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CC - Item 9B - City Council Request Re: Park/Sports Facility Use PolicyROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: JEFF ALLRED, CITY MANAGER DATE: JANUARY 11, 2011 SUBJECT: CITY COUNCIL REQUEST RE: PARK /SPORTS FACILITY USE POLICY SUMMARY At its December 16, 2008 and April 28, 2009 meetings, the City Council approved a revision of policies for City of Rosemead park and sports facilities. Policy .changes included distinctions between non - profit, resident, and non - residents users, fee schedules, revised rules and regulations, cancellation of use, maintenance responsibilities for regular users. Current policy, which allows their fees to be waived, defines non - profit users as follows: "Non- profit groups must provide verification of current 501(c)(3) status and a participant roster demonstrating that one in every four participants resides in Rosemead. They must also prove that their services are of significant direct benefit to the community and are not provided by the City or other agency currently serving Rosemead youth. Services must be accessible to the general public and in compliance with non - discrimination laws." A City Council Member has requested that this policy be agendized for discussion to determine whether an amendment is needed to mandate that non- profit users who are provided field /facility use at no cost include Rosemead.as part of their organization name. Staff Recommendation City Council direction is requested regarding a proposed amendment to Park /Sports Facility Use Policy. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. FISCAL IMPACT: N/A Submitted by: David Montgomery-Scott Parks & Recreation Director Attachment: Parks /Sports Facility Application APPROVED FOR CITY COUNCIL AGENDA: ITEM NUMBER: '16 PARK /SPORTS FACILITY RENTAL APPLICATION AND AGREEMENT City of Rosemead • Parks and Recreation Department 8838 East Valley Boulevard • Rosemead, CA 91770 (626) 569 -2160 • (626) 569 -2303 - Fax www. cityofrose mead. org Name: Organization: Address: City: Zip: Telephone Number: Day( ) Evening: ( ) Cell Number: ( ) ME Mai ^Address: ROSEMEAD PARK GARVEY PARK JESS GONZALEZ 4343 Encinita Ave. 7933,Em`erson Ave SPORTS COMPLEX (626) 569 -2256 (62669- 2266 8471 Klingerman (626)569 -2255 Field #1 _ Field #1 Lights K 0 Lights ` Field Field #2 y Field #2 + ' Lights Lights a Mult - Purpose Field' Large Pool A Gymnasium Small Pool Pool Meeting Room I TOBACCO PRODUCTS AND ALCOHOL ARE PROHIBITED IN OR AROUND CITY FACILITIES Purpose of Park Facility Us {. r. I Number Attending: Dates of Activity: �'� � I Time from: a. M. P. m<t 0 l) 1� '- y'' a:m: %p ":m. (Please include preparation and clean -up time) Residency Confirmed: \ �, (Officeal'Jse;Only,•)� / Will the event be open to the public? o Yes" o NoA Will -this be fa undraising event? ❑ Yes ❑ No If yes, how will the proceeds be used? I, the undersigned, on behalf of the above organization, do hereby agree to indemnify and hold harmless the City of Rosemead, and its officers,. agents, or employees from any liability, claim or action for damages resulting from, or in any way arising out of, the use of the facility or equipment, and will agree to abide by and enforce the rules„ regulations, and policies governing the facility as set forth by the City of Rosemead. I accept all responsibility for any damages to premises, furniture, equipment, or grounds resulting from use of the facility. I have read, signed and agree to comply with the Facility Rules and Regulations and the Cancellation Policy. Signature of Applicant: Date: ------------------------ ---------------- ------ --------- -----OFFICE USE ONLY ❑ Approved ❑ Denied Supervisor's Approval: ❑ Approved ❑ Denied Director's Approval: Date: City of Rosemead • Parks-and Recreation Department PARK FACILITY FEE SCHEDUL Name: Organization: Address: City: Zip: Telephone: Day( ) Evening ( ) The following fee schedule applies to general use of the facility. The City of Rosemead, other Government, and Rosemead- recognized Community Service /Non- Profit Organizations* are granted priority use and may be exempt from fees. *Such groups must provide proof of their current non - profit status, and demonstrate that their services are of significant direct benefit to the community or a significant portion of its residents and accessible to the public and in compliance with non - discrimination laws. LOCATION AREA RESIDENT NOW AL RESIDENT Rosemead Park Field #1 $ 12 /hr $ 50Ihr Rosemead Park Field #2 $ 12 /hr $ 50 /hr Rosemead Park Lights $ 15 /hr $ 30Ihr jNONPRO(FIT Garvey Park Field #1 $ 12 /hr $ 50Ihr Garvey Park Field #2 $ 12 /hr $ 50 /hr Garvey Park Multi- Purpose Field $ 12 /hr $ 50 /hr Garvey Park Gymnasium $ 32 /hr $ 75 /hr Garvey Park Lights $ 15 /hr $ 30Ihr Rosemead Pool Large Pool $ 35 /hr $ 75Ihr Rosemead Pool Small Pool $ 25 /hr $ 40 /hr Garvey Pool $ 35 1hr $ 75 /hr Sports Fields $ 12 /hr $ 50 /hr N sioo Complex Sports Lights $ 15 /hr $ 30 /hr Complex Key Deposit Lifeguard Lifeguard (min. 3) $ 12 1hr $ 12 /hr $ 12 1hr Staff Staff $ 11 1hr. $ 11 /hr $ 11 /hr Security $ 75 $ 150 $ 100 Deposit SUB TOTAL - TOTAL FACILITY FEES DUE 1 $ ......................................................... ............................... (This section to be filled out by staff) Deposit submitted $ on date Rental fees paid $ on date If Event Insurance required, copy of certificate received on date Deposit refund of $ approved on date Received by Received by in the amount of $ by i City of Rosemead • Parks and Recreation Department RULES AND REGULATIONS City of Rosemead park /sports facilities may be used for recreation, social, team sports, or governmental functions only. -The City reserves the right to cancel any reservation at a moments notice if the facility is needed by the City. However, reasonable effort will be made to relocate /reschedule the activity. The City reserves the right of full access to all activities at any time during their occurrence to see that all rules, regulations, and City, State, and Federal Laws are not violated. Facility use does not suggest City endorsement or sponsorship of any event. Applicant's publicity of event shall clearly and accurately identify the name of the sponsoring organization or individual. Under no circumstances shall applicant sublease or allow any other organization or individual to use the park