HomeMy WebLinkAboutAGENDA REPORT 2016 0921 CCSA REG ITEM 10I ITEM 10.1.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
of 9W-A0i fj
ACTION: O/A,ef�e.L./!� d1aJ
MOORPARK CITY COUNCIL ,,vtirnae.1a1c.JAO
AGENDA REPORT BY: yr,
TO: Honorable City Council
FROM: Brian Chong, Administrative Services Manager4110
DATE: September 15, 2016 (CC Meeting of 9/21/16)
SUBJECT: Consider Request from the Santa Monica Mountains Conservancy to
Waive the City's Facility Rental Fee for the City's Community Center
for Its Board and Advisory Committee Meeting on September 26,
2016
DISCUSSION
The City has received a request from the Santa Monica Mountains Conservancy
(SMMC) for use of the Apricot Room and Citrus Room at the Community Center to hold
a Board and Advisory Committee meeting on September 26, 2016.
On September 9, 2016, Governor Jerry Brown signed AB 2189, a City-sponsored bill
that directs the SMMC to complete a study to determine appropriate areas in and
around the City of Moorpark to be added to the SMMC's Rim of the Valley Corridor.
Inclusion in the Corridor will make the City eligible to apply for grants and otherwise
coordinate with the SMMC on areas of mutual concern, particularly the provision and
use of open space.
On September 12, 2016, SMMC staff proposed scheduling the next SMMC Board and
Advisory Committee meeting at Moorpark City Hall and including a driving tour of the
Moorpark area as part of the Board's agenda for its September 26 meeting.
Accordingly, the SMMC has requested use of the Apricot Room and Citrus Room at the
Community Center, from 4:00 p.m. to 10:00 p.m. The SMMC estimates that no more
than 50 people, including members of the public, will be present for the meeting. There
may be some direct costs to the City for the setup and take-down of the chairs and
tables; however, staff is recommending waiving approximately $53 for the staff time
since the City is part of the SMMC. Waiving the rental fees would result in $690.00 of
lost revenue.
73
Honorable City Council
September 21, 2016, Regular Meeting
Page 2
STAFF RECOMMENDATION
Approve the request and waive the City's Facility Rental Fee for the Community Center
for a Santa Monica Mountains Conservancy Board and Advisory Committee meeting on
September 26, 2016.
Attachment: Moorpark Community Center Rental Application
74
MOORPARK COMMUNITY CENTER RENTAL APPLICATION
Applicant/Organization Santa Monica Mountains Conservancy Today's Date: i/l /(4:7
Address:2 ?€ttni rt.tlin 24 City H'llju. Zip: 962(05
Contact Person, O1eS^j�2J41.1�Y1i) Phone:ilk-yd- Email: yi rary i (u'.5menc,c4. `J.c�o./
Room Rental: Apricot Room X Citrus Room X f Kitchen
Event Date: 9/26/2016 Hours: 4P— 101)
(to include set up and decorating time needed)
Type of Event Gov. Board Meeting Estimated Attendance 50
Will alcohol beverages be served? No Serving shall be stopped at 7PM a.m. /p.m.
(Alcohol must stop being served 1 hour prior to the end of the event)
Will food be served? Yes Will live entertainment be provided? No
(Music must stop 30 minutes prior to end of event)
Please describe the type and group name of entertainment
Security firm name n/a Phone No.
The Clean-up/Security Deposit Refund will be returned by mail approximately 30 days after the event
Any additional clean up required to be performed by the City, or any damage,will be deducted.
The applicant upon execution hereof agrees to abide by all City of Moorpark rules,regulations,terms,and conditions set
forth herein and shall assume full and complete responsibility for the City facility rented, and for any civil liabilities
arising from the use of such City facility(s). Failure to observe and abide by facility rules and regulations may be grounds
for revocation of permit,forfeiture or fees/deposit,termination of present activity and future building use. Applicant's
signature is acknowledgment that he/she has received a copy of the facility rules and regulations, has read and
unders .• the rules w' . :• em the use of the Community Center and has received a copy of this application.
o-•e.: •eummg Responsibility Date
40/r
Permit Submitted By-Authorized City Representative Date
All Rental Agreements are contingent on final approval from an authorized City Representative
For City Use Only
Insurance Required: yes_no Room Fee $
$500,000 $1,000,000 Kitchen Fee
Security Required: yes no Charge for Chairs
Alcohol Permit Required: yes no Charge for Tables
Amplified Sound Permit Required: yes no Alcohol Use Permit
Non-Profit Tax Exempt for 501(CX3): Insurance Fee
yes no Other
Set up Diagram Received: yes_no Fee Total
Hold Harmless Form Received: yes no Clean-up/Damage Deposit
Group Category: 1 2 3 4 Grand Total $
75
FACILITY RENTAL AGREEMENT
Right to Revoke or Deny a Permit:The City of Moorpark may revoke or deny a Rental Permit when it is determined by the Director or
his/her authorized designee that the proposed use of the facility 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 herein 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 City facility.
Cancellations: Rental cancellations are subject to the following:a.For cancellations received ninety(90)days or more in advance of the
Rental date,the City will refund all fees paid less a$25 processing fee.b.For cancellations received between eighty-nine(89)and fifteen
(15)days prior to the Rental date,the City will refund all fees paid less any costs incurred by the City,plus a$100 cancellation fee and a
$25 processing fee. 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 plus a$25 processing fee.
Responsibility for Damages and Clean Up: All or a portion of the security deposit may be retained for excessive clean up of the facility,
any damage to the premises,additional staff costs not included in the fees paid,or if the Renter fails to meet any condition of the Rental.
