendance during all the times of the Rental, meet all conditions required for the
Rental, and pay all fees required. Incomplete or unsigned Reservation Applications will
not be accepted.
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Section 42.3 Application Period
Reservation Applications are accepted on a first come, first served basis. Any
deviations to the application period must be approved by the Director in writing.
Group 1 and Group 2 renters may submit a Reservation Application up to nine (9)
months prior to the requested Rental date, and Group 3 and Group 4 renters may
submit facility Reservation Applications up to six (6) months prior to the requested
Rental date, except as described below.
For athletic fields at Arroyo Vista Community Park, Campus Canyon Park, Mammoth
Highlands Park, and Miller Park, a Reservation Application may be submitted no earlier
than (all Groups):
Use Date: Submit Application:
March 1-May 31 After February 15
August 15-December 31 After July 15
For ball fields at Arroyo Vista Community Park and Poindexter Park, a Reservation
Application may be submitted no earlier than (all Groups):
Use Date: Submit Application:
February 1-June 30 After January 15
August 1-November 30 After July 15
Reservation Applications for Rentals that require insurance as determined by the
Director, have attendance of 200 or more people, or are for an indoor Facility, must be
submitted at least thirty (30) calendar days in advance of the Rental date. Reservation
Applications for all other Rentals must be submitted at least five (5) business days in
advance of the Rental date.
Section 42.4 Rental Fees, Deposits, and Additional Charges
Rental fees will be charged in accordance with the Moorpark City Council Resolution
Establishing Rental Fees, Deposits, and Additional Charges. Fees must be paid
according to the Payment Schedule in the adopted Resolution. Failure to pay Rental
fees by the required date may result in the loss of any deposit and cancellation of the
Rental.
Additional charges may be levied beyond the basic Rental fees if, in the opinion of the
Director, a higher level of security deposit is needed; additional staff is/are needed to
set up, clean up, or supervise activities; police services are necessary based on the
nature of the Rental activity; or if the Rental request contains unusual activities or
accommodation requests. Such determination shall be made by the Director.
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Rental fees may be modified or waived by the City Manager or his/her designee during
a declared local emergency. Fees may only be reduced or waived during the time
period that the City is under the declared local emergency. Fees may not be reduced
or waived such that a direct cost is incurred by the City.
Section 42.5 Approval of Application and Issuance of a Rental Permit
Rental Permits may be issued under the following conditions:
The requested Facility, date, and time are available for Rentals;
The Rental will not interfere with City business or programs;
A completed and signed Reservation Application has been submitted by
the Renter;
All applicable fees have been paid; and
All conditions of the Rental have been met.
Standard conditions of approval for all Rental Permits are as follows:
Renter, or if Renter is an organization or business, Renter’s duly
authorized representative(s) shall be present at all times during the
Rental.
Renter shall sign a hold harmless and indemnification agreement, as
approved by the Director, and as incorporated into the Rental Permit.
Rentals requiring insurance include, but are not limited to, athletic games
and tournaments, Rentals with 200 or more people in attendance, Rentals
with vendors or food sales, Rentals with attractions, Rentals of indoor
facilities, Rentals with alcoholic beverages, and other higher risk rentals as
determined by the Director based on a recommendation from the City’s
insurance provider. If determined by the Director that insurance is required
as a condition of the Rental, the Renter must provide general liability
insurance coverage of not less than $1,000,000, with the City of Moorpark
named as additionally insured. Insurance documentation including
certificate of liability insurance and endorsement naming the City of
Moorpark as additional insured, and in a format acceptable to the City,
must be provided to the City at least fifteen (15) business days prior to
Rental date. Depending on the nature of the Rental, additional types and
amounts of insurance may be required.
Rentals with attendance of 2,000 or more and Rentals for which an
admission fee is charged shall submit a solid waste site plan in
compliance with Article V of Chapter 8.36 of the MMC.
Renter shall comply with all requirements as set forth in the Moorpark City
Council Resolution Adopting Rules and Regulations Governing City
Facility Rentals.
For park Rentals, Renter shall abide by all rules and regulations relating to
use of City park facilities, including but not limited to Moorpark Municipal
Code Chapter 12.16, Parks and Open Space.
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The Director shall have the authority to establish additional special conditions of
approval for any Rental Permit.
Rental Permits are immediately revocable by Director if false statements or omissions
are made on the Reservation Application, or if the Renter, Renter’s guest(s),
attendee(s), employee(s), vendor(s), contractor(s), or subcontractor(s) willfully violate
any rule or regulation established by the City or fail to meet any condition of the Rental
Permit. All fees paid by Renter shall be retained by the City in the event the Rental is
terminated under these circumstances. Future Rental use of City Facilities may be
denied.
Section 42.6 Rental Cancellations and Rental Fee Refunds
Rental fee refunds for cancellations by the Renter are subject to the fees described
below and the fee amounts as specified in the City Council’s Resolution Establishing
Rental Fees, Deposits, and Additional Charges. Refunds will not be issued for amounts
less than $25. The permit application fee is non-refundable, except for cancellations due
to inclement weather or conditions which make the facility unusable, and described
below.
Park Facilities, excluding Rentals with 2,000 or more in attendance and
tournaments:
a.For cancellations received thirty (30) calendar days or more in advance of the
Rental date, the City will refund all fees paid less a processing fee established
by City Council resolution. Renter may also elect to reschedule the canceled
Rental, or receive a full credit (less any nonrefundable fees), which may be
applied to a future Rental date. Said credit must be used within one (1) year
of the cancellation.
b.For cancellations received between twenty-nine (29) and five (5) calendar
days prior to the Rental date, the City will refund all fees paid less any costs
incurred by the City, a processing fee, and a cancellation fee established by
City Council resolution. Renter may also elect to reschedule the canceled
Rental, or receive a full credit (less any nonrefundable fees), which may be
applied to a future Rental date. Said credit must be used within one (1) year
of the cancellation.
c. For cancellations received less than five (5) calendar days prior to the Rental
date, the City will refund the security deposit, only, less any costs incurred by
the City. If a security deposit was not paid, no fees will be refunded.
