HomeMy WebLinkAbout2007-090 RESOLUTION NO. 2007-090
No A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ATASCADERO
ADOPTING RENTAL POLICIES AND FEE SCHEDULE FOR THE COLONY
PARK COMMUNITY CENTER
WHEREAS, the City of Atascadero has conducted an extensive and comparative analysis of
potential rental policies and fees for the City's new facility, the costs reasonable borne of providing rental
services, the beneficiaries of those services, and the revenues produced by those paying fees and charges
for special services; and
WHEREAS, the City of Atascadero will be adding the Colony Park Community Center to the
various facility rental services to the public including, but not limited to, renting park areas, the Pavilion
at the Lake, and processing applications, reviewing event plans and maps, issuing permits and reviewing
rental agreements; and
WHEREAS, the City of Atascadero desires to establish a policy of recovering some portion of the
costs reasonably borne of providing special services, including but not limited to park and recreation
services, rental of city property, police and fire services, and other miscellaneous city services, of a
voluntary or limited nature, such that general taxes are not diverted from general services of a broad
nature and thereby utilized unfairly and inequitably for such special services; and
WHEREAS, the City Council intends to collect various fees (the "Fees") and, in certain cases,
tow require advance deposit of the Fees, to offset the costs associated with providing the rental services and
other City services; and
WHEREAS, pursuant to Government Code sections 66016 and 66018, the enactment or increase
in any fees to be charged for services must be adopted by the City Council by resolution; and
WHEREAS, pursuant to Government Code sections 66016 and 66018, the data required to be
made available to the public prior to increasing the amount of the fees by this resolution was made
available for public review at least 10 days prior to the date of this meeting; and
WHEREAS, a duly noticed agenda item before the City Council was held on September 11, 2007
at which public testimony was received and duly considered on the proposed Rental Services and
WHEREAS, the amount of the Fees do not exceed the true cost of providing the Rental Services.
NOW, THEREFORE,BE IT RESOLVED by the City Council of the City of Atascadero:
Section 1. Recitals. The foregoing recitals are true and correct and the City Council so finds and
determines.
Section 2. Establishment of the Fees. The Policies and Procedures Manual is attached as
Attachment 1; and the Fees are hereby established in the amounts detailed on Attachment 2 for the
purpose of funding the cost of providing the Services.
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City of Atascadero
Resolution No. 2007-090
Page 2 of 13
Section 3. Constitutionality. If any portion of this Resolution is declared invalid or
unconstitutional then it is the intention of the City Council to have passed the entire Resolution and all its
s"" component parts, and all other sections of this Resolution shall remain in full force and effect.
Section 4. Repealer. All resolutions and other actions of the City Council in conflict with the
contents of this Resolution are hereby repealed.
Section 5. Effective Date. The Policies and Fees shall take effect 30 days after the effective date
of this Resolution, and shall remain in effect, until revised by the City Council.
On motion by Council Member Brennler and seconded by Council Member Beraud, the foregoing
Resolution is hereby adopted in its entirety on the following roll call vote:
AYES: Council Members Beraud, Brennler, Clay, O'Malley and Mayor Luna
NOES: None
ABSENT: None
ADOPTED: October 23, 2007
CITY OF ATASCADERO, CA
Dr. George Luna, Mayor
ATTEST:
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Marcia McClure Torgerson, C.M.C., CAV Clerk
APPROVED AS TO FORM:
Robert Schultz, Interity Attorney
or.r
City of Atascadero
Resolution No. 2007-090
Page 3 of 13
Attachment 1
tow
Colony Park
Community Center
Policies &Procedures Manual
THE CITY OF
ATASCADERO
COMMUNITY SERVICES DEPARTMENT
people R parrs e pro robs
I.
