CC - Item 3B - Proposed Changes to Facility Use Policies and Fees•
ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER CHI, CITY MANAGER CDATE: MAY 13, 2008
SUBJECT: PROPOSED CHANGES TO FACILITY USE POLICIES AND FEES
SUMMARY
The City of Rosemead has not reviewed its facility use policies or fees since the early
1990's. As we strive toward sustaining high quality programs and services, providing for
long-term facility maintenance, and reducing program subsidies, staff recently reviewed
Community Center use and surveyed local cities regarding use, policies, and fees.
The staff review indicates that a disproportionate use of the Rosemead Community
Recreation Center (RCRC) and the Garvey Center is by non-residents and non-resident
groups. Non-residents frequently come from as far away as Glendora, San Dimas, and
Los Angeles to use Rosemead facilities because of our extremely low costs. Non-
resident organizations come for much the same reason, though they also take
advantage of our very lax policies for weekly and several times per week use-which
limits resident access to facilities including during peak weekend hours. Facility use
policy should favor resident use of Rosemead's Community Centers.
Further, we do not adequately provide for ongoing maintenance of our Community
Centers nor sufficiently limit liabilities related to public use. As a result, they are in
serious disrepair and users are not held accountable. Creation of a Building
Maintenance Fund (BMF), by setting aside a percentage of facility use fees, would
begin to pay for ongoing maintenance and repairs. Additionally, as most cities do,
requiring that facility users obtain Special Event Insurance limits Rosemead's exposure
to increased liability.
Lastly, as seen in the attached survey results, we charge much less than other cities. As
facility use fees are market driven (what the public is willing to pay), fees should recover
direct City costs and provide for a measure of future maintenance and renovation.
Staff Recommendation
Staff recommends that City Council approve the attached Facility Application including
Rules and Regulations, Fee Schedule, and Cancellation Policy to be effective July 1.
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FACILITY RENTAL AACATION AND AGREEMEN14
City of Rosemead • Parks and Recreation Department
8838 East Valley Boulevard • Rosemead, CA 91770
(626) 569-2160 9 (626) 569-2303 - Fax
www. cityofrosemead. o[g
Name:
Organization:
Address:
City:
Zip:
Telephone Number: Day(
)
Evening: ( )
Cell Number: ( )
E-Mail Address:
ROSEMEAD CENTER
3936 N. Muscatel Ave.
(626) 569-2251
Room(s) Requested
GARVEY CENTER
9108 Garvey Ave.
(626) 569-2212
Room(s) Requested
ROSEMEAD PARK
4343 Encinita Ave.
(626) 569-2255
❑ Meeting Room
GARVEY PARK
7933 Emerson Place
(626) 569-2265
❑ Clubhouse
❑ Meeting Room
Kitchen
❑ Yes ❑ No
Kitchen
❑ Yes ❑ No
TOBACCO PRODUCTS AND ALCOHOL ARE PROHIBITED IN OR AROUND CITY FACILITIES
Purpose of Event/Function: 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?
the undersigned, on behalf of the above organization, do hereby agree to indemnify and hold
armless the City of Rosemead, and its officers, agents, or employees from any liability, claim or
:lion for damages resulting from, or in any way arising out of, the use of the facility or equipment,
nd will agree to abide by and enforce the rules, regulations, and policies governing the facility as set
)rth by the City of Rosemead. I accept all responsibility for any damages to premises, furniture,
auipment, or grounds resulting from use of the facility. I have read, signed and agree to comply with
ie Facility Rules and Regulations and the Cancellation Policy.
Of
------------------OFFICE USE ONLY------------
❑ Approved ❑ Denied Supervisor's Approval:
❑ Approved ❑ Denied Director's Approval:
•
0
City of Rosemead • Parks and Recreation Department
OTHER
Location
Room (Capacity)
Resident
Non-Resident
Total
Garvey Park
Clubhouse
$ 30/hr
$ 50/hr
$
E
Security Deposit
$ 150
$ 300
$
(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 contract received on date
If Event Insurance required, copy of certificate received on date in the amount of $
Deposit refund of $ approved on date by
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.
0 0
City of Rosemead • Parks and Recreation Department
RULES AND REGULATIONS
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 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 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 furnish 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.
City of Rosemead. I understand that by signing this document, I accept
)onsibility for any damages to premises, furniture, equipment or grour
ilting from use of the facility. I further agree that any violation of the Faci
-s and Regulations can result in immediate cancellation of the reservation a
:iture of all fees and deposits.
Applicant's Signature
Date
•
E
City of Rosemead • Parks and Recreation Department
CANCELLATION POLICY
Reservations cancelled 1-14 days prior to event:
Security Deposit
No Refund
Reservations cancelled within 15-30" days of the event:
'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 3145 days of event
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:
Staffs Signature: Date:
•
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City of Rosemead • Parks and Recreation Department
Facility:
Kitchen Hours:
Ty
pe of Tables
❑
Round
❑
6 Foot Rectangular
❑
8 Foot Rectangular
❑
Head Tables
❑
Eating Tables
❑
Serving Tables
❑
Gift Tables
Date of Use: Room(s) No:
Number of Chairs
❑ Head Tables
❑ Eating Tables
❑ Other
Number of Trash Cans:
w- -e
Is space needed for dancing? ❑ Yes ❑ No (If yes, indicate below)
s
Table and Chair Ratio
6 ft. Table = 6 Chairs
8 ft. Table = 8 Chairs
Round Table = 8 Chairs
0 0
City of Rosemead - Parks and Recreation Department
FACILITY CLEAN-UP CHECKLIST
❑ ROSEMEAD
❑ GARVEY
❑ ROSEMEAD PARK
❑ GARVEY
CENTER
CENTER
PARK
Name of Applicant:
Date of
Start Time:
Facility/Room U
End
--------------------------------------------------OFFICE USE O N L
ROOM/AREA
CONDITION/COMMENTS
Tables and chairs wiped down
Floors swept/spot mopped
Walls
Doors
Ceilings
Trash bagged/removed to dum ster
Decorations removed
Equipment removed
Restrooms - clean and free of debris
Kitchen counters/other surfaces clean
Kitchen floor swept/spot mopped
Other (specify):
Additional Comments:
Signature of Staff Member:
Signature of Applicant: Date:
Recommendation for Refund: ❑ Yes ❑ No