HomeMy WebLinkAboutReso 120-1989 RESOLUTION N0.120-89
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
A RESOLUTION APPROVING POLICIES AND
PROCEDURES GOVERNING USE OF RECREATION
BUILDINGS AND ESTABLISHING RELATED FEES
WHEREAS, the City Council recognizes the need to approve
policies and procedures for the use of the City's various
recreation facilities; and
WHEREAS, it has reviewed the document attached entitled
"City of South San Francisco Park, Recreation and Community
Services Building Rental Policies and Procedures".
NO~, THEREFORE, BE IT RESOLVED by the City Council of the
City of South San Francisco that it hereby approves the policies
and procedures set forth in the attached "City of South San
Francisco Park, Recreation and Community Services Building Rental
Policies and Procedures".
BE IT FURTHER RESOLVED that the City's Master Fee Schedule
is hereby amended to include the related fees.
I hereby certify that the foregoing Resolution was regularly
introduced and adopted by the City Council of the City of South
San Francisco at a regular
meeting held on the
9th day of AlJgu.~t
, 1989_., by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Councilmembers Mark N. Addiego, Jack Drago, Gus Nicolopulos,
and Mayor Roberta Cerri Te§lia
None
None
Councilmember Richard A. Haffey
EXHIBIT TO RESOLUTION NO. 120-89
CITY OF SOUTH SAN FRANCISCO
PARKS, RECREATION AND COMMUNITY SERVICES
BUILDING RENTAL POLICIES AND PROCEDURES
To provide for public leisure activities in the best interest of
the community at large, the recreation facilities will be
administered in accordance with the following priorities. Use
permits will be issued on a first-come, first-serve basis.
Group I
Group II
Group III
Group IV
I. CLASSIFICATION OF USE
City initiated and/or conducted activities that
are open to the public. Official city sponsored
programs. No permit fee required.
Programs or activities sponsored by School
Districts with which the City has reciprocal
facility use agreements. Must pay use fees
described in Group IV when conducting fund raising
activities and when serving meals and/or alcohol.
Programs or activities sponsored by recreation,
education or community service organizations and
open to the general public. Clubs must:
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Have 51% or more South San Francisco resident
membership;
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Pay use fees as described in Group IV when
conducting fund raising activities and when
serving meals.
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An hourly fee will be charged for events held
outside of regularly scheduled operating
hours since additional staff must be assigned
to supervise and set-up facility.
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Be non-profit and have non-restricted
membership.
Programs or activities sponsored by recreation,
education or community service organizations.
These organizations must:
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Be non-profit making and show evidence
thereof;
Have an official organizational structure and
status and show evidence thereof;
Have non-restricted membership as that term
is defined herein;
A religious organization that wants to
conduct a solely recreational event may be
considered a Group IV.
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A Community Service Organization which
conducts a non-partisan political forum will
be considered a Group IV classification for
that event.
Group V
Ail other groups, private individuals,
organizations and businesses for such use as
conferences, private dances, training, parties,
recitals, wedding receptions, religious activities
(on-going activities not permitted), political
activities, fraternal organizations, etc.
Ineligible Activities/OrGanizations or Individuals
1. Open dances or parties.
Use of facilities shall not be granted to any individual or
gro'~p which has as its objective the overthrow of the
Government of the United States or the State of California,
by force, violence or other means.
Hazardous activities. Activities which, in the judgement of
the Director are of a hazardous nature or of a nature which
endangers persons or property.
Commercial use by private groups for purposes of sales
(where monies are exchanged for goods and services) or
negotiating for sales.
When, for any reason, as determined by the Director such use
may not be in the best interest of the City.
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II. GENERAL POLICIES
RESERVING USE
Use permits will be issued only to persons 21 years and
older.
Reservations must be accompanied by a non-refundable
deposit.
Each person obtaining a permit shall read and
acknowledge familiarity with the rules and regulations
and special stipulations concerning the permit before
permit issuance.
The permittee must be the person filling out the
application and permit, must attend the activity and be
responsible and accountable during the time his/her
group occupies the facility, must be the person to
contact for questions, set-up information, etc.
Reservations are not confirmed until applicable
insurance requirements are completed, police department
security approval is obtained, all fees are paid in
full (including cleaning and damage deposit), and
applicant receives copy of reservation form with
authorized signature of approval.
The permittee shall procure at its own cost and
expense, all permits and licenses required for the
intended use or activity under the terms of this
permit, (i.e. Alcoholic Beverage Control permit).
Proof of identification or South San Francisco
residency may be required at the time the application
is submitted.
