Loading...
HomeMy WebLinkAboutRES CC 2002 2027 2002 1106RESOLUTION NO. 2002 -2027 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, ADOPTING REVISED RULES AND REGULATIONS GOVERNING THE USE OF CITY FACILITIES AND RESCINDING RESOLUTION NO. 99 -1582 WHEREAS, the City has developed rules and regulations that standardize and govern the use of City facilities; and WHEREAS, Resolution No. 99 -1582 (Rules and Regulations For Renting of City Facilities) has been reviewed and amended to be more efficient and consistent with the intended use of City facilities; and WHEREAS, at its meeting of November 6, 2002, the City Council reviewed and concurred with the amendments to the Rules and Regulations Governing the Use of City Facilities; and WHEREAS, City Council Resolution No. 99 -1582 (Rules and Regulations For Renting of City Facilities) shall be rescinded and replaced with the Resolution herein. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. City Council Resolution No. 99 -1582 (Rules and Regulations For Renting of City Facilities) is hereby rescinded and replaced with the Resolution herein. SECTION 2. POLICY. The general policies of the Rules and Regulations Governing the Use of City Facilities shall read as follows: Section 2.1 Purpose The purpose of these regulations is to provide rules to govern the use of the Moorpark Community Center and Arroyo Vista Recreation Center. This shall be done without regard to race, religion, sex or economic status. Section 2.2 Facilitv Administration The Department of Community Services oversees the administration of the Moorpark Community Center and Arroyo Vista Recreation Center. Resolution No. 2002 -2027 Page 2 Section 2.3 Use Priorit Reservations for facility use can not be taken over the telephone. All facility rooms may be rented for public use when such use shall not interrupt City business. Use of the Moorpark Community Center and Arroyo Vista Recreation Center is primarily intended for the residents of the City of Moorpark and City based non - profit service organizations for use through City or community programs and private rentals. However, other businesses, organizations, may rent the facility on a space available basis. Section 2.4 Use Restrictions The City may cancel or deny the use agreement of any person, group, organization or association when it is determined by the City Council, the City Manager or his /her duly authorized designee that the proposed use of the facility will not be in the best interest of the City. Facility user(s) not abiding by the rules and regulations contained herein may be suspended from use of the facility and all fees and deposits paid, forfeited. Also, future use of City facilities may be denied. SECTION 3. FACILITY RENTAL GROUP CLASSIFICATIONS. The facility rental group classifications shall read as follows: Section 3.1 Purpose The purpose and intent of the City Council in adopting the Facility Rental Group Classifications shall be to provide directory guidelines for staff and the public relating to the classification of groups and individuals renting City facilities. City sponsored programs shall have priority use over all reservation requests. Section 3.2 Group Classification Definitions GROUP 1 City sponsored programs or co- sponsored programs. GROUP 2 Residents of the organizations that are 501 (C) (3) of the U.S within the City limits and other qualifying This includes such City of Moorpark and tax exempt under Section Revenue Code chartered of the City of Moorpark, non - profit organizations. uses as recreation /youth Resolution No. 2002 -2027 Page 3 serving organizations, meetings and political f of Moorpark elections or where the candidate is governmental agencies District, for example), boards or departments. Homeowners Association und- raisers for the City other political offices a City resident. Other (the County, School and their commissions, GROUP 3 Residents of the Moorpark Unified School District boundaries that reside outside of the City limits. GROUP 4 City of Moorpark businesses and for profit organizations and non -City non - profit organizations. GROUP 5 Non City businesses and non -City residents. SECTION 4. RENTAL APPLICATION. The general policies governing rental applications shall read as follows: Section 4.1 Terms of Rental The Community Center and Arroyo Vista Recreation Center are available for the reservation and use of individuals or groups subject to the issuance of a permit and payment of fees. All applications must be signed by an adult (21 years of age or older) who shall agree to be responsible for said use, meet all conditions required and pay all fees as required. Permits are immediately revocable if false statements are made in reserving a facility or if an individual(s) or group(s) willfully violates any rule or regulation established by the City. Fees shall be retained in the event the activity is terminated due to the