facility for the period for.which it is reserved. If any provision of this agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. APPLICATION PROCESS: • Applicant must be at least 21 years of age. Proof of Rosemead residency is required at time of application. • A facility is not considered rented until (1) applicant delivers to the City the Park Facility Rental Application and Agreement, rental fee, deposit, and any other items deemed necessary by the City of Rosemead; and (2) the City of Rosemead, in its sole discretion, approves such rental in writing. • The approval process takes a maximum of fourteen (14) working days. Do not, in any way, advertise your event prior to receiving written approval. • Reservations will not be accepted more than one year or less than 21 days in advance of date requested. Maximum duration for continuous use of a facility is six (6) months. • Time requested must include set up, event/activity, and clean -up. • Non - profit groups must provide verification of current 501(c)(3) status and a participant roster demonstrating that one in every four participants resides in Rosemead. They must also prove that their services are of significant direct benefit to the community and are not provided by the City or other agency currently serving Rosemead youth. Services must be accessible to the general public and in compliance with non - discrimination laws. • Security Deposit is due at time of application. All fees must be paid 30 days prior to the event to avoid termination of application. Payments must be made by cash, check, money order, or cashier's check. Checks must be made payable to "City of Rosemead ". • For all facility use, the applicant shall furnish, to the City, appropriate certificates of public liability and property damage insurance in the amount of $1,000,000 naming the City as "additional insured." Such insurance shall be maintained and kept in force during all such times that the applicant uses City of Rosemead facilities. All insurance certificates required above shall provide that such certificates shall not be cancelled or materially changed without at least thirty (30) days prior written notice to the City. APPLICANT RESPONSIBILITIES: • The applicant (or a city- approved organizational representative) must be present during the entire event. • All activities must cease and the park usage completely vacated by the time indicated on the application. • The group must appear within thirty minutes of time specified or the permit will be cancelled and all fees forfeited. • Applicant cannot exceed the attendance indicated on the application. • Activities for minors must be supervised by responsible adults at a ratio of at least one adult for every 20 minors. Applicant is responsible for the supervision of all children present at the event. • Applicant is responsible for facility clean -up. Facility must be left in a reasonably clean condition (as determined by City) to receive a full refund of their deposit. • All signs, banners, and other materials must be removed at the conclusion of the event. • Non - profit applicants requesting ongoing use of facilities may be responsible for maintenance, preparation and supervision of facilities. • Park Restrooms are open from 8:00 a.m. to 9:00 p.m. daily. PROHIBITED: • No alcohol, tobacco products, or illegal substances are permitted on City facilities. Any violation will result in the closure of the activity and forfeiture of all fees. • No disorderly or unseemly conduct is permitted on City facilities. • No advertisements, circulations of petitions, solicitations, nor entry fees are permitted without written authorization from the City. • No storage of private property is permitted on City premises. • City facilities cannot be used for commercial purposes without written authorization. • Bouncers and petting zoos are not permitted on City facilities. • Gambling of any kind is not permitted at any City facility. • City equipment shall not be removed from any City facility. • Animals must be kept on a leash. • No amplified music is allowed at any time. • The sale of merchandise, without written authorization from the City, is strictly prohibited. REFUND OF SECURITY DEPOSIT: • Refund of security deposit (and key deposit, if applicable) will take approximately 4-6 weeks after the conclusion of your event, provided there are no problems. • There will.be a deduction from your security deposit for the following items: additional cleaning, repair or replacement, loss of key, deviation from the rental agreement, extra staff costs, or disturbances requiring law enforcement. • If security deposit is inadequate to cover damages, then applicant will be billed for the remaining cost of the damages. • If Applicant violates any part of this agreement or reports false information to the City of Rosemead, the City may refuse Applicant further use of the facility and Applicant shall forfeit a portion of or all of the rental fee and /or the deposit. I, the undersigned applicant, have read, understood, and agree to abide by and enforce the rules, regulations, and policies governing this facility as set forth by the City of Rosemead. I understand that by signing this document, I accept all responsibility for any damages to premises, furniture, equipment or grounds resulting from use of the facility. I further agree that any violation of the Facility Rules and Regulations can result in immediate cancellation of the reservation and forfeiture of all fees and deposits. App licant's Si Date City of Rosemead . Parks and Recreation Department CANCELL POLICY 1 E 3. Reservations cancelled 1 -14 days prior to activity: Security Deposit No Refund Reservations cancelled within 15 -30* days of the activity: "Reservations made nine to twelve months in advance are subject to full deposit forfeiture for cancellations of 30 days or less. Security Deposit - 50% Refund Reservations cancelled within 31 -45 days of activity Security Deposit - 75 %Refund I have read, understood, and agree to the terms of the cancellation policy as outlined above. Not withstanding the above policy, if the applicant is not in compliance with the policies and regulations as stated in the Rules and Regulations, may cancel the reservation upon notice to the applicant. All room rental fees and security deposits will be deemed forfeited. Applicant's Signature: Date: Staff s Sig nature: Date: