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CC - Item 4B - Revised Community Center Rates and Policies ROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: OLIVER CHI, CITY MANAGER ~~"'' DATE: NOVEMBER 18, 2008 SUBJECT: REVISED COMMUNITY CENTER RATES AND POLICIES SUMM~4RY At the request of Councilmember Gary Taylor, attached is information regarding our recently adopted facility policies and user fees. City .Council approved the attached application and Policies and Guidelines for use of Rosemead and Garvey Community Centers. at its regular meeting on May 13. Several factors guided the revision process including a disproportionate level of non- resident use, exposure to liability, the absence of a long-term maintenance plan, and because rates and policies had not been reviewed since 1993. Previous facility use rates did not account for cost, increases including staffing, maintenance, .and operations. Very low security deposits encouraged users to leave a facility dirty and were insufficient to cover the cost of damage related to use. Team members conducted a survey of other local cities for comparison. Even after the increase, we remain, as indicated on the attached survey, well below the average in the region. The largest increase is for non-resident use of facilities (their rates are an average of 50% higher than those of residents). In addition to rate increases, several key policy changes were effected. First, an insurance requirement for all "general public" use was mandated per the recommendation of CJPIA. We created a Building Maintenance Fund by setting aside 10% of all facility use fees. We also clarified our use policy. The previous policy, as seen on the previously used application (attachment C), was unclear even as it established "priority user and rate guidelines requiring some groups "to post a refundable deposit' and others "to pay a refundable deposit and fee." The revised policy identifies uthe City of Rosemead, other government, and Rosemead- recognized Community Service/Non-Profit Organizations" as having priority, use. It o. • City Council Meeting November 18, 2008 Page 2 of 2 makes a fee exemption possible to specified groups. However, to qualify for the exemption, organizations must prove (A) current non-profit status and (B) demonstrate that they provide services that are of significant direct benefit to the community or a significant portion of its residents and is open to the public and in compliance with non- discrimination laws. Lastly, current policy limits facility use to "recreation, social, educational, or governmental functions only." The proposed rate and policy changes were designed to improve and expand use of City facilities, deter abuses of facilities, eliminate undue liability, and increase revenues. Staff Recommendation. Staff recommends that the City ~ Council discuss this item and provide staff with direction. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. FISCAL IMPACT Changes in facility use and/or policy could affect projected revenues. Submitted by: David Montgomery-Scott Parks & Recreation Director Attachment A: New Facility Application Attachment B: Facility Use Cost Comparison Attachment C: Previous Facility Application FACILITY RENTA~PPLICATION AND AGREEI4~IT City of Rosemead • Parks and Recreation Department 8838 East Valley Boulevard • Rosemead, CA 91770 (626) 569-2160 • (626) 569-2303 -Fax www. cityofrosemead. org Name: Organization: Address: City: Zip: Telephone Number: Day ( ) Evening: ( ) Cell Number: ( ) E-Mail.Address: ROSEMEAD CENTER GARVEY CENTER ROSEMEAD PARK GARVEY PARK 3936 N. Muscatel Ave. 9108 Garvey Ave. 4343 Encinita Ave. 7933 Emerson Place (626) 569-2251 (626) 569-2212 (626) 569-2255 (626) 569-2265 Room(s) Requested Room(s) Requested ^ Meeting Room ^ Clubhouse ^ Meeting Room Kitchen Kitchen ^ Yes ^ No ^ Yes ^ No TOBACCO PRODUCTS AND ALCOHOL ARE PROHIBITED IN OR AROUND CITY FACILITIES Purpose of Event/Funclion: Number Attending:. Date of Event:. Day(s): Hours from: to _ (Please•include set-up and clean-up time Kitchen Hours: to ~ Residency Confirmed: Will the event be open to the public? ^ Yes ^ No Will this be a fundraising event? ^ Yes ^ No If yes, how will the proceeds be used? __ __ _ _ . 