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HomeMy WebLinkAboutOB 1 CITY FACILITY 09-19-83 OLD BUSINESS OATE: August 25, 1983 later Corn FROM: S UBJ ECT: William A. Huston, City Manager Jeff Kolin, Recreation Superintendent CITY FACILITY POLICY RECOMMENDATIONS: 1. Adopt ~he revised schedule of Facility Fees which increases non-profit non-resident group rates to the level of private resident fees. 2. Institute a Park Reservation Fee to offset processing costs for permits and reservations. 3. Institute an Outdoor Sound Amplification Permit Fee to offset processing costs for permits. 4. Institute an Alcoholic Beverage Permit Fee for outdoor areas and require clean up deposits. Require that groups and individuals serving alcohol provide the City with a Certificate of Insurance for $500,000 Combined Single Limit or purchase an OCCRMA Liability Policy through the City. 6. Institute a Tennis Court Reservation Fee to offset costs associated with processing requests. FISCAL IMPACTS: Reservation fees, sound amplification, and alcoholic beverage permit fees will generate additional revenues to offset processing costs. Insurance requirements will have no direct fiscal impact but will provide increased liability coverage to the City. BACKGROUND: The City's Facility Reservation Policy was revised in March 1981. The City Council, at that time, directed staff to develop a schedule of fees which gave reduced rates to non-profit groups and residents who wished to reserve City facilities. Staff submitted a schedule of fees and facility reservation policies which were reviewed and approved by the City Council. Resident non-profit groups received the lowest rates, non-resident non-profit groups next CIl~ FACILITY POLICY Page Two August 25, 1983 lowest, private residents next, followed by non-resident private parties and commercial uses of the facilities. Resident non-profit groups and individuals may reserve City facilities up to 270 days in advance for a Friday, Saturday, or Sunday rental. Non-residents may reserve up to 150 days in advance for a Friday, Saturday, or Sunday rental. This gives residents an extra 120 days to reserve City facilities before a non-resident can apply for the same date in "prime time." Residency requirements were changed during the review and updating of City Council Policy #7-01 to require that 50% or more of a group's members be Tustin residents in order for a group to qualify for resident status. A group requesting resident status is asked to submit a membership roster which lists all members and their home address. If 50% or more of those listed are Tustin residents, the group is eligible for resident rates. Proof of non-profit status is also required in the fonn of a copy of their bylaws and articles of incorporation, which have been approved by the Secretary of State, for a group to receive non-profit group rates. No investigation is made to determine the accuracy of membership rosters or authenticity of their bylaws and articles of incorporation. Non-local non-profit organizations who have used the Clifton C. Miller Community Center and the Council Chambers during the period from July 1, 1982 through June 30, 1983 are listed below. ORGANIZATION DATE OF USE BUILDING NUMBER OF USES VFW Post #9203 Daughters of the British Empire Peace Lutheran Church Tustana African Violet Association United Cerebral Palsy Association De Acuerdo Auxiliary of Children's Home Society Irvine Community Nursery School October 1982 CCMCC October 1982 CCMCC 1 November 1982 CCMCC 1 January 1983 CCMCC 1 weekend April 1983 CC 2 day seminar April 1983 CCMCC i May 1983 CCMCC i Upcoming approved facility uses include: Crystal Cathedral Better Business Bureau VFW Post #9203 Peace Lutheran Church Southcoast Community Church September 1983 CCMCC 1 September 1983 CC 1 November 1983 CCMCC see above November 1983 CCMCC see above December 1983 CCMCC i Non-profit organizations were granted reduced rates for facility rentals because of the community services they provide to the City of Tustin and its residents. CITY FACILITY POLICY Page Three August 25, 1983 The vast majority of non-profit groups using our facilities have qualified as resident groups by submitting their membership rosters. The ten organizations listed above have qualified as non-profit groups but not as residents of Tustin. Some offer substantial community service to Tustin and its residents; others do not. The guidelines currently in use judge strictly on the basis of tax exempt status and residency. The revised schedule of facility fees which increases non-resident non-profit rental rates to the level of private resident rates is also at the Council's request. This will increase the fees for non-resident non-profit groups and make them equal to the rates charged to private residents. The City currently operates seven parks, two parkettes, the Clifton C. Miller Community Center, a leased school classroom facility, two conference rooms, and its Council Chambers. Individuals and groups desiring to reserve one of these facilities may do so through the Community Services Department. Wedding receptions, banquets, meetings, fundraisers, picnics, softball games, and soccer are just a few of the activities accommodated at these City facilities. The Community Services Department has developed a schedule of rental fees for City facilities and with City Council approval, has implemented a facility reservation and rental system. Interest in and awareness of the avail ability of City facilities by the general public has increased. The demand for reservations at City parks has also increased greatly, with numerous requests for company picnics and family gatherings. The increasing popularity and awareness of local parks has created a growing drain on staff time to process and investigate applications for events on City-owned