HomeMy WebLinkAbout08 FEE SCHEDULE - MARKETPLACE COMMUNITY CENTERAgenda Item 8
AGENDA REPORT RC ty Manager
Finance Director N A
MEETING DATE: OCTOBER 21, 2014
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: DAVID A. WILSON, DIRECTOR, PARKS AND RECREATION SERVICES
SUBJECT: TUSTIN COMMUNITY CENTER AT THE MARKET PLACE FACILITY
USE POLICIES AND FEE SCHEDULE
SUMMARY:
Through Development Agreement 2014 -001 that establishes the Tustin Community
Center at the Market Place as a community facility, it is necessary to formulate Facility
Use Policies and a Facility Fee Schedule.
RECOMMENDATION:
That the City Council approve the attached Facility Use Policies and Facility Fee
Schedule for the Tustin Community Center at the Market Place and request the Mayor
to appoint an Ad Hoc Committee consisting of two (2) City Council members to
recommend the twelve (12) fee exempt City events per year for the City Council's
consideration.
FISCAL IMPACT:
Facility User Fees are formulated to offset costs associated with community use of the
facility. An undetermined net increase to City revenue is anticipated depending on the
amount of facility use.
CORRELATION TO THE STARTEGIC PLAN:
The approval of the Facility Use Policies and Facility Fee Schedule advances the City's
Strategic Plan: Goal A: (6) Assess and explore opportunities for expanded recreational
activities.
BACKGROUND:
With the approval of Development Agreement 2014 -001, the Tustin Community Center
at the Market Place will be available for use by the public. The community center
complex has a central lobby area, restrooms, two community rooms (approximately
1,375 square feet each) that can be converted into one larger space, and two
community theaters.
Activities that will be allowed in the center would include City sponsored meetings and
events; and activities allowed in other community facilities, such as parties, receptions,
ceremonies, seminars, non - commercial classes, health fairs, expos, trainings, dances,
and performances. The City would program and schedule the facility.
The Irvine Company who owns the facility, would maintain the facility and be
reimbursed for maintenance costs through hourly usage fees and administrative fees
charged for the use of the facility.
Per the agreement, twelve (12) City events per year and reasonable smaller City
meetings not requiring heating or air - conditioning would be exempt from use fees, if the
City handles the set -up and clean -up.
To ensure the City covers costs and fees associated with community use of the center,
City staff reviewed the charges and fees established by the Irvine Company for use and
surveyed comparable private and public facilities to establish the user fee schedule.
pectfully/sub i d,
D A. Wilson
Director. Parks and Recreation Services
Attachment (s)
FACILITY USE POLICIES
TUSTIN COMMUNITY CENTER AT THE MARKET PLACE
PARKS AND RECREATION SERVICES
APPLICATION PROCESS
1. In order to serve you better, all applications for facility use must be made in writing on forms
provided by Parks and Recreation Services. While department staff is happy to provide
information on the buildings over the phone, we cannot take reservations over the phone.
Application must be completed in person.
2. So that approval of your application can be expedited, please ensure that it is fully
completed and signed by an authorized person and deposits are submitted.
3. Applications will be considered confirmed and final only when they have been signed by
Parks and Recreation staff and all deposits are paid.
4. Please notify Parks and Recreation Services as soon as possible of any changes in your
building use. Changes will only be allowed until ten (10) working days prior to the date of
building use. In the case of cancellation, the City will retain one hundred percent (100 %) of
the deposit for all reservations cancelled less than thirty (30) days prior to the date of your
event. Cancellation must be in writing by the person who submitted the application.
5. The person signing the application must be at least 18 years of age, however, if alcoholic
beverages are served, the application must be signed by an individual at least 21 years of
age. Identification may be required to confirm the age of the applicant. The person signing
the application must be present at the event.
6. A chaperon may be required for every fifteen (15) youth under age 18 at a dance /social
function. Chaperons must be at least 21 years of age. A list of chaperons may be requested
in advance of the event.