'y-Nand hold ility, claim ar ~ or equipment, the facility as set -,, s.. -.., a a....,. ~quipi!nent, orgrounds resulting;from use of the facility.] I have read, signed and agree to compiy'wtth the Facility Rules and Regulations and the CancellationPolicy. Signature of `` . Applicant: ~ .. .... ' !3a-~e ---------------------------------------------------------- -OFFICE USE ONLY------------------------------------------------------------ ^ Approved ^ Denied Supervisor's Approval: ^ Approved ^ Denied Director's Approval: • • City of Rosemead • Parks and Recreation Department - - FkC~L~TY FEE SCHEDULE 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-Profd Organizations are granted priority use and may be exempt from fees. AUDITORIUMS MEETING ROOMS Rosemead Center Room 5 or 8 (50 each) $ 25/hr ~ $'40/hr $ Garvey Center Rooms 103 or 104 (50) $ 25/hr $ 40/hr $ Garvey Center _ _ Rooms 103 & 104 (100) __ $ 40/hr $ 60/hr $ Garvey Center Rooms 108 or 109 (50) $ 25/hr $ 40/hr $ Garvey Center Rooms 108 8 109 (100) $ 40/hr $ 60/hr. $ Rosemead Park Meeting Room $ 20/hr $ 30/hr $ Garvey Park Meeting Room (12) $ 20/hr $ 30/hr $ Security Deposit $100 $150 $ OTHER .:.' Locat~or~ ..:_. .. loom O~ a±e;~ "' ~ > Resiiden{t:. N±~I~ Res>I~ient Total Garvey Park Clubhouse $ 30/hr $ 50/hr $ . Security Deposit $ 150 $ 300 $ Tf ~~;AL I~~E~~L['~'1~ ~~S C~t~~ (This section to be filled out by staff) Deposit submitted $ on date _ ___ _ _ ___ Received by Rental fees paid $ on date Received by If Security Guard required, copy of coritrad received on date 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 ;. ;. ..: City of Rosemead facilities may be used for recreation, social, educational, 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 event. The City reserves the right of full access to alt activities at any time during their occurrence to see that all Hales, 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 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 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 advertise your event or print invitations 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 in a facility is six (6) months. • Time requested must. include decorating, event and clean-up. • 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 events involving the general public, the applicant is required to procure Special Event Liability Insurance. 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 an additional insured under the policy. 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: • Applicant must be present during-the entire event. • All activities must cease and the facility completely vacated by midnight. Amplified sound or music that can be heard by the general public must cease by 11:00 p.m., or 1 hour prior to the event ending. • The group must appear within thirty minutes of time specified or permit will be cancelled and all: fees forfeited. • Applicant cannot exceed the number attending on the application. • Activities for minors must be supervised by responsible adults on the ratio of at least one adult for every 20 minors. • Applicant must secure services of at least 2 private security guards for supervision of teenage (ages 13-20} events. • Groups using kitchen shall famish own dishes, silverware, cooking utensils, towels, soap, ice; serving trays, etc. • Applicant is responsible for facility clean-up. Facility must be left in a reasonably clean condition (as determined by City) to receive a full deposit refund. • Applicant must conduct a walk through of the facility with staff prior to and at the conclusion of the event to review the condition of the facility. The Facility Condition Report must. be signed to receive a deposit refund. • Applicant is responsible for the supervision of small children. They must remain in the reserved area. DECORATIONS/SET-UP: • Tape, staples, tacks and pins are prohibited on all surfaces including walls, glass, tables; windows and. doors:. Only table decorations are permissible.