violation of any rule or regulation, or the falsification of the application. Rental of the Arroyo Vista Recreation Center Gymnasium is restricted to those activities designed to be held in a gymnasium as determined by the Director of Community Services. The Director of Community Services may promulgate other rules and regulations pertaining to the gymnasium, so long as they are consistent with these adopted Rules and Regulations and are published in writing. Resolution No. 2002 -2027 Page 4 Section 4.2 Application Period Applications for the use of Moorpark Community Center and Arroyo Vista Recreation Center may be submitted up to 6 (six) months prior to the event. Applications for use submitted any earlier must be approved by the Director of Community Services or his /her designated representative. A deposit as identified in the fee structure is required to secure the reservation. The deposit will be applied toward use fees, which must be paid in full thirty (30) calendar days prior to the rental date. All requests are handled on a first come, first served basis. An application for use must be made at least thirty (30) calendar days in advance of the day of intended use. Requests received less than thirty (30) calendar days may be considered by the Director of Community Services, or his /her designated representative. An additional fee will be levied on rentals providing less than 30 (thirty) calendar days notice. Section 4.3 Rental Cancellations Any group or individual finding it necessary to cancel a reservation must do so in writing to the Community Services Department at least thirty (30) calendar days prior to the reservation date. Cancellations with thirty (30) calendar days or more notice are refunded all fees paid, less the cancellation fee as specified in the Facility Fee Resolution. A cancellation with less than thirty (30) calendar days notice will be refunded in full, less additional cancellation fees as specified in the Facility Fee Resolution. Section 4.4 Approval of Application The Community Services Director or his /her designated representative will have the authority to approve applications in accordance with the policies contained herein. Rentals are not confirmed until the application has been approved in writing by authorized staff. Section 4.5 Suspension From Use Facility user(s) not abiding by the rules and regulations contained herein or providing false information may be suspended from use of the facility and all fees and Resolution No. 2002 -2027 Page 5 deposits paid, may be retained by the City. Also, future use of City facilities may be denied. Section 4.6 Security Deposits Security Deposits are required, in the amounts specified in the Facility Fee Schedule, for all rentals. At the Community Services Director's discretion, security deposits may be waived when rental attendance is less than 50 and categorized as a meeting. Section 4.7 Liability All persons to whom use permits are granted must agree in writing to hold the City harmless and indemnify City from any and all liability for injury to persons or property occurring as the result of the activity sponsored by the renting party, and said person shall be liable to the City for any and all damages, to parks, equipment, and buildings owned or controlled by the City, which result from the activity or are caused by any participant in said activity. The City shall approve the form of the Indemnification and Hold Harmless. A person exercising any of the privileges authorized by this policy does so at his /her own risk without liability on the part of the City of Moorpark for any injury to persons or property resulting therefrom. Additionally, the renting party must purchase liability insurance coverage through the City's provider for their event with limits of bodily injury and property damage of not less than $500,000, and $1,000,000 when alcohol is served at the Community Center. Businesses and non - profit organizations may provide their own insurance coverage in the same amount, with the City of Moorpark named as additionally insured. Insurance documentation including certificate of liability insurance and endorsement naming City as additional insured must be provided to the City prior to rental date. SECTION 5. TERMS OF USE. The general terms of use for City facilities shall read as follows: Section 5.1 Hours Facilities are available for rental seven days a week from 7:00 a.m. to 12:00 midnight. There is a two -hour minimum Resolution No. 2002 -2027 Page 6 rental time. A waiver of the two -hour minimum can be considered. All rentals serving alcohol (Community Center only) will be limited to a maximum 5 -hour rental time for the entire event When renting the kitchen in conjunction with a room rental, the hours of both rooms must coincide. Section 5.2 Keys Keys to the facility will not be issued under any circumstances. Staffing will be available during