7. Please be as accurate as possible when you estimate attendance for your event. The
number of people allowed into the building will be limited to the number indicated on your
application. Event security may deny access to the building after the arrival of the number
of people you indicated on your application.
RESTRICTIONS ON USE
1. Programs of a politically related purpose, such as candidate nights sponsored by neutral
civic organizations at which candidates are given an opportunity to be seen and heard are
allowed. Use of City buildings for partisan or non - partisan political purposes, which promote
selected candidates or issues are not allowed.
2. In consideration of businesses neighboring City buildings, event security will continually
monitor noise from your event. Should your activity become disruptive to the surrounding
area, you will be asked to turn down the volume on P.A. systems or otherwise control the
noise. As you plan your activity, please keep in mind that noise becomes a special concern
after 10:00 p.m.
3. Smoking is not allowed in any City of Tustin buildings.
4. Children must be monitored at all times. The applicant is responsible for any and all
damages that occur during their event.
SCHEDULES
Application Process Due Dates
1. To allow for timely notification of building staff assisting you with your event, applications
must be submitted at least thirty (30) days prior to the date desired.
2. Deposits are due with submission of your application. Please make full payment of fees and
provide set up plans thirty (30) days prior to your building use; fees are to be paid in full in
cash or money order if submission of your application is less than thirty (30) days.
Building Use Scheduling
1. Please be prompt with your arrival to the building. Building staff will be on hand to admit you
to the building at the time you specify on your application. Be as accurate as you can with
the times you indicate on your application. You will be allowed to occupy the building only
during the times listed on the application and only while building staff is present.
Remember: Notify Parks and Recreation Services as soon as possible of any schedule
changes. Changes will only be allowed up to ten (10) working days prior to the date of
building use.
2. As you plan the time for your event, be sure to take the following into account:
a. Set up /Decoration c. Program
b. Deliveries* d. Clean up
*Plan to be present to sign for deliveries. Deliveries and pick -up can only be made during
the time for which your building use is approved. Overnight storage of equipment or
supplies is not allowed.
3. So that your activity will begin on time, building staff will make every effort to have your
room set up and ready for you upon arrival.
4. The buildings are generally available for rentals during the following hours:
Monday - Friday from 9:00 am to 4:00 pm or 6:00 pm to 10:00 pm
Saturday from 8:00 am to 1:00 am (Youth parties and events must be cleaned up
and out of the building by 11:00 pm.)
5. The minimum rental time is four hours.
6. City buildings may be closed for holidays; a schedule is available from Parks and
Recreation Services.
7. Set up time for any event is limited to two (2) hours prior to when your activity is scheduled
to begin. Exceptions may be made for wedding receptions or other activities where event
organizers need to attend a ceremony or related activity immediately before their event.
8. The consumption of alcoholic beverages is prohibited during set up time.
9. Please limit your set up party to ten (10) people.
ADVANCED RESERVATIONS
1. To provide priority reservations to Tustin residents, reservations are accepted up to one
year in advance. Reservations for non - residents will be accepted nine months in advance.
Proof of residency is required. A current valid driver's license or current utility bill is
acceptable as proof of residency.
2. To make the building available to the largest number of user groups as possible and to
allow for scheduling flexibility, applications for continuous activities are limited to four
meetings. Subsequent applications will not be considered for approval until all dates have
been used on a current application. Reservations do not imply proprietary rights or benefits
for any group, organization or individual.
3. Continuously scheduled non - resident activities may be pre - empted by City of Tustin
sponsored or co- sponsored activities and resident groups. While this situation rarely occurs,
this policy is in place to provide priority for one -time special City and resident activities.
Before an activity is pre - empted, the pre - empting group must pay all fees and deposits prior
to notification of the pre - empted group. In the event the pre - empting group cancels their
activity, all fees and deposits paid are non - refundable.