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An application submitted on behalf of a company or
organization must be accompanied by a letter of
authorization allowing the individual signing the
application to act as an agent of the company or
organization.
When the permittee is an organization, a contact person
must be named and shall act as the only person with the
authorization to make changes or submit additional
information.
Details pertaining to the nature of the facility room
set-up, equipment requested (portable stages, piano,
bar, coffee pots, blackboard and portable P.A. system)
from the City, and equipment to be provided by
permittee must be stated in writing at the time the
reservation is made.
Approval for use of the facility is dependent upon the
intended use and availability as well as the
applicant's agreement to abide by the rental conditions
and payment of the use fees.
10. Permits cannot be transferred, assigned or sublet.
11.
Falsification of an application will result in
cancellation of the use of the facility.
12.
It is the permittee's responsibility to keep the Parks,
Recreation and Community Services Department informed
of any address or telephone changes.
USE POLICIES
The city reserves the right to place restrictions on
the serving of alcoholic beverages in accordance with
state law and local law (i.e. Alcoholic Beverages
Control permit requirements), and is subject to
individual facility restrictions.
Whe alcoholic beverages sold or given away as part of
the general admission fee or from advance ticket sales,
the permitee must obtain and show proof of a one day
Alcoholic Beverage Control Permit or License. Groups
which do not have non-profit status have the option of
hiring a caterer or bartender association which has an
off-site Alcoholic Beverage Control License.
If the group holding the event is a non-profit group, a
temporary one day permit may be obtained by the
following procedures as outlined below.
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Submit State of California certification of non-
profit status to the Parks, Recreation and
Community Services and South San Francisco Police
Department.
Obtain written authorization from the Police
Department for a Temporary Alcoholic Beverage
Control Permit.
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Contact the Alcoholic Beverage Control Board and
follow the necessary procedures for obtaining the
permit. Alcoholic Beverage Control Board, 185
Berry Street, Suite 4811, San Francisco, Ca 94107,
(415) 557-3660.
Show proof of the ABC Permit to the Police
Department and submit a copy to the Parks,
Recreation and Community Services Department at
least 5 days prior to your event.
NOTE: OBTAINING THE ABC PERMIT DOES NOT GUARANTEE
APPROVAL OF YOUR APPLICATION BY THE POLICE
DEPARTMENT.
The original ABC Permit must be displayed during
the event in a visible location (at the bar or at
the entrance).
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SERVICE OF ALCOHOL MUST CONCLUDE ONE HOUR PRIOR TO
THE END OF THE EVENT.
The service or sale of alcoholic beverages to
minors (under 21) shall not be permitted at any
time.
ABSOLUTELY NO ALCOHOL SERVICE OR CONSUMPTION
OUTSIDE FACILITY.
Applicants are to use only those facilities designated
on the Use Permit.
No event may be scheduled before 8:00 a.m. or past 1:30
a.m. (excluding set up and clean-up). Depending on
location, facility, and days selected, conclusion of
event may be earlier.
Approved dances shall be conducted by a club or on a
group membership basis by advance ticket sales.
Attendance is limited to members and their guests.
D.J's and live music, etc., must conclude one half hour
prior to conclusion of permitted facility use.
Gambling is prohibited. This includes any game of
thrill, chance, or raffle, played with cards or any
other device for money or any other representative item
of value.
Smoking is permitted in designated areas only and where
proper receptacles are provided. Applicant must
provide proper ash trays.
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No advertising shall be exhibited, no petitions
circulated, no solicitation or sales made in the
building or on the grounds without written permission
from the Director.
The buildings are closed on Christmas Day, New Year's
Day, and Thanksgiving Day.
SET UP/CLEANUP
The holder of the permit should arrive prior to the
arrival of other members of the group and present the
permit to any personnel on duty.
Groups should plan to enter and leave the facilities at
the time specified on the permit. The prescribed times
should include all time necessary to occupy the
building, including time needed for preparation and
clean-up.
In the event the Building Attendant does not arrive to
open the building at the agreed upon group set-up time,
the applicant should contact the following if staff is
15 minutes late: 1) call the emergency pager phone and
if no response within 15 minutes, 2) notify the Police
Department, 877-8900.
Any decorating or changes to the facilities require
Department approval and must be discussed at the time
of the permit issuance.
Placement, arrangement or removal of any equipment or
property owned or rented by permittee may only be done
with Department approval. Permittee is required to
remove all decorations immediately after the event.
No overnight storage is available. Ail supplies and
equipment are to be removed from building within one
hour after conclusion of event.
Clean-up is the responsibility of the applicant.