use to accommodate any access needs by groups. Section 5.3 Opening and Closing Procedures The Community Services staff or their designated representatives will be responsible for opening and closing for all rentals. The renting party should check the area rented with the assigned City staff person and note any previous unusual damage prior to the use. Section 5.4 Set Up The City shall set up the facility for each event based upon a diagram provided by the renting party. Set up diagrams shall be provided to the City no less than five (5) calendar days prior to the event. A fee shall be charged for set up as specified in the Facility Fee Resolution. Section 5.5 Decorations All decorations must be approved by the City and must comply with Section 13 - 143 of the Health and Safety Code of the State of California as to flame proofing. The City shall also pre- approve location and method of installation. The room may be decorated prior to the rental time if there is no rental conflict, the activity takes place during the facility's regularly open hours and staff is on duty. Otherwise, decoration time will be included in the rental time. Resolution No. 2002 -2027 Page 7 Section 5.6 Clean Up The City shall be responsible for minimal clean up and removal of tables and chairs in the facility after the event, but should not exceed one hour, except for the kitchen, which will be the responsibility of the renting party, excluding the kitchen floor. If clean up exceeds one -hour, additional labor time will be deducted from the security deposit at a rate of no less than the City's direct cost as identified in the applicable fee schedule. Also, the renting party should inspect the area with the assigned City staff person after the event for damage-& or misuse. The Director of Community Services shall make the final decision on what portion of the security deposit will be returned. Section 5.7 Use of City Equipment Tables, chairs and other City property may be made available to individuals renting City facilities. This equipment is for use inside the facility only. The renting party is subject to an equipment use and set up fee and is responsible for the condition of the City equipment at the end of the rental. Damage to City equipment will result in a deduction from the security deposit consistent with the replacement costs of the equipment. Tables and chairs or other City property shall not be rented or loaned out for any purpose other than City sponsored events or used except as part of an approved use of the Moorpark Community Center and Arroyo Vista Recreation Center. Section 5.8 Responsibility for Damages to the Facility and Equipment The use of cellophane tape, adhesive tape, nails, staples, screws, etc. on tables, chairs, walls, lights or other facilities is not permitted. Masking tape may be used on paneling and tables only and must be removed immediately following its use. Glitter, confetti and similar substances are not permitted. If the facility or any portion thereof, or any equipment shall be damaged, marred or defaced by the act, default or negligence of the renting party, his/her employee or employees, patron, guests or any person admitted to the facility by the renting party, the renting party will pay to the City from the security deposit such sums as the City shall determine to be necessary to restore Resolution No. 2002 -2027 Page 8 the facility or such equipment to its condition prior to such damage. Should charges exceed the amount on deposit, the renting party shall be billed for the difference and allowed thirty (30) calendar days in which to make payment. SECTION 6. PROHIBITED OR RESTRICTED ACTIVITIES. Prohibited and restricted activities shall be handled as follows: Section 6.1 Smoking Smoking is prohibited in all rooms of the Community Center, and Arroyo Vista Recreation Center, at all times. Section 6.2 Alcoholic Beveraqes Consumption of alcoholic beverages is prohibited at the Arroyo Vista Recreation Center. Possession and /or consumption of alcoholic beverages is permitted at the Moorpark Community Center, subject to the following conditions: A. Maximum rental time for all events serving alcohol may not exceed five (5) hours. B. Dispensing, consumption and /or possession of alcoholic beverages are allowed in the Moorpark Community Center Citrus Room, Apricot Room, kitchen, and front patio areas only. Alcoholic beverages are not allowed in the parking lot. C. A State Department of Alcoholic Beverage Control permit shall be required when alcoholic beverages are to be sold. Said permit shall be secured by the applicant, and a copy provided to the Moorpark Community Services Department no less than five (5) calendar days prior to the scheduled date of event. Failure to do so will constitute cancellation of event and forfeiture of rental fees previously paid. D. Alcoholic beverages shall not be sold or served one (1) hour prior to