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HomeMy WebLinkAboutResolutions 89-046 N.C.S. 02/21/1989R Resolution No. 89-46 N.C.S- of the City of Petaluma, California NOW, THEREFORE, BE IT RESOLVED, that the Petaluma City Council will adopt the proposed Petaluma Community Center Use Policy and Fee Schedule as per attached Exhibit A. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to 'f 0 meeting Council of the City of Petaluma at a (Regular) (i��i) g on the ...... 2.1at.......... day of .................. Februaxy..................... 19...8.9, by the following vote: -- - -- ---- --- ity Atto ney i AYES: Cavanagh, Tencer, Sobel, Woolsey, Balshaw, Vice Mayor Davis, Mayor Hilligoss NOES: 0 ABSENT: 0 ity Clerk Mayor Council Fit ep................................... CA 10-85 Rcs. No ..._$..J...-.46.. ..... N.CS. PETALUMA COMMUNITY CENTER USE POLICY The facilities, which you an"d your organization are using, belong to the people of Petaluma and are under the supervision of the Petaluma Parks and Recreation Department. Activities which,are sponsored or co —sponsored by the Parks and Recreation Department have- priority in the scheduling of facilities. Community groups shall be permitted to use recreation facilities for recreational, educational, cultural, and other activities, when such uses do,no.t conflict with regularly scheduled Department programs. When facilities are used, fees will be charged by which the City may recover its costs. SECTION I — GENERAL REGULATIONS AND INFORMATION 1. No smoking is allowed in the Petaluma Community Center. -2. An application for use must be completed, in person, by a qualified representative of, the requesting group/organization. This representative must be 18 years of age or older. If alcohol is to be served, this representative must be at least 21 years of age. The person whose signature Appears on the7 permit application is responsible for the actions of the group/organization. Acceptance of a security depositshall in no way be construed as approval of an application. A permit will be issued only upon both the approval of the permittee's application by Parks and Recreation Management and the receipt of all applicable fees. Applicants are to use: only those facilities designated on their facility permit. 4. A permit may be revoked for failure to observe any rules, regulations, or ordinances of the City of Petaluma, .including but not limited to those set forth in the Use Policy. 5. Any publication of the proposed activity which occurs prior to permit approval, will cause the permit to be denied. 6. Any damage to the facility or loss of equipment is the responsibility of the permittee. The'permittee shall be liable for the costs of any restoration or replacement which is necessary. 7. Groups may have their use of the Petaluma Community Center restricted to prevent monopolization of use. 8. Community Center storage facilities are not available. SECTION II - CONDI-TIONS OF USE Liability/Insurance Coverage: A. All persons, groups, and organizations shall agree to hold the City, its elective and appointive boards, commissions, officers, agents, and employees harmless from any liability for damages and claims for damages for personal injury including death as well as from claims for property damage which might arise from the use of the Petaluma Community Center, or its furnishings. B. All persons, groups, and organizations using City facilities shall file evidence of insurance in an amount not less than $500,000 for property -damage and public liability naming the City of Petaluma (its elective and appointive boards, commissions, officers, agents, and employees) as additional insured at least 30 days in advance of scheduled use. Those unable to ;secure insurance coverage through their carriers, may purchase a policy through the Department Office at .an additional fee. C. The Parks and Recreation Department may require that a permittee hire special security for an event. A copy of the contract with the security company must be submitted to the Department at least 2 weeks prior to the scheduled event. D. The Parks and Recreation Department may require adult chaperons for youth activities. A list of chaperons must be submitted to the Department at Peas_ t 2 weeks prior 'to the scheduled event. This list must include each chaperon's name, address, and phone number. Hours: A. Regular building hours are Monday through Thursday, 9:00 am - 10:00 pm and Friday, 9:00 am - 5:00 pm. The Recreation Department Office closes one hour before the building. B. Hours requested should include time for any of your group's special setup and cleanup needs (le. decorations, caterers, bands, etc.) Individuals, associated with your event will not be allowed to enter the facility before the time indicated. All individuals associated with the event must vacate the facility by the ending time indicated on the permit:. NO EVENTS CAN EXTEND BEYOND 1 AM. For events ending at 1 am, cleanup will be permitted until 2 am. C. Delivery of supplies or equipment will not be accepted at the Petaluma Community Center prior to the beginning time indicated on the permit. D. If the event extends beyond the scheduled hours, the permittee will be charged at one and a half'times the normal rate in increments of 30 minutes. E. Groups desiring to change the hours.of their event, must contact the Parks and Recreation Department for approval. Although no guarantees can be made, the Department wiltattempt to accommodate these changes. .i 3. Setup/Cleanup Responsibilities: A. The permittee is responsible for setting up and decorating the facility. The permittee is also responsible for the removal of all decorations. B. All setup,specifications, decorations, and catering arrangements (if applicable) must be submitted for approval at least 30 days prior to the scheduled event. C. Decorations must be fire proof. D. Drafting tape is the only permissible means of attaching decorations. Drafting tape may be purchased from the Recreation Department. E. All helium balloons must be. anchored. No confetti/glitter is allowed in or around the Community Center. F. The, permittee must remove all decorations, food items, and trash and is -responsible for mopping up any spills. This applies to all rooms used by the permittee, including the kitchen. G. The Petaluma. Community Center provides oven, microwave, range, refrigerator, freezer, dishwater, and disposal as part of the Kitchen rental fide. Other kitchen supplies and equipment may be rented at additional cost. 4. Alcohol: A. If alcohol is to be served in carpeted areas, a $50.00 NON- REFUNDABLE alcohol fee will be charged. B. A permittee planning to serve alcohol must receive special Depart- ment approval in advance. Unless food is being served, alcohol may not be served for more than 5 hours at any one event. C. The permittee accepts the responsibility for the use of alcohol in the facility, and agrees to prohibit the consumption of alcohol by minors. D. Permitteewho charges a fee to serve. alcohol, or charges an admission fee and serves alcohol, must obtain a temporary alcohol sales permit from the„State of California Alcoholic Beverage Control Board. A copy .of the license must be on file at the Department office at least 30 days prior to the event. The ABC license must be posted on -site during the entire event. E. It Is the permittee's responsibility to comply with Alcoholic Beverage Control _Board regulations. Failure to comply with ABC regulations will result in the immediate cancellation of the permit/event. NO REFUNDS WILL BE GIVEN. 5. Permit Revocation A. Fights, vandalism, or destructive behavior occurring during an event will be grounds for immediate cancellation of the permit/event. B. Any'event exceeding the, listed, building capacity will be immediately cancelled. C. If incorrect information regarding the nature of the event or the number of ,participants is listed on the application, the Department will immediately cancel the. permit. D. All permit revocations will result in forfeiture of ALL. deposits and fees.paid. .i SECTION III - APPLICATION PROCEDURE 1. Reservations/Fees: A. Reservations are taken Monday _through Thursday, 9:00 am to Noon and 6:00 pm to 9:00 pm; and Friday, 9:00 am to Noon. B. Reservations must be made in person and all fees must be paid at least'30 days prior to the scheduled event. Payment must be made in one of the following forms: certified check, money order, organiza- tional check, personal check, or cash. Failure to meet this deadline may result in cancellation of the permit and forfeiture of the reservation deposit. C. Reservations.may be made one calendar year in advance. For example, reservations for the evening of December 31, 1991 may be made as early as Monday December 3., 1990 - the first working day of that month. A separate deposit must be, submitted for each reservation. The Parks and Recreation Department will not allow deposits from a past event to be used for a future event. ,D. Some special events may 'require an additional security/cleaning deposit: Any unused port -ion of this deposit will be refunded. If damages, replacements, and custodial fees exceed the fees and deposits ,paid in advance, the ;permittee will be billed for the additional costs. Failure to remit in full will result in the denial of future permit requests and may lead to legal action against the permittee. E. Rates for consecutive days not requiring additional setup or cleanup, will be reduced by 20 percent. 