HomeMy WebLinkAboutCC 9 FAC USE POLICIES 12-02-91CONSENT CALENDAR NO. 9
12-2-91
November 22, 19 91 # - �' 0-11
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: COMMUNITY SERVICES DEPARTMENT
SUBJECT: REVISED FACILITY USE POLICIES AND FEE SCHEDULE
RECOMMENDATION:
Adopt Revised Facility Use Policies and Fee Schedule as recommended
by the Parks and Recreation Commission, and the Community Services
Department staff effective January 2, 1992.
BACKGROUND:
When the Tustin Area Senior Center opened for public use in the
fall of 1989, facility use policies were developed based on
existing policies for use of City buildings, special circumstances
from the grant restrictions on the building, and the Senior Center
operating plan. Since no deviations were made -from the sources
listed above, the City Council only reaffirmed the policies. At
the time the policies for the Senior Center were reviewed, the
Council also adopted the current fee schedule for the building.
Since these fees were adopted, the Department has been operating
under two facility fee schedules. This has proved to be very
cumbersome for staff and sometimes confusing for building renters.
Fees for the Community Center and City Council Chambers were last
reviewed in 1989. The current Facility Use Policies have not had
a major revision since 1981.
The proposed revisions to the policies and fee schedule were
thoroughly reviewed by the Parks and Recreation Commission on
September 19, 1991, and November 21, 1991. At the November 21,
1991 meeting, the Commission unamimously voted to recommend that
the City Council adopt the revisions.
DISCUSSION:
The revised policies have been developed to allow all City
buildings to operate more effectively. Major changes proposed in
the new policies include the following:
■ Due dates for acceptance of new applications have been
changed from five (5) working days to fifteen (15)
working days. Changes in approved applications will be
accepted only ten ( l0 ) working days prior to an activity.
These schedules will allow adequate time to notify the
Police and Field Services Departments so that the
schedule of those working the events can be set.
■ City Staff will set up all furniture and equipment in all
buildings. Currently the renters set up and take down
equipment in the Community Center while City staff sets
up and takes down equipment at the Senior Center. This
change will make this policy consistent. It also should
extend the useful life of this equipment as City staff
will provide better care.
■ To reduce the impacts on the buildings during set up
times, the number of people in the set up parties will be
limited to ten. Set up time periods will be limited to
two hours, and the consumption of alcoholic beverages
will be prohibited during set up time.
■ To prevent the loss of City equipment, the new policies
prohibit the mixing of City tables and chairs and those
a renter may bring in from the outside. Should the
tables and chairs be approved from an outside source, no
City tables and chairs will be provided.
In general the new policies are written to provide clear guidelines
to building renters while providing consistent policies for City
staff, including the Police Department, to enforce. The policies
��
have also been edited to provide a more customer friendly" tone so
that the building renters can understand the reasons for the
policies.
No fee increases are proposed for the Senior Center. Fee increases
are proposed for the Clifton C. Miller Community Center and the
City Council Chambers. The increases in the fee schedule are
proposed primarily to cover the cost for City personnel to staff
events.
With regards to the Community Center, the increase of six dollars
per hour will allow City staff to provide all set up and take down
of City equipment. Such a policy will provide benefits to the City
and renters alike. For the renters, it will allow a reduction in
set up time. Since City staff will be responsible for setting up
tables and chairs, it is expected there will be less wear and tear
on equipment. City staff will provide more -skill and care in
handling the equipment which will extend the useful life of the
tables and chairs. In addition to providing money to allow for
this change in procedure, the increase also brings the hourly fee
schedule closer to the County median.
In the case of the Council Chambers, the amount of five dollars per
hour (for resident non-profit) currently charged covers only about
25 percent of the City's personnel cost to staff an event. The
increase of nine dollars per hour is proposed only to ensure that
more of the City's costs for the event are recovered. As with the
Community Center, this increase is proposed equally across the fee
schedule.
Changes in the fee schedule include:
All other fees remain the same. See Revised Policies and Fee
Schedule (Attachment "A") for a comprehensive list.