II. COLONY PARK COMMUNITY CENTER
III. PHYSICAL ADDRESS: 5599 TRAFFIC WAY
Mailing Address: City of Atascadero, 6907 El Camino
Real
Atascadero, CA 93422
(805) 461-5000
City of Atascadero
Resolution No. 2007-090
Page 4 of 13
THE CITY OF
ATAS CAD E RQ
oM COMMUNITY SERVICES DEPARTMENT
people • parks • rac rat"
Colony Park Community Center
Policies and Reservation Procedures
Table of Contents
I. Rental Information..............................................................2
II. Alcohol Policy.......................................................................3
III. Insurance Requirements....................................................3
IV. Decorating Policies..............................................................4
V. Candle &r Fire Code Policies ............................................4
VI. Security Guards....................................................................5
VII. Cleaning Fee..........................................................................5
VIII. User Responsibilities..........................................................5
IX. General Information ...........................................................6
X. Statement of Hold Harmless and Understanding......7
1
Now
City of Atascadero
Resolution No. 2007-090
Page 5 of 13
City of Atascadero
Colony Park Community Center
Policies&Reservation Procedures
RENTAL INFORMATION
1. A completed"Application for Facility Use Permit"is required with all reservation requests. The City of
Atascadero requires a 50% reservation deposit to accompany the completed application for a
reservation request to be considered. This reservation deposit is ultimately applied towards facility
rental fees,and is non-refundable.
2. Reservations shall be granted on a first come,first served basis,subject to the availability of the facility.
3. The City of Atascadero sponsored leagues, events, programs, meetings and classes will have priority
use of facility.
4. All facility use permit requests will be authorized by the Director of Community Services Department
or designee, subject to the availability of the facility. If an application is not accepted, the reservation
deposit will be refunded to the applicant in full.
5. For all individuals or groups with granted reservations, this signed contract serves as a facility use
permit and should be displayed or available for validation during all functions.
Now 6. All facility rental fees,cleaning fees,and security deposits must be paid in full to the City of Atascadero
thirty (30) working days prior to usage or the reservation is to be cancelled and the reservation
deposit retained.
7. All permits, insurance certificates, licenses, etc. required in relation to facility use or type of event are
to be obtained by the permit holder as required by law. If required as policy, a copy of said
document(s)must be submitted a minimum of thirty (30)working days prior to facility usage.
S. The City of Atascadero has the right to retain all or part of the refundable security deposit if the facility
is left unclean or damaged.
9. Permits granted on a continuing basis are valid for a maximum of twelve (12)months.
10. Rental times are adjusted to the next fifteen (15) minutes. The facility must be vacated promptly at
the time specified on the permit.
11. Animals are allowed inside the Community Center only for the following reasons:
• Animals are enclosed in a sealed carrying case (nothing can drop/leak out)
• Animals may be removed from the carrying case only for demonstration purposes and must be
handled by the demonstrator at all times
• Guide dogs will be allowed in the Community Center
am
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City of Atascadero
Resolution No. 2007-090
Page 6 of 13
• Above mentioned animals are NOT allowed to roam free inside the Community Center.
• Additional cleaning costs may be incurred for animal accidents inside the Community Center.
12. A permit will not be issued for the following reasons:
• Insufficient notice: When department personnel cannot be scheduled, facilities prepared, or other
conditions relating to use cannot be completed in the time between the date of the request and
the proposed usage.
• Hazardous Activities: When activities are of a hazardous nature, which may endanger persons or
property.
• Prior Circumstances: When permit holder has mistreated a facility or failed to abide by policy
during a previous occupancy.
13. Cancellation of Permit:
• By Holder: To cancel a reservation or change the date of a facility permit, the permit holder must
give a minimum of thirty (30) working days notice in writing. A reservation deposit may be
transferred to another date within sixty (60) days of the current reservation, but is not
refundable. To change the time of an event, a minimum of ten (10) working days notice is
required.
• By the City: A permit may be cancelled at any time for any of the following reasons: If the permit is
found to contain false or misleading information. The use or proposed use would be detrimental
to the safety or general welfare of the City or to the efficient operation of the facility for
public welfare. Should any individual, group, group member or guest willfully or through gross
negligence, mistreat the equipment, facility, or violate any of the rules or state or local ordinance.