EQUIPMENT /FURNITURE
1. To keep the building in top condition for your use, equipment and furniture may not be
removed from the building. Only those items located within the building will be available for
your use. Should you need additional equipment to conduct your event, you should arrange
for such at your expense. The mixing of outside tables and chairs with those from City
buildings is not allowed. Should a renter wish to bring in tables and /or chairs from the
outside, the City will provide none.
2. The Superintendent/Supervisor must approve equipment brought in from the outside and
set up of same at least ten (10) working days before your event and must be delivered and
picked up during the time approved for the activity. Your assistance may be required to set
up equipment brought in from the outside.
3. To make your use of City buildings more convenient, building staff will set up all City
furniture and equipment according to set up plans you provide. If no set up plan is
submitted, building staff will set up the building according to standard set up configurations
for the type and size indicated on the application.
4. After set up is complete, building staff will make any necessary changes. Your assistance
may be required to ensure that changes are ready before your activity begins.
5. Due to limited space, storage will not be provided for building rentals. All equipment,
supplies, food and decorations brought in by renters must be removed by the renter before
leaving the building.
6. Pianos are not available for public use.
DECORATIONS
In order to provide a safe, attractive building, the following regulations are necessary:
1. Decorations must be flame retardant.
2. Open flame decorations such as candles or lanterns are not allowed.
3. Please do not fasten decorations to light fixtures, window coverings, windowpanes or fire
sprinklers. Only masking tape may be used to affix decorations. Please do not use tacks,
nails, staples, scotch tape or other fastening methods.
4. Existing decorations must remain in place (such as pictures, plaques, etc.).
5. Please remove all decorations you bring in before leaving the building.
6. Hay, straw, confetti, popcorn, rice and birdseed are not permitted. Such materials are very
difficult to clean up and can create unsafe conditions.
DEPOSITS AND FEES
1. Your application will not be approved without the required deposit along with your fully
completed and signed application. Proof of residency must be provided to be eligible for
resident rates.
2. The City will retain all or portions of your deposit under the following conditions:
a. For repair of damages to the building while premises are under the responsibility of the
renter.
b. Cost of personnel to perform clean up tasks for which the renter is responsible.
c. Cost of personnel should renter's event run past the stated ending time or should
additional police or maintenance personnel be necessary.
d. One hundred (100 %) percent of your deposit will be retained for cancellation less than
thirty (30) days prior to your event.
3. Please refer to the current fee schedule for deposit and fee amounts. Cash or money
orders are required for payments made less than thirty (30) days prior to your event.
BUILDING CLEAN UP
1. In order to qualify for a full refund of your deposit, the following tasks must be completed:
a. Deposit all bottles, cans, cups, paper products and other refuse in proper receptacles and
put in trash bin outside.
b. Wipe up sinks and table tops.
c. Clean, e.g. wipe up spills, clean range tops, remove food from storage, etc.
Generally, building users are asked to return the building to the condition in which it was
found. The building staff will provide guidance and assistance to the building user.
2. The consumption of alcoholic beverages during clean up is prohibited.
ALCOHOLIC BEVERAGE APPLICATIONS
1. Because activities at which alcoholic beverages are served have a greater impact on the
building than activities without alcoholic beverages, a special application is necessary. This
application, which can be obtained at Parks and Recreation Services, is submitted with the
Facility Use Application.
2. To protect those attending and the Center, security will be required at activities where
alcoholic beverages are served and may be required even when alcohol is not served.
These services will be provided at the expense of the building user. Fees for these services
are payable with building rental fees prior to the event.
3. In order to ensure that your event is safe and secure for you and your guests, please
adhere to the following rules:
• Serve alcoholic beverages only to persons 21 years of age and older.
• Please see that anyone under 21 is accompanied by a parent, adult relative or legal
guardian.