Should damage,cleanup or other expenses exceed the amount of the deposit,the Renter shall be billed for the difference.The Renter is
responsible for moving all of their items at the end of their Rental.Items remaining behind will be disposed of and the staff time required to
perform said task will be deducted from Renter's security deposit.Renter shall clear all tables,remove all decorations,sweep the floor,
and place all trash and debris in lined trash cans provided by City.Food and spills on the floors should be cleaned.If any stains remain,
costs incurred by the City for professional cleaning will be deducted from the security deposit.If the kitchen is used,the counter must be
wiped down and cleaned.If cleanup exceeds one-hour,additional labor time will be deducted from the security deposit at a rate identified
in the Facility Fee Resolution.Renter should inspect the area with the assigned City staff person after the event to identify any damages or
misuse resulting from the Rental activity.The Director shall make the final decision on what portion of the security deposit will be refunded.
Insurance:The Renter must purchase liability insurance coverage through the City's provider for their Rental with limits of bodily injury
and property damage of not less than$1,000,000.Businesses and nonprofit 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 the City as additional insured,and in a format acceptable to the City,must be provided to the City
thirty(30)days prior to Rental date.
Terms of Use:Renter agrees to obey all City policies,rules and ordinances,and State and Federal laws,including,but not limited to
Health and Safety Codes.The City of Moorpark reserves the right of full access to all facilities at anytime.Facility will only be opened to
the Renter with proof of identification.Facility will not boo' nless Renter is on the premises. The facility will not be opened prior to
the start time of the rental. Renter's Initials 'Al
Keys:Keys to the facility will not be issued under any circu E j ces.Staff will be available during Rentals to accommodate any access
needs by Renter.
Opening and Closing Procedures: The City will be responsible for opening and closing rented facilities. City staff will conduct a
walkthrough of the facility with the Renter to note any previous unusual damage prior to the use.
Set Up:The City shall set up the facility for each Rental based on a diagram provided by the Renter.Set up diagrams shall be provided to
the City no less than five(5)calendar days prior to the event.
Decorations:All decorations must be approved by the City and 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 use of nails,tacks,scotetVdud
tape or staples are not permitted.Decorations and/or any type of wire or cord may not be hung or draped on any light fixture inside/outside
the facility.Time for decorating must be included in the Rental time.
Vendors/Contractors:Renters must disclose any vendor,contractor,or subcontractor working their Rental including,but not limited to
caterer,disc jockey,and entertainer,in the appropriate space on the Reservation Application.Failure to provide the required information
will be considered falsification of the Reservation Application and may lead to the revocation of the Rental Permit and the loss of all fees
paid including the security deposit. The City reserves the right to require Renter's vendor, contractor, or subcontractor to provide
insurance,name the City additionally insured,and to sign a Hold Harmless and Indemnification provision.Vendors and contractors must
hold a current Moorpark Business Registration.
Storage:Storage is not available with the exception of use of the refrigerator/freezer,limited to the hours of the permitted Rental.For use
of the refrigerator/freezer,the kitchen must be rented and associated Rental fees paid.
lost or Stolen Items:The City is not responsible for lost,stolen,or damaged property belonging to the Renter,Renter's guest and
vendors,and any other persons participating in Renter's event.
Use of City Equipment:Tables,chairs,and other City property may be made available to individuals renting City facilities.Fees for use
will be charged in accordance with the Facility Fee Resolution.This equipment is for use inside the facility only.The Renter 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.All equipment must be used only for the purpose for which it was
intended.Sitting or standing on tables is not permitted.Tables and chairs or other City properly shall not be rented or loaned out for any
purpose other than as part of an approved facility Rental.
Attendance and Facility Capacity: Renter agrees to ensure that the number of guests or attendees does not exceed the number
declared on the Reservation Application and does not exceed the posted room capacity. Non compliance with this obligation can subject
the Rental to cancellation.
/ lips and Gratuities:It is against City policy for any employee to receive any form of cash,gift,tip or gratuity.
Prohibited Items:
Smoking:Smoking is prohibited in all City facilities and within twenty(20)feet,or the minimum required by law,whichever is greater,of
exterior doors and windows of the buildings.
Open Flame Devices and Fog Machines:All open flame devices and fog machines are prohibited.
Amplified Sound Systems: Persons wishing to use amplified sound shall make such a request on the Reservation Application and
receive written authorization from the City.Persons permitted to use 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 law enforcement personnel, and all instructions of such persons shall be complied with
immediately.
Gambling:Gambling,as defined by any Federal,State,or local law,is prohibited.
Bird Seed,Rice,Straw:Use of bird seed,rice,confetti,straw,hay,sand,glitter,and similar materials is prohibited.
76
INDEMNIFICATION: I, the Renter, hereby agree to hold harmless and indemnify City, its officials, agents, and employees, and its
successors and assigns,from and against all claims,loss,damage,actions,causes of actions,expense and/or liability arising or growing
out of loss ordamage to property,or injury to or death of persons,resulting in any manner whatsoever directly or indirectly,by reason of
this Agreement or the use of facilities or equipment by the Renter or any person claiming use under or through the Renter,unless such
loss,damage,injury,or death is due to the sole negligence of the City.The Renter and all others using said facilities under this Agreement
hereby waive any and all claims against the City of damage to persons or property in,or about said facilities.
I further agree to a de by all rules and regulations relating to use of City facilities.
Signature: Date: /45//L Print Name: Q tits /E/1.11rpAr\/
FOR CITY USE ONLY: Reviewed by: Date:
Permit is: _Approved or Denied Notes:
Approved by: Title: Date:
•
•
77