HomeMy WebLinkAboutResolution 23-95 RESOLUTION NUMBER 23-95
RESOLUTION OF THE CITY COUNCIL FOR THE CITY OF
ATASCADERO, CALIFORNIA, ADOPTING REVISED FACILITIES,
POLICIES, PROCEDURES AND FEES
The City Council of the City of Atascadero, California, hereby resolves as
follows:
WHEREAS, the Government Code provides that fees may be collected for City
parks and recreation facilities and activities; and
WHEREAS, it is appropriate to establish user fees and deposits, which cover the
cost of providing services requested; and
WHEREAS, it is necessary to establish written policies and procedures for the
use/rental of City facilities; and
WHEREAS, the revised Facilities Policies, Procedures and Fees (including
admission fees to the Charles Paddock Zoo) shall be as proposed in Exhibit "I" (filed
under separate cover with the City Clerk's Office); and
WHEREAS, the City Facilities, Policies, Procedures and Fees shall become
effective immediately upon adoption.
NOW, THEREFORE BE IT RESOLVED, the City Council for the City of
Atascadero does hereby adopt Resolution No. 23-95. amending Resolution No. 146-
93.
On motion by Councilperson Carden, seconded by Councilperson Johnson, the
foregoing Resolution is hereby adopted in its entirety on the following roll call vote:
AYES: Councilmembers Carden, Highland, Johnson, Luna and Mayor Bewley
NOES: None
ABSENT: None
ADOPTED: March 14, 1995
Resolution No. 23-95
EXHIBIT "I"
CITY OF ATASCADERO
FACILITY
POLICIES, PROCEDURES AND FEES
PREPARED BY:
Staff
Department of Community Services
February 16, 1995
Resolution No. 23-95
Page 2
ATTE. CITY OF ATASCADERO
By: ire
LEE PRICE, City Clerk R. DAVID BEWLEY, May
APPROVED AS TO FORM:
AR ER R. MO ANDON4 City Attorney
FACILITY POLICIES, PROCEDURES AND FEES
INDEX
Facilities Available for Rental ........................... 1
Definition of Terms ....................................... 4
GeneralConditions ........................................ 5
Availability of Facilities ........................... 5
General Policy ....................................... 5
Enforcementof Rules ................................. 5
Right of Full Access ................................. 5
Hoursof Operation ................................... 6
Supervision.......................................... 6
Security............................................. 6
Ceremonial Occasions ................................. 6
Capacity of Facilities ............................... 7
Concessions .......................................... 7
Admission Charges .................................... 7
Displaying Written Materials ......................... 7
Pamphlets, Articles, Commercial Demonstrations
and Promotion Campaigns .............................. 7
Signage.............................................. 7
Storage.............................................. 8
Damage............................................... 8
CleanUp ............................................. 8
Useof Equipment ..................................... 8
Dances............................................... 8
Decorations or Stage Props ........................... 9
Prohibited Behavior .................................. 9
Smoking.............................................. 9
Alcoholic Beverages .................................. 9
Abandoned Equipment .................................. 10
Permits and Licenses ................................. 10
Amplified Music ...................................... 10
Rulesand Regulations ................................ 10
Feeand Permit Procedures ................................. 11
Fees...................................................... 14
Classification of Users .............................. 14
Explanationof Basic Fees ................................. 15
Additional Charges ................................... 15
Minimum Charges ...................................... 15
Reservation Deposit .................................. 16
SecurityDeposit ..................................... 16
0001,21
Facility Fee Schedule ..................................... 17
Atascadero Lake Park ................................. 17
Charles Paddock Zoo .................................. 17
City Administration Building ......................... 17/18
Pavilion............................................. 18
Alvord Field ......................................... 19
PalomaCreek Park .................................... 19
EquestrianArena ..................................... 19
Traffic Way Park ..................................... 20
SunkenGardens Park .................................. 20
Softball Tournament Guidelines ............................ 21
Fees................................................. 21
Alcoholic Beverage Policy ................................. 22
Food Service Policy ....................................... 23
Major/Special Event Procedures ............................ 24/25
CITY OF ATASCADERO
DEPARTMENT OF COMMUNITY SERVICES
FACILITIES AVAILABLE FOR RENTAL
FACILITY
ATASCADERO LAKE PARK:
BARBECUE AREA #1
BARBECUE AREA #2
BARBECUE AREA #3
GAZEBO/BANDSTAND:
RANGER HOUSE/MEETING ROOM:
PAVILION:
ALVORD FIELD:
PALOMA CREEK PARK:
SOFTBALL FIELDS # 1 & 2:
SPORTS OPEN FIELDS:
BASEBALL FIELD:
DESCRIPTION
Barbecue pit with seating for approx-
imately 150 people. Electricity
available.
Barbecue pit with seating for approx-
imately 150 people. Electricity
available.
Barbecue pit with seating for approx-
imately 50 people. No electricity
available.
Covered patio area suitable for
outdoor concerts, meetings, etc.
Electricity and lights available.
A house setting with a conference
room for 27 people maximum. Kitchen
and bathroom available.
10, 000 square foot facility, suitable
for receptions, dances, meetings, and
special events. See page 16 for room
capacities). Kitchen facility, and
several various sized meeting rooms
available.
Adult -sized baseball field with field
lights, bleachers, and restrooms.
Two adult -sized softball fields
with field lighting, bleachers,
food concession and restrooms.
Two large multi-purpose open space
fields suitable for sports activities
or special events.
Fenced youth sized baseball field
with bleachers.
1
PALOMA CREEK PARK (Cont'd):
EQUESTRIAN ARENA:
BARBECUE FACILITY:
TRAFFIC WAY PARK•
SOFTBALL FIELDS 1 & 2:
SUNKEN GARDENS PARK:
CITY ADMINISTRATION BUILDING:
ROOM 102:
ROOM 104:
FOURTH FLOOR ROTUNDA:
FOURTH FLOOR CLUB ROOM:
Multi-purpose equestrian arena avail-
able for daily/annual membership
usage and special events. Arena
lighting and announcer's booth
available.