- • The use of candles, open flame, smoke or fog- machines is strictly prohibited. • Decorations cannot be hung or suspended from ceilings, drapes, or other City structures. • All decorations must be removed by the applicant at the conclusion of the event. • City staff will set up tables and chairs prior in preparation of your use, please do not move once in place. PROHIBITED: • No intoxicating beverages or illegal substances are permitted on City property. Violation will result in the closure of the event and forfeiture of all fees. • All facilities are non-smoking. This includes all patio areas and 20 feet from any entrance or exit. • No profane language or disorderly or unseemly conduct is permitted in any City facility. • No advertisements, circulations of petitions, solicitations, nor entry fees are permitted without written approval from the City. • Guests may not take food into the hallways/restrooms or foyer. • No storage of private property is permitted on City premises. • City facilities cannot be used for commercial purposes without written approval. • 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. • No animals are permitted at the facility,. with the exception of guide dogs. • Applicant. shall not admit a larger number of individuals than can lawfully,. safely, and freely move about the facility. • Only D/J and small bands are allowed to play in the facility. Staff will determine appropriate volume levels. REFUND OF SECURITY DEPOSIT: • Refund of security deposit 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, deviation from the rental agreement, extra staff time cost, or disturbances requiring law enforcement. • 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. ~cum~~t, f accept aH • City of Rosemead • Parks and Recreation Department ,_ 1. Reservations cancelled 1-14 days prior to event: Security Deposit - No Refund 2. Reservations cancelled within 15-30* days of the event: 'Reservations made nine to twelve months in advance are subject to full deposit forteiture for cancellations of 30 days or less. Security Deposit - 50% Refund 3. Reservations cancelled within 31-45 days of event Security Deposit - 75% Refund • City of Rosemead • Parks and Recreation Department _> .... SET ~1P DI~h~R~1M >: Applicant: Facility: Date of Use: Room(s) No: Kitchen Hours:.. _ _ _ __. _ Ty pe of Tables ^ Round ^ 6 Foot Rectangular ^ 8 Foot Rectangular ^ Head Tables ^ Eating Tables ^ Serving Tables ^ Gift Tables Number of Chairs ^ Head Tables ^ Eating Tables ^ Other Number of Trash Cans: Is space needed for dancing? ^ Yes ^ No (If yes, indicate below) :v tv E S Table and Chair Ratio 6 ft. Table- = 6 Chairs 8 ft. Table = 8 Chairs Round Table = 8 Chairs City of Rosemead • Parks and Recreation Department .. .. ~AEI~ITY CLEANdl~ CHECKLIST .....:.._ ^ ROSEMEAD ^GARVEY ^ ROSEMEAD PARK ^GARVEY CENTER CENTER PARK Name of Applicant: Date of Event: Facility/Room Used: Start Time: End Time: ------ ------------ - ---OFFICE USE ONLY----------- ---- ------------- ~p1TtQNICOMtVIENTS <: i~QQ~IA#;E~A ..< Tables and chairs wi ed down Floors swe t/s of mopped Walls Doors Ceilin s _Trash__b_ a ed/removed to dum ster Decorations removed E ui ment removed Restrooms -clean and free of debris Kitchen counters/other surfaces clean Kitchen floor swe t/s of mo ed Other s eci Additional Comments: Signature of Staff Member. Date: Signature of Applicant: Date: Recommendation for Refund: ^ Yes ^ No c~ ~ m ~ o ~- ~c C y ~ ~ C ~ O 03 ~~ N O 7 W w ° o O O o O O V OI O U _ ~ ~ ~ 2 2 ~ Z 3 a O S _ N A D W 7 7 O 0 _ W fr _ O O .O -O O O (0 O 0) O 0 O 01 O 47 (O N c0 C » O O N O OO 0 O 0 O 00 N N d 01 Ol Ol '~ C O O 00 N N O 0 O 0 O O ~. ~ :O O. O: 0 .. 0 .. O O O O O N O O. N O" N i N W ~ m . O O ~ ~ O O W ::: :::: ::~ ~~: C 0 0 ~ 0 _ ~ ~ _ O O $ $ O $ 0 0 ~ O O W O W O :O pW' O ~ _ O ~ ~ ~ .~ O 0 O 0 $ 01 0 ~ 0 $ 2 N Z N 0 0 0 0 p W 0 ~ 7 A O $ O 0 (T 0 01 0 0 0 01 0 O 0 :0 :O 0 O: 0 O _ , :O O O O O O O O 0 0 O Ut O O ~., O 0 0 O 0 0 O ~O D: O .. O 01 O O O $ O ~ O ~ N O N y~ (WJ 7 O O O) W O _O O O : ::: :::: ti ~ O U1 O O V O N O O V A f0 2 7 '' O V O D O O O O a O O Z O N A W W O ~' W o ~' O cn N O o "' o ~ O o :~ :O o taY. O. o: V N t11 :© O o OI O W A N A r ~ 0 3 0 0 o 0 0 0 vt 0 0 0 0 0 d d 0 0 O 0 O 0 O CT $ O O W ~ 0 O 0 O ~ $ 0 0 0 0 0 0 0 0 0 0 :O O O' O: O 0 .