Rescheduling of the canceled rental may only be considered with extenuating
circumstances approved at the discretion of the Director.
d.For cancellations due to inclement weather (temperatures below 45 °f or
above 95°f, active precipitation, winds in excess of thirty (30) miles-per-hour,
or heavy fog), a National Weather Service forecast twenty-four hours prior to
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the rental date, or by noon on the prior business day, whichever is earlier, of
50% or greater chance of inclement weather in Moorpark during the rental
hours, an Air Quality Index of 101 or greater in Moorpark during the rental
hours, or conditions which make the park facility unusable (as determined by
the Director), Renter is entitled to a full refund. Renter may also elect to
reschedule the canceled Rental.
Indoor Facilities, tournaments, and events with 2,000+ attendance:
a.For cancellations received sixty (60) calendar days or more in advance of the
Rental date, the City will refund all fees paid less any costs incurred by the
City, including staff costs, plus a processing fee. Renter may also elect to
reschedule the canceled Rental, or receive a full credit (less any
nonrefundable fees and costs incurred by the City), which may be applied to a
future Rental date.
b.For cancellations received between fifty-nine (59) and fifteen (15) calendar
days prior to the Rental date, the City will refund all fees paid less any costs
incurred by the City, including staff costs, plus a cancellation fee and a
processing fee. Renter may also elect to reschedule the canceled Rental, or
receive a full credit (less any nonrefundable fees and costs incurred by the
City), which may be applied to a future Rental date.
c. For cancellations received less than fifteen (15) days prior to the Rental date,
the City will refund the security deposit only, less any costs incurred by the
City, including staff costs, plus a processing fee.
d.For cancellations of outdoor Facilities due to inclement weather as described
above, a National Weather Service forecast seventy-two hours prior to the
rental date, or by noon on the prior business day, whichever is earlier, of 50%
or greater chance of inclement weather in Moorpark during the rental hours,
an Air Quality Index of 101 or greater in Moorpark during the rental hours, or
conditions which make the Facility unusable (as determined by the Director),
Renter is entitled to a full refund less any nonrefundable fees. Renter may
also elect to reschedule the canceled Rental.
Section 42.7 Refundable Security Deposits
Security Deposits may be required for certain Rentals, in the amounts specified in the
Moorpark City Council’s Resolution Establishing Rental Fees, Deposits, and Additional
Charges. The Director may determine that all or a portion of the deposit will be retained
for excessive clean up or any damage to the facility or property, additional staff costs
not included in the fees paid, or if the Renter fails to meet any condition of the Rental as
provided for in this Resolution. Should damage, cleanup or other expenses exceed the
amount of the deposit, the Renter shall be billed for the difference.
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Section 4.8 Rental Fee Exception For Moorpark Unified School District
The Moorpark Unified School District (District) may request a waiver of park rental fees
for one-day events involving three or less hours, such as year-end school parties. The
Principal of the school hosting the event must complete and sign the Reservation
Application form and submit a written request for a waiver of fees. Standard conditions
of approval shall be as follows:
A supervision ratio of no less than one (1) adult to thirty (30) students is
required at all times during the event.
District will be responsible for cleaning the park facility used at the
conclusion of the event, returning the park facility to the condition that existed prior to
the start of the event. All trash generated by District use must be bagged.
District will be charged the permit application fee and for City direct costs
associated with the event, which may include but are not limited to: lights and electricity,
staff costs (if incurred), excessive trash removal, repair to damaged facilities, and
vendor/attraction fees if applicable.
The Director shall have the authority to add special conditions of approval as
determined necessary to protect the City’s property or other park users.
SECTION 53. TERMS OF USE.
The general terms of Rental use for City Facilities shall read are as follows:
Section 53.1 Rental Hours
Any exception to the Rental hours described below must be approved in writing by the
City Manager or his/her designee.
Park Facilities:
Non-lighted park facilities are available for Rental between the hours of 6:00 a.m. to
sunset at Arroyo Vista Community Park and 8:00 a.m. to sunset at all other parks.
Lighted park facilities are available for Rental from 6:00 a.m. to 10:00 p.m. at Arroyo
Vista Community Park and from 8:00 a.m. to 10:00 p.m. at all other parks.
Picnic pavilions must be rented for a minimum of two hours. All other park Facilities
must be for a minimum of one hour. Rental time above the minimum required will be
rounded to the nearest half-hour. For field lights, the minimum rental time is thirty
minutes and time thereafter may be rounded to the quarter hour.
Indoor Facilities:
Indoor facilities are available for Rental from 7:00 a.m. 10:00 p.m. There is a two-
hour minimum Rental time. Rental time above the minimum required will be rounded
to the nearest half-hour. When renting a kitchen in conjunction with a room Rental,
the hours of both rooms must coincide. Indoor facilities are not available for Rental
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on City holidays including but not limited to New Year’s Day, Memorial Day, July 3 rd,
Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.
Section 53.2 Vendors
Any Renter wishing to include a vendor(s) selling or distributing merchandise, food,
informational materials, or any other item to the public at their Rental must include the
request on the Rental Application and secure and submit a completed Vendor
Information Form from the vendor. Food vendors, including food trucks, must comply
with all applicable state, county, and local health code requirements. Vendors must
possess a valid Seller’s Permit issued by the State Board of Equalization, and must
report to the State Board of Equalization all sales occurring within the City of Moorpark.
Vendors must be approved on the Rental Permit. An additional fee will be charged for
vendors pursuant to the City Council’s Resolution Establishing Rental Fees, Deposits,
and Additional Charges. Use of an unauthorized vendor may result in the cancellation of
the Rental, and any Rental fees paid, including security deposits, may be retained by
the City. The Director has authority to deny, approve, or conditionally approve a vendor
request.