A barbecue pit with picnic tables to
accommodate approximately 20 people.
Two youth -sized softball fields
No field lighting. Bleachers, food
concession, and restrooms available.
Retrieval of balls over the outfield
fence is not allowed.
Large multi-purpose grass area
adjacent to City Administration
Building, suitable for special
events.
Conference room with a maximum
occupancy of 24 people conference/
dining
Conference room with a maximum
capacity of 49 people conference/
dining
Large open round room suitable
for large meetings and special
events. Maximum occupancy for
conference/dining is 160 people
and assembly/dancing at 250 people
No alcoholic beverages allowed.
Conference room with a maximum
occupancy of 49 people conference/
dining.
P()0? 4
CITY ADMINISTRATION BUILDING (Cont'd):
FOURTH FLOOR KITCHEN:
PAVILION•
ROTARY ROOM:
SARAH GRONSTRAND ROOM:
Large commercial sized facility
without utensils or dishes.
Conference room with a maximum
capacity of 206 people dining/
conference or 440 people
assembly/dancing. Room overlooks
Atascadero Lake.
Conference room accommodating a
maximum of 100 people dining/
conference or 210 people assembly/
dancing. Room overlooks Atascadero
Lake.
COMMUNITY ROOM: Conference room accommodating a
maximum of 62 people dining/
conference or 130 people
assembly/dancing.
KITCHEN: A complete kitchen, offering various
types of food service. It is fully
equipped with dishes, cups, glass-
ware, flatware, and some cookware.
3
()0(),205
DEFINITION OF TERMS
CITY - City of Atascadero
CONFIRMATION - A formal permit authorizing usage of City facilities
under stipulated conditions.
DEPARTMENT - The City of Atascadero, Department of Community
Services.
DIRECTOR - Director of the Department of Community Services.
FACILITY - Any building or park administered by the Department of
Community Services.
RESIDENT - A person living within the incorporated boundaries of
the City of Atascadero.
RESIDENT -GROUP - A business, organization, or group of persons that
reside in the City of Atascadero.
NON-RESIDENT - A person living outside the incorporated boundaries
of the City of Atascadero.
NON-RESIDENT GROUP - A business, organization, or group that do not
meet the definition of resident group.
NON-PROFIT GROUP - Individuals, groups, or organizations whose
activity is not oriented towards private monetary gain. Non-profit
status proof is required.
PROFIT GROUP/ COMMERCIAL - Individuals, groups, or organizations
whose activity is oriented toward private monetary gain.
PERMIT - A written agreement issued to an applicant under the
authority and conditions of the Department of Community Services,
and may include any amendment or supplement to such permit.
PERMITTEE - Any person, group of people, company, or organization
that has received a documented permit confirming a facility
reservation application from the City.
SECURITY DEPOSIT - A refundable deposit submitted prior to usage of
various facilities to insure that the facility is left clean and
without damage to the facility or it's furnishings and equipment.
RESERVATION DEPOSIT - A reservation deposit is non-refundable,
required for certain City facilities, and is due at time the permit
application is submitted. This deposit will be applied towards the
facility usage fee.
M,
0002.36
GENERAL CONDITIONS GOVERNING USE OF FACILITIES
The following conditions shall govern the use of facilities, which
are administered by the Department of Community Services.
AVAILABILITY OF FACILITIES:
When use of facilities do not conflict with the City's operations,
programs, activities, or maintenance schedule, they shall be
available for use by individuals or groups.
Reservations will be granted at the discretion of the Director on
a first come first served basis at no more than 1 year in advance.
Applications for use of public facilities will be approved based on
availability, without discrimination or regard to the aplicant's
viewpoint or subject matter, including religious or political
viewpoints or subject matter. In the case of conflicting usage,
facility authorization is at the discretion of the Director, or his
designee.
GENERAL POLICY•
It is the objective of the Department
primarily by groups and individuals
activities regardless of race, color,
religion, sex, economic status, or area
and/or individual.
ENFORCEMENT OF RULES:
that facilities be used
for community recreation
creed, national origin,
of residence of said group
The Director or designee, shall enforce or cause to have enforced,
the provisions herein, and shall have the authority to deny use of
any facility to an individual or group who refuses to comply with
the rules and regulations.
RIGHT OF FULL ACCESS:
The Department has the right of full access to activities at all
times to ascertain compliance with rules, regulations, city and
state laws.
5
0►0()137
Hours of Operation:
Dawn - Dusk - Outdoor facilities without lighting
6:00 a.m. - 10:00 p.m. - Outdoor facilities with lighting
8:00 a.m. - 1:00 a.m. - Indoor facilities
The above are the standard hours of operation, unless extended by
authorization of the Director, or designee.
SUPERVISION•
A Department of Community Services employee shall be in attendance
at any facility whenever it is deemed necessary by the Director or
designee. Said Department employee will determine if all rules,
regulations, and laws governing use of the facilities are being
complied with. However, primary responsibilities for conformance
with said rules, regulations, and laws rests with the permittee.
SECURITY GUARDS:
Security guards are required at all City facilities where alcoholic
beverages are served, and at other events where the Director or
designee deem appropriate. The security guard(s) shall be present
for the full length of the reservation, unless amended by the
Director or designee. The expense for said security guard(s) shall
be assumed by the permittee.
Department personnel shall be on duty during facility use, and may
request the security guard(s) to remain after the specified hours
if, in the opinion of said personnel, the situation requires. In
such case, the permittee shall directly assume any expenses for the
said security guard(s), which will be assigned by City staff at an
approximate ratio of one (1) security guard per 100 people.
CEREMONIAL OCCASIONS:
There shall be NO use of City facilities which will
unconstitutionally discourage any religious sect, church, or
sectarian denomination. Performances, activities, services and
presentations conducted or given at facilities shall neither
unconstitutionally promote, support, or discourage particular
religious or philosophical beliefs.
0
0'0()" 8
CAPACITY OF FACILITIES:
Permittee shall not admit a greater number of persons than the
maximum capacity posted or documented on the facility confirmation.
