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Home My WebLink AboutNB 1aT SR CTR OPER PLN 08-01-88 CITv OF TUSTIN TU~TII~ AREA SENIOR CENTER OPERATIN(~ PLAN PRIEPAREn FOR THE TUSTIN CITY COUNCIL ANO THE KENIOR CENTER STEERIN(~ COllidE 1988 COMMUNITY SERVICES ~r~EPARTM~.NT ROYLEEN A. WHITE, DIRECTOR SUSAN M. JONES, SUPERINTENDENT Ackno~ edgement.~ Tusttn Ct ty Couac~ 1 Ronald B. tl.oesterey, Rayor Ursula E. Kennedy, gayor Pro Tm.' Rlchard B. Edgar, Councllmm,ber .. 3ohn Kelly, Councllmm"ber Earl ~. Prescott, Counc(lmm"ber Iitlltam A. Huston, Ctty Manager TABLE OF CONTENTS Introducti on .................................................................. Grant Requirements ......... , ....... Recommendations ............................................................... 4 Senior Advisory Board ......................................................... 5 Programs ...................................................................... 6 Hours of Operation ............................................................ 8 Staff ......................................................................... 9 Facility Use Policies and Calendar ............................................ Budget ......................................................................... A® B · Ce E · LIST OF EXHIBITS Senior Advisory Boards ................................................. 15 Senior Program Survey General Information 17 Senior Center Staff .................................................... 19 Community Services Organization Chart 23 City of Tustin Public Facilities Reservation and Fee Policy ............. 24 INTRODtICTION The City of Tustin will be constructing and opening a 17,580 square foot senior center in the budget year 1988/89. This report will outline a plan to open and operate this facility. Budget, staff, scheduling, maintenance, programs, equipment and furnishings must be considered when venturing on such a grand p ro,iect. ~ ]nfcrmation was obtained from cities in Orange County' Twelve cities with senior centers, three cities without senior centers but active senior programs that share a facility, and two Los Angeles County cities with senior centers. These cities were contacted to compare program, staff, and budget, and to gain insight on how other cities schedule and coordinate multiple uses of facilities. The cities contacted that had senior centers, primarily are open for senior programs and services but may be used by other groups or City sponsored programs when available. According to the criteria of the various grants awarded for the. construction of · the Center, the Tustin Area Senior Center is classified as a multipurpose senior center. A multipurpose senior center is classified as a community facility with regular operating hours and a staff that provides a broad spectrum of health, social, nutritional and educational services and recreational activities for older persons. Assurances have been made to the State of California through the Department of Aging regarding the use of the Center. According to the agreement, the facility -1- will be used for senior center ~Jurposes for at least 20 years after the completion of construction, or the State of California will be entitled to recapture a portion or all of its funds awarded for the facility. In a senior center facility that is shared with other age groups~t~at portion of the facility used by older persons must be equal to the share of cost of the building based on how much money was received from the grant award. The Tustin Area Senior Center will be primarily used for senior citizens more than 80 percent of the time. Additional use by the community will be allowed on an available basis. It is important to keep in mind that all of the grant funding was received because the Tustin Area Senior Center will be a multipurpose senior center open to all seniors. In order to insure that all seniors have access to the facilities, programs, and services, Tustin has assured the State that a non-restrictive membership policy for seniors will be continued and that no one group will have exclusive use of the Center. -2- GRANT REOIJIREI~ENTS The City will own and operate the Tustin Area Senior Center which is currently under construction. The Center is scheduled to open its doors in March 1989. Since fifty percent of the money garnered for the pro,iect was grant money, there are certain, rules the City must follow: 1. The building will be 'owned and operated by the City of Tustin. A Senior Citizens Advisory Board will be created to advise staff on programs for the health and well-being of senior citizens, and to insure that seniors are always a part of the program planning. 3. Assurances have been made to the State that senior citizens will have primary use of the facility. Other uses will be on a space available basis. 