Clean-up begins at the conclusion of agreed ending
time. Caterers, bartenders, applicant or designated
representative should check with staff on duty to see
what is required of them.
D. LIABILITY, SECURITY. AND INSURANCE
The city of South San Francisco is not responsible for
accidents, injury, illness or loss or damage to any
group or individual or to equipment or property. The
City may require proof of insurance coverage obtainable
through your homeowners policy or through the City's
special event insurance.
Proof of written evidence of liability insurance must
be submitted two weeks prior to the event. Use of City
facilities may require personal and property (combined)
liability insurance in the amount of $500,000.
Groups composed of minors (under 18 years old) must be
supervised by one (1) adult for each twenty (20) minor
children at all times while they are using facilities.
The permit must be issued to the adult who will be
supervising the function.
Private security guard(s) or City Police Reserve(s) are
mandatory for fund raising and private events involving
food, alcohol, or entertainment and where more than
fifty (50) persons are in attendance.
If it becomes necessary during the course of the
function to summon additional Police because of the
conduct of guests, such expense shall be paid by the
permittee.
Any person or persons violating the established rules
and regulations or constituting a public nuisance may
be required to leave the facility and premises.
The misuse of the recreation facilities, failure to
conform with County, State, and Federal regulations or
any applicable City rule, regulation or ordinance or
failure to comply with instructions of the City staff
on duty may result in sufficient reason to terminate
use without notice upon the occurrence of the violation
and may subject permittee to the denial of any future
use. NO REFUNDS WILL BE ADMINISTERED IN THESE
INSTANCES.
III. FEES AND CHARGES
The City of South San Francisco hereby establishes the following fees and charges for use by the
public for the facilities listed below. All fees and charges are based on room rental rates,
administrative costs, preparation and set-up staff supervision of event, and custodial clean-up.
The fees and charges set forth are NOT negotiable. Fees have been approved by City Council and
are listed in the Master Fee Schedule.
FACILITY RENTAL FEE SCHEDULE
MINIMUM GROUP 1 GROUP 2 &3
A. FACILITIES HOURS SPONSORED) (CO-SPONSORED)
GROUP 4 GROUP 5
(Non-Profit) Per Hour
Per Hour Res/N-Res
MUNICIPAL SERVICES BUILDING
social Hall/Atrium
w/Kitchen
and/Atrium Kitchen
Social Hall w/Kitchen
social Hall w/o Kitchen
Atrium/A&B Rooms
w/Kitchen
Atrium w/Kitchen
Atrium w/o Kitchen
A & B Rooms w/Kitchen
A & B Rooms w/o Kitchen
** Community Room w/o Kitchen
(No smoking, no food)
6 No fee *
5 No fee *
5 No fee *
5 No fee *
4 No fee *
4 No fee *
4 No fee *
4 No fee *
2 No fee *
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$ 85 $110/125
$ 40 $ 60/ 70
$ 85 $110/125
$ 75 $100/115
$ 50 $ 70/ 80
$ 40 $ 60/ 70
$ 35 $ 55/ 65
$ 35 $ 50/ 60
$ 25 $ 40/ 50
$ 40 $ 60/ 70
WESTBOROUGH PARK BUILDING
Multi-Use/Activity Rooms
w/Kitchen
Multi-Use Room w/Kitchen
Activity Room w/Kitchen
** Multi-Use Room only
** Activity Room only
Quiet Room
(No smoking, no food)
MAGNOLIA RECREATION CENTERS
Multi-Use Room w/Kitchen
SIEBECKER RECREATION CENTER
Multi-Use Room w/Kitchen
5 No fee *
5 No fee *
4 No fee *
2 No fee *
2 No fee *
2 No fee *
$ 65
$ 55
$ 45
$ 40
$ 25
$ 15
No fee N/A N/A N/A
4 No fee *
Set up charges: Municipal Services Building: $20 per hour;
Other facilities: $15 per hour
Set up time will run continuous to the start of the event.
An hourly fee of $20 first hour; $10 each additional hour
will be charged during non regularly scheduled hours
requiring additional set-up and supervision.
** Rates are for business meetings/seminars only
$ 25
85/too
75/ 85
55/ 65
55/ 65
40/ 50
20/ 25
$ 35/ 40
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Reservation Deposit:
(Non refundable)
(Applied towards
final payment of
facility)
$150
$1oo
Sz00
$ 75
Municipal Services Building
Social Hall
Municipal Services Building
Atrium/A&B Rooms
Westborough Park Building
Siebecker Recreation Center
Cleaning, Damage,
Overtime Deposit
$250
$350
All facilities except MSB
Social Hall
Municipal Services Building
Social Hall
Additional Charges
1. Group 4:
Fund raising events, dinner/dance, etc.
exceeding the minimum hours required, will
pay a reduced rate of $20.00 per additional
hour.