Section 53.3 Use of Special Attractions, Performers and Equipment
A Rental Permit is required for the use of special attractions, performers, and to bring
certain equipment onto a City Facility. The use of unauthorized attractions, performers,
or equipment at a Facility will result in the immediate revocation of the Rental Permit. In
such cases, all fees paid by Renter will be retained by the City and the Renter will be
assessed for any costs incurred to terminate the Rental activity including but not limited
to City staff and police personnel. Renters in violation of this section may be cited for
violation of the Moorpark Municipal Code in addition to being required to pay for
damage to landscaping, sprinklers, turf, or other park facilities as applicable. The City
reserves the right to deny the use of any attraction, performer, or equipment at a City
Facility.
The Director shall have the authority to add special conditions of approval as
determined necessary to protect the City’s property or other Facility users. The use
rules and standard conditions of approval for attractions, performers, and equipment in
City parks shall include the following:
ATTRACTIONS: Inflatable attractions (including bounce tents, obstacle courses,
and slides) and other attractions (including laser tag and non-mechanical rides) may
be permitted in specified parks subject to standard conditions of approval as follows:
Attractions must be set-up within 50 (fifty) feet of the rented Facility.
Attractions cannot exceed 20 feet by 20 feet in size. The Director may
approve larger attractions when the Renter is a City of Moorpark non-profit
organization or governmental agency and the use is deemed a community
benefit.
Bounce tents must be enclosed.
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Attractions must be in good condition and properly anchored.
Inflatable attractions may only be supplied by a City authorized vendor (a
vendor who has signed an agreement with the City indemnifying and
holding the City harmless, has provided required insurance naming the
City as additionally insured, and has a security deposit on file at all times
with the City, in the amount specified in the Resolution Establishing
Facility Rental Fees, Deposits, and Additional Charges).
Renters requesting the use of an attraction must identify the specifications
of the attraction (dimensions and design) and the name of the vendor on
the Rental Application.
Attractions must be self-contained (attractions requiring electricity must be
powered by a generator).
Attractions must be transported over turf by a handcart. Vehicles cannot
be used to transport or set up attractions on park turf or beyond the
designated parking lots.
Attractions are allowed only at Arroyo Vista Community Park, Campus
Park, Campus Canyon Park, College View Park, Glenwood Park,
Mammoth Highlands Park, Miller Park, Mountain Meadows Park, Peach
Hill Park, Poindexter Park, and Tierra Rejada Park.
GAME OR FOOD TRUCKS (Trucks): Trucks may be permitted in specified parks
subject to standard conditions of approval as follows:
Trucks may only be used in conjunction with an approved Rental.
Trucks are allowed only at Arroyo Vista Community Park, College View
Park, Mammoth Highlands Park, Mountain Meadows Park, Peach Hill
Park, Poindexter Park, and Tierra Rejada Park.
If the Truck will be parked on the street, the Truck must be legally parked
and comply with all posted parking restrictions. Trucks cannot park in “No
Stopping” or “No Parking” zones, loading zones, or along red curbs. The
Truck cannot block traffic or pose a safety hazard.
If the Truck will be parked in the park parking lot, the truck cannot park
across or over the parallel lines of a designated space or park across the
parallel lines into the aisle so as to cause a safety hazard. City shall
determine and designate space(s) in which Trucks may park. Oversize
vehicles (vehicles which exceed nineteen (19) feet in length, seven (7)
feet in width, or eight (8) feet in height) are not permitted in park parking
lots.
Trucks are not allowed on park turf without the written authorization of the
Director.
Trucks must be self-contained.
The Truck company must provide proof of business auto coverage of no
less than State statutory limits per accident and general liability insurance
of not less than $1,000,000 per occurrence. Depending on the nature of
the Rental, additional types and amounts of insurance may be required.
Food trucks must possess a valid Ventura County Mobile Food Facility
permit.
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The Truck must be listed on the Reservation Application, including the
name of the Truck company, truck dimensions, and the location where the
truck will be parked.
PERFORMERS: Paid or contracted performers, including but not limited to clowns,
magicians, balloon artists, face painters, musicians, and disc jockeys, must be listed
on the Reservation Application and approved by the City on the Rental Permit.
Renter may be required to purchase liability insurance or provide proof of liability
insurance of not less than $1,000,000. Depending on the nature of the Rental,
additional types and amounts of insurance may be required. Performers with live
animals are prohibited, except as approved by Director for a Group 1 or Group 2
non-profit organization Rental.
EQUIPMENT: A Rental Permit is required to set up or bring certain equipment onto
a City Facility. Equipment including but not limited to sound amplification equipment,
canopies covering an area greater than one hundred (100) square feet, mats
covering an area of one hundred (100) square feet or greater, pitching machines,
soccer or other goals greater than four (4) feet in width or three (3) feet in height ,
volleyball or badminton nets, taco or other food carts, and barbecues with cylinders
20 lbs. or larger must be listed on the Reservation Application and approved by the
City on the Rental Permit. Insurance may be required for use of certain equipment,
as determined by the Director. The requirement to obtain a permit for equipment
may be waived for participants at a City-sponsored event with the written
authorization of the City Manager. Play equipment such as balls, bats, Frisbees,
kites, and tennis rackets and picnic equipment such as lawn chairs, blankets, picnic
baskets, or barbecues with cylinders less than 20 lbs. do not require a Rental
Permit.
Section 53.4 Decorations
The standard decorations condition of approval for all Rental Permits is as follows:
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 of all
decorations and materials. Decorations must be installed so as to not damage or deface
City property. The use of nails, tacks, staples, or duct tape are not permitted. Any
adhesive used may not leave any damage or residue. Decorations and/or any type of
wire or cord may not be hung or draped on any light fixture. Time for decorating must be
included in the Rental time.
