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Home My WebLink AboutNB 3 FACIL FEE SCHEDULE 3-2-81DATE: TO: FROM: SUBJECT: February 25, 1981 Honorable Mayor and City Council\/~ .~.. Royleen A. White, Director of Community Services~ REVISION OF COUNCIL POLICY #7-01 AND FACILITY FEE SCF~EDULE NEW BUSINESS NO. 3 3-2-81 Inter-Corn BACKGROUND: Council Policy #7-01 deals with the use of public facilities, especially the Clifton C. Miller Community Center and the Council Chambers. The current policy and fee schedule are difficult to administer, and should be streamlined. DISCUSSION: Attached are a proposed revision for both Council Policy #7-01 and the Facility Fee Schedule. (Attachments "A" and "B") Major changes are summarized below: A. All categories have been streamlined in order that they are easier to administer. B. The residency requirement for groups has been defined. In the past, a group... could have a Tustin Post Office box, include no Tustin residents, and still qualify for the resident rate. This would seem to be in conflict with Council direction regarding preferential treatment for Tustin residents. C. The new policy limits users to four continuous meetings per application, in order to eliminate proprietary rights for any uisers. D. The revised fees are more reflective of actual ioverhead costs. The new fees are based on a per hour charge; in this wa~, a group is charged for its actual use. As our current schedule stands, there is a flat fee for six hours. Groups having shorter than a six-hour time period are in effect penalized, and groups using the building for a longer period of time, 12 hours for example, are not paying a realistic rate. The new facility fee schedule is more accurate and enables the City to recover its costs. Proposed fees are comparable to those of other cities. (Attachment "C") The classifications and priorities of use are self explanatory. Groups 1, ~, and 3 being either City or resident activities, have the longest period of advance reservation. Groups 4, 5, and 6, being either non-resident or commercial activities, have a shorter amount of time in which to make advance reservation. This enables Tus~in residents to reserve the building before non-residents. The classifications also delineate specific requirements for both resident and non-resident non-profit groups, which will enable the staff to administer the policy in a straightforward manner. REVISION OF COUNCIL POLICY #7-01 AND FACILITY FEE SCHEDULE Page Two February 25, 1981 RECOMMENDATIONS: Adopt attached revision of Council Policy #7-01. Adopt attached revision of Facility Fee Schedule. Acknowledge that approved applications on the books as of 5:00 p.m., March 2, 1981, will not be subject to the new policy or fees. With the exception of emergency cases, there will be a ten-working-day "freeze" on rental applications in order to train staff in the new process. New policy, fees, and procedures will be effective March 16, 1981. RAW:ss Attachments: "A" Proposed Council Policy #7-01 "B" Facility Fee Schedule Revision "C" Survey of Community Building Fees COUNCIL POLICY SUBJECT: PUBLIC FACILITIES CO[,t~dNITY CENTER AND OTHER PUBLIC BUILDING USE POLICY NO: SECTION: APPROVED: EFFECTIVE: ATTACHMENT "A" 7-01 PUBLIC FACILITIES PURPOSE TO insure propel use and fair scheduling of publi!c facilities, with preference given to City residents, and to charge the user his or her appropriate share of the operational costs. PROCEDURE Any person desiring to use said facilities shall ~make application on forms provided by the Community Services Department, and shall provide such addi- tional information as may be required by the. Dep~rtment to assure compliance with these specifications. Applicants may be required to satisfy the Depart- ment that meetings or activities will be conducted in an orderly manner, and that such persons are financially able to respond to damages in the event of any personal injuries or property damage arising :therefrom. Prior to the use of any facility the application must have been approved by the Community Ser- vice Director, or her or his designated representative. RESTRICTIONS ON USE 1'. No City facilities are to be used for any partisan or non-partisan politi- cal purpose which promotes selected candidates or issues, nor to raise funds for such candidates or issues. Not prohibited are community ser- vices programs of a politically related purpose, such as candidate nights sponsored by neutral civic organizations wherein all candidates are given equal opportunity to be present and heard. 2. Reservations shall not imply or constitute proprietary rights or benefits for any group, organizations, or persons. 