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HomeMy WebLinkAboutAGENDA REPORT 1994 0615 CC REG ITEM 11L6 917. 30 ITEM ' City of Moorpark AGENDA REPORT ORPAN, CAS ,- 7— C!ii , Coun ii Mc-c ( cf _199� BY--6 TO: The Honorable City Council FROM: Christine Adams, Director of Community Servic DATE: April 27, 1994 (Meeting of June 15, 1994) SUBJECT: Consider Facility Rental Policies and Fee Schedule for Arroyo Vista Recreation Center, BACKGROUND Staff is already receiving phone calls inquiring about the availability of renting the new Arroyo Vista Recreation Center. Prior to accepting any reservations, the City Council should set an appropriate fee schedule for the facility. Staff has determined the room capacities for each of the two meeting rooms, and has verified these numbers with the County Fire Marshall and the building's architect. Rental charges are calculated on an adjustable schedule based on the number of identified participants for each rental rather than room capacity. The type of groups that the city rents its facilities to, and the classification of each group remains the same as it now is with the Community Center. The only change is related to the size of the group, as mentioned above. A survey was also done with other neighboring communities to determine their fee schedules for their community and recreation facilities. This is also attached for the City Council's review. At this time, kitchen facility rentals at the Arroyo Vista Recreation Center are substantially less, since the user group would need to provide all portable equipment, such as portable warming tables for food. The kitchen has no appliances other than a refrigerator. When the City does equip the kitchen with the appropriate appliances, staff will recommend adjusting this fee to include the costs of equipment use and clean up. The facility rules are proposed to be the same as the Community Center; however, staff is recommending that the use of alcoholic beverages be prohibited at the Arroyo Vista Recreation Center, due to the nature of the youth and teen programs and activities that are expected to be held at the park and Recreation Center on a regular basis. Staff is also recommending that the period of time prior to a reservation date be more restrictive at the Arroyo Vista Recreation Center. The intent is to schedule more recreation classes and programs at the Recreation Center. Reservations made over nine months in advance would conflict with recreation programs that may not be already scheduled. The Parks and Recreation Commission reviewed this item at their meeting of May 2, 1994, and recommends adoption of these fees and rules by the City Council. Since that meeting, staff has revisited the proposed fees and have adjusted them to include some additional administrative costs. The intent of the Parks and Recreation Commission action has not been altered with these staff changes to the fees. Staff has not determined fees for use of the gymnasium. Staff is researching appropriate fees based on like facilities in other communities and will submit fees for the gymnasium at a future date. This will not impact the City's plans to work cooperatively with the Moorpark Basketball Association. RECOMMENDATION Approve Rental Policies and Fee Schedule as Presented by Staff and Adopt Resolution 94- and rescind Resolution 90-675. Attachments: Proposed Fee Schedule Fee Schedule and Rules for Community Center Survey of Other Community Facilities Resolution 94 - CITY OF MOORPARK r'^nirna 111FY ARROYO VISTA RECREATION CENTER RULES AND REGULATIONS DEPARTMENT OF COMMUNITY SERVICES ADOPTED BY CITY COUNCIL MAY 16, 1990 RESOLUTION NO. 90 GAS EFFECTIVE JUNE 11, 1994 I CITY OF MOORPARK COMMUNITY CENTER RULES & REGULATIONS TABLE OF CONTENTS SECTION 1. POLICY 2. USE APPLICATION 3. RENTAL CANCELLATION 4. SMOKING 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. ALCOHOLIC BEVERAGES OPEN FLAME DEVICES KEYS AMPLIFIED SOUND SYSTEMS PAGE(S) 3 4 5 5 5,6 6 6 6 OPENING AND CLOSING PROCEDURE 7 CLEAN UP 7 ROOM ASSIGNMENTS 7 APPROVAL OF APPLICATION 7 LIABILITY 7,8 RENTAL OF EQUIPMENT 8 SUSPENSION FROM USE 8 PUBLIC USE OF ROOMS 9 PRIORITY USE GUIDELINES 9 RETAIL OR COMMERCIAL USE OF FACILITY 9 GRANTING FOR PRIVATE USE 9 NON-PROFIT ORGANIZATIONS 9,10 APPEALS, SUSPENSION OF RULES 10 WAIVER OR MODIFICATION OF FEES 10 SET UP/DECORATIONS 10,11 RESPONSIBILITY FOR DAMAGES TO FACILITY & EQUIPMENT 11 FEES, RESERVATIONS, SECURITY DEPOSITS 11 ADDITIONAL CHARGES 12 HOURS OF USE 12 GAMBLING 12 REFUNDS 12,13 COMPLAINTS 13 SECURITY 13 EMERGENCIES 14 SECTION 1 - POLICY The purpose of these regulations is to provide rules to govern the use of the ^cf^f:un_ty Recreation Center. This shall be done without any discrimination as to race, religion, sec, economic status, or areas of residence in the City of Moorpark. It shall be the policy of the City Council that the administration