Section 53.5 Clean Up
The standard clean-up condition of approval for all Rental Permits is as follows:
It is the responsibility of the Renter to clean up decorations, debris, and their personal
supplies and equipment from their Rental. This includes but is not limited to completely
removing all decorative items, and the supplies used to attach decorative items such as
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tape and string. All debris must be placed in a trash receptacle, or if the trash receptacle
is full, in a sealed trash bag directly adjacent to a trash receptacle.
In the event that debris or the Renter’s items are left after the Rental, a fee to remove
said debris or items will be deducted from the security deposit at a rate of not less than
the City’s direct cost as identified in the applicable fee schedule . The Director shall
make the final decision whether the security deposit will be returned. In the event the
clean up expenses resulting from Renter’s activity exceeds the security deposit, or if no
security deposit was paid by Renter, the City reserves the right to bill Renter for
expenses. Renter shall reimburse the City the amount due within fifteen (15) calendar
days of receipt of invoice.
For Rental use of indoor Facilities, City staff will be responsible for setting up and
putting away City property such as tables and chairs. Tables and chairs will be set up
according to the quantity rented and included on the Rental Permit and arranged
according to the set up diagram provided by the Renter. City staff will also be
responsible for sweeping and mopping or vacuuming floors. If tables, chairs, floors,
counters, or other surfaces are left in such a condition by the Renter that clean up
exceeds one (1) hour, additional staff time will be deducted from the security deposit at
a rate identified in the applicable fee schedule.
Section 53.6 Responsibility for Damages to the Facility and Equipment
The standard damages condition of approval for all Rental Permits is as follows:
All equipment must be used only for the purpose for which it was intended. If the Facility
or any portion thereof, or any City equipment is damaged, marred or defaced by the act,
default, or negligence of the Renter, his/her employee or employees, patrons, guests, or
any person admitted to the Rental by the Renter, the Renter will pay to the City from the
security deposit such sums as the Director shall determine to be necessary to restore
the Facility or equipment to its condition prior to such damage. In the event the damage
resulting from Renter’s activity exceeds the security deposit, or if no security deposit
was paid by Renter, the City reserves the right to bill Renter for expenses. Renter shall
reimburse the City the amount due within fifteen (15) calendar days of receipt of invoice.
Section 53.7 Attendance and Facility Capacity
a.Renter agrees to ensure that the number of attendees does not exceed
the number declared on the Reservation Application and does not exceed
the stated Facility capacity. Noncompliance with this obligation can subject
the Rental to cancellation.
b.The maximum attendance for Arroyo Vista Community Park Rentals is
5,000 total attendance. Additionally, at least 50% of the park must remain
open to public use.
Any exception to the above stated maximums must be approved in writing by the
City Manager.
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Section 53.8 Compliance with Laws
Renter agrees to obey all City policies, rules and ordinances, and State and Federal
laws, including, but not limited to Health and Safety Codes.
Section 53.9 Tips and Gratuities
It is against City policy for any City employee to receive any form of cash, gift, tip or
gratuity. If a Renter wishes to express their gratitude, a letter to the employee’s
supervisor is appropriate.
Section 53.10 Facility Access and Storage
The City of Moorpark reserves the right of full access to all Facilities at any time. The
City will be responsible for opening and closing rented Facilities. Keys to the Facility will
not be issued to a Renter under any circumstances. For indoor rentals, City staff will be
available during Rentals to accommodate any access needs by the Renter.
Access to storage space is not available unless arranged in advance and included on
the Rental Permit. Unless storage space is included on the approved Rental Permit,
Renter shall have access to the rented Facility only during the Rental times, and
Renter’s property may not be brought onto or stored at the Facility before or after the
Rental times. The City assumes no liability for Renter’s property.
Section 53.11 Prohibited Items and Activities
The following are prohibited at all City Facilities:
Smoking of any kind, including vaping.
Open flame devices, except canned jellied fuel (such as Sterno) when used in
conjunction with a chafing dish.
Fog machines.
Gambling, as defined by any Federal, State, or local law, except as may be
permitted by California and federal laws for a non-profit organization fund
raiser.
Throwing of bird seed, rice, confetti, or glitter.
Section 53.12 Rental Restrictions
a.Arroyo Vista Recreation Center Gymnasium: Rental use of the gymnasium
is restricted to athletic activities appropriate for a gymnasium. Only soft
soled non marking shoes may be worn in the gymnasium. Tables, chairs,
or other equipment that may damage the wood flooring may not be set up
on the wood flooring. No food or beverages, other than water, are allowed
in the gymnasium.
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b.Arroyo Vista Recreation Center, Magnolia Conference Room: The
Magnolia Conference Room may only be rented Monday through Friday
between the hours of 3:00 to 10:00 p.m. Outside of these hours, the room
may be rented if an additional staff fee is paid.
c. Arroyo Vista Community Park, Recreational Trail (Trail): The Trail may
only be rented by Group 1 and Group 2 governmental agencies and
nonprofit organizations. Each entity is limited to no more than one (1)
rental per calendar year, except Moorpark Unified School District, which is
limited to no more than three (3) rentals per calendar year. During Rental
use of the Trail, the Trail will remain open to the general public unless
otherwise determined by the Director.
d.Poindexter Park Skatepark: The following restrictions shall apply:
Filming: Filming is restricted to the hours between 8:00 a.m. and 3:00
p.m. Monday through Friday when school is in session. The Rental
Permit will be for exclusive use of the facility and the facility will be
closed to the general public.
Camps, Classes, and Lessons: Camps, classes, and lessons are
restricted to Saturdays and Sundays between 8:00 a.m. and 10:00
a.m. year-round, and Monday through Friday from 8:00 a.m. to 12:00
p.m. when school is not in session. The maximum total attendance
allowed is fifteen (15). Only one (1) Rental is permitted per day. The
Rental Permit will not include exclusive use, and the Skatepark will
remain open to the general public.
Events: Events are limited to once per quarter (defined as Winter:
December/January/February, Spring: March/April/May, Summer:
June/July/August, and Fall: September/October/November), and each
Renter is limited to two (2) Rentals per year. The event must be open
to the general public, but may include an entrance or participation fee.
