HomeMy WebLinkAbout19 FACILITY USE POLICY 10-16-95JATE:
TO:
FROM:
October 16, 1995
·
.
WILLIAM A. HUSTON, CITY MANAGER
COMMUNITY SERVICES DEPARTMENT
SUBJECT: FACILITY USE POLICIES
Inter-Com
NO..19 '",
10-16-95
RECOMMENDATION:
Receive and file.
BACKGROUND:
Councilmember Saltarelli requested that facility use policies and
field allocation practices be agendized for discussion. The
Community Services Department currently has in place Facility Use
Policies that were'adopted in i991 (Attachment). In January 1995
the City opened the 17,000 square foot Columbus Tustin Gymnasium.
The 20 acre Tustin Sports Park will be dedicated this fall. With
the addition of these facilities a review of use policies is
necessary.
DISCUSSION:
city operated recreational facilities should be available to the
public 'when not being used for City or City co-sponsored
activities. In addition, the City Council has directed that local
youth groups should be given the. highest priority when facilities
are scheduled. While there are policies in place that make local
non-profit facility scheduling a priority, there are no existing
policies regarding the allocation of facilities between
organizations in the same category.
Rental fees were structured so that facilities would be affordable
to local non-profit youth groups. Past practice at Columbus Tustin
Park has.been to charge youth groups 50% of the commercial light
fee.
The city has a joint use agreement with the School District
regarding Columbus Tustin Park. A joint use agreement for the
Tustin Sports Park is being reviewed. The Columbus Tustin
Gymnasium can be used by the Tustin Unified School District and
local non-profit youth organizations for direct operating costs
only ($20 an hour).
In order to make facilities available to the largest number of user
groups as possible, applications for continuous use are presently
limited to four meetings. Restricting use permits to four meetings
makes it difficult for sports leagues to use City facilities.
CONCLUSION:
The Facility Use Policies adopted by the City' in 1991 were
developed to regulate the use of the Senior Center and the
Community building for meetings and social occasions. The policies
do not adequately address the use of the Columbus Tustin Gymnasium
or the new Tustin Sports Park.
Until policies are approved the Community Services Department will
initiate the following action:
Contact local non-profit organizations and conduct
an allocation meeting for facilities through June
1996.
Solicit information from other Orange County cities
regarding allocation policies.
Regulate field use at the Tustin Sports Park to
insure that turf areas are properly established..
There are no existing policies to address the allocation of
facilities. Staff recommends that current Facility Use Policies be
reviewed by the Parks and Recreation Commission. The public and
local sports groups will be invited to provide input. The
Commission will forward recommendations to the City Council for
approval.
Recreation Superintendent
Services
C: FACILITY. USE
FACILITY USE POLICIES
CITY OF TUS.TIN .
COMMUNITY SERVICF_~ DEPARTMENT
· .
· o
APPLICATION PROCESS
o
,.
e
e
,.
le
2~
In order to serve you better, all applications for facility use must be made in writing on
forms provided by the Community Services Department. While department staff is happy
to provide information on the buildings over the phone, we cannot take reservations over
the. phone. Piea~ make your application in person.
So that approval of your application can be expedited, be sure that it is fully comPleted
and signed by an authorized person and .deposits are submitted.
Applications will be considexcd confirmed and final only when they have been signed by
the Recreation Superintendent .and all deposits are paid.
Please notify the Community Scrvi~ Depamnent as soon as poss~le of any .changes in
your building use especially cancell~n. In the case of cancellation, portions of the
deposit collected will be retained. Cancellation must be in writing by-the person who
submitted .the application.
The person signing the application must be at least 18 years of age or for activities at
which alcoholic beverages are served, mugt be at least 21 years of age. Identification
may be required to confirm the age of the applicant. The p~rson signing the application
must be pre. sent at the event.
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.
Please be as accurate as pos~'ble when you estimate attendance for your.event. -The
number of people allowed into the building will be 'limited to-the number you indicate on
your application. The Police Department may deny access to the building after the
number of people you indicated on your application arrive.
RESTRI~IONS ON USE
Senior Center Bond Act grant requirements do not allow use of the Senior Center for the
purpose of sectarian instruction or religious worship. .,
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.
In consideration of businesses who are residents neighboring City buildings, the Police
Department will continually monitor noise from your event. Should your activity become
disruptive to the neighborhood, you will be asked to turn down.the volume on P.A.
systemS or otherwise control the no'~w. As you plan your activity, please keep in mind
that noise becomes a special concern after 10:00 p.m.
o .
e
.
