CC - Item 3A - Changes to Park/Sports Facility Use Policies and Fees•
ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER CHI, CITY MANAGER ~'e+~
DATE: NOVEMBER 18, 2008
SUBJECT: PROPOSED CHANGES TO PARK/SPORTS FACILITY USE POLICIES AND'
FEES
SUMMARY
City of Rosemead parks, pools, and sports facilities are in very great demand by residents,
community organizations, youth sports groups, "travel" clubs/teams, schools, non-residents, and
City of Rosemead youth and adult sports programs. These facilities inGude Rosemead Park
and Pool, Garvey Park and Pool, and the Jess Gonzalez Sports Complex. The City of
Rosemead has not reviewed the policies or fees governing these facilities since 1993. It is
necessary to do so as we strive to maintain high quality programs, facilities, and services,
provide for long term maintenance, reduce program subsidies, and because current rates do not
reflect the cost increases that have occuned in the 15 years since they were established. As a
result, Rosemead adsorbs most of the supervision, maintenance and field preparation, and
lighting costs associated with use of these facilities. A survey of surrounding cities (see
attachment B) indicates that existing fees are much lower than those of other cities.
Current fees and policies for facility use do not distinguish between non-profit, resident, or non-
residents uses. Thus, the City funds a portion of all uses. Attached is an updated application,
revised fee schedule and policies (attachment A). The new application delineates between each
of the three user categories and attempts to assess reasonable use rates for each. It also
accounts for increased operational and maintenance costs. The proposal also recommends
mandatory liability insurance (as recommended by CJPIA), and an increase insecurity deposits.
The following table compares current and proposed rates (which remain the lowest regionally}:
Facility Current
Rate (R) Proposed
Rate (R) Current
Rate (NR) Proposed
Rate (NR) Current
Rate (NP) Proposed
Rate (NP)
__Gymnasium $ 15/hr , $ 30/hr $ 25/hr $ 60/hr n/a n/a
Field No Li hts n/a $ 25/hr n/a $ 50/hr n/a n/a
Field Li hts $15/hr $ 25/hr . $ 25/hr $ 30/hr n/a n/a
Pools $ 20/hr $ 40/hr $ 20/hr $ 60/hr n/a n/a
Lifeguards $ 8/hr $12/hr $ 8/hr $12/hr n/a $12/hr
Staff $ 7lhr $ 11/hr $ 7/hr $11/hr n/a $11/hr
Security De sit $ 50 $10.0 $100 $150 $ 50 $ 100
Key De osit n/a n/a n/a Na $ 0.00 $ 100
(R) =Resident,. (NR) =Non-Resides. (NP) =Non-profit
aa~~ rro, ~lz_
d•
•
City Council Meeting
November 18, 2008 '
Page2of2
In order to decrease the City's costs associated with use of these facilities, staff recommends
consolidating supervision and expanding the responsibilities of regular user groups (i.e., youth
sports groups). First, two staff would be assigned to supervise all sites during evening and
weekend use in lieu of assigning one staff to each of three sites. Further, select user groups
would assume responsibility for direct supervision of the facilities that they regularly use. They
would also handle field- preparation and minimal maintenance of those facilities. All cities
surveyed currently operate in this manner. Reductions in staff costs will be achieved by
transferring the responsibility for field preparation, setup, and 'direct supervision to the regular
users and reducing the number of City staff involved in supervision.
Staff Recommendation
Staff recommends that City Council. approve the proposed facility application including. rules and.
regulations, fee schedule, and cancellation policy; and regular user responsibilities as o"utlined
effective January 1, 2009.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
FISC/tL IMPI~tCT
If the new fee schedule is approved, revenues from resident and non-resident use are expected
to increase slightly. Revenues from non-profit groups -remain unchanged. However, staff and
maintenance costs associated with the non-profit groups will be reduced by approximately
$30,000 annually.
Submitted by:
David Montgomery-Scott
Parks & Recreation Director
Attachment A: New Application
Attachment B: Fee Survey
PARK/SF~TS FACILITY RENTAL APATION AND AGREEMENT
City of Rosemead • Parks and Recreation Department
8838 East Valley Boulevard • Rosemead, CA 91770 _
(626) 569-2160 • (626) 569-2303 -Fax
www. cityofrosemead. orq
Name: Organization:
Address: City: Zip:
Telephone Number: Day ( ) Evening: ( )
,:.