The Rental Permit will be for exclusive use of the facility and the facility
will be closed to the general public.
Section 53.13 Rules and Regulations
The standard Rules compliance condition of approval for all Rental Permits is as
follows:
The Renter, his/her employee or employees, patrons, guests, or any person
admitted to the Rental by the Renter, is responsible to comply with the Moorpark
Municipal Code, the conditions set forth in this Resolution, and all conditions
specific to the Rental Permit. Rental Permits are immediately revocable if any
individual or group violates any rule or regulation established by the City. If a
Rental Permit is revoked for a violation, all fees collected for the subject Rental
will be retained by the City and the Renter will be billed for any costs incurred to
terminate the Rental activity including but not limited to City staff and police
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personnel. Renter shall reimburse the City the amount due within fifteen (15)
calendar days of receipt of invoice.
Section 53.14 Wet Field and Trails Policy
When park fields or trails are sufficiently wet such that their use may lead to damage or
bodily injury, they will be closed to all Rental and public use at the Director’s sole
discretion. All park patrons shall abide by the terms of the Wet Field and Trails Policy to
preserve the quality and life of the fields and trails and promote a safe environment. The
Wet Field and Trails Policy applies to conditions due to precipitation, over-watering,
and/or irrigation system problems.
A special condition of approval will be added to all Park Rental Permits that include use
of one or more fields or trails to require acknowledgment of the City’s right to close
fields and trails under the following conditions:
Rain (with the exception of light drizzle if the ground is relatively hard and dry
prior to the start of the drizzle.)
Standing water/ponding or mud is present.
Water gathers around the sole of a shoe.
Footprints leave an impression in the turf or on the trail.
Renters may check the status of fields and trails by visiting
http://moorparkca.gov/210/Current-Field-Conditions. The webpage will be updated by
9:00 a.m. and 3:00 p.m. each day. In the event a Rental is cancelled in advance of
Rental time period due to wet field conditions, a full refund of all fees paid shall be
issued.
Section 53.15 Rental Use of Athletic Fields
For this section, “athletic field” is defined as a soccer field, softball field, baseball field,
and any other field used for the purposes of group sports activities. This section does
not apply to use by a youth sports organization when the use falls within the scope of
the organization’s facility use agreement.
Unless approved in writing by the Director or his/her designee, Rental use of athletic
fields shall be limited to the following:
a.Athletic fields at Arroyo Vista Community Park:
Rental use of athletic fields shall be managed on a rotating schedule to be
established in writing by the Director or his/her designee no less than
quarterly each year. The intent of the rotating rental use schedule is to
permit appropriate maintenance of the fields. Rental use is prohibited
while a field is closed for maintenance.
b.Athletic fields at all other parks:
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Rental use is allowed only at the following parks: Campus Canyon Park;
Mammoth Highlands Park; Miller Park; Mountain Meadows Park; Peach
Hill Park; and Poindexter Park.
Rental use is limited to Renters with a total attendance of 49 or less or
Renters with a total attendance of 100 or less when the rental of an
athletic field is in conjunction with a picnic pavilion or other park facility
and the use is not associated with an organization or business.
c. Tournaments:
Youth and adult sports tournaments are limited to Arroyo Vista Community
Park. Exceptions may be made by the Director when the use is limited to
no more than three consecutive days; the tournament will benefit the
community; and it is determined that the Rental activity will not adversely
impact surrounding residents. Additional Rental restrictions may be
applied by the Director as special conditions of approval for the Rental
Permit to minimize any potential inconvenience to the surrounding
residents.
SECTION 64. ALCOHOLIC BEVERAGES.
The City policy regarding alcoholic beverages in conjunction with a Rental is as
follows:
Section 64.1 Rental Permit Required
The possession, consumption, or sale of alcoholic beverages is prohibited at all City
Facilities except as authorized by a Rental Permit. Rental Permits including alcoholic
beverages may be issued only for the following Rental Groups and Facilities. Any
exception must be authorized in writing by the City Manager.
a.Indoor Facilities: All rental Groups
b.Arroyo Vista Community Park: Group 1 and Group 2 non-profit
organizations only.
Section 64.2 General Conditions for Possession and Consumption of Alcoholic
Beverages at Rentals
Possession and/or consumption of alcohol is subject to the following conditions:
a.The Renter must request permission to serve alcoholic beverages on the
Reservation Application. The type of alcohol to be served and service
times must be included on the application. Permission to serve alcoholic
beverages must be approved in advance and included on the approved
Rental Permit. Review and concurrence of the Moorpark Police
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Department may be required for certain events at the discretion of the
Director. Such review may impose additional conditions on the rental
permit.
b.The possession or consumption of alcoholic beverages may occur during
the approved Rental hours only, and may not disrupt or conflict with City
business or programs.
c. The service of alcoholic beverages is limited to no more than four (4)
hours and must conclude at least one (1) hour prior to the Rental end
time.
d.Consumption, and/or possession of alcoholic beverages is allowed only at
the rented Facility or Facilities. Consumption of alcoholic beverages is
prohibited in parking lots, or anywhere outside the rented Facility unless
approved under the rental permit by the Director. To ensure compliance,
the Rental Permit may include conditions such as requiring the installation
of temporary fencing, placement of signs, and perimeter security.
e.Alcoholic beverages may not be served to anyone under 21 years of age.
Renter is responsible for providing adequate safeguards to prohibit the
consumption of alcohol by anyone under 21 years of age and the
excessive consumption of alcohol by adults.
f.Depending on the nature of the Rental, additional staff, security guards,
and/or law enforcement personnel may be required by the City. The
Renter shall pay for all costs related to providing these services, as
described in the applicable fee schedules. Staffing conditions and fees
shall be included on the Rental Permit.