~ 0 O O O 0 O 0 O 0 N ~ 0 0 0 ~ C - ~ O ~ O 7 N Z $ 61 ~ y~ A U N O Q ~ O1 O 7 O O O ~ ~ ~ 3 C = ~ ,~ z ~ m c ~ ~ :: ~ O N N ~ N N fJ O N O O ~UI O O) O (!1 O O Vt N U1 01 ~ N A A V A N ! ~ W N pp U1 N N A V C V O ~ ~ O OS O ~ ~ p N O W O N O A O O n d ~ 0 O O O O O O O O A ' ~ O O O O N ° 0 0 0 ° ° °0 0 0 0 0 $ 0 0 0 $ 0 O 0 ~p $ o 0 0 o tO o O o ~ $ O o 0 0 0 3 C o o o ~ c ~ ~ ~_ ~ O m u~ ~ ' :' e N ~ ~ C ~ 3 ~ ~ G 3 N N m Q ~ A O O ~ 7 o ~ :::: a Ut 0 N 0 ~ N o N n (Ji 0 W 0 Ut 0 W w W w Z ~ ~ W A N $ ~ A tn N:_ :p:: A O ~ ~ $ W o ~ cn o A g 0 0 0 0 ~, 0 0 0 5 o 0 2 n~ 2 m 0 0 0 0 0 0 0 0 0 o c~ ~ 0 0 0 0 0 0 0 0 0 Q $ O g 0 o ~ 0 0 0 0 0 0 0 3 c m o v m o ~ m N ry $ ~ Vt OI OI N W W O W N W ~ 0 ~ 0 0 O OI 7` 7 W W 7 W (O :01 :O O: O~ O O: 0 O O W O g °o $ $ °o p1 O1 $ °o ~ °o $ - 0 0 D! 0. °o ... o :... o o °0 °0 °0 3 ~ a c m Q o m ~ to 0 co 0 o ~ $ $ w n°'i nAi o ~ o ~' ~ °o °o 'n ?i °o $ °o 0 0 °o 0 o ~ m m ® City of Rosemead. Parks & Recreation Department 8838 E. Valley Boulevard, Rosemead, CA 91770 626-569-2160 Name of Facility:, Area/Rm Desired.. Total Attendance: Day(s) of the week.. Date(s) of use:, Time: _ _ _. _ _ __ (Please be sure to include decorating and/or clean-up tjme) Type of Activity: Kitchen Use: Yes: _ No: _ Time: Name of Applicant (Print): Name of Organization:, Address: Home Phone: Work Phone: Street Title: _/ / City Zip Cell Phone: E-mail Address: Check One: Members/or Guest - $ Public/No Charge Public/Donation - $ Public/Admission - $ I hereby certify Beat I have read and will abide by all raise and reguhstions of the City. As, a duly aphorized representative of the sponsoring organization, & on behalf of the sponsoring organization, I agree to save, keep and bear harmless the City d~ all its officers di agents from all damages, cost of expense in law or equity (inclading coats of snit & expense for legal services) that may at any time arise or be set np becdurae of damages to property or death or injury to persons received or suffered by any reason of ffie operation of this organization hereunder, or which may be' oecasioned by aqy negligent set or omission to act which amoants to negligence on the part of sponsorl~ organiration or say or its agents or employeeswhkh r+malts in a dangero~ or defective condition of property, or any damages occasioned by an negligent act of omissfon to act which amounts to negligence on the part of the City, its agents or employees in favor of either the sponsoring organization, its agents or employees or invitees of said sponsoring organization. APPLICANT'S SIGNATURE: DATE: ~ / / (APPLFCATEMIIST BEPBESENT DUlel1V(~ T'BE -• __ -------------------------------------------------------OFFICE USE--------------------------------------------------------- FACILITYSUPERYLSOR OFF7CE INFORMATION Is facility available? Yes No Date Received 1) / /_ Date Received / / 2) / /_ Date Approved / / Ddte Amt. Due: / / AMOUNT DUE $ DEPOSTl AMT. INVOICE NO. APPLICATION FOR USE OF FACILITIES Applicant is 18 years or older:, APPROVED DISAPPROVED Director of Parks and Recreation OFFICE COPY 1 R ULES AND REGULATI011~S FOR USE OF FACILITIES 1. The Director of Parks and Recreation, upon reasonable notice, may cancel any regularly scheduled reservations to accommodate the proper priority use or in the event of unforeseen circumstances. 2. The City reserves the right offull access to all activities at any ti~fte during their occurrence to see that all rules, regulations and City/State Laws are not violated. 3. Groups using kitchen shall furnish own dishes, silverware, cooking utensils, towels, soap, etc., unless otherwise requested and approved. 4. All activities must cease by 11: 00 p. m. Amplified sound or music that can be heard by the general public must cease by 10: 00 p.m_ S. When an event is cancelled after permit fees have been paid the applicant may select another open date. If a satisfactory date cannot be arranged and a written request for cancellation is received within three days prior to scheduled event, a SO% refund of the permit fees may be obtained from the Department Office. 