Increases in deposits are proposed to ensure that expenses for
damage which may be incurred during a rental can be recovered.
Damage caused by non-profit groups can be just as severe as damage
caused by private groups. The replacement costs for chairs can be
as much as $106.00, while the replacement cost for a table can be
as much as $450.00.
Non -Profit
Resident
Non-profit
Non -Res
Commer-
Private
Non -Res
Private
cial
CCMCC
Current
$15/hr
$40/hr
$40/hr
$50/hr
$75/hr
Proposed
$21/hr
$46/hr
$46/hr
$56/hr
$80/hr
COUNCIL
CHAMBERS
Current
$5/hr
$20/hr
$20/hr
$30/hr
$35/hr
Proposed
$14/hr
$29/hr
$29/hr
$39/hr
$44/hr
DEPOSITS
Current
$50
$100
$100
$150
$150
Proposed
$150
$150
$150
$150
$150
DEPOSITS
( Events
with
alcohol)
Current
$100
$150
$150
$200
$200
Proposed
$300
$300
$300
$300
$300
All other fees remain the same. See Revised Policies and Fee
Schedule (Attachment "A") for a comprehensive list.
Increases in deposits are proposed to ensure that expenses for
damage which may be incurred during a rental can be recovered.
Damage caused by non-profit groups can be just as severe as damage
caused by private groups. The replacement costs for chairs can be
as much as $106.00, while the replacement cost for a table can be
as much as $450.00.
Staff is confident that this policy will provide for more
responsible building use, be more understandable by building users,
and will be easier for Community Services staff to administer. The
fee revisions will allow the City to offer an increased service
level while protecting the City's buildings and equipment from
misuse.
IL - it :��r
and strick
Recr a ion Supervisor
RW/ svr
�l.
Roy ee' A. White, Director
Co uny & Administrative Services
Attachments: "A" Facility Use Policies
"B" Rental Fee Schedule
"C" Rental Fee Analysis, Orange County Cities
"D" City Building Use Analysis
SVR3:FacUsPoI.WAH
Attachment
'.'A"
FACILITY USE POLICIES
CITY OF TUSTIN
COMMUNITY SERVICES DEPARTMENT
September 11, 1991
APPLICATION PROCESS
1. 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. Please make your
application in person.
2. 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.
3. Applications will be considered confirmed and final only when
they have been signed by the Recreation Superintendent and all
deposits are paid.
4. Please notify the Community Services Department as soon as
possible of any changes. in your building use especially
cancellation. 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.
5. The person signing the application must be at least 18 years
of age or for activities at which alcoholic beverages are
served, must be 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.
The person who signs the application is responsible for
assuring compliance of these policies and for payment of all
fees, charges and deposits pertaining to the rental. The
person who signs the application must be the same as "Person
In Charge" on the application. All deposit refunds will be
made to the "Person In Charge" or organization. To reduce the
possibility of confusion, all correspondence will be sent to
the address listed on the application and all communication
between the Community Services Department and the applicant
should be through the "Person In Charge."
6. A chaperon may be required for every fifteen (15) youth under
age 18 at a dance or 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 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.
2
RESTRICTIONS ON USE
1.• Senior Center Bond Act grant requirements do not allow use.of
the Senior Center for the purpose of sectarian instruction or
religious worship.
2. 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
or to raise funds for selected candidates or issues are not
allowed.
3. In consideration of businesses and 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 noise. As you plan
your activity, please keep in mind that noise becomes a
special concern after 10:00 p.m.
4. Smoking is not allowed in any City of Tustin buildings.
SCHEDULES
Application Process Due Dates
1. To allow for timely notification of building staff who will
assist you with your event, applications must be submitted at
least fifteen (15) working days prior to the date desired.
Setup plans are due with your application.
2. Please make full payment of all fees thirty (30) days prior to
your building use or upon submission of your application if
less than 30 days. Deposits are due with submission of your
application.
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: Be sure to notify the Community Services Department
as soon as possible of any schedule changes. Changes will be
allowed only ten (10) working days or more in advance of date
of the building use.