Failure to make rental fee payment within the minimum times provided. If permit holder
defaults on or has not completed all conditions and requirement for use of a facility. In the event
the facility is needed for public or emergency use.
ALCOHOL POLICY
THERE IS NO ALCOHOL ALLOWED TO BE SERVED OR SOLD AT THE COLONY PARK
COMMUNITY CENTER
Please read and initial the following statements:
I understand that alcohol is not permitted at the Colony Park Community Center.
INSURANCE REQUIREMENTS
There are two options for insurance for your event:
1. City Insurance: If you choose to use the City of Atascadero's insurance provider, you must fill out the
appropriate paperwork with the City of Atascadero (461-5000).
2. Your Insurance: if you do not want to purchase insurance from the City of Atascadero, you must
provide a Certificate of Insurance naming the City of Atascadero as an additional insured for one
million dollars ($1,000,000).
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City of Atascadero
Resolution No. 2007-090
Page 7 of 13
DECORATING POLICIES
or Please read and initial the following statements:
I understand that all decorations must be of flame retardant material.
I understand that no glitter, confetti,hay,hay bales,rice, or flower petals may be thrown or used
as a decoration inside or outside of the building.
I understand that smoke and fog machines of any sort are NOT allowed.
I understand that any plants or shrubs brought into the building must be in a waterproof
container.
I understand that all rentals, equipment, decorations, etc. must be delivered and retrieved
during the contracted rental times.
1 understand that when decorating,not to fasten any decorations to light fixtures or floors.
I understand that any kind of tape (i.e., scotch, masking, painters, duct, etc.), thumb tacks, nails,
staples,etc. are NOT allowed.
I understand that decorations must be removed immediately after the event. Decorations left
may be discarded and an additional cleaning fee may apply.
I understand that I, the renter, am ultimately responsible if the caterer and/or decorators do not
comply with policy.
CANDLE & FIRE CODE POLICIES
Please read and initial the following statements:
I understand that NO smoking is allowed at any time inside City of Atascadero buildings or
within 20 ft. of the building.
I understand that CANDLES ARE NOT PERMITTED INSIDE THE COMMUNITY
CENTER:
I understand that a distance of 15 inches of clearance shall be maintained between the front and
back of each row of chairs. The Pavilion staff will arrange tables/chairs accordingly and the renter
and/or guests will not move them without prior approval.
I understand that in areas without fixed seats,an aisle width of 36 inches shall be maintained. An
aisle width of 44 inches shall be maintained where tables or other furnishing create an
obstruction on both sides. The Community Center staff will arrange tables/chairs accordingly
and the renter and/or guests will not move them without prior approval.
I understand that all building exits for ingress and egress of occupants shall be maintained with a
clear pathway at all times. Marked exits shall be free of any obstacles or obstructions (i.e. chairs,
tables, etc.). The Community Center staff will arrange tables/chairs accordingly and the renter
and/or guests will not move them without prior approval.
I understand that at least one person shall be designated as "Fire Watch". Such person shall
become familiar with locations of fire alarm pull stations, fire extinguishers and exiting in case of
emergency.
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City of Atascadero
Resolution No. 2007-090
Page 8 of 13
I understand that overcrowding and admittance of persons beyond the posted occupant capacity
of City of Atascadero facilities is prohibited. The Fire Marshall, upon finding overcrowding
conditions or obstruction in aisles, passageways or other means of egress, or upon finding a
condition which constitutes serious menace to life, is authorized to pause the performance,
presentation,spectacle or entertainment until such obstruction is corrected.
SECURITY GUARDS
General Information regarding Security Guards at the Colony Park Community Center:
• One (1) security guard is required for every one-hundred (100) or thereof occupants with a four (4)
hour minimum.
• Please note that a final guest count is due ten (10) working days prior to the event. Should your final
count be more or less than expected, the number of guards required could change, thus affecting
the estimated total due.
Please read and initial the following statements:
I understand that security guards are required when the event is in honor of or is for persons 12-
18 years of age.
I understand that the Community Center Director will reserve the security guards and the costs
will be passed along to me.