In addition to other insurances that may be required, individual Renters
must purchase liquor liability insurance coverage through the City’s
provider for their Rental with limits not less than one million dollars
($1,000,000). Higher limits may be required based on the nature of the
Rental. Businesses and organizations may provide their own insurance
coverage. The City of Moorpark must be named as additional insured.
Insurance documentation including certificate of liability insurance and
endorsement naming City of Moorpark as additional insured and written in
a format acceptable to the City, must be provided to the City no less than
ten (10) calendar days prior to the Rental date. Failure to do so will result
in cancellation of the Rental and forfeiture of Rental fees paid.
g.Additional conditions may be added to the Rental Permit based on thenature of the Rental.
Section 64.3 Sale of Alcoholic Beverages at Rentals
a.All conditions described in Section 64.2 apply to Rentals that include the
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sale of alcoholic beverages.
b.A California Department of Alcoholic Beverage Control permit shall be
required when alcoholic beverages are sold, the Rental is open to the
public, or an admission fee is required to attend the Rental. Said permit
shall be secured by the Renter, and a copy provided to the City no less
than ten (10) calendar days prior to the scheduled Rental date. Failure to
do so will result in cancellation of Rental and forfeiture of Rental fees paid.
c. A Ventura County Environmental Health Division Temporary Food Facility
permit is required if alcoholic beverages are sold at an event which is
open to the public.
SECTION 75. Complaints and Right of Appeal.
Section 75.1 Complaints
Complaints and comments should be sent to the Director:
City of Moorpark
Parks and Recreation Director
799 Moorpark Avenue
Moorpark, CA 93021
Section 75.2 Right of Appeal
A Renter has the right to appeal the decision by City staff to revoke or deny a Rental
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, Moorpark, CA 93021
within five (5) business days of receiving your notification. The City Manager or his/her
designee will affirm or deny the appeal in writing within ten (10) business days. Any
further appeal must be made in writing to the City Council pursuant to Section 2.04.080
of the Moorpark Municipal Code.
Section 75.3 Suspension of the Rules
For good cause, rules contained herein may be temporarily suspended and/or modified
by the Director as deemed necessary.
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RESOLUTION NO. 2020-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MOORPARK, CALIFORNIA, ADOPTING REVISED
FACILITY RENTAL FEES, DEPOSITS, AND ADDITIONAL
CHARGES; AND RESCINDING RESOLUTION
NO. 2020-3877
WHEREAS, the City previously adopted Resolution No. 2020-3877, which established facility rental fees and related rules; and
WHEREAS, at its meeting of November 4, 2020, the City Council reviewed and
concurred with the amendments to the Rental Fees, Deposits, and Additional Charges;
and
WHEREAS, Resolution No. 2020-3877 shall be rescinded and replaced with the Resolution herein.
NOW , THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. City Council Resolution No. 2020-3877 is hereby rescinded
upon the effective date of this Resolution.
SECTION 2. Rental Fees, Deposits and Additional Charges for the rental use
of City Facilities shall be as shown on Exhibit A, attached hereto.
SECTION 3. This Resolution shall become effective upon adoption.
SECTION 4. 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 4th day of November, 2020.
____________ Janice S. Parvin, Mayor ATTEST:
Ky Spangler, City Clerk
Exhibit A – Rental Fees, Deposits and Additional Charges for the rental use of City Facilities
ATTACHMENT 2
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Rental Fees, Deposits, and Additional Charges for City Facility Rentals
Section 1.1 Purpose
The purpose and intent of the City Council in adopting the Schedule of Rental Fees,
Deposits, and Additional Charges shall be to provide directory guidelines for staff and
the public relating to the fees, deposits, and additional charges required to rent City
facilities, structures, and amenities. Fees shall be charged based on Group
Classifications, as defined in the Rules and Regulations Governing City Facility Rentals
Resolution, as may be amended from time to time. The City shall reserve the right to
make adjustments or impose additional fees on a case-by-case basis as a
determination of the approval of a Rental Permit pursuant to Moorpark Municipal Code
Section 12.16.140 and the current City Council Resolution Adopting Rules and
Regulations Governing City Facility Rentals. As used in this resolution, “Direct Costs”
shall be defined as measurable or quantifiable costs to the City resulting directly from
the rental use, including but not limited to staff time, police costs, traffic control, etc..
Section 1.2 Hourly Park Rental Fees
Park rental fees shall be charged on an hourly basis based on the Groups defined in the
City Council’s Resolution Adopting Rules and Regulations Governing City Facility
Rentals. Rental fees for City park Facilities shall be as follows:
Park Rental Description Group 1 Group 2 Group 3 Group 4
Ballfield (softball or baseball)Direct Costs $20 $25 $30
Athletic Field (soccer or football)Direct Costs $20 $25 $30
Open Grass Area Direct Costs $10 $15 $20
Field lights $28 $35 $40 $45
Electricity (other than field lights)Direct Costs $5 $8 $12
Basketball Court (outdoor)Direct Costs $8 $12 $20
Tennis Court Direct Costs $8 $12 $15
Pickle Ball Court (each)Direct Costs $4 $8 $12
Multi-purpose court (AVCP*)Direct Costs $15 $20 $25
Horseshoe pit Direct Costs $8 $12 $20
Bocce ball court Direct Costs $8 $12 $20
Picnic table Direct Costs $5 $8 $12
Gazebo (Poindexter Park)Direct Costs $8 $12 $20
Small Pavilion (Campus,
Campus Canyon, Glenwood,
Mountain Meadows, Tierra
Rejada. Maximum 75 people.)
Direct Costs $20 $25 $40
Medium Pavilion (College View,
Mammoth Highlands, Miller,
Peach Hill. Maximum 100
people.)
Direct Costs $25 $35 $50
Large Pavilion (AVCP west,
Poindexter. Maximum 175
people.)