3
2. As you plan your schedule for your event be sure to take into
account time for:
A. Set-up/Decoration,
B. Deliveries,*
C. Program, and
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 use is approved. Please, no overnight
storage of equipment or supplies.
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:
Fridays - 5 pm to 1 am
Saturdays - 8 am to 1 am
Sundays 8 am to 11 pm
5. So that building staff can enjoy holidays with -family and
friends, the building is closed on holidays and holiday eves
(1/2 day holidays). A schedule of these holidays is available
at the Community Services Department.
6. 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.
7. The consumption of alcoholic beverages is prohibited during
set up time.
8. Please limit your set up party to ten (10) people.
ADVANCED REGISTRATIONS
1. To provide priority reservations to Tustin residents,
reservations are accepted up to two hundred and seventy (270)
days in advance. Reservations for non-residents will be
accepted one hundred and fifty (150) days in advance. Proof
of residency is required. A driver's license or utility bill
are 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,
4
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.
EQUIPMENTfFURNITURE
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 chairs from the outside, none will be provided by
the City.
2. 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 equipment brought in from the outside.
3. To make your use of City buildings more convenient, building
staff will set up all furniture and equipment according to the
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 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 begins.
5. 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.
6. Pianos are not available for public use.
5
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.
3. Please do not fasten decorations to light fixtures,
window coverings, window panes or fire sprinklers. Only
masking tape may be used to of fix decorations. Please do
not use tacks, nails, staples, scotch tape, or any other
fastening method.
4. Please leave existing decorations in place (such as pictures,
plaques, etc).
5. Please remove any decorations you bring before leaving the
building.
6. Please do not decorate with hay, or straw. Also, do not throw
confetti, bird seed, popcorn, rice, or other material as part
of your activity. Such materials are very difficult to clean
up and can create unsafe conditions.
DEPOSITSfFEES
1. To speed consideration of your application's approval, please
submit your cleaning deposit with your fully completed and
signed application.
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 responsibility of the renter. --
B. Costs for City personnel to perform clean up
tasks for which 'the renter is responsible; and
C.. Costs for City personnel should the renter's
event run past the ending time indicated on
the application or should additional police or
maintenance personnel be necessary.
3. For deposit and fee amounts refer to the current fee
schedule.
2.1
BUILDING CLEAN UP
1. In order to qualify for a full refund of all your
deposits, please complete the following tasks:
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 found. The building
staff will provide guidance and assistance to the
building user.
2. The consumption 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 the Community Services
Office, 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; and
- Please see that anyone under 21 is accompanied by a parent,
adult relative or legal guardian
4. 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.
5. 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.
6. 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, no alcoholic beverages during set-up or clean-up
time.
* 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.
7. 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, corning out
parties, or 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, restrooms, or kitchens.
9. Activities at which alcoholic beverages are served 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. These permits
can be obtained at:
Alcoholic Beverage Control Commission
28 Civic Center Plaza
Santa * Ana, CA
(714) 558-4101
1. To ensure that events at which alcoholic beverages will be
sold have proper ABC authorization, a copy of this permit must
be filed with the Facility Use Application and the Alcoholic
Beverage Permit before an application can be considered
approved.
2. 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 11 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 Recreational, social or civic activitiesand/or groups
promoted and sponsored by local non-profit organizations whose
membership consists of at least 50% Tustin residents. (Resident
Non -Profit)
Group #4 Resident not open to the public. (Resident Private)
Group #5 Non-resident recreational, social, orcivicactivities
and/or groups not qualifying under previous classifications. (Non-
..,.� resident Non -prof it)
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 deed in the next
charged or for
section who are organizing events for which fees are g
which donations are solicited. (Commercial)
SPECIFICATIONS FOR GROUPS NOS. 3 & 5
1. 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.
2. The organization must be comprised of volunteers, 50% of which
must be Tustin residents. (Group No. 3 only).
01
3. The organization must submit the following:
- If incorporated, submit State incorporation papers and
by, laws; if not incorporated, submit constitution. and
bylaws.
-A current financial statement. An additional financial
statement will be required on October 1 -of each year.
- A signed statement verifying item 12 above, along with
a copy of a current roster.