I understand that one (1)security guard is required for every one hundred(100) or thereof guests.
I understand that security guards must be present from the time guests arrive until the last
person vacates the
premises,including clean-up crew.
CLEANING FEE
The cleaning fee for using the Community Center is at the discretion of the Director and will based on
the actual cost of the contract cleaning service. This fee will only be charged if the event constitutes a
large amount of impact and cleaning. This is a fee, not a deposit, and therefore is NOT refundable nor
negotiable. This fee covers the cost of commercial cleaning and janitorial supplies. This is typically
estimated to be approximately$250.00
SECURITY DEPOSIT
A $350 security deposit will be taken at a final meeting approximately twenty (30)working days prior to
your event. The security deposit is completely refundable following a satisfactory conduct report after
your event. The security deposit will cover such expenses as over-time charges, additional cleaning fees,
police or fire being dispatched to your event, and/or any damages that might occur to the Community
Center or the Community Center's equipment. The security deposit is required for all special events held
in the Community Center's Gymnasium. If public safety is called to your event for any reason, your
security deposit will automatically be forfeited.
USER RESPONSIBILITIES
Please read and initial the following statements:
I understand that I am responsible for leaving the Community Center in a clean and orderly
fashion. If a cleaning fee has been charged, I understand that my cleaning entails removing
anything that was brought into the Community Center,including the trash.
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City of Atascadero
Resolution No. 2007-090
Page 9 of 13
I understand that garbage needs to be emptied into the green Waste Alternatives dumpsters
rw.r located outside the building. Trash liners and cans will be provided. If the dumpsters are full,
trash must be taken with renter. Close the lid on the dumpsters after the event to keep out wild
animals.
I understand that I, the renter, am ultimately responsible if the caterer, decorator, deliver
companies, etc. do not comply with policy. Community Center staff will not be used to remove
decorations,garbage,etc. and fees will be deducted from the security deposit.
I understand that I must return all equipment in the same condition as received and will be
responsible for lost and/or damaged equipment.
I understand that it is my responsibility to check in with the Community Center staff upon my
arrival and to again check out with the Community Center staff upon my exit. If I fail to check
out upon exit, I accept the Community Center staff person's evaluation of the status of the
building as left after my event.
I understand that all rentals, equipment, decorations, etc. must be delivered and retrieved during
the contracted rental times.
I understand that the Community Center staff has the right to close the building at any time
during my rental if any federal,state or city laws,and/or Community Center policies are violated.
GENERAL INFORMATION
1. Community Center staff will set up all equipment prior to your arrival. You will be able to set-up and
decorate as soon as you arrive.
2. IMPORTANT: Please check in with staff upon arrival and check out with staff upon departure. Please
have photo ID available.
3. The facility is not available prior to your start time for deliveries of any sort.
4. Please notify the Community Center Director of any unusual request or decorations not discussed in
the"Decorating Policies"section of this contract.
5. Please share the following information with your DJ and/or Band:
• We suggest that entertainment cease at least one hour prior to the end of your contracted rental
time. All amplified entertainment must cease by 12 AM.
• There are NO fog machines allowed at the Community Center. NO EXCEPTIONS!
• Please DO NOT use tape of any kind on the floors,walls,windows or mirrors. NO EXCEPTIONS!
• Mats will be provided to cover cords. Please ask the Community Center staff for assistance.
6. This facility can be rented during the hours between 8 AM and 12 AM.
7. The City of Atascadero assumes no responsibility for loss, theft, or damage of any property brought
into the Community Center.
8. The permit holder has the responsibility to obtain any permit(s) and/or license(s) required by City of
Atascadero ordinances or State laws,pertaining to the nature of their event, a copy of which must be
on file with the Community Center Director.
9. The Director of the Community Services Department and/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 policy and procedures.
elm
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City of Atascadero
Resolution No. 2007-090
Page 10 of 13
rrr
STATEMENT OF HOLD HARMLESS AND UNDERSTANDING
Applicant hereby agrees to comply with all City and State laws, City of Atascadero and Community
Center Policies. Applicant further agrees to hold harmless, defend and indemnify the City of Atascadero
and it's officers, employees and agents for loss, damage, liability, cost or expense arising from the use or
occupation of the facilities and equipment relating to this application.