Direct Costs $35 $45 $70
Peppertree Pavilion (AVCP)Direct Costs $80 $100 $160
EHXIBIT A
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AVCP Recreational Trail Direct Costs $25 N/A N/A
Parking Lot (per space)Direct Costs $3 $5 $7
Skatepark (lessons, classes,
camps)Direct Costs $25 $35 $50
Skatepark (events, exclusive
use)Direct Costs $100 $150 $200
Snack Bar (AVCP)Direct Costs $15 $25 $50
Batting Cages (Poindexter Park)Direct Costs $8 $12 $20
* AVCP = Arroyo Vista Community Park
Section 1.3 Indoor Facility Use Fees
Fees are calculated on an hourly basis unless otherwise noted. Fees for Group 2, 3,
and 4 include one (1) staff person for the duration of the rental.
Arroyo Vista Recreation Center
(AVRC) Group 1 Group 2 Group 3 Group 4
Sycamore Room Direct Cost $ 60.00 $ 70.00 $ 80.00
Jacaranda and Cypress Room Direct Cost $ 45.00 $ 55.00 $ 65.00
Magnolia Conference Room Direct Cost $ 20.00 $ 30.00 $ 40.00
Kitchen Use Fee*Direct Cost $ 20.00 $ 30.00 $ 40.00
Gymnasium Use Fee Direct Cost $ 60.00 $ 70.00 $ 80.00
Community Center Group 1 Group 2 Group 3 Group 4
Apricot Room Direct Cost $ 60.00 $ 70.00 $ 80.00
Citrus Room Direct Cost $ 45.00 $ 55.00 $ 65.00
Kitchen Use Fee*Direct Cost $ 20.00 $ 30.00 $ 40.00
*AVRC and Community Center Kitchen Use Fee is calculated hourly in conjunction with
a room rental. (Kitchen may not be rented by itself.)
Table Chair Stage
Equipment Use Fees $5.00/each $0.25/each $25.00/section
Seating Capacities:
AVRC Sycamore Room: Up to158 seated with tables and chairs, up to 340
seated theater style
AVRC Jacaranda and Cypress Rooms: Up to 98 seated with tables and
chairs, up to 210 seated theater style
AVRC Magnolia Conference Room: Up to 25
Community Center Apricot Room: Up to 150 seated with tables and chairs, upto 205 seated theater style
Community Center Citrus Room: Up to 80 seated with tables and chairs, up to100 seated theater style
Note: shown as change for format only; no
fee changes are proposed in this section
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Section 1.4 Flat Rate Fees
Fees shall be charged for administrative and other services and specified equipment
rental at a flat rate. Flat rate Rental fees shall be as follows:
Permit Application Fees
(Nonrefundable) Group 1 Group 2 Group 3 Group 4
Single Date/Single Facility $0 $1015 $1015 $1015
Single Date/Multiple Facilities or
Multiple Dates/Single Facility $0 $25 $25 $25
Multiple Dates/Multiple Facilities $0 $5040 $5040 $5040
Sports Tournaments 500-1,999
total attendance $0 $50 $75 $100
Sports Tournaments 2,000+ total
attendance $0 $75 $100 $125
Events 500 -1,999 total
attendance $0 $50 $75*$100*
Large Events 2,000+ total
attendance $0 $75 $100*$125*
Youth Sports Organization
Seasonal Permit (fee is per field)n/a $10 n/a n/a
*Rental also requires payment of 10% of event gross receipts
Other Flat Rate Fees Group 1 Group 2 Group 3 Group 4
Refund Processing Fee (to
process a Rental
cancellation/refund)
$0 $15 $15 $15
Attraction/Performer Permit Fee
(Pre-approved company)$0 $10 $10 $10
Attraction/Performer Permit Fee*
(All others)$25 $50 $75 $100
Late Fee (for applications
submitted less than 3 business
days in advance)
$0 $20 $20 $20
Change Fee (for renter requested
changes to approved permits. Fee
is per facility and date, not to
exceed Permit Application Fee.
Changes must be made (5)
business days prior to rental date.)
$0 $5 $5 $5
Field Preparation Fee $40 $50 $60 $75
Soccer Goal Rental*$25 $35 $45 $60
Softball/Baseball Base Rental*$10 $15 $20 $25
Vendor Fee (per vendor)$0 $25 $50 $75
Alcohol Permit Fee $0 $50 $75 $100
*Security deposit also required
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FACILITY RENTAL GROUP CLASSIFICATIONS. Rental group classifications shall be
as follows:
Purpose
The purpose and intent of the City Council in adopting the Rental Group Classifications
shall be to provide direction for staff and the public relating to the classification of
groups and individuals renting City Facilities.
Group Classification Definitions
GROUP 1: Governmental agencies directly serving City residents when the Rental
use is of direct benefit to City residents, and Moorpark nonprofit organizations with
current tax exempt status under Section 501(c)(3), 501(c)(4), 501 (c)(6), 501 (c)(19) of
the U.S. Revenue Code chartered within the limits of the City of Moorpark or with an
official branch or chapter located within the City of Moorpark, when all of the following
apply:
The Rental is intended for, and open to, the general public.
No admission or entry fee is charged to attend the Rental.
The Rental spans no more than three (3) consecutive days, and is held no
more than once per year.
Rental attendance is less than 2,000 people.
GROUP 2: City residents and businesses for noncommercial purposes (no entrance
fees or sales), certain nonprofit organizations based in the City of Moorpark, and
governmental agencies serving the residents of the City of Moorpark, when the rental
does not comply with the requirements of Group 1.
The designation of City of Moorpark resident applies to individuals who live
within the incorporated Moorpark City boundary. Proof of residency is
required. The designation of a Moorpark business applies to businesses with
a physical address (no post office boxes) within the incorporated City of
Moorpark boundary and with a current Moorpark Business Registration.
The designation of a Moorpark nonprofit organization applies to those with
current tax exempt status under Section 501(c)(3), 501(c)(4), 501 (c)(6), 501
(c)(19) of the U.S. Revenue Code chartered within the limits of the City of
Moorpark, or with an official branch or chapter located within the City of
Moorpark. Proof of 501 (C) status is required.