Smoking is not allowed in any City of Tustin buildings.
SCHEDULES
Ap01ication Process Due Dates
.
_ ..
To allow f0t.'iimely notification of building staff who will assist you with your even,
applications must be submitted at least fifteen (15) working days prior to the date desired.
Set:up plans are ,due with your application.
e
Please make full payment of all fees thirty (30') days prior to your building use or upon
submission of you application if less than 30 days. 'Deposits are due with submission of
your application.' '
Building Use Scheduling
le
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 spec~ 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:. Be sure tO notify the Community Services Department as soon as possible of
any schedule changes. Changes will be allowed °nly. ten (10) working days or more in
ad~/ance of date of the building. use.
As you plan your schedule for your event, be-sure to take into account time for:.
A. Set-up/Decoration
B. 'Deliveries*.
D. Clean-up
* Please plan to be present to sign for deliveries. Deliveries and pick-up can only be
made during the time for which your-building us is _approved. Please, no overnight
storage of equipment or supplies.
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.
The buildings ar/~ generally available for rentals during the following hours:
Fridays - 5:00 pm to 1.'00 am
Saturday - 8:00 am to 1:00 am
Sunday - 8:00 am to 11:00 pm
So that building staff can enjoy holidays with family and friends, .the building is.closed
on holidays and holiday eves. A schedule of these holidays is available at' the
Community Services DePartment '-
o
7.
8~
Set-up time for any event is limited to two (2) hours prior to when your activity is
scheduled to begin. Exceptions can be made for activities such as 'wedding receptions
when event organizers need to attend a ceremony or related activity immediately before
the event.
The consUmption of alcoholic beverages is prohibited during set-up time.
Please limit your set-up party to ten (10) people.
ADVANCED REGISTRATIONS
.
2~
.
To provide priority reservations to Tustin residents, reservations are accepted up to .two .
hundred and seventy (270) days.in advance. Reseavations for non-residents will be
accept~ one hundred and fifty (150) days in advance. Proof of residence is required.
A driver's license or utility bill are acceptable as proof of residency.
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
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 inplace to provide priority for one-time special City and resident
activities.
Before an activity is preempted, 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
.
.
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 e~ The mixing of outside tables and chairs with those
from City buildings is not allowed. Should a renter wish to bring.in tables and chairs ·
from the outside, none will be provided by the City.
o
.
The Superintendent must approve equipment brought in from the outside and setup 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
o
.
'5.
.
equipment brought in from the outside.
To make your use of City buildings more convenient, building staff will set up all
furniture and equipment according to standard 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.
..
After an. equipment setup is complete, building staff will make any necessary changes.
Your assistance may be required to ensure that changes are 'ready before your activity
b. egins.
Due to limited space, storage will not be provided for building rentals. All equipment,
supplies, food stuffs and decorations brought in by renters must be removed by the renter
before leaving the building.
.
·
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. Please no open flame decorations 'such as candles or lanterns.
e
Please do not fasten decorations to light fixtures, window coverings, window panes or fire
sprinklers. Only masking tape may be used to affix decorations. Please do not use tacks,
nails, staples, scotch tape or other fastening method.
e
..
Please leave existing decorations in place (such as pictures, plaques, etc.)
Please remove any decorations you bring before leaving the building;
Please do not decorate with hay or straw. Also, do not throw confetti, bird seed,.popcom,
rice.or other material as part of your activity. Such materials are very difficult to clean
up and can create unsafe conditions.
le
e
.DEPOSITS AND FEES'
To speed consideration of your application's approval, please submit your cleaning
deposit with your fully completed and signed application. . .."
.
The City will retain all or portions of.your deposit under the following conditions:
. ·
4
h~
B.
C.
For repair of damages to the building while premises are under responsibility of
the renter.
Costs for City personnel to perform clean up tasks for which the renter is
responsible; and
Costs f(~r the City personnel should renter's event mn past the ending time
indicated on the applic~.tion or should additional police or maintenance personnel
·
be necessary.
e
For deposit and fee mounts refer to the current fee schedule.
BUILDING CLEAN UP
le
In order to qualify for a full refund of all your deposits, please complete the following
A. Deposit all bottles, cans, cups, paper products and other refuse in proper
recePtacles:
B. Wipe up sinks and table tops; and
· C. Clean kitchen, e.g. wipe up spills, clean range tops, remove food from storage, etc.
(if applicable)~
Generally, building users are asked to return the building to the condition in which it was
founcL The building staff will provide guidance and assistance to the building user.