Functions exceeding the time limit of the permit shall
be charged appropriate rental fees of time and one half
in minimum of 30 minute increments. This amount will
be deducted from the security deposit. Permitee may
only exceed their reservation time limit of facility
with approval from on duty Building Attendant.
The City reserves the right to deduct from the damage
deposit additional charges relating but not limited to
repairs due to damages or abuse, janitorial services,
special services and supervision time, etc., that were
required during use.
Permittee will be billed for damages in excess of the
deposit, or for total damages, cleaning expenses, or
overtime, if no deposit was required.
If additional custodial clean-up is necessary, permitee
will be charged at the rate of $15.00 per hour.
Paynents
Applicants making or reserving facilities less than
thirty (30) days in advance must pay all fees in cash
or by guaranteed money order. All payments must be
made in advance of use no later than 5 working days
prior to the date of use.
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2. Make money order, etc. payable to:
City of South San Francisco
FEES AND CHARGES ARE SUBJECT TO CHANGE PERIODICALLY.
RESERVATIONS ALREADY MADE WILL NOT BE AFFECTED BY RATE
CHANGES.
Cancellation/Refunds
Any cancellations or refunds must be made at least 30
days prior to the reserved date with written
notification by the applicant. Failure to notify will
result in forfeiture of reservation deposit.
Groups that have paid more than the required
reservation deposit will receive a partial refund minus
the initial reservation deposit and city insurance, if
applicable.
The Parks, Recreation and Community Services Department
reserves the right to cancel any activity. A full
refund will be made (usually take 4 weeks).
If an event concludes before time designated on the
application fees will not be refunded.
Damage/Cleaning Deposit and Overtime Charges
Depending upon the facility reserved, a $250/$350
damage/cleaning deposit (cashier check or money order made
payable to both City of South San Francisco and the
appkicant) is required on all fee activities where food
and/or alcoholic beverages are served. All deposits will be
refunded within 72 working hours provided:
The building is cleaned adequately enough by caterer,
applicant or members of group so as not to require an
additional maintenance cost.
No breakage repair, cleaning of graffiti or excessive
cleaning is required.
No damage is incurred to the walls (pin holes, nail
holes, tape), windows, tables, chairs, floor or any
property.
Participants, except for those involved in clean-up,
have vacated the premises by the sign out time.
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No furniture, equipment, garbage cans, etc. are
missing.
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Prearranged set-up is not altered requiring staff
assistance for rearranging.
Approved decorations and tape are removed from walls,
chairs, tables, windows glass etc. ABSOLUTELY NO TAPE
OF ANY KIND ON WESTBOROUGH BUILDING WINDOWS (plastic).
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Estimated attendance did not exceed the agreed
attendance and occupancy load.
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Floors are left in a condition which does not require
additional clean-up of excessive spills, sticky film or
odors from alcoholic beverages.
The person signing the permit application shall accept full
responsibility for clean-up, for the behavior of the guests
and, in case of damage or injury, shall accept cost of
repair and any another City costs, including costs in excess
of ~he deposit, that may occur as a result of the activity.
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TERMINOLOGY
City
Community Service
Organization
Co-Sponsored
Director
Department
city of South San Francisco
An organization the primary purpose of
which is to contribute directly to the
health, safety or general welfare of the
community or to a readily identifiable
group or class of persons within the
community who are not members of the
organization.
A group or club officially approved by the
Parks and Recreation Commission or City
Council with at least 51% South San
Francisco residents.
Director of Parks, Recreation and Community
Services Department or designee.
Department of Parks, Recreation and
Community Services.
Non-Restricted
Membership
Permittee
Residence
Sponsored
A membership from which persons are not and
cannot be excluded on any of the following:
(1) on the basis of race, religion or place
of natural origin; or (2) on the basis of a
vote of less than the majority of the
existing membership; or (3) on the basis of
a quota or percentage system or the like
whereby only a given or set number or
percentage of the membership can be of a
given status, profession or discipline.
Person filling out application and signing
permit, for own use or as an agent for a
company or organization.
It is the place where one typically lives
or resides and considers as home. There
can be only one residence.
An activity or event officially sanctioned
or administered by the City.
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South San Francisco
Based Group
A group that meets at least once a month a
minimum of 9 months a year within the
boundaries of the City or of the South San
Francisco Unified School District primarily
for South San Francisco residents.
RENTAL.PRO
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