4. 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.
SECURITY
1. To provide for the safety of your guests as well as the
security of the property at the Center, the City 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.
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 officers are required, the number of officers will be based
on the number of people attending, if alcohol is being served,
and the nature 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 totally 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 one half hour after your event is scheduled to end.
10
INSURANCE REQUIREMENTS
All groups with reservations are required to provide the City with
a Certificate of Insurance naming the City of Tustin as an
additional 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.
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ALL RENTAL RATES ARE QUOTED PER HOUR WITH A THREE HOUR MINIMUM
EXCEPT FOR CLASSROOMS.
ALCOHOLIC BEVERAGES NOT ALLOWED IN CLASSROOMS.
25 -*,-''OF THE -DEPOSIT •WILL BE RETAINED AS A CANCELLATION FEE FOR
CANCELLED RENTALS 30 DAYS OR MORE BEFORE EVENT.
ALL OF THE DEPOSIT WILL BE RETAINED AS A CANCELLATION FEE FOR
CANCELLED RENTALS LESS THAN 30 DAYS BEFORE EVENT.
CANCELLATIONS MUST BE MADE IN WRITING BY THE PERSON WHO SUBMITTED
THE APPLICATION.
RW:Facility.MS •
J
`tachment poll
RENTAL FEE ANALYSIS
ORANGE COUNTY CITIES
BASED ON AN 8 HOUR RENTAL BY A RESIDENT PRIVATE GROUP FOR A
RECEPTION FOR 200.
11 CITY I RATE TOTAL RENTAL 11
ANAHEIM
$80/HR
$640
BREA
$300 (FLAT RATE)
$300
BUENA PARK
$50/HR
$400
COSTA MESA
$25/HR
$400
CYPRESS
$775 (FLAT RATE)
$775
FOUNTAIN VALLEY
$225 (FLAT RATE 4
HOURS) $100/HR
AFTER 4 HOURS
$625
FULLERTON
$1,000 (FLAT RATE)
$1,000
GARDEN GROVE
$640 (FLAT RATE)
(LIMIT 6 HOURS)
$640
HUNTINGTON BEACH
$55/HR
$440
IRVINE
$70/HR
$560
LA PALMA
$40/HR
$320
LA HABRA
$570 (FLAT RATE)
$520
LOS ALAMITOS
$50/HR
$400
NEWPORT BEACH
$60/HR
$480
PLACENTIA
$20/HR
$160
SAN JUAN CAPISTRANO
$240 (FLAT RATE FOR
3 HRS) AFTER 3
HOURS $80/HR
$640
SANTA.ANA
$40/HR
$320
STANTON
$200
$200
WESTMINSTER
$37.50/HR
$300
YORBA LINDA
$100/HR
$800
TUSTIN
TASC (CURRENT,
NO CHANGE PROPOSED)
CCMCC (CURRENT)
CCMCC (PROPOSED)
$52
$40
$46
$416
$320
$368
COUNTY AVERAGE
$62.63
$501
COUNTY MEDIAN
$440
Attachment "D"
CITY BUILDING USE ANALYSIS 1989/90
FACILITY USE
SENIOR
CENTER
CCMCC
TOTAL RENTALS
CITY EVENTS
8
15
23
RESIDENT NON-PROFIT
4
22
26
RESIDENT PRIVATE
1
14
15
NON-RESIDENT NON-
PROFIT
0
8
8
NON RESIDENT
PRIVATE
2
14
16
COMMERCIAL
0
2
2
OTHER
1
1
2
TOTALS
16
76
92
CITY BUILDING USE ANALYSIS 1990/91
FACILITY USE
SENIOR
CENTER
CC4CC
TOTAL RENTALS
CITY EVENTS
12
10
22
RESIDENT NON-PROFIT
4
37
41
RESIDENT PRIVATE
13
23
36
NON-RESIDENT NON-
PROFIT
9
1
10,
NON-RESIDENT
PRIVATE
13
11
�24
COMMERCIAL
1
1
2
OTHER
1
2
3
TOTALS
53
85
138
SVP.3:FacUsC31T.RW