4. There will be a non-restrictive membership policy for seniors. All programs and services will be for all seniors and no one particular group will have exclusive use of the Center. Staff has projected operating costs for budget year 1988/89. Realizing the limitations of general fund monies being available, the budget plan presented is the most cost-effective means of operating. -3- R£COt,~IENDATIONS TO THE CI'Tt' 1. Appoint the below listed members to the Senior Advisory Board. These members are the four senior members of .the Senior Center Steering Committee (who ~re not staff) and one new member recommended by the Senior Center Steering Commi tree group. Senior Advisory Board: L1 oyd Ebel Ken Hoesterey Ruby May Jane t Schwa rtz Margarete Thompson 2. Approve in concept the operating plan embodied in this report. The financial details are included in the 1988/89 Budget which has been adopted by the City C. ounci 1. 3. Adopt as policy that the philosophy of the Center is to provide programs for seniors at little or no cost. 4. Adopt as policy that seniors be actively involved in the operation of the $ Center. -4- SENIOR ADVISORY The Senior Advisory Board would serve in 'an advisory capaciby recommending programs and services for the health and well-being of senior citizens. An Advisory Board is a requirement of the Senior Center Bond Act and is in Keeping with the City's philosophy that tt~ seniors should be actively involved with the program planning process. Guidelines for the Center's Advisory Board are set forth in "Senior Center Standards" published by the National Institute of Senior Centers. These guidelines are recommended and supported by the Department of Aging which fur'~ded the SCBA Grant. Members of the Advisory Board should be composed of program participants and individuals from the community who have the Knowledge, skills or expertise needed for guiding the Center and will work with the Center's staff to enhance its programs. Qualifications for membership on the Advisory Board include program-involvement with Tustin Senior Programs or Tustin Community Services Programs, residenc~ in the Tustin area (Tustin Unified School District boundaries) a minimum of two years, and to be at least fifty-five years of age. Staff has proposed that this Board consist of five members, and the Senior Center Steering Committee members have concurred. The Board should have one regularly scheduled meeting per month. Staff proposes that the Board members be non-compensated, however, they should have some expenses for meetings, possible memberships to State or National organizations and conference registration fees covered. The Board would recommend programs and policies only. The Board should set goals, objectives, and develop by-laws. -5- There are four non-staff members of.the Senior Centur Steering Committee that are o _ senior citizens. Staff recommends that City Coun'cil appoint the members of SCSC to. the first Adv.isory Board because of their experience and the continuity they would provide. The additional person has been selected and recommended by SCSC. The City Council will have final appointing power. In the cities contacted that had Senior Commissions or Advisory Boards, most members served terms of two to four years {see Exhibit A). Staff recommends that .. members of the Sehior Center Advisory Board serve two year terms in order to Keep the fresh ideas coming in. The Boar~ could be initially organized to have three members serving two years and t~e remaining members serving three yea~'s to avoid turning over the entire Board. This Advisory Board should be organ)zed and meet long before the Center opens. 'The Board s~ould be gathering valuable information and he.lping to plan .programs.. PROGRAMS As professionals, the City staff will be dedicated to working with the seniors to provide comprehensive programs and services. Initial ly all existing senior programs would be housed in the Center. The building has been designed to easily accommodate the current schedule of T.L.C., the Senior Club, A.A.R.P., Saddleback Emeritus I nsti tute, and new programs. T.L.C. Program (Transportation, Lunch and Counseling), meets Monday through Friday 9-30 a.m. to 1'30 p.m. This program provides a friendly environment and a good meal each day. Once the Center opens, the program is expected to serve between -6- 150 and 200 meals per ~_y. Currently eleven classes for seniors are offered through the Saddleback Emeritus Institute of Saddleback College. Classes such as aerobics, piano, crochet, and others are now held on a variety of sites and will be housed in the Center. The Center will provide meeting space weekly for the Senior Club. The Club meets