Cell Number: ( ) >=`:>~>~E-Mail;Address:
----------------------------------------------------------OFFICE USE' ONLY_._------------------~_~~~_----------~_....------
^ Approved ^ Denied Supervisor's Approval: Date:
^ Approved ^ Denied ,Director's Approval: Date:
• ~
Gity of Rosemead • Parks and Recreation Department
R~-R FACI~.6"~'jf FE.~ ~CHE~UL~ :,. ..:. .
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-prood status; and demonstrate that their services are of -
significant direct benefit to the community or a sign cant portion of its residents and accessible to the public and
in compliance with non-discrimination laws.
LOCATION AREA RESIDENT NON- TEAM TOTAL
RESIDENT NON-PROFIT
Rosemead Park Field #1 $ 25/hr $ 50/hr
Rosemead Park Field #2 $ 25/hr $ 50/hr
Rosemead-Park Lights _ _ $ 25/hr $ 30lhr
Garvey Park Field #1 $ 25/hr $ 50/hr
Garvey Park Field #2 $ 25/hr $ 50/hr
Garvey Park Mu1ti~Purpose Field $ 25/hr $ 50/hr
Garvey Park Gymnasium $ 30/hr $ 60/hr
Garvey Park Lights $ 25/hr $ 30/hr
Rosemead Pool Large Pool $ 40/hr $ 60/hr
Rosemead Pooi Small .Pool $ 30/hr $ 40Jhr
Garvey Pool $ 40/hr $ 60/hr
Sports Fields $ 25/hr $ 50/hr
Complex
__
_
Sports Lights $ 25/hr $ 30/hr
Complex
Key Deposit $ 100
Lifeguard Life uard min. 3 $12/hr $12/hr $ 1 Z/hr
Staff Staff $11/hr $11/hr $ 11/hr
Security $ 100 $ 150 $ 100
Deposit
SUB TOTAL
^^••••••••••••ose••••••••••~••••••^^•••••^^••~•••••••••••~•~•••••••^^•••••~••••••~••~~•^
(This section to be filled out by staff)
Deposit submitted $ on date Received by
Rental fees paid $ on date Received by
If Event Insurance required, copy of certificate received on date in the amount of $
Deposit refund of $ approved on date by
City of Rosemead • Parks and Recreation Department
Rt~LES AND IREGUL~-T~~~t
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 inctude set up, event/activity, and clean-up.
• Non-profit organizations must provide a copy of their IRS 501(c)3, at the time of
application. They must also provide a roster of participants that demonstrates 60%
residency:
• 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 cert~cates 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 acity-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 46
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
forteit a portion of or all of the rental fee and/or the deposit.
•
City of Rosemead • Parks and Recreation Department
C~-[~CEl~L~-~fQN P®LtGY
1. Reservations cancelled 1-14 days prior to activity:
Security Deposit - No Refund
2. 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
3. Reservations cancelled within 31-45 days of activity
Security Deposit - 75% Refund
l4~plicant's Signature: `Date:
Z
~_
a
U
U
W
F-
J
a
LL
Y
a
W ~
H E
0
0 E
0
0 L
o
O
m
C ~
o
0 ~
o
o
$
O
m
C
d
C
d
C
d
C
m
2
d
C
d
C
d
C
m
C ~
o
o
O ~
0
o
O ~
o
a
O
m
C E
o
o
O ~
0
0
O E
o
0
O
m
2 E
o
0
N E
0
0
O E
o
0
~IJ ~
g
V '~
o
0
lp E
o
0
V
m
C E
o
O
m
~ E
o
W
m
C
m
C
m
G
m
Z
m
C
m
~G
m
~L
m
C
~
C
~
C
~
C
m
C
m
~
m
C
m
C
m
9 J O
~ ~
N 0 O
~ O
N ~ c- '- M 10 (`7 e r r ~ ~ ~- O
1
t»
to
m <» u> 'A erf e» to df ra <» to to ~tf en ~n f» u~ f»
LL
W
O
LL
d
L
t
N N N N N N
_
W N N N N N N p N N
~
N m
C m
C m m
C O
O
j p
O $
O m
C 0
~ 0
~ 0
~ m
C N
C m
C
L
~ O
O L
O
0 L
O
0 L
O
0 00 `C
0
0 `c
0
0 N
0 m
2 E
0 E
O
0 E
O
0 $ ~
O
O ~
O
O L
O
O OO
U7 E
O
O m
~ ~
O
O . m
C m
C m
C m
2 m
Z m
RL m
C m
C 0
0
~j 0
0
~p 0
0
vj m
~C m
C m
C m
SL m
Z
LL' ~
~ ~
l0 f9 O Vd to ~ ~ N O ~O ~ O O O ~
N O
7 l0 ~ O
N ^ O
N O
N O
M O
M V (O <I'
y~ ~ fp N
to N
EA N
EA 10
EA 0)
EA ~
~ 1!