Depending on the nature of the event, Parks and Recreation Services may require deposits
in excess of those outlined in the fee schedule.
5. Alcoholic beverage applications will be considered for all meeting rooms and theaters.
6. In order to ensure that your event is safe, secure, and enjoyable, the Tustin Police
Department and event security requires that renters observe the following:
• A designated server is required.
• Alcoholic beverages may be served and consumed only during the hours of event
indicated on your application. No alcoholic beverages are allowed during set up or clean up
time.
• No "bring your own bottle" parties.
• Plan your event carefully. Once your event begins, you will not be allowed to bring
additional alcoholic beverage supplies from outside the building.
• Service of alcoholic beverages must end one half hour prior to the end of the event.
7. Applications to serve alcoholic beverages at City buildings will not be considered for
approval for any activity with a youth emphasis (e.g.: Quinceaneras, birthday parties for
minors, student activities).
8. The consumption of alcoholic beverages is limited to the room rented. Alcoholic beverage
consumption is not allowed in parking lots, grounds, lobbies and restrooms.
9. Activities will be limited to six hours.
SALE OF ALCOHOL
Since the sale of alcoholic beverages is regulated by the State of California Alcoholic Beverage
Control Commission (ABC), all activities at City buildings at which alcoholic beverages are sold
must receive an Alcoholic Beverage Control License. This can be obtained at: Alcoholic Beverage
Control Commission, 605 W Santa Ana Blvd, Bldg 28, Ste 369, Santa Ana, CA (714) 558 -4101 or
at www.abc.ca.gov.
1. To ensure that events at which alcoholic beverages will be sold have proper ABC
authorization, this permit must be in possession of the applicant, along with the facility use
contract/permit issued by the City, during the entire event.
2. A copy of the ABC permit must be submitted to Parks and Recreation Services 14 days
prior to the event.
BUILDING USER PRIORITIES
In order to determine fees to be charged as well as to determine building scheduling priority, the
following definitions and specifications are provided:
Group #1 Parks and Recreation Services sponsored or initiated youth activities.
Group #2 Parks and Recreation Services sponsored or initiated adult activities.
Group #3 Youth sponsored activities coordinated by inter - governmental agencies and (Local
School District) Community Service (i.e. Chamber of Commerce) sponsored
programs.
Group #4 Adult sponsored activities coordinated by inter - governmental agencies (Local
School District) and Community Service (i.e. Chamber of Commerce) sponsored
programs.
Group #5 Youth recreational activities, open to the public, initiated or sponsored by local non-
profit organizations whose membership consists of at least 50% Tustin residents.
Group #6 Adult recreational activities, accessible to the public, initiated or sponsored by local
non - profit organizations whose membership consists of at least 50% Tustin
residents.
Group #7 Resident youth recreation activities, registration is not open to the general public.
Group #8 Resident adult recreation activities not open to the general public.
Group #9 Non - resident recreational activities initiated or sponsored by non - profit
organizations.
Group #10 Non - resident recreational activities not open to the general public.
Group #11 Commercial, business, and those activities and organizations that are profit making.
Individuals or organizations which cannot provide proof of non - profit standing, which
are organizing events at which fees are charged or donations are solicited, requires
City Manager approval.
TERMS & CONDITIONS
1. Inter - agency and community service organizations must submit all applicable deposits when
an application is submitted. These deposits are refundable if the building is left in an
acceptable condition. Applications will not be accepted without deposits.
2. Inter - agency and community service organizations will be charged for direct costs
necessary to accommodate their events according to the published schedule of fees.
3. No inter - governmental agency or community service group may qualify for facility use
procedures under group 3 or 4 if alcohol is being served. Alcohol related events would
qualify under group 5, 6, or 11.
4. Those events seeking qualification under groups 3 & 4 would be subject to insurance
requirements.
SECURITY
1. To provide for the safety of your guests as well as the security of property, the City requires
event security to be present at your event. These officers will be under the direction and
control of The Irvine Company and City.