each Wednesday to recreate, volunteer their services, share information and provide input for programming. The Tustin Chapter #3479 of the American Association of Retired Persons (A.A.R.P.) meets one day each month to provide programs and informat'ion for its members. A.A.R.P. provides free income tax preparation for seniors throughout the community. New services as proposed in the various grant applications, will include Frail Elderly Outreach, which will provide motivation while keeping seniors in familiar surroundings, Elder Day Care to help maintain seniors in their ~ommunit.v, Health Fairs to provide informational services, nutrition classes, and various senior support groups for cancer victims or families of Alzheimer's Disease victims. Programs for seniors will be developed by seniors, it will be the task of the Senior Citizens Advisory Board to research and propose programs of interest and for the welfare of seniors to the Center Staff. Office space will be provided for various information and referral services. Shared Housing, Senior Employment, and R.S.V.P. will provide services for seniors. -7- Many cooperative programs are done with several agencies. Tustin Healthcare Medical assists in providing a low cost weekly dinner, blood pressure, and flu clinics. A carrier alert program is offered free of charge in coordination with the U.S. Postal Service, food commodities are distributed to 500 low income individuals on a monthly basis through the St. Vincent De Paul Society, crime prevention programs are furnished by the Tustin Police Department, in-home supportive services are supplied through information and referral in the Orange County Transportation Department and the T.L.C. provides a Dial~a-Ride transportation service~. Many special programs are provided by local service clubs. All of these programs will continue when the Center opens, and there will be the opportunity to do more. HOURS OF OPERATI01t , ,, Based on the various grant applications, the recommended hours of operation would be 8:00 a.m. to 8:00 p.m., Monday through Friday, from noon to 4:00_.p.m. on Saturday, and once monthly on Sunday 11:00 a.m. to 5:00 p.m. However, most centers contacted in the survey operated between 8.00 a,m. and 5.00 D.m., Monday through Friday only varying one hour at either end of the schedule (see Exhibit B). Staff proposes Monday through Friday 8:00 a.m. to 5:00 p.m. for senior use only. Evenings for senior use could be scheduled as needed. As the program expands, the hours of operation would also expand. Those times when the facility or portions thereof are not occupied by senior programs, it will be made available' for Community Services Programs or the general public. These programs will utilize the Center on a space available basis. This will underscore the multipurpose function of the facility and make it a focal -8- point in the community. Staff also proposes 'that Monday through Thursday evenings the Center be available for Community Services Classes that are currently being held at various Tustin Unified School District sites. This will save about $1,200 in lease fees paid to the School District. The floor plan allows that half of the building be locked off, leaving the classrooms easily accessible for evening classes. Facility rentals for the public could provide new revenue sourc-es for the maintenance and operation of th., Center. Friday, Saturday and Sunday could be available for wedding receptio~qs, anniversary parties, community meetings and activities. Staff recommends that after one year of use, the schedule be re-evaluated and recommend changes reviewed as necessary. Proposed Hours Monday through Friday 8.00 a.m. - 5:00 p.m. ~ office hours, senior programs and services Monday through Thursday 6.00 p.m. - 10.00 p.m. - senior drop-in, communit~ services, and community meetings Friday evening, Saturday and Sunday - a.~ sch'eduled by seniors or the community STAFF The Tustin Area Senior Center will be owned and operated by the City of Tustin with a Senior Advisory Board providing guidance to staff reqardinq programs and policies.. The City will provide supervisory, administrative, operational and maintenance personnel for the Center. The Senior Center staff will have a background in gerontology, recreation, administration, health care and specialized training in senior center administration. Training programs will be held on a -9- regular basis for both staff and volunteers~ at the Center. Large numbers of community and senior volunteers will be instrumental in the Center's operati.on and p rog rams. Staff proposes the following staff for the Senior Center: Operations I Supervisor I Program Coordinator - Isabelle McClements 1 or 2 Recreation Program Assistants (part-time) I T.L.C. Site