HomeMy WebLinkAboutAGENDA REPORT 2021 0317 CCSA REG ITEM 10GCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of March 17, 2021
ACTION Adopted Resolution No. 2021-
3998. BY B.Garza.
G. Consider Resolution Revising Facility Rental Fees, Deposits, and Additional
Charges and Rescinding Resolution No. 2020-3964. Staff Recommendation:
Approve Resolution No. 2021-3998, Facility Rental Fees, Deposits, and Additional
Charges and Rescinding Resolution No. 2020-3964. (Staff: Stephanie
Anderson)
Item: 10.G.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director
BY: Stephanie Anderson, Recreation Services Manager
DATE: 03/17/2021 Regular Meeting
SUBJECT: Consider Resolution Revising Facility Rental Fees, Deposits, and
Additional Charges and Rescinding Resolution No. 2020-3964
SUMMARY
The Rules and Regulations Governing City Facility Rentals (rental rules) and the Facility
Rental Fees, Deposits, and Additional Charges (rental fees) are evaluated periodically
and updated as needed. Rental fees were last revised on 11/4/2020.
DISCUSSION
Prior to 2011, there was no established fee for the rental use of parking lots or parking
lot spaces in the park rental fees resolution. In 2011, several substantial revisions were
made to the park rental rules and fees. One of the new fees added was an hourly
parking lot rental fee. The fee ranged from $25.00 to $35.00 per hour, depending on
group classification. In 2019, this fee was revised to a per-space fee, ranging from
$3.00 to $7.00 per hour. At the time, most rental requests for parking spaces were
related to use of one or two spaces for purposes such as parking food trucks or game
trucks in conjunction with a pavilion or other park facility rental. The City had only
allowed rental use of an entire parking lot in very limited instances, such as the Rotary’s
Field of Valor event at Tierra Rejada Park. Changing the fee to a per space basis
allowed renters the ability to reserve a space or two to use in conjunction with their park
rental.
Recently, requests for rental use of entire parking lots have increased. These requests
are related primarily to special events, including a farmer’s market, and commercial
filming. In order to accommodate these rentals at a reasonable rate, staff recommends
adding both an hourly parking lot rental fee, as well as a daily parking lot rental fee. The
per-space rate will also remain, to allow private renters to continue to reserve use for
parking of gaming and food trucks.
The parking lots at city parks and the civic center range in size from only nine spaces up
to well over 100 spaces. For consistency in pricing with picnic pavilions and indoors
Item: 10.G.
155
Honorable City Council
03/17/2021 Regular Meeting
Page 2
rooms, which have price ranges based on size of the facility, staff recommends
establishing a daily rate and hourly rate for small, medium, and large parking lots. The
hourly rates are based roughly on the rates from the 2011 rental fees resolution. The
day rates were calculated to apply to rentals lasting eight or more hours. Staff also
researched other agencies fee schedules for comparison but found there does not
appear to be consistency in fees for parking lots or parking spaces. For example,
Pleasant Valley Recreation and Park District charges $25.00/hour for a parking lot,
Conejo Recreation and Park District charges $42.00/hour for a parking lot for events
and $3.00 per parking space for filming, and Rancho Simi Recreation and Park District
charges $200 per day for a partial parking lot, and base rates range from $375 to $500
per day for a full lot.
In addition to the parking lot rental fees, the language in the definition of Group 1 renters
has been clarified to make it clear that the additional conditions apply to nonprofit
organizations but not governmental agencies.
FISCAL IMPACT
There are no direct costs associated with the approval of the resolutions for the rental
Rules and Fees.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
Approve Resolution No. 2021-____, Facility Rental Fees, Deposits, and Additional
Charges and Rescinding Resolution No. 2020-3964.
Attachment: Draft Resolution No. 2021-____ in Legislative Format Adopting Facility
Rental Fees, Deposits, and Additional Charges and Rescinding
Resolution No. 2020-3964
156
RESOLUTION NO. 2021-____
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. 2020-3964
WHEREAS, the City previously adopted Resolution No. 2020-3964, which established facility rental fees and related rules; and
WHEREAS, at its meeting of March 17, 2021, the City Council reviewed and
concurred with the amendments to the Rental Fees, Deposits, and Additional Charges;
and
WHEREAS, Resolution No. 2020-3964 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. 2020-3964 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 17th day of March, 2021. ____________ 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
157
Resolution No. 2021-____ EXHIBIT A
Page 2
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
158
Resolution No. 2021-____
Page 3
AVCP Recreational Trail Direct Costs $25 N/A N/A
Parking Lot (per space) Direct Costs $3 $5 $7
Parking Lot Small (< 20 spaces) Direct Costs $20 $25 $30
Parking Lot Med (20-75 spaces) Direct Costs $30 $35 $45
Parking Lot Large (76+ spaces) Direct Costs $40 $50 $60
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, up to 205 seated theater style
• Community Center Citrus Room: Up to 80 seated with tables and chairs, up to 100 seated theater style
159
Resolution No. 2021-____
Page 4
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 $15 $15 $15
Single Date/Multiple Facilities or
Multiple Dates/Single Facility $0 $25 $25 $25
Multiple Dates/Multiple Facilities $0 $40 $40 $40
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
Parking Lot Small (< 20 spaces)** $0 $140 $175 $225
Parking Lot Med (20-75 spaces)** $0 $200 $250 $325
Parking Lot Large (76+ spaces)** $0 $275 $350 $450
Parking Lot w/ Film Permit*** N/A $250 $250 $250
* Security deposit also required
**Rate is per day
***Rate applies to unimproved parking lots and improved parking lots not associated with a
public park or building. Improved parking lots associated with public parks and buildings will be
charged at the daily rate stated above for the parking lot size, or $250, whichever is higher.
160
Resolution No. 2021-____
Page 5
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, . Rentals by Moorpark
nonprofit organizations must when all of the following applymeet all of the following
criteria in order to be categorized under Group 1:
• 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.
161
Resolution No. 2021-____
Page 6
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, money
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.
162
Resolution No. 2021-____
Page 7
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).
163
Resolution No. 2021-____
Page 8
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
164