CONCESSIONS•
The Department reserves all concession rights. Programs, records,
tapes, books, and related items may be sold in conjunction with an
event if they relate to a performance or meeting if prior written
approval has been received. Arrangements must be made in advance,
and may be subject to a payment of a percentage of the gross
receipts, which will be determined by the Director or designee.
(excluding sports tournaments).
ADMISSION CHARGES:
Unless specifically stated and approved in the permit, it is
understood that activities or events will not be benefit affairs
that no admission will be charged, that no tickets will be sold,
and that no collection or donation will be made.
DISPLAYING COMMERCIAL WRITTEN MATERIALS (SIGNS, POSTERS, ETC.):
No written commercial or advertising materials or signs shall be
placed in, on, or distributed about parks/facilities.
DISPLAYING NON-COMMERCIAL WRITTEN MATERIALS (PAMPHLETS, POSTERS,
ETC.
Non-commercial written material shall not be affixed to any park
structure. Such material is allowed only in conjunction with a
permitted event. It shall not be displayed or offered in a manner
to cause damage to the park structures, flora, or facilities nor
shall the material create a litter, safety, or access problem. The
distributor of material shall be responsible for cleaning up any
litter caused by the display or distribution of this material.
SIGNAGE•
Posting of signage related to advertising any event on City -owned
property must be authorized by the Director or designee.
If advertising signage is approved, signs can only be placed at the
facility where the event is to be held. No signage is allowed to
be posted on streets, utility poles, traffic signs, or other
7
traffic control devices. Signs can only be posted a maximum of 20
days preceding the event, and are required to be removed
immediately after the event. Signs shall be reviewed and approved
by the Department of Community Services staff for professional
quality. Sign maximum size is 20 square feet. Directional and
safety signage is allowed at the event site only. Refer to the
City's Sign Ordinance for further details.
STORAGE•
No receipt, handling, care, or custody of property of any kind
shipped or otherwise delivered to any facility, either prior to,
during, or subsequent to the use of facilities by any permittee is
allowed, unless authorized by the Director or his designee. The
City or it's officers, agents, or employees shall not be liable for
any loss, damage, or injury of such property.
DAMAGE•
Permittee will be responsible for all damage to facility, and shall
be responsible for reimbursement to the City for any loss or damage
to City property caused by such use.
CLEAN UP•
Permittee is responsible for leaving the facility in a clean and
orderly condition. A portion or all of the security/cleaning
deposit may be withheld if the facility is not left clean and
without damage to furnishings.
USE OF EQUIPMENT:
Special requests for equipment should be noted on the permit
application.
DANCES•
Dances will be allowed at the discretion of the Director. Persons
under 21 will not be permitted at dances serving alcoholic
beverages.
Dances for minors require chaperones over twenty one (21) years of
age to be present during the entire event at a ratio of 1 chaperon
to 25 minors, unless amended by the Director. Security guards may
be required at the discretion of the Director.
0
DECORATIONS OR STAGE PROPS:
Existing facility decorations may not be removed without the prior
approval of the Director or designee.
When decorating, DO NOT fasten any decorations to light fixtures.
Scotch tape, masking tape, thumb tacks, staples, etc. are not
allowed. A special substance called "hold it" may be utilized.
Decorations belonging to the permittee must be disposed of
immediately after the event. Any decorations left may be discarded
by the department, and the removal effort could affect the amount
of the security deposit refund.
Exit doors, exit lights, fire alarm sending stations, wet standpipe
hose cabinets, and fire extinguishers shall not be concealed or
obstructed by any decorative material or props.
Use of candles or fuel lamps is prohibited.
Any special effects, including curtains, hangings, or props shall
be made of non-flammable material and approved by the Fire Marshal.
PROHIBITED BEHAVIOR:
Illegal and immoral activities, the use of obscene language,
gestures or behavior shall not be permitted at any time.
SMOKING•
Smoking is prohibited by Ordinance Number 235 in all City -owned
indoor facilities.
ALCOHOLIC BEVERAGES:
Alcoholic beverages are allowed in City parks and facilities
(excluding the City Administration Building). Authorization to
sell alcoholic beverages at all City facilities (except the City
Administration Building) may be requested in coordination with a
facility request application for a special event. Authorization
for such permit will be at the discretion of the Director or his
designee. If alcoholic beverages are for sale, a permit from the
State of California, Alcohol Beverage Control will be required.
Proof of liability insurance in the amount of $1 million dollars is
also required for the sale of alcoholic beverages, naming the City
as additionally insured. No one under the age of 21 is allowed to
consume alcoholic beverages.
Security guards are required at all indoor events serving alcoholic
beverages at a ratio of one security guard to 100 attendants,
unless amended by the Director. Security guards may be required at
outdoor events, at the discretion of the Director.
E
000111:1
ABANDONED EQUIPMENT:
Any equipment, effects, or decorations of the permittee remaining
on the premises for more than two (2) work days after the
expiration of the permit will be deemed abandoned and disposed of
by the Department.
PERMITS AND LICENSES:
The permittee has the responsibility to obtain any additional
permits and/or licenses required by City ordinances or State laws,
and shall furnish evidence of having obtained same to the
Department of Community Services.
AMPLIFIED MUSIC•
Amplified music is allowed in certain City facilities, upon the
approval of the Director or designee. Amplified music, is not
allowed at outside facilities, unless authorized specifically by
the Director or designee. Amplified music is allowed in inside
facilities from 8:00 a.m. - 1:00 a.m., unless extended by the
Director or designee.
RULES AND REGULATIONS:
In order that activities at City facilities can best be enjoyed by
everyone, basic rules of good conduct must be observed. These
include, but are not limited to the following:
1. All City ordinances must be observed.
2. Gambling, the use of obscene language, dangerous conduct,
unusually loud amplified music, or any other activity that
creates a disturbance will not be permitted.
3. The sales of alcoholic beverages without the proper permits is
prohibited.
4. No equipment or furnishings shall be removed from a facility
without Director approval.