Manager - Not funiJed by the City - Nick Ogden Volunteer Support - Minimum ~5 hours per week Mai ntenance I full-time Custodian 1 or 2 part-time Custodians (scheduled as needed) In the information received, most cities .classify the staff person responsible for operating the Center as a Supervisor or Senior Center Director (see Exhibit C). Staff proposes that the Superv'isor classification be used instead of Center · Di rector. The Supervisor would be responsible for the operation of the Senior Center which would include scheduling program staff and maintenance. This position would work with the Senior Advisory Board and representatives from the various groups using the facility. The Program Coordinator, Isabelle McClements, would be primarily responsible for providing the various City-sponsored senior programs and coordinating the volunteers. With guidance from the Advisory Board the Coordinator would promote and organize new programs for the Center. -10- The T.L.C. Site Manager, Nick Ogden, will be responsible for the daily nutrition ~program. Currently 60 to 100 meals are served each day. Even though the Site Manager's salary is not funded by the' City, this position will be an important ! membe~ of the Center staff. Other part-time staff would include one or two Recreation Program Assi.stants to (~.ssist with various special activities. Staff recommends that the Program Assistants be regular part-time staff and not hired on a contractual basis. Volunteer support would be necessary from 8-00 a.m. to 5'00 p.m. to answer telephones, do light typing, distribute information and direct people to the various portions of the building. · Staff recommends the Center maintenance be done by a regular City maintenance person instead of contract maintenance. Most cities contacted use regular City maintenance. Those cities using contract maintenance were unhappy with the service. A custodian should be on duty eight hours a day, possibl.v scheduled from 7:00 a.m. to 4-00 p.m. Monday-Friday. The City has a substantial investment in this project; it should be properly maintained. Staff also recommends that there be two part-time custodians to open and c.lose the facility on weekends and evenings. FACILITY USE I~OLICIES AND CALENDAR Although seniors will receive first priority for the use of the Center, and use approximately 80 percent of the available time, it is anticipated that a variety -11- of other community gr~.~s will use the facility. 1,,~s'use. will primarily occur during the evening and weekend hours and only when senior adult groups are not using the center. . To administer more effectively, staff recommends that all rentals of the Center be handled at the Community Services Office, in City Hall where there would be one central calendar. Staff would have to carefully coordinate the schedule between the Senior Center and the Community Services Department. The City's existing Facility Use Policies could be adapted for the Center. r~uidelines for how many days in advance the room cculd be reserved would probably be very similar to what exists now for Clifton C. Miller Community Center (see Exhibit E). A note would need to be made under the facility policy section that sectarian instruction and religious worship can not be allowed. This is in accordance with Senior-Center Bond Act guidelines. Most cities charge minimal fees to senior program participants. Rentals of the facility to other groups and private parties could provide a new revenue source that could be cycled into the maintenance and operation of the building. · BUDGET The philosophy of the Center should be to provide programs and services for the seniors at little or no cost. Most of the cities surveyed shared the same philosophy. Trips, classes, and user fees are generally good revenue sources. However, with the intention of keeping the cost low enough for the seniors to partic'ipate, other resources must be tapped to provide the extra funds. The Tustin Area Senior Center began construction in April 1988. Estimated -12- - construction time should be nine months l~o one yea~-. F~arring any unforeseen delays such as bad weather or strikes, the Center ~hould be open by February 1989, which means the necessary operating funds will need to be in the 1988/89 Budget. One-time capital outlay purchases for furnishing and equipment, and the Program Coordinator have already been budgeted, but many of the necessary items have not. Supplemental budget requests have been completed for staff, maintenance and ope rat ions. Funds from local businesses, service clubs, and charitable foundations will be used to supplement City support for the operation of the Center. Fund raisers organized and implemented by the seniors themselves will provide direct support to