E9 N
eA
EA
~
EA
~
to
E9 (A fA 1fl
7
fA
m E
O
O E
O
O
O O
O
O L
O
O L
O
O L
O
O O
O
O
m
C
m
C
Gtl
N
m
C
m
C N
C
m
c ~
0
0 ~
0
0 ~
0
0
0
0 L
0 L
p B
E
~ L
0 ~
O
0 ~
O
0
O
0 ~
O
0 ~
O
0 E
O
0
`p ~
O
O
~ E
O
O
R
~
N
N
N
N
m
N
m E
O
O
O
0
O
0
N
N
N
N
N
c
E
~
t0 O
~ O
~
O
t0
~
10 O
~ O
Z O
Z O
Z C O
Z 0
Z 0
Z 0
Z
O
LLJ
$
l0
N ~
fA ~
~ 0
p 0
0 C t0
N
O
10
IO
N ~
~ Q
O V
~ '7
O C
O
in C
0) C .
C C C C C C C C
t7
O ~O
~
('~
O C C C C C
~ u~ N
F» 'A t9 10
rn 1
rn N
en ~ e» ~ u~ O
E» O
y> p
~ 'fl u~ u~ eH en ~ rn ej rn ~ <»
C Y .~.
N d p
O
L
E
L
O
~
~
O
m '
C ~ d $ O O O O O O O m m m m m m m m m
~ m m m N m m m m m m m
~ m
1 m m ~ m m m m m m N m
~ m
~ m m m
~ m m m m m m N m
9 m N
' ~ p 0 O Q ~j 0 0 2 C C ~C C C C 'C Z C C C C C C C C Z 'C C L' C C C C C C C C C C C ~ C L C C C C C C C C
~ Q y O _ O r
O ~ ~ fA !H ~ ~ fA fA
y~ n,
9
7
_
__
__
_-
-_
__
__
_._
__
_.
.__
__
__
_.
_.
__
_
__
_.
c
Y ^y
~
~
'O
E
Q
E O
~
E
$
L
g
$
o
E
°o
E
°o
L
0
$
0
~
m
m
m
m
m
m
m
0
o
0
0
0
0
0
o
m
m
m
m
m
m
m
m
E
$
m
E
$
o
o
E
$
m
~
$
m
m
m
m
m
E
$
m
E
$
m
0
o
0
0
0
o
m
m
m
m
m
= N
K T
O $ O O O C Z Z ~ Z ~ C ~L O O O r" Z ~C ~ C ~ ~ C C ~ ~C ~ .- Oj Z Oj C Z C ~ ~ ~ C uj C u7
0 O 10
0 C ~C C ~ C
p
=
O
~ O
N N
~ O
~
~ ~
~ ^
~ O
~ ~
~ 0
t9 0
to 0
EA E}j tD
!fl t0
to
~ 1~
to n
f9 O
fA V
!9 (
0
fA O
fA t
0
EA
d ~ H3
m
v
m 2
U
m
LL a
C
t E
O
0 E
O
0 ~
$ $
O
O E
O
O E
O
O o
O
O
~
C
V
C
UU
C
Ci
C
m
2
~
C
~
C
U
C
m
~C E
0
0
n E
0
0
n E
0
0
n
W
C E
O
0
O E
O
0
O E
O
0
O
~
C E
0
0
) E
0
0
~ E
0
0
n
~
C ~
O
0
V ~
O
0
t0 ~
O
0
V
~
C E
0 E
O
m
'C
N
C
m
C
N
C
`m
C
m
~
m
~L
m
C
l`O
C
~j
c
~j
c
Ci
c
m
~
m
C
m
C
m
c
N
C
OI
J 10
~- ~
N O S In
r 1n
N fA 1
r I
r 1
r - f'~ 10 f0 If
r r I
r r r r O)
fA Oj
fA ~ -
EA to ~ ~ fA fA fA fA fA to M M E9 EA fA f9 fA fA
LL
~ m
C m
Z N
C N
C m
C N
C m
C m
C m
Z m
C m
C m
C m
C m
C m
C m
C m
C m
C m
C m
C m
C m
~L m
C m
C m
G m
C m
~L m
G l~0
C m
~ m
~G m
C m
Z m
C m
C m
~ m
C m
C m
~C m
~C' m
C m
C m
C m
C l`0
C m
C m
C m
C m
C m
C m
C m
1G
W~
m C
~
N N N N N N N N N N N N N
N
g
m
m
m
m
O
O