3. All users shall adhere to current public facilqties policies, rules, and regulations. CLASSIFICATIONS/PRIORITY OF USE Group #1. All official Community Services Department or City of Tustin initi- ated and/or conducted activities. (Cilty) Group #2. Recreational, social or civic activitiies and/or groups promoted and sponsored by local non-profit organizations whose membership con- sists of at least 50% Tustin residents. (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 classifications. (Non-resi- dent Non-profit) Group #5. Individual non-residents having activiities not open to the public. (Non-resident Private) Group #6. Commercial, business, and those activities and organizations that are profit making. (Commercial) Council Policy-Public Facilities and Other Public Building Use Page 2 of 7-01 SPECIFICATIONS FOR GROUP #2 USERS 1. %he 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 or- ganization are of a non-profit, non-commercial nature. 2. The organization must be comprised of volunteers, 50% of which must be Tustin residents. 3. The organization must.submit the following: - If incorporated,' submit State incorporation papers and bylaws; if not incorporated, submit constitution and bylaws. - A current financial statement. An additional financial statement will be required on October i of each year. - A signed statement verifying item #2 above, along with a copy of a cur- rent roster. 4. Membership and meetings must be open to the Public. SPECIFICATIONS FOR GROUP #4 USERS Group #4 users must meet all criteria for group #2 users, with the exception of the residency requirement. FEES AND DEPOSITS Refer to the current fee schedule~ ADVANCED RESERVATIONS 1. 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. All applications for reservations of facilities shall be made on official forms provided by the Tustin Community Services Department. 2. Use of the facility 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 acti- vity for resident groups or persons and sixty days in advance of the~ac- tivity for non-resident.. On weekends {Friday,, Saturday, and Sunday) re- servations 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 rights or benefits for any group, organization, or person. Therefore, any continuous re- quest for meetings shall be limited to four meetings per application, no matter into what advance reservation category the applicant falls. 4. Continuously-scheduled activities and events conducted by organizations or individuals in priori by groups 4, 5, and 6~may be pre-empted by any other higher priority classification with a minimum of two month's written notification. {This clause applies only to continuous requests, not one-time events.) The pre-empting user must have paid all fees and deposits prior to the-notification. In the event that the pre-empting user cancels its activity, all fees and deposits paid are non-refundable. Attest: City Clerk ~ROPOSED REVISION March 2, 1981 --ACILITY FEE SCHEDULE ATTACHMENT "B" E o O(-'.'3 -CLIFTON C. MILLER ]OMMUNITY CENTER $ $ $ $ $ $ :EES: 1. Rental Fee Per Hour O' 15' 40 30 50 2. Alcohol Beverage Service Charge Per Use 25 25 30 25 50 3. Mic & PA System Per Use 0 5 10 5 10 __DEPOSITS: + -" Cleaning 0 50 100 100 150 - 2. With Alcohol 0 50 50 50 50 75 50 10 150 50 COUNCIL CHAMBERS FEES: ~- 1. Rental Fee per Hour 0 5* 20 15' 30 35 2. PA System Per Use 0 5 10 5 10 10 * $20.00 per hour for each hour over 8, to cover additional overhead. .... + Deposits are non-refundable if event is cancelled within 30 days prior to date. prior to 30 days of the date will have a $25.00 service charge deducted. Cancellations ATTACHMENT "C" SURVEY OF COMMUNITY BUILDING FEES (PER-HOUR CHARGES, BASED ON TYPICAL SIX-HOUR USE) city Per Hour Charge By Classification Res NP Res Pvt NRNP NR Pvt Commercial G~p #2) Gr-('~F~-~-#3) G-(-~F~up #4) Gr~-~-F~-~#5) (Group #6) Garden Grove $21.00 $58.00 $75.00 $75.00 $83.00 Cypress 13.00 46.00 21.00 54.00 71.00 Newport Beach 22.00 32.00 27.00 42.00 n/a Brea 27.00 29.00 32.00 29.00 n/a Irvine 14.00 42.00 42.00 55.00 63.00 Buena Park 5.00 30.00 40.00 50.00 60.00 Fullerton 5.00 20.00 10.00 35.00 n/a Tustin (Now) 17.00 50.00 50.00 67.00 n/a Average/Hour $15.50 $38.37 $37.12 $50.87 $69.25, Tustin Proposed/Hour $15.00' $40.00 $30.00 $50.00 $75.00 * $20.O0/hour for each hour over 8-hours to' cover additional overhead. Examples: Six-Hour Proposed $90,00 (Now) (100.00) $240.00 $180.00 $300.00 $450.00 (300.00) (300.00)+ (400.00) ( n/a ) (100.00)+ Twelve-Hour Proposed $200.00 $480.00 $360.00 $600.00 $900.00 (Now) (150.00) (390.00) (420.00)+ (550.00) ( n/a ) , (150.00)+ + Double figures listed due to fact that some non-resident groups are now being assessed a resident fee.