programs for the Senior Center. Through the Tustin Area Senior Center Fund, Inc., a non-profit public benefit corporation, there is a vehicle to accept and encourage tax deductible donations for the Center. By resolution the corporation's purpose can be changed from raising funds for the construction of, to raising funds for operation of, or for purchasing equipme)~t for the Center. The proposed gift shop could be a fund raising project for the Tustin Area Senior Center Fund, Inc. In F~uena Park's Senior Center, the gift shop generates between $3000 and $5000 each year. For six months of operation in 1988/89 fiscal year, staff projects $98,000 in expenditures and $15,000 in revenues. Detailed budget submittal on subsequent pages. -13- 1988-1989 BUDGET PRO,]ECTIONS REVENUE January- June, 1989 Building Rentals Class Fees Gift Shop $ 12,000' 2,500 500* , , , Total $ 15,000 New revenue sources. EXPENDITURES Personnel Full-time program Supervisor Program Coordinator Cus todi an Benefi ts 15,270 13,293 9,174 6,6..4.5. Total Full Ti me Part-time Program Assistant Custodian Benefi ts $ 2,75O 16,822 1,480 Total Part-time Total Personnel Supplies and Services Contract Services Office Expense Department Expense Transportation Expense Training & Development Maintenance Equipment 5,444 7OO 19,787 1,200 1,954 3,600 Total Supplies & Services Total Projected Budget 1988/89 (Six Month's Operation) $44,382 $,21,05~2 $65,434 $32,685 $98,.119, -14- £XtllBITS City_ Anaheim Senior Citizens Commi ssi on Buena Park: Senior Commission Cypress L1) Senior Citizens Commi s s i on Ful lerton Seni or Advisory Council Garden Grove (2) Seni or Commi ss i on Huntington Beach Advisory Board on Aging to the City .Council I rvi ne Seni or Ci ti zens Advisory Counci 1 L'os A1 amitos New~ort Beach Friends of Oasis Orange Non-Profit Board of Directors Santa Aha (3) Senior Services Board of Di rectors Westminster (4) Commi ssi on on Aging SENIOR ADVISORY BOARI)S No. Members Term 7 3 Years 7 3 Years 7 4 alternates 4 Years vari es Whatever term No formal org. served for just reps. from organization various senior person is groups representing 7 2 Years 17 2 Years 7 ~. Years 7 1 Year 21 I Year 33 3 Years 9 2 Years 7 No Set Term Exhibit A How Appointed City Council Age 60 yrs. City Counci 1 City Council E1 ected by various senior organizations Mayor E1 ected by Seniors 5 City Council 2 Elected by Seniors Elected by Seniors Elected by Seniors City Council E1 ected by Seniors 60 yrs. City Council -15- Notes: (!) Requtres members to be registered voters. (2) Also has a center committee whtch members are elected by seniors for a two , year term. (3) All c~t~es required that. members be residents. Santa Ana allowed that members be restdent or be eml~loyed ~n Orange County. (4) Also has a Senfor C~ttzens Advisory Council on a.qfng whfch has 25 members, servfng year terms and are appofnted by the Cent. er D~rector. -16- SENTOR PROGR,4~,'i SURVEY GENERAL INFORMATION lira Exhi bi t B Orange Count)/ 1. Anaheim 2. Buena Park 3. Cypress 4. Fountain Valley 5. Fullerton 6. Garden Grove 7. Huntington Beach 8. Irvine 9. La Palina 10. Los Alamitos 11. Newport Beach 12. Orange 13. San Clemente No. Centers/Size 15,000 s.f. 12,000 s.f. 18,128 s.f. 8,000 s.f. Shared 2 days Community Center W/F 16,000 s.f. 2 classrooms at school N utri rio n Program Day care only. TLC provided at other sites. Shared Shared Yes Yes Yes 8,500 s.f. Yes 9,000 s.f. 9,600 s.f. ~0 No - working on getting one Community Center No Community Center Yes 16,000 s.f. 7,500 s.f. Yes not sure 4,835 s.f. Yes Hours of Operation M 8am-5pm Tu-Th 8am-lOpm Fri 8am-llpm Sat 8:30am-lO:OOpm Sun 12-5pm M-F 8am-5pm Th 7amlOpm M-F 9:30am-4: 3 Opm W/F 9amI2pm M-Th 8am-4pm Fri 8am-3pm M-F 8am-4: 30pm Sat 3 per mo. M-F 8: 30am-4: 3 Opm M-F 8am-5pm some weeke nd s & evenings Whenever needed M-F 1 unch 10am-12:30pm Th 8: 30am-4:3Opm M-F 9am-4pm some evenings & weekends M-F 8am-4pm Sa t eve ni ng dance M-F 8:30am-4:30pm -17- o,,r.,an~e County 14. Santa Ana 15. Westmt nlster Los Angeles County 16. Lakewood 17. Long Beach NO. Centers/Size 9,200 s. f, 10,000 s.f, 13,000 s.f. 51,000 s.f. N u tri ti on Pro,ram Yes Yes Yes Yes Hours of Operation M-F 8am-Spm M-F 8am-4:3Opm M-F 8am-Spm Sat lOam-4pm M-F 7:30am-4:30pm some evenings Sat 9am-lOpm Sun lpm-4pm -18- Anaheim SENIOR CENTER STAFF Ful 1 -time {1} Senior Citizen Center Director {1} Senior Citizens Coordinator P a rt-t i me ( 1) Senior Center Coordinator (30 hr.) 10) Recreation Director Varies) Recreation Leader Contract Maintenance Buena Park Ful 1 -time (1) Supervisor Part-time Recreation Leaders (20 hr. ea.) (1) Recreation Specialist (20 (1) Outreach Person (20 hr.) ~; ~v .provi des m.~i ntenance hr.) Cypress Ful 1 -time (1) Supervisor (1) Specialist Part-time (1) Principal Leader/Site Manager (1) Principal Leader/Receptionist City provides maintenance Exhibit C $25,500- $35,453/yr. $15,787- $19,178/yr. $ 7.59 - ~9.22/hr. $ 5.44- $6.30/hr. $ 4.32 - $5.25/hr. Very unhappy with the service. Not in Center's budget. $36,000/yr. $ 5.10/hr. $ 6.00/h r. $ 7.50/hr. - Not in Center's Budge? $32,000/yr. $17,992- ~20,829/yr. $ 4.77 - $ 5.25/hr. $ 4.77 - $ 5.25/hr. Not in Center's Rudget Fullerton Ful 1 -time (1) Supervisor Part -time (2) Senior Citizens Coordinators (20 hrs. ) $23,748- $30,312/yr. $ 6.50/hr. -19- (2) Receptionists (20 hrs.) Provides City Maintenance Garden Grove ' Ful ~-time (1) Supervf sot Part-time (4) Program Assistants (4) Cen[er Assistants City,, provides maintenance 4~ hours per day Hunting, ton Beach Permanent Part-time (1) Director (30 hrs/wk) Part-time ' (16) Seni or Workers (1) Outreach Director (1) Outreach Coordinator City provides maintenance Ful 1-time' (2) Supervisors (2) Program Coordinators Part-time (4) Drivers (1). Transportation Dispatcher (1) Senior Office Specialist (1) Leaders III (20 hrs.) City provides maintenance Lake~ood Full-time (1) Director Part-time (2) Assistant Directors City provides maintenance -20- $ 5.10/hr. Not in Center's Budget $24,480 - $29,868/yr. $ 6.(14 - $ 7.3(1/hr. $ 5.04 - $ 6.11/hr. $ lg, 200/yr. $ 4.79/hr. Not in Center's Budget $25,992 - $35,088/yr. $23,508 - $31,740/yr: $ 5.32 - $ 6.16/hr. $ 6.14- $ 7.11/hr. $10.28- $13.88/hr. $ 7.06 - $ 8.16/hr. Not in Center's Budget $23,000/yr. $ 8.50/hr. Not' in Center's Budget Lon9 Beach Ful 1 -time (1) Director, (2) Supervisors (!) Facility Manager Part-time (1) Secretary (2) Leaders City provides maintenance New~ort ,Beach, Ful 1 -time (1) Supervisor (1) Program Coordinator (1) Clerk Typist Part-time (1) Recreation Leader (30 hrs.) City provi des mai ntenance 30 hours per week Orange No City staff involved City provides maintenance San C1 emente No City staff involved City provides maintenance Santa Aha Full-time {1) Community Center Coordinator (1) Recreation Center Director Part-time (2) Community Center Worker (20 hrs.) City provides mai ntenance -21- $35,000/yr. $26,148- $32,196/yr. $29,124 - $35,160/yr. $1620-$1993/mo. $ 5.60- $8.80/hr. Not in Center's Rudget '$27,840 - $34,152/yr. $20,724 - $25,188/yr. $ 8.30/hr. $17,000/yr. -O- $60,O00/yr. Total personnel & opera ti ons( ma i ntenance) Figures not available $24,444 - $29,700/yr. $17,184 - $20,gO4/yr. $ 7.58 - $ 8.35 Not in Center's Budget Westminster Ful 1-time {1) Senior Ci.tizen Coordinator Part-time (1) Site Manager (1) Receptionist City provi des mai ntenance $21,084 - $25,104/yr. $360- $400/mo. $360- $400/mo. Not in Center's Budget -22- EXHIBIT D' C( )NITY SERVICES ORGANIZATIO[ ,ART CIT~ OF TUSTI# C(NqMUNITY SERVICES DEPARTMENT Exhibit E PUBLIC FACILITIES RESERVATION AND FEE POLICY We are happy that you have scheduled the, use of one of our facilities. A member of our staff will be on the premises to admit you AT THE TIME YOU SPECIFIE[~. Since that person is working on a schedule, you will have to arrive at the time stated in your contract. Athletic and park areas are accessible during daylight hours and do not require staff to admit you. We ask that you take a few moments and read the following information in order to understand what will be expected of you and/or your organization as well as what you can expect of us, If you have any questions, please call the Community °services office at 544-8890, extension 220. A. GENERAL RULES Facility Use Agreements are issued in accordance with approved Coun- cil policy. Reservation applications must be signed and returned along with required deposits before consideration of use approval. Faci-lity-use applications and subsequent deposits m,,us,t be handled in person; we are unable to reserve a date for you by telephone. SUB- MISSION OF RESERVATION REQUEST DOES NOT CONSTITUTE APPROVAL. -24- 1. - All applications for reservatioqs must be on official forms provided by the Community Services Department. 2. All groups are responsible for notifying the Co .mmunity Services Office of any change in their use of a facility, especially cancelled dates. Cancellation fees are noted on the fee schedule. 3. Permits will only be issued to persons 21 years and older. The person' signing the application must be present at the event. I.D. may be reqL~ired to determine either age or residency. A chaperone may be required for every fifteen (15) youth under age 18 at a dance or social function. Chaperones must be 21 ~years and older. A list of chaperones may be requested. 