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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: ae Have 51% or more South San Francisco resident membership; be Pay use fees as described in Group IV when conducting fund raising activities and when serving meals. Ce 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. de Be non-profit and have non-restricted membership. Programs or activities sponsored by recreation, education or community service organizations. These organizations must: ae 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. ee 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. ae 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. e 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. ao 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. 5o o ce 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). fo 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. 5 Co 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 * 8 $ 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 Bo Ce 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. 10 Ee Fe 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. 11 0 No furniture, equipment, garbage cans, etc. are missing. o 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). ® Estimated attendance did not exceed the agreed attendance and occupancy load. e 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. 12 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. 13 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 14