The designation of governmental agency directly serving the residents of
Moorpark applies, but is not limited, to the following agencies: Moorpark
Unified School District, Moorpark College, Ventura County Water Works
District I, County of Ventura, Ventura County Superintendent of Schools, and
agencies of similar status as determined at the Director’s sole discretion.
For park field rentals, a minimum of 51% of those attending the rental must be
City of Moorpark residents in order for the Renter to be classified under
Group 2.
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GROUP 3: Residents of the Moorpark Unified School District boundaries that reside
outside of the City’s incorporated limits, Moorpark businesses for commercial purposes,
and non-Moorpark nonprofit organizations.
The designation of residents of the Moorpark Unified School District boundary
applies to individuals living within the District boundaries but outside of the
City’s incorporated limits. Proof of address is required.
The designation of non-Moorpark nonprofit organizations applies to nonprofit
organizations with current tax exempt status under Section 501(c)(3),
501(c)(4), 501 (c)(6), 501 (c)(19) of the U.S. Revenue Code, chartered
outside of the City of Moorpark and with no official chapters or branches
located within the City of Moorpark.
The designation of a Moorpark business applies to businesses with an
established address within the incorporated City boundary and with a current
Moorpark Business Registration.
GROUP 4: All other Renters not included in Groups 1, 2, or 3.
Section 1.5 Payment Schedule
For Reservation Applications submitted more than thirty (30) calendar days in advance
of the first rental date requested, and with rental fees exceeding $500.00, the Renter
may submit partial payment of not less than $200.00, which will be applied toward the
rental fees. Payment of all rental fees is due in full thirty (30) calendar days prior to the
first rental date on the Rental Permit.
For Reservation Applications submitted thirty (30) calendar days or less before the first
rental date requested, full payment must be made at the time the Reservation
Application is submitted.
For all rentals with rental fees totaling $500.00 or less, full payment must be made at
the time the Reservation Application is submitted.
Fees for Reservation Applications submitted less than ten (10) business days in
advance must be paid by credit card (Visa or MasterCard only), cashier’s check, mon ey
order, or cash. Personal checks will be accepted only when the Reservation Application
is submitted ten (10) or more business days in advance.
Reservation dates on a Rental Permit may not span a time period of more than ninety
(90) calendar days, except those Rental Permits issued to youth sports organizations
for use under an agreement with the City.
Security deposits must be paid in full at the time the Reservation Application is
submitted.
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Section 1.6 Refundable Security Deposits
The following security deposit amount(s) shall be collected to ensure return of rented
equipment and protection of City property. All or a portion of the deposit may be
retained for the reasons specified in the City Council’s Resolution Adopting Rules and
Regulations Governing City Park Rentals.
Security Deposit Description All Groups
Soccer Goals $100
Softball/Baseball Bases $100
Attractions, Performers, Equipment (except City preauthorized)$100
Stage (Indoor use only)$100
Snack Bar $500
Park Rentals 51+ attendance $100
Park Rentals 200+ attendance, Indoor Rentals $300
Park Rentals 500+ attendance, Rentals w/alcohol, AVRC Gym $500
Park Rentals 2000+ attendance $1000
Attraction Company Deposit $500
Section 1.7 Additional Charges
Additional charges over the basic rates are as follows:
A.Staff Fees: Staff fees will be charged when staff is required for additional
set up, breakdown, or cleanup beyond normal time requirements, for
tournaments, for indoor Rentals with 100 or more total attendance and
park Rentals with 200 or more total attendance, for Rentals with alcoholic
beverages, or for special circumstances as described in the City Council’s
Resolution Adopting Rules and Regulations Governing City Facility
Rentals. Staff fees shall be charged in accordance with the current billing
rate established in the City Council’s Staff Billing Rates Resolution, as
follows:
Part-time staff: Hourly rate equivalent to the current billing rate for the
Park and Facility Attendant III position.
Full-time staff: Hourly rate equivalent to the current billing rate for the
applicable position.
B.Police Service Fees: Fees for Police service may be charged for any
rental requiring Police services, as determined necessary by the Director.
For all Groups, the Police service fee shall be consistent with the City
Council’s Resolution Establishing Police Service Fees (hourly rate plus a
fifteen percent City general government overhead cost).
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C.Contract Security Guards: Fees for private Security Guards may be
charged for any rental requiring Security Guards, as determined
necessary by the Director. The fee for Security Guards shall be the City’s
current hourly contract rate + 15%
D. Insurance Fees: For Rentals which require insurance in accordance with
the City Council’s Resolution Adopting Rules and Regulations Governing
City Facility Rentals, insurance fees shall be charged to the Renter in
accordance with current rates as established by the City’s insurance
provider. Insurance fees may be waived if insurance documentation is
provided, including certificate of liability insurance and endorsement
naming the City of Moorpark as additional insured, in accordance with the
City Council’s Resolution Adopting Rules and Regulations Governing City
Facility Rentals.
E.Large Event and Large Venue Waste Management: Consistent with
Article V of Chapter 8.36, Solid Waste, of the City’s Municipal Code, all
large events and large venues, as defined in Chapter 8.36, are subject to
the requirements of that Chapter, including the requirement for a waste
management plan and a waste management fee as established by
resolution of the City Council.
F. Other Charges: Additional charges may be levied for rental requests
containing unusual activities or accommodations as determined by the
Director.
Section 1.8 Cancellation Fees
Rental fee refunds for cancellations by the Renter are subject to the provisions
established in the City Council’s Resolution Adopting Rules and Regulations Governing
City Facility Rentals, which includes description of deductions for the Processing Fee
and Cancellation Fee. The amount of the Processing Fee is included under Section 3.4,
Flat Rate Fees. The amount of the Cancellation Fee for a cancellation, as described in
the Rules, shall be as follows:
Description All Groups
Cancellation Fee 50% of Rental
Fees
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