5. Animals are not allowed in City buildings, except for handicap
assistance purposes, unless Director approval has been given.
6. Portable barbecues are not allowed on the grass area directly
in front of the Atascadero Lake Park Gazebo.
Failure to comply with the rules and regulations may result in
termination of a facility use permit.
10
000:112
FEE AND PERMIT PROCEDURES
1. A Facility Use Permit is required for all groups or
individuals reserving City facilities.
2. All use permit requests for usage of City facilities shall be
authorized by the Director of Community Services or designee,
subject to the availability of the facility. Application forms are
available at the City Administration Building, Department of
Community Services, 6500 Palma Avenue, Room 106.
3. A written application is required by applicant before a
reservation date can be considered.
4. Facility confirmations are to be present at the function for
which application was applied for. In the case of a group or
organization, it is recommended that one spokesperson should be
designated, and all arrangements should be made through this
representative.
5. Reservations shall be made in the order of receipt of
application by the Department and subject to the availability of
the facility. All required fees must be paid prior to the facility
being utilized.
Specific date reservations can be submitted a maximum of one (1)
calendar year in advance from date of application.
Continuing multiple -date reservations can be submitted for a
maximum time period of one (1 calendar year in advance from date of
application.
Recognized non-profit organizations (see Classification of Users
Section) continuing multiple -date reservations are to be submitted
for a maximum time period of one (1) calendar year in advance
beginning in July and ending in June.
6. A non-refundable reservation deposit is required on certain
City facilities and is due at the time of permit application
submittal. This deposit will be applied towards the facility usage
fee if the application is confirmed. If an application is not
accepted, the reservation deposit will be refunded to applicant in
full.
7. A refundable security deposit may be required at certain
facilities and must be paid in full 20 work days prior to the
facility being confirmed. This fee shall be refunded only if the
facility is left clean and without damage to the building or it's
furnishings. The City reserves the right to retain all or part of
the security deposit if facility is left uncleaned or damaged.
11
00011113
B. All facility use rental fees are due a minimum of twenty (20)
work days prior to the event date. If all rental fees are not
paid within this time period, the facility application may be
canceled and the reservation deposit (if applicable) will be
retained in whole by the City.
9. All other permits, insurance certificates, licenses, etc.
required in relation to a facility use permit are to be submitted
a minimum of twenty (20) working days prior to the event date.
10. Rental time period must include decorating and cleanup time.
Rental time is adjusted to the next full half hour. The facility
must be vacated promptly at the time specified on the permit.
11. When applicable, persons utilizing City facilities are to
receive necessary City keys from the Department of Community
Services immediately prior to the scheduled facility use. All
keys must be returned to the Department by the first work day after
the rental. A key deposit of $20.00 will be charged.
12. At certain events, City staff may be assigned to assist at a
rate of $10 per hour. This fee must be paid prior to the event
date.
13. Permits granted on a continuing basis are valid for a maximum
period of twelve (12) months.
14. Fees for indoor facilities will be based on a one hour or two
hour minimum rental time frame.
15. A permit will not be issued under the following conditions:
Insufficient Notice: When Department personnel cannot be
scheduled, facilities prepared, or other conditions relating to
such use cannot be completed in the time between the date of the
request and the date of the proposed event.
For Hazardous Activities: When activities are of a hazardous
nature, which may endanger persons or property.
Prior Circumstances: When permittee has mistreated a facility or
violated facility use policies during a previous occupancy.
When Event Publicized Prior to Approval: When an event has been
publicized prior to receiving approval for facility use and the
facility is not available.
12
000i"11-4
16. Cancellation of Permit:
By Permittee:
To cancel a reservation or change the date of a facility usage
permit, the permittee must give a minimum of twenty (20) work
days written notice for all indoor facility reservations and
the Sunken Gardens Park. A reservation deposit (if applicable)
may be transferred, but is not refundable if permittee
cancels.)
To change the time of an event, a minimum of 48 hours notice is
required.
In the case of inclement weather for outdoor facility reservations,
the applicant may request a refund of usage fees or reschedule the
reservation date.
By the City:
A permit may be canceled for any of the following conditions:
A. If the permit is found to contain false or misleading
information.
B. The use or proposed use will be detrimental to the
health, safety or general welfare of the City or to the
efficient operation of the facility for the public
welfare.
C. Should any individual, group, members or guests willfully
or through gross negligence, mistreat the
equipment/facility, or violate any of the rules,
policies, regulations, terms and conditions established
for use of the facility.
D. Failure to make rental fee payment within the minimum
times provided.
E. If permittee defaults on or has not completed all
conditions and requirements for use of a facility.
F. If the facility is needed for public necessity or
emergency use.
13
000'. ,Y5
FEES
CLASSIFICATION OF USERS:
Facility users are classified by group type. The classification of
users are for the purpose of determining fees and charges for
facility rental.
When a facility use application is approved, an hourly or set fee
shall be charged in accordance with the user's classification.
CLASSIFICATION A:
A community organization or government agency recognized for fee
waiver by the City. This classification is intended for
organizations conducting an event, program or service that is not
for profit for City residents which are not met by existing City
programs. Fees will be waived only if normal staffing patterns are
maintained. Organization meetings and fundraising events are
excluded from this class. Fee waivers are not available at the
Pavilion, City Administration Building, or park barbecue areas.
CLASSIFICATION B:
This class encompasses incorporated non-profit organizations
recognized for fee discounts by the City. Groups in this class,
whose activities are not for profit, provides a community service
for the residents of the City of Atascadero. Organizations must
have a minimum of 51 percent Atascadero residents as members.
(This requirement may be waived if the organization is providing a
public service to Atascadero residents.) This class is intended
for the normal activities of non-profit service clubs and similar
organizations. Reservations and security deposits will be charged,
if applicable. All non profit 501(c)(3) organizations will be
charged the same fee for leasing or usage of public facilities,
irrespective of the applicant's viewpoint or subject matter,
including religious or political viewpoints or subject matter.