2. Changes, Cancellations .and Refunds: A. If the nature of 'the event or the number of participants changes, the Parks and Recreation Department personnel must be notified at least two weeks prior to the scheduled event. If necessary, fees will be adjusted. Although every effort will be made to accommodate the changes, the Department cannot guarantee approval. B. If the permittee cancels the permit less than 90 days prior to the scheduled event, the deposit will be forfeited. C. If the permittee cancels the permit less than 30 days prior to the scheduled event, .the deposit and fees will be forfeited. D. If the Parks and Recreation '.Department is able to re -rent the cancelled facilities, the fees will be. refunded to the permittee. NO REFUNDS OF RESERVATION DEPOSITS WILL BE GIVEN. E. In the event of a declared emergency, the Parks and Recreation Department may have to cancel scheduled events. Should this occur, a full refund will be issued. F. Please allow 4 - 6 weeks for the processing of deposit refunds. SECTION IV - CLASSIFICATIONS Users of the Petaluma Community Center are classified into the following groups. Non-profit organizations are required to show proof,of non-profit status. 1. Eligible Organizations: A. Non -Profit Groups - no collections, fees, donations, or ticket sales taken. B. Non -Profit Groups - collections, fees, donations, or ticket sales taken. C. Private Residents D. Private Non -Residents E. Commercial 2. City Sponsored Groups: City .sponsored or co -sponsored groups may use the facility on a space available basis without charge. Additional staffing and custodial costs will be billed to the department. 2. Ineligible Organizations or Individuals: A. Any individual or group/organization whose activities are deemed inappropriate or not in the best interests of the public, may be denied a permit by the Department Director. An appeal may be made to the City Manager. In the event that the City Manager also denies the permit, then,a final appeal may be made to the City Council. B. Any individual or group/organization who has damaged or destroyed any City facilities or property in the past will be denied a permit. •; .; PETALUMA COMMUNITY CENTER " -FEE AND RATE *SCHEDULE,-- 14 `' Rooms Custodial Non= .. Non- Pr:ivafe Pri•vat.e Commer.cia-1, Minimum +, •F Fee Prdtit Profit Resident Non Ren4tal day)' No' Fees Fees Ta'k:en. Resident' " Assembly,. 7.5:100 .25..00 P',;5,0, 50,.'00 ;6l' S.0 8°7,. 50 1 hours Activity* :3' .;00: 15:00 .2-2 -50 .. 30.'00 -37:,50' 52.50< 3 hou'rs, .. v o, fpod 1`5.00; .. Kitchen** ,5,0.:00 .20:00 10-00 .40.,00 50,00 2 °hours ' MU' Dressing** 15.00 '10' =00 15.00 20-W 25..00 3:5..OD 2 hours EUMeeting-**=,''50::00 20,.700: A 30.00 "40-00 50.00 X.00 .2 hours •7 •. 3/k , _ 35:00 18.100-27.00 „ 36- .0 ; 4-5.;00 41.,00 .1,/�2... _ 25.,00 . 145','00 - 2Z.,50 30,.00 37.5'0 ,5Z.50, a 1/4 1,5.0.0, 10.00 15^. 00 20:,00 _ 25'.,0.0 15.00.` - " Conference '2 W/ ;food. 3.0 .00 10.00 15.0Q., 20;.00 .25.0.0 , 35:0.0.. 2_ hours : c W10" food 15 0.0 Conference 3 15:l.00 5,00', 7•.5.0• 10-00 12.50 17.50,, 2° hou`r,s ' Crafts 1 30.00 10:00 '15 00 20:0.0 25.00 35.00 2. ;hours. Club Room 30.00. _ 15..:g0 2`2.50: :30.00 ITZ-50 52.50 •2.hours Lobby* 30.OD 101 00 15.00 X.00:. 2500 35.,00- .:2; hou'rs Stage t..ight's Flat, Fee - 1,0:.00.Per, hour. : * Only' charged for 2 ho,u'rs° when used in conjunction' *ith ;the MUAssembly, loom _ or :MU Meeting, - Room, I(A-;D). Only gharged' for 1 ',hour when' used ,in con j.unc.tion with,. he Assembly,. A'cti,vi'ty, Rooms or MU, Meeting 'Room (A-D') a Subtract I hour from, the,. minimum ff-::these: rooms'- are -rented during"regular: building, hours;. DEPOSIT: - :Due At•the time the reservation,is made -= MU,Assembly Room,,$200..00; all-.other.rooms. AL'COH_OL:: :If`dlcghpJ is served, an addi-tiona l N_ON=REFUNDABLE fee of $5,0.00'is.dire at,th,e time ' fees,are paid,. CUSTODIAL - Refer .to schedule above, for normal cleaning; fees. If.!;extra cle.afiingjs: necessary' the' fees will, be taken, out of the, reservation',deposit., If'the ,total cost exceeds the deposit; the,;permittee'will b•e�'bil^ledfor the'additional amount.'If'le-ss cleaning is necessary,, tfie: . difference will be refunded. = ' . -;STAFF: Fees include the cost of. I -Building Attendant, however events with more than 1A5;0: participants, those,servirig ale-ahol, or'some'spe'e`,ial events.d'esignate'd by, the),iree,tor. require add'itional.Buildi'ng,,Attend`ants�and will be'c;harged $10.gb hours per Attendant.