of the C Recreation Center shall be administered by the Community Services Department. The Parks & Recreation Commission serves as an advisory body to the City Council in all matters pertaining to the operation of the Recreation Center. Priority use of the facility shall be established and certain rules and regulations shall be adopted and administered by the Community Services Department. Said rules and regulations shall be subject to City Council approval. Use of the Arroyo Vista Recreation Center is primarily intended for the residents of the City of Moorpark and City based non-profit service organizations. However, persons living outside the corporate boundaries of the City but within the boundaries of the Moorpark Unified School District and other retail and commercial organizations may rent the Cnity Recreation Center pursuant to rules and procedures contained in this document. All others are prohibited from rental of the Center. Secondly, the Department may encourage, assist, supplement and coordinate programs and activities sponsored by Moorpark city groups, organizations and associations whose objectives and programs directly or indirectly benefit the recreational needs of the City and its residents. The City may cancel the contract of any person, group, organization or association or deny the use of any portion of the Recreation Center to such person, group, organization or association when in the opinion of the City Manager or City Council the proposed use of the facility will not be in the best interest of the City. SECTION 2 - USE APPLICATION The C-ey Recreation Center is available for the use of individuals or groups subject to the issuance of a permit and payment of all fees. Reservations for use will be as follows: 1. Not accepted more that nine--(9) three (3) months of date or requested use; 2. Requests received for rental six (6) te--(9) three ( 3 ) months from date of required use must be approved by the Director of Community Services or his designated representative* 3. Requests received for rental sax --(-&r months from date of requested use will be on a first come, first served basis. 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. 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) days may be considered by the Director of Community Services or his designated representative. Reservations for use will NOT be accepted by telephone. Applications are immediately revocable if false statements are made in reserving the facility or if the individual or groups willfully violates any rules or regulations established by the City. Fees will be retained in the event the activity is terminated due to violation of any rule or regulation, or the falsification of the application. SECTION 3 - RENTAL CANCELLATION: Any group or individual finding it necessary to cancel a reservation must do in writing to the Community Services Department at least thirty (30) calendar days prior to the reservation date. All deposits paid will be refunded less ten percent (10%) of the total rental fee. Any group or individual who requests a refund less than thirty (30) calendar days prior to use of facility shall be granted a refund less twenty-five percent (25%) of the total rental fee. SECTION 4 - SMOKING Smoking shall be prohibited in all rooms of the Recreation Center at all times. SECTION 5 - ALCOHOLIC BEVERAGES: Possession or consumption of alcoholic beverages is p rffl=tted subjeet - - the fellewing - -n'-'i} i ---- : Prohibited. A. Dispensing, eensuffiptien -d; e� pessessien of aleeholi-e , kitehenr-.,metre--areas -nly. Al eehelie beverages are net allewedin the -parking let. F. Previde { ity with a eertif iec te—ef- ti SECTION 6 - OPEN FLAME DEVICES: All open flame devices are prohibited in the facility. All closed flame devices shall be approved by the Community Services Department before use is permitted. (Title 19; Article 6; Section 624 of the California State Administrative Code.) SECTION 7 - 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 8 - AMPLIFIED SOUND SYSTEMS: Any amplified sound system shall require an Amplified Sound Permit. 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 judgment of the City employee on duty and/or the Sheriff's Department, and all instructions of such persons shall be complied with immediately. SECTION 9 - OPENING AND CLOSING PROCEDURE: The Community Services staff or their designated representatives will be responsible for opening and closing for all rentals. Lessee should check the area rented with the assigned City staff person and note any previous unusual damage prior to the Lessee's use. SECTION 10 - CLEAN UP: The City shall be responsible for clean up of facility after the event except for the kitchen, which will be the responsibility of the LESSEE, excluding the kitchen floor. Also, Lessee should check area after event for damages or misuse with the assigned