CLASSIFICATION C:
This class conducts private parties, individual or family use, or
activities not open to the general public. This class also
includes commercial and private groups whose activities are for
financial gain or groups conducting religious, political or union
meetings. Reservations and security deposits will be charged, if
applicable.
14
000116
CO-SPONSORED CLASS:
Class "A" criteria must be met. Co-sponsored status is extended to
groups providing a service with a formal partnership with the City
of Atascadero. Co-sponsorship status does not require that normal
staffing patterns be maintained. The organization or activity
must be organized with the expressed purpose of conducting non-
profit programs/services for residents and/or the public. A copy
of the group's bylaws and financial records may be required.
EXPLANATION OF BASIC FEES
Fees have been established considering that only the basic facility
is to be furnished. This includes:
1. Normal utilities
2. Normal maintenance
3. Standard table and chair set-up
4. General supervision
5. Sound set-up with microphone (Pavilion only)
ADDITIONAL CHARGES:
Charges may be assessed over the standard fee schedule for
additional set-up, supervision or technical support provided by the
Department.
INDOOR FACILITY MINIMUM CHARGE:
Fees for indoor facility reservations are based on an hourly rate.
There is a minimum of two (2) hours rental fee for the Pavilion
Gronstrand and Rotary Rooms and the Administration Building fourth
floor Rotunda. All other meeting rooms may be reserved on a one
(1) hour minimum rental fee.
OUTDOOR FACILITY MINIMUM CHARGE:
Usage fees are charged for reserving various City outdoor
facilities. Fee rates do not include equipment unless specifically
stated.
No facility usage fee is charged to City -sponsored softball teams
for reserving City softball fields for softball practice. This fee
is paid through a portion of the team's league entry fee.
N&I
0001111117
RESERVATION AND SECURITY DEPOSITS:
A reservation deposit may be charged when applying for certain
facility reservations. This deposit will be applied to the
facility usage fee, when paid. If all fees and security deposit
are not paid a minimum of twenty (20) work days prior to the event,
the full reservation deposit will be retained by the City.
A refundable security deposit may be charged for certain
facilities. The facility is to be cleaned and returned to its
original condition after an event without damage to the facility or
it's furnishings. Failure to do so may cause the forfeiture of a
portion of or the entire deposit and possible revocation of future
permits. Deposits vary depending on the facility reserved and the
type of activity held.
16
FACILITY FEE SCHEDULE
MAJOR SPECIAL EVENT: A -0- -0- -0-
(all open grass areas, B $300.00 $250.00* $40.00
bbq areas & gazebo)
C $600.00** $250.00* $40.00
*The City reserves the right to increase the amount of security
deposit for major special events with expected attendance over
1,000.
**Events requiring paid admission (ie commercial event fundraisers)
are subject to a basic rate or 10% of gross ticket sales, whichever
is greater.
RANGER HOUSE: A -0- $10.00 -0-
Maximum Capacity: B $ 5.00/HR $10.00 -0-
27 Dining/Conference
49 Assembly/Dancing C $12.00/HR $10.00 -0-
(1 hr. min. reservation)
ENTRANCE FEE: Ages 2 & Under $ -0-
STROLLER RENTAL FEE:
Ages 3-15 $ 1.50
Ages 16-64 $ 2.50
Ages 65 & over $ 1.75
$ 1.00
17
SECURITY
RESERVATION
FACILITY
GROUP
FEE DEPOSIT
DEPOSIT LIGHTS
ATASCADERO LAKE PARK:
GAZEBO:
A
-0-
-0-
-0-
(6 a.m.-10 p.m.
B
$10.00/DAY
-0-
-0-
reservations)
C
$24.00/DAY
-0-
-0-
BARBECUES 1 OR 2:
A
-0-
-0-
-0-
Approximate Capacity:
B
$13.00/DAY
-0-
-0-
150 people
(6 a.m.-10 p.m.
C
$30.00/DAY
-0-
-0-
reservations)
BARBECUE 3:
A
-0-
-0-
-0-
Approximate Capacity:
B
$ 8.00/DAY
-0-
-0-
50 people
(6 a.m.-10 p.m.
C
$18.00/DAY
-0-
-0-
reservations)
MAJOR SPECIAL EVENT: A -0- -0- -0-
(all open grass areas, B $300.00 $250.00* $40.00
bbq areas & gazebo)
C $600.00** $250.00* $40.00
*The City reserves the right to increase the amount of security
deposit for major special events with expected attendance over
1,000.
**Events requiring paid admission (ie commercial event fundraisers)
are subject to a basic rate or 10% of gross ticket sales, whichever
is greater.
RANGER HOUSE: A -0- $10.00 -0-
Maximum Capacity: B $ 5.00/HR $10.00 -0-
27 Dining/Conference
49 Assembly/Dancing C $12.00/HR $10.00 -0-
(1 hr. min. reservation)
ENTRANCE FEE: Ages 2 & Under $ -0-
STROLLER RENTAL FEE:
Ages 3-15 $ 1.50
Ages 16-64 $ 2.50
Ages 65 & over $ 1.75
$ 1.00
17
FACILITY GROUP FEE
CITY ADMINISTRATION
BUILDING•
SECURITY RESERVATION
DEPOSIT DEPOSIT LIGHTS
4TH FLOOR ROTUNDA: A $-0- $250.00 $-0-
Maximum Capacity: B $10.00/HR $250.00 $40.00
160 Dining/Conference
250 Assembly/Dancing C $24.00/HR $250.00 $40.00
(2 hr. min. reservation)
CITY ADMINISTRATION BUILDING (Cont'd
CONFERENCE ROOM 102/104: A -0- $-0-
Maximum Capacity: B $ 5/HOUR $10.00
24 Dining/Conference
49 Assembly/Dancing C $12/HOUR $10.00
(1 hr. min. reservation)
4TH FLOOR CLUB ROOM: A -0- $-0-
Maximum Capacity: B $ 5.00/HR $10.00
49 Dining/Conference
49 Assembly/Dancing C $12.00/HR $10.00
(1 hr. min. reservation)
ATASCADERO LAKE PARK PAVILION:
ROTARY ROOM:
(Maximum Capacity:
206 Dining/Conference
440 Assembly/Dancing
(2 hr. min. reservation)
GRONSTRAND ROOM:
(Maximum Capacity:
100 Dining/Conference
210 Assembly/Dancing
(2 hr. min. reservation)
A -0-
$250.00
$
-0-
B $15.00/HR
$250.00
$
60.00
C $36.00/HR
$250.00
$
60.00
A -0-
$250.00
$
-0-
B $15.00/HR
$250.00
$
40.00
C
COMMUNITY ROOM:
A
(Maximum Capacity:
B
62 Dining/Conference
$ 40.00
130 Assembly/Dancing
C
(1 hr. min. reservation)
$ 40.00
KITCHEN:
A
(1 hr. min. reservation)
B
(This room may only be
15.00
reserved in conjunction
C
with another Pavilion
Room reservation)
$24.00/HR
$250.00
$
40.00
-0-
$ 40.00
$
-0-
$15.00/HR
$ 40.00
$
15.00
$18.00/HR
$ 40.00
$
15.00
-0-
$15.00/HR
$18.00/HR
RIP]
000 `.'