6. The applicant and his organization shall be responsible for any damage to equipment, property and arty overtime, and_shall forfeit all or part of their deposit, f dar~rage occurs.. 7. The group must appear ivithT~ thirty minutes of time specked or permit will be cancelled and all fees forfeited. ~ ' 8. Reservations will not be acce,~ted more than 90 days in advanc.~. Maximum duration in a facility is six (6) months. 9. City, government, service organizations, senior clubs and Rosemead schools may request the use of facility one (1) year in advance. 10. Activities for minors must be supervised by responsible adults on the ratio of at least one- adult for every 25 minors. ' 11. Sponsor must secure services of at least 2 private security guards for supervision to teenage events, (provision may be waived upon written request and written approval from the Department). 12. NO INTOXICATING BEVERAGES WILL BE PERMITTED ON THE PREMISES OR INPARKS: Violation will result in forfeiture ofall fees and will subject violators to possible criminal prosecution. 13. No advertisements, circulation ofpetitions, solicitations, nor charges will be allowed without written approval from the Department of Parks and Recreation. 14. No storage of private properties is permitted on City grounds or facilities, except for concessions authorized by the City Council. 1 S. City facilities cannot be used for commercial purposes without City Council authorization. 16. Weddings and/or receptions are aot allowed in City Facilities. 17. Groups utilizing the Auditoriums will require two (2) staff, be scheduled. 18. T'he facility including the restrooms must be left as found to secure a full facility deposit refund. 19. Decorations cannot be taped and/or tacked to the walls. PUBLIC FACILITY USED FOR Fl7NDRAISING A. Rosemead organization/individual(s) -regular charges-only. B. Non-resident organization/individual(s) -regular charges and 60% of Gross. Applicant must also obtain authorization from the Rosemead City Council. • • FACII.ITY FEE SCHEIDULE AUDITORIUMS Resident Non-Resident ^ Rosemead Center Rooms 3 & 4 $15.00 $25.00 $ ~ Center Garv uet Room Ban $1 S. 00 $25.00 $ ey q MEETING ROOMS ^ Rosemead Center Room S, 8 $5.00 $10.00 $ ^ Rosemead Center Room 3, 4 $10.00 $15.00 $ ^ Rosemead Center Rooms 1 & 2 $10.00 $20.00 $ ^ Garvey Center. Room 103 or 104 $5.00 $10.00 $ ^ Garvey Center Rooms 103 & 104 $10.00 $20.00 $ ^ .Garvey Center Room 108 or 109 $5.00 $10.00. $ ^ Garvey Center Rooms 108 & 109 $10.00 $20.00 $ O Rosemead Park . Meeting Room $10.00 $15.00 $ ^ Garvey Park Clubhouse $10.00 $15.00 $ ^ Garvey Park Meeting Room $5.00 $10.00 $ ^ Gymnasium $15.00 $25.00 $ ^ Field Lights $I S. 00 $25.00 $ . ^ Booth Rental $30.00 N/A $ O Large Swimming Pool (min. 2 hours) $20.00 $20.00 $ ^ (1) Lifeguards (per 100 users) $8.00 , $8.00 $ ^ Staf,~'Supervision (2 sta,,~`'per 100 guest) ~ $7.00 $7.00 $ x - # of Days # of Hrs O Kitchen -Rosemead Center $5.00 $10.00 $. ^ Kitchen.- Garvey Center; $5.00 $10.00 $. x = # ofDays # of Hrs ^ Resident Deposit Fee $50.00 $. ^ Non-Resident Deposit Fee $100.00 $. Total Facility Fee $ . ROSEMEAD PARKS &c RECREATION DEPARTMENT RULES AND REGULATIONS Groups 2 thru 4 (described below) are required to post a refundable deposit. Remai»irrg groups are required to pay a r~rndable deposit and fee. Resident fee category applies to groups/organizations that have their offices or are chartered as Rosemead Groups or Organizations. GROUP AND PRIORITY USE 1. Department; Government or Community Service Agencies S. Service Club Meetings 2. Youth Recreation Activities 6. Adult Recreation Activities 3. Veteran Organizations 7. Al! Others 4. Senior Citizen Activities PUBLIC FACILITY USED FOR FUND-RAISING A. Rosemead organization/individual(s) -regular charges only! B. Non-resident organizations/Individual(s) -regular charges and 60% of Gross. Applicant must also obtain authorization from the Rosemead City Council.