2. To protect the greater Tustin community as well as the visitors and property of the City of
Tustin, the use of the building will not be granted to any organization, which is deemed
detrimental to the public welfare by the Tustin Police Department. Use agreements will only
be continued with organizations or persons who demonstrate responsibility.
3. If event security is required, the number of officers will be based on the number of people
attending, whether alcohol is being served, and the nature of the function. When an
application is made, Parks and Recreation Services staff will base the fee for officers on the
above criteria. Final determination on the assignment of event security is totally at the
discretion of the City. The expense for these officers will be borne by the building user, see
fee schedule for costs. Should additional security be necessary at your event, the expense
for such will be deducted from your deposit at the responding officer's rate of pay. Event
security will arrive at the building one half hour prior to your event starting time and will leave
one half hour after your event is scheduled to end.
INSURANCE REQUIREMENTS
All groups with reservations are required to provide the City with a Certificate of Insurance naming
the City of Tustin and the Irvine Company as additionally insured. Policy limit is a $1 million
minimum of combined single limits. The City of Tustin offers liability insurance as an option to
providing a Certificate of Insurance.
P &R/AdminPolicies/FACILITYUSE APP/Tustin Market Place .doc
CITY OF TUSTIN
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'010109 a Difference In Tueeln'
COMMUNITY CENTER AT THE MARKETPLACE
- FACILITY FEES
ALL FEES BASED ON A FOUR HOUR MINIMUM
Fees effective 10/08/14
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INTER -
RESIDENT
RESIDENT
NON - RESIDENT
NON - RESIDENT
COMMERCIAL
FACILITY
GOVERNMENTAL
NON - PROFIT
PRIVATE
NON - PROFIT
PRIVATE
(Based on a 4 hour rental)
AGENCY
Groups 3 & 4
Groups 5 & 6
Groups 7 & 8
Group 9
Group 10
Group 11
Theatre A - Spruce
$388.00
$388.00
$434.00
$434.00
$465.00
$620.00
(Occupancy =190)
Theatre B -Palm
$400.00
$400.00
$448.00
$448.00
$480.00
$640.00
(Occupancy =290)
Meeting Room A - Oak
$375.00
$375.00
$420.00
$420.00
$450.00
$600.00
(Occupancy = 182)
Meeting Room B - Sycamore
$375.00
$375.00
$420.00
$420.00
$450.00
$600.00
(Occupancy = 182)
Meeting Room A &B - Oak &
$750.00
$750.00
$840.00
$840.00
$900.00
$1,200.00
Sycamore (Occupancy= 364)
$120.00
$120.00
$120.00
$120.00
$120.00
$120.00
Security
($30/hr. after 4 hrs.)
($30/hr. after 4 hrs.)
($30/hr. after 4 hrs.)
($30/hr. after 4 hrs.)
($30/hr. after 4 hrs.)
($30/hr. after 4 hrs.)
Audio Visual
$420.00
$420.00
$420.00
$420.00
$420.00
$420.00
(optional)
Staff
$325.00
$325.00
$325.00
$325.00
$325.00
$325.00
Administrative Fee
15% of Total
15% of Total
15% of Total
15% of Total
15% of Total
15% of Total
Deposit -No Alcohol
$500.00
$500.00
$500.00
$500.00
$500.00
$500.00
Deposit -With Alcohol
$750.00
$750.00
$750.00
$750.00
$750.00
$750.00
Premium will be determined by risk level of your activity. See office staff for quote. If not purchased through the City of Tustin, applicant must provide a
Liability Insurance
Certificate of Liability Insurance and endorsement naming the City of Tustin as additional insured in the amount of one (1) million dollars. The "Certificate
Holder" must precisely read: The City of Tustin, its Elective & Appointive Boards, Officers, Agents, and Employees, 300 Centennial Way, Tustin, CA 92780.
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