SECURITY RESERVATION
FACILITY GROUP FEE DEPOSIT DEPOSIT LIGHTS
ALVORD FIELD•
BASEBALL FIELD: A -0- -0- -0- $10.00/HR
B $ 5.00/HR -0- -0- $10.00/HR
C $ 6.00/HR -0- -0- $10.00/HR
(Field Base Rental (Optional) ALL GROUPS - $200.00
PALOMA CREEK PARR:
A
-0- -0-
-0-
Approximate Capacity:
B
$13.00/DAY -0-
SOFTBALL FIELDS 1
& 2: A
-0-
-0-
-0-
$10.00/HR
C
B
$ 5.00/HR
-0-
-0-
$10.00/HR
C
$ 6.00/HR
-0-
-0-
$10.00/HR
Field Base Rental
(optional)
- ALL GROUPS
$200.00
EVENT USAGE
OPEN FIELDS:
A
-0-
-0-
-0-
-0-
B
$ 5.00/HR
-0-
-0-
-0-
C
$ 6.00/HR
-0-
-0-
-0-
YOUTH BASEBALL FIELD: A
-0-
-0-
-0-
-0-
B
$ 5.00/HR
-0-
-0-
-0-
C
$ 6.00/HR
-0-
-0-
-0-
BARBECUE AREA:
A
-0- -0-
-0-
Approximate Capacity:
B
$13.00/DAY -0-
-0-
100 people
(6 a.m.-10 p.m.
C
$30.00/DAY -0-
-0-
reservations)
PALOMA EQUESTRIAN
ARENA:
NO
FEE/MEMBERSHIP FOR
NON -SPECIAL
EVENT USAGE
19
0601, Ari
FACILITY
GROUP
PALORA CREEK PARK CONT'D
SPECIAL EVENTS: A
B
C
Insurance:
Arena Preparation
For Special Events:
(optional)
SECURITY RESERVATION LIGHTS
FEE DEPOSIT DEPOSIT
-0- $200.00
$ 25.00/DAY $200.00
$ 60.00/DAY $200.00
ALL GROUPS -
ALL GROUPS -
$1 MILLION DOLLARS
$ 40.00
TRAFFIC WAY PARK:
SOFTBALL FIELDS 1 OR 2:
A
-0-
-0-
-0- $10.00/HR
B
$ 5.00/HR
-0-
-0- $10.00/HR
C
$ 6.00/HR
-0-
-0- $10.00/HR
Field Base Deposit:
ALL
GROUPS $200.00
(optional)
SUNKEN GARDENS PARK:
A
-0-
$200.00
$-0-
B
$ 38.00/DAY
$200.00
$40.00
C
$ 90.00/DAY
$200.00
$40.00
ATASCADERO YOUTH RECREATION
CENTER:
Gymnasium:
A
$-0-
$250.00
$-0-
B
$15.00
$250.00
$40.00
C
$24.00
$250.00
$40.00
Dining Room/Kitchen:
A
$-0-
$40.00
$-0-
B
$15.00
$40.00
$40.00
C
$18.00
$40.00
$40.00
20
0()0�'J--hri- 21
SOFTBALL TOURNAMENT GUIDELINES
The Atascadero Department of Community Services encourages
organized sports tournaments for youth and adults, utilizing City
recreational facilities.
The following guidelines include application procedures, general
information and fees.
TOURNAMENT APPLICATION PROCESS:
1. Submittal of tournament application form, approval of
proposed tournament dates and location, and fields used,
and payment of application fees.
Fees:
$ 50 Non-refundable reservation deposit.
$150 Rental Fee submitted due 20 working days prior to the
event.
$ 50 Non-resident tournament fee.
2. Sponsor to meet with Adult Sports Recreation Supervisor no
later than one (1) week prior to tournament to review event
schedule, services requested, and options desired. Fees
for the services and options are listed below:
GROUP FEES SERVICES / OPTIONS
A -0- Field use fee
B $5.00/HR Field use fee (mandatory)
C $7.50/HR Field use fee (mandatory)
$30.00/HR Food Concession Fee (optional)
$30.00/HR Alcoholic beverage concession fee (optional)
(Alcoholic Beverage Insurance Certificate and
Board of Equalization ABC License required)
$50.00/HR Refundable cleaning/security deposit
(If fields left in clean condition and there is
no damage, deposit is refunded)
$10.00/HR Scorekeeper services (optional)
$16/FIELD Field preparation (line & drag field)
(optional)
$10.00/HR Field lights (optional)
$5.00/BAG Field chalk (optional)
$10.00/HR Recreation Leader to supervise facility
(May be assigned at the discretion of the
Director or designee)
21
00 A453
ALCOHOLIC BEVERAGE POLICY
Individuals or organizations may request permission to sell
alcoholic beverages in conjunction with the use of City facilities
(except the City Administration Building). Permittee shall follow
the procedures hereinafter set forth. It shall be the full
responsibility of the individual or organization to contact the
Department of Alcoholic Beverages to determine the exact
requirements pertinent to the type of use.