closing time of event. E. The sale or consumption of alcoholic beverages may occur during operating hours only if the Resolution No. 2002 -2027 Page 9 function will not disrupt or conflict with the general programming of the Center. F. The renting party shall provide two security guards, from the time alcohol is served until all guests have vacated City property. The applicant shall pay for all costs related to providing security guards to the security company in advance of the event. A copy of the security guard contract and proof of payment shall be provided to the Community Service Department no less than ten (10) calendar days prior to the scheduled event. Failure to do so will constitute cancellation of event and forfeiture of rental fees previously paid. This cost is in addition to any other facility use fees and deposits. G. The renting party must purchase liability insurance coverage through the City's provider for their event with limits of bodily injury and property damage of not less than one million dollars ($1,000,000) when alcohol is served at Moorpark Community Center. Businesses and non- profit organizations may provide their own insurance coverage in the same amount, with the City of Moorpark named as additional insured. Insurance documentation including certificate -of liability insurance and endorsement naming City as additional insured must be provided to the City prior to rental date. Section 6.3 Open Flame Devices and Fog Machines All open flame devices and fog machines are prohibited in all City facilities. The Community Services Department shall approve all closed flame devices before use is permitted. (Title 19; Article 6; Section 624 of the California State Administrative Code). Section 6.4 Amplified Sound Systems Persons using sound amplification equipment shall keep the sound level of such equipment at a reasonable level to avoid disturbing nearby residents. The determination of a reasonable sound level shall be the judgement of the City employee on duty and/or the Sheriff's Department, and all Resolution No. 2002 -2027 Page 10 instructions of such persons immediately. Section 6.5 Gambling shall be complied with Gambling is prohibited. This includes any game of skill or chance played with cards, dice or any other device for money, checks, credit or any other representative item of value. Section 6.6 Arrovo Vista Gvmnasium Restrictions Only soft or rubber soled shoes may be worn on the gymnasium wood floor. SECTION 7. SPECIAL CIRCUMSTANCES. Special circumstances to facility rentals shall be handled as follows: Section 7.1 Right of Appeal A permittee has the right to appeal the decision by City staff to revoke a permit, levy additional charges and /or deduct a portion of a deposit. An appeal must be filed in writing to the City of Moorpark, 799 Moorpark Avenue within five (5) calendar days of receiving your notification. The City Manager or his /her designee will affirm or deny the appeal in five (5) calendar days. Any further appeal must be made in writing to the City Council within ten (10) calendar days upon notification of the decision on the appeal. Such appeal shall be considered within thirty (30) calendar days. In the event of an appeal of an administrative decision regarding use or policy, the appeal shall be filed in writing, clearly stating the reason(s) therefore, and shall be processed as follows until resolved by: 1. Community Services Director - decision appealed to; 2. City Manager - decision appealed to; 3. City Council - decision shall be final. No appeal will be valid until it has been submitted and considered in the above listed order. Resolution No. 2002 -2027 Page 11 Section 7.2 Suspension of the Rules The Community Services Department administers the use of the facilities. For good cause, rules contained herein may be temporarily suspended and /or modified by the Director of Community Services as deemed necessary. Section 7.3 Complaints Forward your concerns in writing to: City of Moorpark Community Services Department 799 Moorpark Avenue Moorpark, CA 93021 Attention: Director of Community Services SECTION 8. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 6th/day of Aovemb/r,,I0 ATTEST: Deborah S. Traffenstedt, City Clerk er, Mayor Resolution No. 2002 -2027 Page 12 STATE OF CALIFORNIA ) COUNTY OF VENTURA ) CITY OF MOORPARK ) ss. I, Deborah S. Traffenstedt, City Clerk of the City of Moorpark, California, do hereby certify under penalty of perjury that the foregoing Resolution No. 2002 -2027 was adopted by the City Council of the City of Moorpark at a regular meeting held on the Gtr day of November, 2002 and that the same was adopted by the following vote: AYES: Councilmembers and Mayor Hunter NOES: None ABSENT: None ABSTAIN: None Mikos, Harper, Millhouse, Wozniak WITNESS my hand and the official seal of said City this 2nd day of January, 2003. Deborah S. Traffenste , City Clerk (seal)