The consumption alcoholic beverages during clean up is prohibited.
e
ALCOHOLIC BEVERAGE APPLICATIONS
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 the Community Services office, is submitted
with the Facility Use Application.
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 pd°r to the event. .-
e
e
e
e
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;, and
Please see that. anyone under 21 is accompanied by a parent, adult relative or legal
guardian. ·. -
Depending on the nature of the event, the'Director of Community and Administrative
Services may require deposits in excess of those outlined in the fee schedule.
Alcoholic beverage applications will be considered only in the Auditorium and
Multipurpose Room at the Senior Center and at the Clifton C. Miller CommunitY Center.
In order to ensure that your .event is safe, secure, and enjoyable, the Tustin Police
Department asks 'that renters observe the following:
Alcoholic beverages may be served-and-.consumed only during the hours of event
indicated on your application. Please, noalcoholie beverages during set-Up or clean-up
time. '
e
.
e
Please, 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.
The service of alcoholic beverages must be ended one half hour prior to the end of the
event. ~
Applications to serve alcoholic beverages at City buildings will not be considered for
approval for any activity with a youth emphasis. This includes such activities as birthday
parties for minors, C°ming out parties or student activities.
The consumption of alcoholic beverages is limited to the room rented. -Alcoholic
beverage consumption is not allowed in parking lots, grounds, lobbies, restrooms or
kitchen.
Activities at which alcoholic beverages are served will be limited to six hour~'
SALE OF ALCOHOI.
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. These permits Can be obtained at: '
Alcoholic Beverage Control Commission
o
e
28 Civic Center Plaza
Santa Ana, CA
(714) 558-4101
To ensure that events at which alcoholic beverages will be sold have proper ABC
authorization, a ~py of this permit must be filed with the Facility Use Application and
the Alcoholic 'Beverage Permit before an application can be-considered approved.
The ABC permit must be in possession of the applicant throughout the activity.
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.
All Community Services Department sponsored or co-sponsored senior activities.
.(City/Senior - applies at Senior Center only.)
Group #2
.All official City of Tustin initiated and/or conducted activities. (City)
Group #3
Group #4
Recreational, social or civic activities and/or groups promoted and sponsored by
local non-profit organizations whose membership consists of at least 50% tustin
residents. (Resident Non-Profit)
Resident not open to the public. (Resident Private)
Group//5
Non-resident recreational, social or civic activities and/or groups not qualifying
under previous classifications. (Non-Resident Non-Profit)
Group #6
Individual non-residents having activities not open to the public. (Non-Resident
Private)
Group-#7
Commercial, business,' and those activities and organizations that are profit
making. Individuals or organizations which do not have non-profit standing as
described in the next section who are. organizing events for which fees are.charged
or for which donations are solicited. (Commercial)
SPECIFICATIONS FOR GROUPS NOS. 3 & 5
The organization must be registered as a non-profit corporation with the state of
California, or if not registered with the State, must have a constitution-or bylaws
which clearly state that the objectives of the organization are of a non-profit, non-
commercial nature.
e
o
The organization must be comprised of Volunteers, 50% of whom must be Tustin
residents. (Group No. 3 only).
The organization, must submit the following:
,.
· If incorporated, submit State incorporation
incorporated, submit constitution and by-laws.
papers and by-laws; if not
°A current financial statement. An additional financial statement Will be required
on October 1 of each year.
-A signed statement verifying item #2 above, along with a copy of a current
roster.
e
Because of the City's non-restrictive use policy as well as state, grant
requirements, membership 'of groups using City buildings and meetings must be
open to the public. '
1.
SECURITY
To-provide for the safety of your guests as well as the security of the property at
the Center, theCity may.require off-duty Tustin Police officers to be present at
your event. These officers will be under the complete direction and control of the
Tustin Police Department.
To prOtect the greaier 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
Departs. ent. Use agreements will only be continued with organizations 0~' persons
who demonstrate responsibility.
.
If officers are required, the number of officers will be based on the number of
people attending, if alcohol is being served, and the natur~ of the function. When
an application is made, Community Services Department staff will base the fee for
officers on the above criteria. Final determination on the assignment of police
officers is to~ly at the discretion of the Police Department. 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.
Police Security officers will arrive at the building one half hour prior to your
event.-starting time and will leave On half hour after your event is scheduled to
end.
INSURANCE REQUIREMENTS
All groups with reservations are require~cl to provide the City with a Certificate of
Insurance naming the City of Tustin 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.
'FOfCMS:FACUSE.POL