1. Groups or individuals wishing to sell alcoholic beverages must
submit an application for permit to use City facilities a
minimum of twenty (20) work days prior to the event.
Applications may be obtained at the City of Atascadero,
Department of Community Services, 6500 Palma Avenue, Room 106,
Atascadero.
2. The Director of the Department of Community Services approves
or disapproves all requests for the sale of alcoholic
beverages at City facilities.
3. If approved, a letter from the Department of Community
Services will be prepared, authorizing the event, and
presented to the permittee for submittal to the Department of
Alcoholic Beverages, located at 3220 Higuera, San Luis Obispo.
4. A copy of the Department of Alcoholic Beverages sales permit
must be presented to the Department of Community Services a
minimum of ten (10) work days prior to confirmation for
use of the facility.
5. A copy of liability insurance in the amount of $1 million
dollars, listing the City as co-insured, for the date (s) of
the event, is required prior to confirmation for the use of
the facility.
6. Security attendants will be required for any event selling or
serving alcoholic beverages in any City building.
22
000'114
FOOD SERVICE POLICY
FACILITIES SUITED FOR FOOD AND BEVERAGE SERVICE:
Atascadero Lake Pavilion:
A complete kitchen, offering a facility for various types of food
service. The kitchen is fully equipped with dishes, cups, glasses,
silverware, service accessories, pans, and cookware.
Administration Building Fourth Floor Kitchen:
The kitchen has all major appliances. Accessories such as dishes,
utensils, cups, glasses, silverware, and cookware are not
available.
Picnic Areas:
Barbecue pits, electricity outlets (at some sites), and water are
available.
FOOD PREPARATION FOR SALE/COLLECTION OF DONATION:
Individuals or organizations may request permission to sell or
collect donations for providing food services at the above
locations.
Permittee shall follow the procedures hereinafter set forth. It
shall be the full responsibility of the individual or organization
to contact the County Health Department to determine the exact
requirements pertinent to the type of use.
1. Individuals or organizations wishing to sell or collect
donations for food services must submit an application for
permit to use a City facility a minimum of twenty (20) work
days prior to the event. Applications may be obtained at the
City of Atascadero, Department of Community Services, 6500
Palma Avenue, Room 106, Atascadero.
2. The Director of the Department of Community Services shall
approve or disapprove all requests for the sale or collection
of donation for food services at City facilities.
3. If approved, the applicant will be required to contact the
County Health Department regarding receiving a permit for food
sales for a temporary event. Their office is located at 2156
Sierra Way, In San Luis Obispo (781-5544).
4. A copy of the County Health Department permit must be provided
to the Department of Community Services a minimum of ten (10)
work days prior to confirmation for use of the facility.
23
0()0 arj-5
MAJOR SPECIAL EVENT PROCEDURES
Individuals, organizations, or businesses may request the use of
Atascadero Lake Park or the Sunken Gardens for major special events.
Applicants may request permission to hold a major special event by
submitting an "Application To Use A City Facility For Major Special
Events". Applications are to be submitted to the Department of
Community Services office, 6500 Palma Avenue, room #106 describing the
event.
Definition of Maior Special Event
A "Major Special Events" status will be determined by the Director of
Community Services or his/her designee based on one or more of the
following criteria:
1) Estimated attendance of over 250 people.
2) Fees or donations will be received by the event organizers.
3) Amplified music or entertainers will be present.
4) Paid entertainment will be present.
5) Food or alcoholic beverages are to be sold.
6) Special event involves special security or public safety controls.
Approval Process
If "Major Special Event Status" is determined, the Director of Community
Services will make a recommendation for approval or denial to the
Atascadero Parks and Recreation Commission for all first-time external
events only. Recommendations and comments will be sought from the
Police Department and Fire Department prior to review by the City
Council. All continuing or re -occurring events will be approved by the
Director of Community Services unless significant changes to the event
have been requested by the applicant.
No more than six major special events will be allowed at Atascadero Lake
Park during the period of Chime between and including the Easter holiday
weekend and the Labor Day holiday weekend, and a minimum of two (2)
weeks is required between major special events.
Major Special Events will not be granted if a group picnic area or the
gazebo has already been reserved.
State and County Requirements and Permits
If approved, the applicant will be notified and a confirmed permit will
be mailed. All approved major special events will be required to comply
with all established local, County and State laws and regulations
including but not limited to food sales, alcohol beverage sales and
sales tax.
24
0001", _E111f
Food Sales: the applicant is responsible for acquiring all necessary
food sales permits. A copy of the permit must be provided to the City
of Atascadero and posted at the event. Food sales permits may be
obtained from the San Luis Obispo County Environmental Health Office
located at 2156 Sierra Way, in San Luis Obispo, telephone # 781-5544.
Alcoholic Beverage Sales: The applicant is responsible to provide to
the City of Atascadero and to post at the event, a copy of a State
Alcoholic Beverages Sales Permit. To secure this permit, the applicant
must receive a letter from the City stating permission to sell alcoholic
beverages on City property. The letter must be presented to the State
Department of Alcoholic Beverage Control located at 3220 South Higuera,
Room #305, San Luis Obispo.
Sales Tax: Intended for applicants that sell any personal property that
will require the application of sales or use tax. You may obtain
information regarding the application of tax to your business by
contacting the State Board of Equalization (489-6293), located at 1303
Grand Avenue, Suite 115, Arroyo Grande. It is the responsibility of the
applicant to notify any and all vendors that may participate in the
proposed special event about the sales tax requirements.
City of Atascadero Requirements
In addition, by abiding to all pertinent state and county laws and
regulations, the event holder must also abide by all applicable City
ordinances, policies and procedures listed below. Additional
requirements may be applied at the discretion of the Director of
Community Services or his/her designee and/or the Police or Fire Chief
or his/her designee.