City staff person. Final decision whether security/clean up deposit will be returned shall be made by the Director of Community Services. SECTION 11 - ROOM ASSIGNMENTS: The Community Services staff will assign rooms to applicants in accordance with the policies contained within this manual and the needs of the applicant as set forth in the application. SECTION 12 - APPROVAL OF APPLICATION: The Community Services Director or his designated representative will have the authority to approve applications in accordance with the policies contained herein. SECTION 13 - LIABILITY: All persons to whom use permits are granted i 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 lessee, and said person shall be liable to the City for any and all damages to parks, equipment, and buildings owned or controlled by City which result from the activity of lessee or is caused by any participant in said activity. The form of the Indemnification and Hold Harmless shall be as approved by the City. 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 lessee must provide liability insurance coverage for their event with limits of bodily injury and property damage of not less than $500,000 ($1,000,909 when =eehel: yea) with the City named as additionally insured. SECTION 14 - RENTAL OF EQUIPMENT: Tables and chairs of 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 Geffffftunity Recreation Center. SECTION 15 - SUSPENSION FROM USE: 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 16 - PUBLIC USE OF ROOMS: All facility rooms may be rented for public use when such shall not interrupt City business. SECTION 17 - PRIORITY USE GUIDELINES: following priority guidelines are established Recreation Center use to minimize conflicts: for the A. Progra s sponsored jointly by>'fhe City of Moorpark and an affiliatorganization shall be required to pay direct staff costs ass`eciated with prc'ram or event, as determined necessary by City staff. B. Organizations wh'ch are,tax exempt under Section 501 (c) (3) of the U.S. Reven Cade chartered within the City limits of the City of Moor�'\r k, and other qualifying non-profit organizations. C. Other governmental agen 'es (the County, or School District, for example), and their c issions, boards or departments. D. Residents of the City of Moo`spark. This includes such uses as Homeowners Association meetings and political fund-raisers for the City of Moorpark elections or other political offices where the` candidate is 'a City, resident. It must be for personal., uses such as wedding receptions, anniversaries, etc., arfd not for a Group 3 use. E. Resi 'ents of the Moorpark Unified Schdpl District boundaries thae reside outside of the City limits; non-profit service organizations not covered under Group 1; and business and fgommercial (for profit) organizations whe no admission fee > is charged and no product is sold. SECTION 18 - RETAIL OR COMMERCIAL USE OF FACILITY: Use is restricted to non-profit organizations and business and commercial (for profit) organizations where no admission fee is charged and no sales are made. SECTION 19 - GRANTING FOR PRIVATE USE: An application for private use may be approved if there is no conflict in accordance with the priorities established under Section 17. SECTION 20 - NON-PROFIT ORGANIZATIONS: An application for non-profit use may be approved to nonprofit organizations fro fund raising provided that the function sponsor will best serve the interest of the residents of Moorpark. Also, that the sponsoring group shall submit a budget detailing the revenue, expenditures and use of funds received. Non-profit organizations as applied herein shall mean those groups and organizations that qualify under U.S. Tax Code 501(c)(3). A copy of the Non -Profit Statement showing non-profit status must accompany request for use. SECTION 21 - APPEALS, SUSPENSION OF RULES: The use of the facilities is administered by the Community Services Department. For good cause, rule(s) contained herein may be suspended and/or developed governing the use of the facility as deemed necessary by the City Council. 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 referred to; 2. Parks & Recreation Commission - decision referred to; 3. City Council - decision shall be final. No appeal will be valid until it has been submitted and considered in the above -listed order. SECTION 22 - WAIVER eR MODIFICATION OF FEES AND CHARGES: Any request for ate= modification of fees and charge: shall automatically be referred to the City Council fo: consideration. The decision of the City Council shall be final Only request of non-profit organizations will be considered. SECTION 23 - SET UP/DECORATIONS: City shall set up facility for each event based upon diagram provided by lessee. Set up diagrams shall be provided to the Maintenance and Operations Supervisor five (5) calendar days prior to event. Sheidid set