O
O
O
O
m
0
0
0
0
0
0
m
m
m N
E
O
O
E
E
O
E
O
°
O
E
O
E
O O
N
m
L_
L
O
E
O
O
O
E
O
E
O
E
O
l0
~
O
A
E
O
N
N
N
A
m
m
~
m
~
1m
N
E
O
E
0
E
0
m O
O
N
N
N
d
C
C
C
Z
Vj
p
O
C
C
C
C
O t0
O
O
O
T
O
O
O
0
0
0
0
'-
~
0
0
0
2
O
C
O
C
C
C
C
C
L
L
C
~
~j
~
~j
~ O
Q
C
C
C
~ ~ O ~ 4f ~ {~ ~' X 0 0 10 ~ 0 0 0 O
N O 10 p n Of O O V V
~ O fp N
~ O
lfl N
EA 10
to O)
to ~
~ O
EA N
fA N
EA ~T
~ N
EA ('~
EA m
EA fA to fA ~
m
a
_
- q
G
O
O
~
N
$
O
C
O
y
O
m y
O
c _
v
~
c ~
o
m a
m >
o
m >
o
m
m o
o -
m ~
o
m m
v >
o
m
a
m >
o
m
O _
°
m ~
0
01 v
a >
o
m
~
~ >
o
m
O
m ~
o
m
O
ff
' o
o
m
O c
m ~
o
U m
v
C7 O ~
C7 ~
~
(7 O ?
~ O
y
~ ~
`
C7 O
C7
?
C7 [] m
C7
v
U' 9
U
v
C7 a
C7
N
` ~
O C
C
~ ~
O C
C m
9 ~
0 C
~ m
~ ~
~ rn
C
N 'Oy~
C ~
~ C
~
~
~ C
N ~
~ ~
~ C
N ~
C ~
~ C
C ~
W
~ ~
~ C
N ~
r
C ~
~ C
N a
`
c ~
O` C
N N
B
C ~
O` C
N ~
C ~
~ C
N
A ~
~ a
C ~
U
~ w
D ~.
C umi
U C
m
~ n.
C m
U
U C
m
~ a
C m
U ` m
~ a
C m
m
U m
a m
O a
C m
U O
~ m
~ a
C y
U O m
~ a
C (
p
an
U d C
m
~ a
C m
U
m m
N o-
C m
V m
it m
~ a
C
o m
V
m
c m
N a
C
o m
U o
C m
N o-
C m
U
m
d ~
c O
~
c
m
~
~,
c O
E
5
m
v N
d
~ O
z
~
=
m N
v
c O
Z
'
~•
c
c
o N
~
c O
z
~
~
°
3 N
~
c O
z
~
c
w
r
w
c O
Z
E
•-
5
~
.a!
~
c O
z
E
5 m
~
~
c O
z
`E
-c
~
a
E
m
~ o
z
E
'c
~
m
C7
~S
~
z
E
'-
5
an
~
m
d
~
~
c
o
m
'~.
v
~
~
E
~
~
m
o o
Z m ~
~' m
o o
Z m
m
~' m o
z m
m ~
o
m E
m o
z E
m
m ~
o
m ~ o
z m
m o
m 9 o
z m
m ~
o
m ~
o o
z m
m o
m c
0 o
z m
m o
m 0 o
Z m
m o
m m
,c
_ o
Z m
m
~+ e
m o
Z m
m
~ w
m o
Z m
m o
m c
m o
Z m
m o
m
rc m
r- ~ a r- ~ a E- m ~ ~ ~ w E- m aB ~ ~ y f- m ~ F- m ~ ~ m a ~ m w ~- m d ~ m v, f- m
• •
t
O y
O
L
_a
0
yd ~ O
G ~
Ui
O ~ ty~
~ p ~ N ` O C
N = ~ p ~- ~g O
fl L O- N
~}g C w ~ A
O ~
E iii ~ 0 00
~ r'n ~ 10t~0
N ~'S~fl.~o
~.°~.(_(00 $4a
N~ m 3 g I~ O G
d m aN~pAy.~Z O
m'l0 ~p wfq CL
•" N
N~~ ~p C y C. j 0
_~ t~ m m m O. O N N
y Y y 3
aC C ~ym .~ 3 TO1
~ ; ~ > 'j ~
p~ Or? OLJ C y
y O
!fly ..- C a O ~ m
y°am~'ooma
a ~ ~ ~ N N ~ c
y $1fl N O 3
N C~~Dpp N~V,O
al y0jt T07t 3~.C
W N ~ l0 ~ }Q V GI p
J Q'J~U'lN CLLZ
~Nl'7 Rtn fD ~cO~