parks. The Community Services Department processes the original application and then mutes it to concerned departments (Police, Fire, Maintenance, et cetera). Staff time is required to process, coordinate, and follow up each permit application. No fee is currently charged for park reservations, sound amplification, or alcoholic beverage permits. Requests for the use of sound amplification on City parks are currently reviewed and approved by the Chief of Police, Director of Community and Administrative Services, and the City Manager. Staff time is required to process and investigate these requests. There is no fee charged by the City for sound amplification permits al though substancial staff time is required. The City currently permits the consumption and sale of alcoholic beverages in the Clifton C. Miller Community Center and in City parks under special circumstances. Fees for alcoholic beverage permits are currently charged to users of the Clifton C. Miller Community Center but are not charged to users of public parks. Permits for alcoholic beverages in public parks are reviewed and CITY FACILITY POLICY Page Four August 25, 1983 approved by the Chief of Police and City Manager, as well as the Director of Community and Administrative Services. Users of City facilities are not required to furnish liability coverage for their activities at the present time. The Orange County Cities Risk Management Agency offers a program of low cost liability insurance which provides $500,000 Combined Single Limit of coverage to both the City and the facility user. This program includes coverage for host alcoholic beverage liability, our largest source of exposure at this time. The program is not difficult to administer and will benefit both facility users and the City. Facility users would also have the option of obtaining a Certificate of Insurance to cover a rental from the source of their choice. Many homeowner policies can provide such a Certificate if enough advance notice is provided to the insurance carrier. The average cost for a one-day rental with alcoholic beverages would be between $15 and $30, depending on the number of people at the event. The liability coverage will provide protection to the facility user against possible alcohol or event related accidents, advertising liability, and property damage. Many times individuals who organize activities, rent facilities, or sponsor events do not realize the liability they are accepting. By requiring that a minimum of $500,000 Combined Single Limit of liability coverage be provided, the City will be providing protection for itself and the individual who rents a City facility. SUMMARY: ~ recommendations listed above will be incorporated into the Community Service Department's rental and reservation system. Coordination of the system would remain the responsibility of the Community Services Department. Large groups and special events of over 500 people would apply to the License and Permit Board for their permits. The recommendations will be implemented with a series of procedural changes to streamline the permit process and lead to the eventual development of a master calendar system. Recreation Superintendent JK:sk Attachments: 1. Revised Facility Fees 2. Proposed New Fees 3. Description of OCCRMA Liability Coverage 4. OCCRMA Insurance Categories and Rates FACILITY FEE SCHEDULE R[VISEI) FA£ILITY FEES Attachment CLIFTON C. MILLER C01~IUNITY CENTER Rental Fee Per Hour $15 * $40 $40 $50 75 Alcohol Use Fee 25 30 30 50 50 Mic 5 10 10 10 10 Refundable Deposit 50 100 100 150 150 (no alcohol) _ Refundable Deposit 100 150 150 200 200 (with alcohol) COUNCIL CHN~ERS Rental Fee Per Hour 5 * 20 20 30 35 Mic 5 10 10 10 10 Refundable Deposit 50 lO0 100 150 150 (no alcohol) Res. Res Non- Non- Commercial Non- Private Res. Res. Use Profit Non- Private Profit (Grp 2) (Grp 3) (Grp 4) (Grp 5) (Grp 6) PROPOSED FEE SCHEDULE PRRK OR PICNIC ARF:Jk RE~ERYATIOIi FEE REFUNOABLE OEPOSIT REQUIRED WITH ALCOHOL OUTOOOR AREA ALCOHOLIC ~-.VERAGE FEE OUTOOOR SOU#O AI~PLIFIEATION PERMIT FEE TENNIS COURTS NEW FEES Res. Res Non- Non- Non- Private Res. Res. Profit Non- Private Profit Attachment 2 Commercial Use $10/day $10/day $15/day $15/day Quote $100 $150 $150 $200 $200 $25/day $25/day $30/day $50/day Quote $20/day $20/day $25/day $25/day Quote $2/hr w/o $3/hr w/o $3/hr w/o $4/hr w/o lights lights lights lights $4/hr lights $5/hr lights $6/hr lights $6/hr lights Quote ORANGE COUNTY CITIES RISK MANAGEMENT AGEMCY DES(~RIPTION OF COVERAGE Attachment 3 INSURANCE COMPANY: COVERAGE: LIMIT OF LIABILITY: DEDUCTIBLE: Compass Insurance Company A. Premises liability while special event in progress and includes: - Owners-Contractors Protective - Products-Completed Operations B. OPTION AVAILABLE TO PURCHASE "BROADENING ENDORSEMENT" TO INCLUDE: - Advertising Liability - Broad Form Property Damage - Blanket Contractual - Host Liquor - Personal Injury - Fire Legal of $25,000 $500,000 Combined Single Limit of Liability for both bodily injury and property damage $100 per claim -- Attachment 4 EXAMPLES OF EXPOSURE BY CATEGORY CLASS I: LOW )~ZARD Semi nars Meetings Social Gatherings Musicals Theatrical Performances C~ II: MODERAllE I~ Sporting Events in buildings (N.).C.) Concerts other than rock Dances Horse Shows RATING GUIDE CLASS III: HIGH HAZARD Rock Concerts Political Rallies Rodeos Circuses Carnivals PREMIUMS: PER PERFORMANCE/PER DAY/PER EVENT CLRSS HAZRRO AI'TENDANCE I LOW II MEDIUM III HIGH 100 or under $12 101-999 24 1000-2499 35 2500 or more 60 1000 or under 32 1001-2499 62 2500 or more 93 1000 or under 1001-2499 2500 or more COVERAGE $500,000 CSt_ PREMIUMS * SUBMIT * SUBMIT * SUBMIT COVERAGE "B" $500,000 CSL PREMIUMS INCLUDING BROADENING ENDORSEI~NT $15 42 72 40 75 110 * SUBMIT * SUBMIT * SUBMIT * Must be approved and rated by insurance Company prior to event.