5. A clean up deposit will be required from all groups prior to building use. The facility must be cleaned up and returned to reasonable condition. If the 'group fails to do so, the actual cost will be deducted from the c'lean-up deposit. In order to qualify for a full refund of all your deposits, please wip~ up the sinks, put away tables and chairs, trash, and restore the facility to the condition in which it was found. Everything must be accomplished prior to closing time as stated on the ap- pl t cati on. 6. Any person or group causing property or equipment damage will be required to pay for same {based on current cost of repair or replacement). Until payment is received, the City shall have the right to cancel the group's current contract and reject fu-. ture appl i cati OhS. -25- 7. NO NAILS, STAPLES, ET CETERA WILL BE PERMITTED ON THE WALLS, CEILING, CARPETS,. OR-WINDOWS OF ANY FACILITY. All decorative materials must be flame retardant, as required by law. 8. Groups requiring time to decorate or make other preparation must include time on original permit. Each group is responsible for setting up and putting away tables and chairs they 'utilize. 9. All food stuffs must be removed from kitchen upon conclusion" of event. 10. Buildings and grounds must be vacated no later than 1.00 a.m. on Friday and Saturday evenings: usage Sunday through Thursday will be no later than 11:00 p.m. Facilities cannot be used prior to 8:00 a.m. 11. Equipment {tables, chairs, etc.) may not be moved from facility to facility, only those items normally located at the requested facility may be used by the applicant. No stet)ge space is available for rental groups' equipment. 12 Alcoholic beverages are not permitted in any building {City Cbde · 6310) with th~ exception of the Clifton C. Miller Commun'ity Center upon approval. See section on alcoholic use information bel ow. 13. The. City of Tustin does not accept any legal responsibility for any act or incident arising from use of its property by any or- ganization or group. 14. All fees are payable in full 3(3 days prior to use of the facil- ity for building rentals. Ball diamond fees are due in full a minimum of 3 days in advance of the first use. -26- 15. Buildings are not available for rental or use on City holidays or holiday eves {1/2 day holidays). B. CLASSIFICATIONS/PRIORITY OF USE i ii i i Group #1. All official Community Services Department or City of Tustin initik~ted and/or conducted activities. (City) Group #2. Recreational. social or civic activities and/or groups promoted and sponsored by local non-Profit organizations whose membership consists of. at least 50% Tustin resi- dents. (Resident Non-Profit) Group #3. Resident not open to the public. {Resident Private) Group #4. Non-resident recreational, social, or civic activities and/or groups not qualifying under previous classifi- cations. {Non-resident Non-profit) Group #5. Individual non-rbsidents having activities not open to the public. (Non-resident Private) Group'#6. Commercial, business, and those activities and organiza- tions that are profit making. {Commercial) C. SPECIFICATIONS FOR GROUP #2 USERS The organization n~st be registered as a non-profit corporation wi th the State of California, or if not registered wi th 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. -27- . 3. . The prgan~zatton must be con~rised of volunteers, 50t: of whtch must be'Tustin residents. The organization must submtt the following: - If incorporated, submit State incorporation papers and bylaws: if not tncorporated,~submit constitution and bylaws. - A current financial statement. An additional financial statement will be requ'ired on October I of each year. - A signed statement verifying item #2 above, along with a copy of a current roster. Membership and meetings must be open to the public. O. SPECI't:ICATIONS FOR GROUP #4 USERS Group #4 users must meet all criteria for group #2 users, with the ey.~'-ntton of the residency requirement. E. FEES AND DEPOSITS Refer to the current fee schedule. F. ADVANCED RESERVATIONS . Reservations of facilities and payment of fees, when applicable, must be made at least one week (5 working days) in advance of the desired date to allow for processing time. All applications for reservations of facilities shall be made on official forms provided by the Tustin Community Services Department. -28- 2. Use of the facilities shall be subject to control by the City of Tustin Community Services Department. Reservations during the week {Monday through Thursday) may be made up to ninety days in advance of the 'activity for resident groups or persons and sixty days in advance of the' activity for non-residents, nn weekends {Friday, Saturday', and .Sunday), reservations may be made up to two hundred and seventy days in advance for residents and one hundred and fifty days in advance for non-residents. 