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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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O to O H 4 IQ) v v w -.-i v� U O o $4., 0 0 O 4J rz 0 0 -.-1 W to O N O O O U IA V). a$n H to o O N O U O O � r-4 v z z � 441 v v -.-i -0 0)-.-4 � N N O O O a) 4 0 0 a� 0 > o -r4 to O o .-•1 M z a N• 4.rr 4J r. O 4J Jt -,q -.-1 W N O O O (p 4J O o a$n H -r4 W o O N O U O ON r-4 v z z � 441 v U -.-i -0 0)-.-4 N -ri 4j O N G4 O N V O�ri Q O O .� > O O -rq to O d) 3 4 r -i ch a as Vr Arr I r_ M z s4 O O (p 4J O O H -r4 W o O N O U O v v C4 � 441 M W H 3 U 4J WN 34H ►�7 � .-. 41 N ri � 441 M U -.-i -0 0)-.-4 N -ri 4j O N G4 O N U O�ri Q (Hj 0 U V U a a— x ¢. a 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