dp eeeur b fere—sehedidled use ef f ei , ;' _ , lessee shall pay -eurrt staffing eharges based en thirty (30) xf-inute inti�vale(ene heur TM` . All decorations must be approved by City and must comply with Section 13 - 143 of the Health and Safety Code of the State of California as to flame proofing and all decorations and materials. Location and method of installation shall also be approved by City. If available room may be decorated the evening before the event with a charge of 1/4 the cost of the hourly fee, or on the day of event (if available) for no charge. SECTION 24 - RESPONSIBILITY FOR DAMAGES TO FACILITY & 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. If the facility or any portion thereof, or any equipment shall be damaged, marred or defaced by the act, default or negligence of the lessee, his employee or employees, patrons, guests or any person admitted to the facility by said lessee, the lessee will pay to the City from the cleaning/damage deposit such sums as the City shall determine to be necessary to restore the facility or such equipment to its condition prior to such damage. Should charges exceed the amount on deposit, lessee shall be billed for the difference and allowed thirty (30) days in which to make payment. SECTION 25 - FEES, RESERVATIONS, SECURITY DEPOSITS: All rental fees and balance of required deposits must be p thirty (30) days prior to use of facility. Reservations will made and confirmed ONLY to individuals age twenty-one (21) older. SECTION 26 - ADDITIONAL CHARGES: or Additional charges will be levied over the basic rate under the following conditions: a) When staff is needed for additional set up, breakdown or cleanup beyond normal time requirements; b) When additional staff is needed for facility control; c) When facility is damaged and/or liability insurance fees are required. a ) When arcvre -s= .Tbeing served •-ela- d) If police/sheriff's department need to be called upon to maintain control, the cost for this service will be charged to the lessee. The determination of requirements for additional personnel and associated charges shall be made by the Director of Community Services or his designated representative. SECTION 27 - HOURS OF USE: WEEKDAYS 7:00 am - 12:00 Midnight WEEKENDS 7:00 am - 12:00 Midnight (Minimum Rental - Two (2) Hours) SECTION 28 - GAMBLING: 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 29 - REFUNDS: Refund of deposits are contingent upon meeting all the requirements for the rental of facility. Any amount remaining in the deposit following the payment of all charges shall be refunded to the person listed on the application within thirty (30) calendar days. SECTION 30 - COMPLAINTS: All complaints must be in writing and sent to: City of Moorpark Community Services Department 799 Moorpark Avenue Moorpark, CA 93021 SECTION 31 - SECURITY: To ensure proper use and control of facilities and equipment security guards shall be required ue=the fellewing __ndit Private fun tiens identified under Greup #2 en the f unless etherwise determined by the Gity Hanageh= er his designated eti le Seeguards shall at the discretion of the City -tt-r-i-tag, �� Manager or his designated representative. 0) / \ m o 0 a e e• W w t o c OD . \ }- Q = Q ƒ o R) r \ r ? m §- ±« 0 0 r \ ƒ m w o \ / 7 . / t \ § (T 0 rT 3 \ 0 H / \ / 2 H w « \ ( D / E (T co 0 § \ e. e / 0 Cl)± r ® ri) e• > � / 0 o § / / § » $ ®" 0 § § A p ® o r \ § o n ? " t H.0 § t I m ? w \ m 4 � R» 0)0 § m= 0ct 0\ H- Cr o r / § / / R 0 o 2 / 7 � $ o « / % / R \ ? \ 0 » / / / t 0 0 � B« / P• ? \ Q ° 0 /§ m� % ) Fj - Cr \ \ » ® \ 4 } m O / / e- ) \ \ 0 Fl ® n o Cl) m > ( 0 0 4 0 m a » = 4OD e- \ / ? 7 o 7 0 / F- II I R¥ 0 Q R. Q COMPARISON - OTHER CITIES RENTAL CHARGES City Capacity Charges Kitchen Decorate Security Deposi Insurance Security Guards Miscellaneous 1000 OAKS 225 $26.75/hr $9/hr N/A $350/private Req'd Not Required 4 hr min. +$9.50/hr for maintenance worker $100/business Req'd Not Required 4 hr min. $200/business Req'd Staff Leader to 4 hr min. with alcohol assist $9.50/hr 80 $22.50/hr N/C N/A $350/private Req'd Not Required 4 hr min. +$9.50/hr for maintenance worker $100/business Req'd Not Required 4 hr min. $200/business Req'd Staff Leader to 4 hr min. with alcohol assist $9.50/hr NOTES: Staff leader will be security, charges begin when they go off duty. Clean-up is by applicant but staff assists. SIMI 150 $200/* $19/warming 1 1/2 x charges $150/fully Req'd If groups under $15/alcohol $54/full refundable 21 years of age permit charg Guard $28/hr. 80 $168/* $28/full 1 1/2 x charges $150/fully Req'd If groups under No Alcohol refundable 21 years of age Allowed Guard $28/hr. NOTES: * Booked in blocks of time 12pm-6pm or 6pm-11 pm CAMARILLO 382 $79/hr** $34/hr 1/4 hrly rate $250/fully Req'd 1/50 ratio + $50 Alcohol refundable 1 at bar Cleaning Chg. NOTES: ** $60 beginning with the 5th hour of use.