3. Reservations shall not imply or constitute propriety ri.qhts or benefits for any group, organizations, or persons. Therefq~e any continuous group application for meetings or activities in City buildings shall be limited to four meetings per applica- tion, no matter into what advance reservation category the group falls. 4. Continuously scheduled activities =,~d events conducted' by organ- izations or individuals in priority groups 4, 5, and 6 may be pre-empted by any other higher priority group with a minimum of two month's notification. (This clause applies only to contin- uous requests, not one-time events.) The pre-empting group must have paid all fees and deposits prior to the notification. the event that the pre-emptin.q group cancels their activity, all fees and deposits paid are non-refundable. 5. Athletic field dates may be reserved for a maximum of two days at a time. Recognized tournament organizations may submit requests for a maximum of one weekend per month in December for the following calendar year. Non-profit youth sports organizations shall coordinate their facility requests through -29- the Tustin Area Spo?ts Council. G. 'USE OF ALCOHOL Ap'pltcation: Application 'to serve alcohol shall be made to the Community Services offt'ce~ in writing, signed by the applicant if an individual, or by a duly authorized agent thereof, if a club, organization, or corporation, and shall contain the following state- ments and information: 1. The name and address of the applicant in the case of an individ- ual; in the case of a club, organization, or corporation, the names and addresses of the officers and directors of the club, · organization or corporation; '2. The date and hours of the occupancy; 3. The type of function pl~nnPd ~or said hours and date; . -L -4. The number of persons expected to attend such function. Said application must be made at the time the rental application is made. Restriction on appltcation'~ Use of alcohol shall be approved for persons who are of good character and reputation in the community in which they reside. Security may be required at events where alcoholic beverages will be served. These services will be provided at the expense of the facility applicant. Fees for security wil 1 be payable -to the Community Services Department prior to the function. (See "Security' below.) -30- Prohibited activ__~._ties- The following activities-are hereby prohib.- ited in co6nectton wi th the serving'or selling 8f any alcoholic · beverages: 1. No alcohol or alcoholic beverages shall be served to minors. 2. All minors must be accompanied by a parent, adult, relative, or legal guardian. 3. No leftover food or beverages shall be allowed to remain on the premises. Requirements: The following requirement shall be met and shall be the responsibility of each person requesting use of alcohol· A clea~tng and damage deposit in an. amount determined by the Director of Community and Administrative Services shall be deposited with the city. H. SALE OF ALCOHOL · Proof of an alcoholic beverage control (ABC) license shall'be provided if alcohol is to be sold during the scheduled a ctt vi ty. ALCOHOLIC BEVERAGE CONTROL LICENSE Obtained at 28 Civic Center Plaza, Santa Ana (4th and Flower) (714) 558-4101 , MUST BE FILED BY PATRON BEFORE RESERVATION CAN BE FINALIZED IN CONNECTION WITH USE OF FACILITY. -31- 2. ABC Permit must be in the possession of the applicant throughout .. the act'i vtty. I. SECURITY 1. As determined desirable by the City of TJstin, off-duty Tustin Police officers may be required for security purposes. Said Police officers shall then be under the complete direction and control of the Tustin Police Department. Such users will make arrangements through the Community Services Department. 2. The use of any building will NOT be granted to any organization which is deemed detrimental to the public welfare by the Tustin Police Department. Use agreements will be continued only with organizations or persons who demonstrate responsibility. J. INSURANCE REQUIREMENTS All groups with reservations involving alcoholic beverages are required to provide the City with a Certificate of Insurance naming the City of Tustin as an additional insured. Policy limit is a minimum of $1 million combined single limits. Athletic facility users are also required to furnish the City with a Certificate of Insurance naming the City of Tustin as a coinsured. The City of Tustin will provide quotes for liability insurance to athletic groups on an individual basis upon requst. K. SPECIAL. PERMITS AND ADDITIONAL FEES Large groups (over 500), sound amplification and alcoholic beverage permits require special permits and additional fees. Plot Plans/maps must accompany applicatiOns for sound amplification and uses involving tents, booths, bleachers, special equipment, or large groups of people. Refer to current fee schedule. -33-