Business License: The applicant is responsible to obtain a City of
Atascadero Business License if any food, personal property or services
will be sold. The applicant must provide a copy of their business
license to the Community Services Department office. Business licenses
may be obtained at the City of Atascadero Finance Department (461-5017)
located at 6500 Palma Avenue, Room #201B. Non-profit organizations
conducting fund-raisers may obtain this permit at no cost after
submitting proof of non-profit status.
Liability Insurance: The applicant is responsible for obtaining a
comprehensive liability insurance policy in the amount of $1,000,000,
listing the City of Atascadero as additional insured. A certificate of
Insurance must be provided to the City of Atascadero at least ten (10)
working days prior to the event.
25
000��v7
Plot Plan/Facility Diagram: It is the responsibility of the applicant
to submit a plot plan of the proposed major special event depicting the
approximate location of all activities, booths, vehicles, tables, and
other related equipment, at least 20 working days prior to the event
date. City staff will meet with the applicant to review the plan and
make any necessary revisions.
Clean-up/Trash Disposal: It is the general policy of the City of
Atascadero that the facility be returned in the same or better condition
than received. It will be the responsibility of the event coordinator
to remove all refuse generated by the major special event. Failure of
the event holder to leave the park in a clean and unlittered condition
may result in forfeiture of all or part of the security deposit.
A minimum of one commercial grade, three yard capacity, refuse container
must be provided by the event coordinator. The container(s) is to be
delivered no more than two (2) days before the event and picked up no
later than two (2) days following the event. Refuse containers may be
obtained at Wil -Mar Disposal (466-3636), located at 5835 Traffic Way,
Atascadero. Confirmation of refuse container rental must be provided to
the City at least 20 working days prior to the event date. Trash pickup
and emptying of facility trash cans during and after the event will be
the responsibility of the event holder. Recycling containers must also
be provided at all approved major special events held at City
facilities. The event holder is responsible for all fees associated
with renting said equipment.
Portable Sanitation Units: Portable sanitation units will be required
at all major special events conducted at City facilities. The number of
portable sanitation units will be determined by the number of expected
persons, length of event and the type of activity. A minimum of two
portable sanitation units are to be provided at any event of 250 people
or less. Two additional units will be required for every additional 250
persons expected. Portable sanitation units can be rented from several
local companies, and confirmation or rental must be provided to the City
no later than 20 working days prior to the event. The units are to be
delivered no more than two days before the event, and must be picked up
no later than two days after the event. The event holder is responsible
for all fees associated with renting said equipment.
Signage: All signs posted for major special events held at City
facilities must conform to the City's sign ordinance and be approved in
advance by the Director of Community Services or his/her designee.
Below is a brief outline of the guidelines regarding special events
signs.
1. Signs will not be allowed that are off-site from the actual event.
For example; signs in the Sunken Gardens cannot advertise an event
at Atascadero Lake Park.
26
000-. A8
2. Signs providing directions to an event are not allowed.
Directional signs are only allowed on the actual event site.
3. No signs can be posted on trees, utility poles, traffic signs or
any other traffic control devices.
4. Portable signs such as sandwich boards are not allowed.
5. Temporary event signs are permitted as long as they are less than
twenty (20) square feet, are not posted more than twenty (20) days
prior to the event, and are removed immediately after the event.
Decorations: Attaching decorations to trees, signs, pole, buildings,
tables or other park equipment with nails, tacks, staples or eyebolts is
strictly prohibited. All decorations must be removed immediately after
the event.
Event Security: Any Major Special Event that includes alcoholic
beverages and/or amplified music will be required to have a minimum of
two state certified security guards on site during the entire event for
every 500 people expected. Additional security guards may be required
at the discretion of the Director of Community Services or his/her
designee. Please note that amplified music is not allowed at Atascadero
Lake Park, unless permission has been granted by the Director.
Equipment Storage: No equipment is to be stored at the facility, either
prior to or after the event. All delivery, set-up, tear down and
removal of equipment must occur on the day of the event. The City of
Atascadero will not be responsible for any equipment left at the
facility.
Parking: At the discretion of the Director of Community Services,
special arrangements for parking such as off-site parking lots and
shuttle service may be required. For all major special events, parking
spaces must be reserved exclusively for Charles Paddock Zoo visitors.
Parking lot attendants may be required. At no time can parking space be
reserved exclusively for patrons of the Major Special Event. All City
park facility parking spaces are to remain available for general park
use. vehicles are not allowed onto grass areas unless the applicant
receives expressed permission from the Director of Community Services.
Street Closure: Any requests for road closure are to be listed on a
road closure request form and submitted along with the special event
application form. Road closure requests must include suggested
alternate routes, an emergency access plan and proposed traffic
controls.
Street closure requests will be reviewed by City staff and the applicant
will be notified about special traffic control requirements.
27
0001 �9
Fees and Charges
A non-refundable reservation deposit will be charged at the time an
application is submitted. Applications for use of City facilities will
not be accepted without the correct reservation deposit for the facility
requested. This deposit will be applied to the facility use fees when
paid.
A security deposit will be charged for all major special events. This
security deposit is due along with all other facility use fees a minimum
of twenty (20) working days prior to the event date. The entire
security deposit will be refunded to the applicant if the facility is
returned clean and in its original condition. The cost for any damages
or additional fees will be deducted from the security deposit.
On Site Staff Supervision: At certain events, City staff may be
assigned to assist at a rate of $10.00 per hour. If applicable, this
fee must be paid prior to the event.
Emergency Services: Any extraordinary police or fire services required
as a result of the event may be charged (in full) to the event organizer
(riot, etc.)
Fire Department Permit Inspection Fees: If a permit is required by the
City of Atascadero Fire Department for inspection of the major special
event site, specific fees may apply. Examples of permit inspection fees
include but are not limited to inspection of tents over 200 square feet,
inspection of circuses and use of open flame in an assembly area.
Any City staff time out of the normal routine necessary for clean-up,
preparations or repairs will be charged directly to the applicant at a
rate of $20.00 per hour.
Any City equipment requested for the event will be charged to the
applicant at the rate established in the City's facility rental policies
and procedures.
c:Jwp51�facpolic.195
M