I certify that I have read and am familiar with the policies and procedures pertaining to the use of
facilities and/or equipment on this facility use permit application.
Signature of Applicant Date
Community Center Approval Date
7
City of Atascadero
Resolution No. 2007-090
Page 11 of 13
Attachment 2
THE CITY OF
low ATA S C A D E R O Colony Park Community Center
COMMUNITY SERVICES DEPARTMENT
Resident Rental Rates
people • parks • proarons
Dance Room 25 Weekday $35.00/hr&$20/hr
per additional staff
Dance Room 25 Evening/Sat/Sun $50.00/hr& $20/hr
per additional staff
Exercise Room 25 Weekday $35.00/hr&$20/hr
per additional staff
Exercise Room 25 Evening/Sat/Sun $50.00/hr& $20/hr
per additional staff
Fitness'(Dance and Exercise50 Weekday $65.00/hr& $20/hr
Rooms Combinedper additional staff
Fitness'(Dance and Exercise50 Evening/Sat/Sun $80.00/hr&$20/hr
Rooms Combinedper additional staff
Conference Room 24 Weekday $30.00/hr& $20/hr
per additional staff
Conference Room 24 Evening/Sat/Sun $45.00/hr& $20/hr
per additional staff
Gymnasium 400 sport/600 banquet Weekday $60.00/hr& $20/hr
per additional staff
Gymnasium 400 sport/600 banquet Evening/Sat/Sun $75.00/hr& $20/hr
per additional staff
100 Weekday $70.00/hr& $20/hr
Teen Center y
per additional staff
Teen Center 100 Evening/Sat/Sun $90.00/hr& $20/hr
per additional staff
Arts and Crafts Room 39 Weekday $35.00/hr & $20/hr
per additional staff
Arts and Crafts Room 39 Evening/Sat/Sun $50.00/hr& $20/hr
per additional staff
Reservation Deposit: 50%of the Total Estimated Due
All bookings require a 50% Non-Refundable reservation deposit and a completed application to hold the
date. This amount will be applied to the total amount due. Cancellations will forfeit the reservation deposit.
Security Deposit: $350
All special events require a $350 security deposit (refundable after event if no damages/extra charges apply)
Cleaning Fee: (will be based on the cost of the contractor)(applied at the discretion of the Director)
All special events where food and/or beverages are served will be charged a mandatory cleaning fee.
Please see the application for more information on cleaning.
Equipment Rental:
Scoreboard $25
TWDVD $25
Portable Sound System $100
"' Portable screen $20
Podium $25
Coffee Service $3/person
(10 person minimum)
Tables &Chairs Set-Up Charge$40
(groups of 50 plus)
City of Atascadero
Resolution No. 2007-090
Page 12 of 13
THE CITY OF
ATA S C A D E R O Colony Park Community Center
COMMUNITY SERVICES DEPARTMENT
R Non-Resident Rental Rates
MjVM1 is
people • parks • programs
Dance Room 25 Weekday $40.00/hr&$20/hr
per additional staff
Dance Room 25 Evening/Sat/Sun $55.00/hr&$20/hr
per additional staff
Exercise Room 25 Weekday $40.00/hr&$20/hr
_per additional staff
Exercise Room 25 Evening/Sat/Sun $55.00/hr&$20/hr
per additional staff
Fitness'(Dance and Exercise 50 Weekday $72.00/hr&$20/hr
Rooms Combinedper additional staff
Fitness'(Dance and Exercise 50 EEvening/Sat/Sun . $87.00/hr&$20/hr
Rooms Combined per additional staff
Conference Room 24 Weekday $35.00/hr&$20/hr
--per additional staff
Conference Room 24 Evening/Sat/Sun $50.00/hr&$20/hr
per additional staff
ort/600 banquet Weekday $75.00/hr&$20/hr
Gymnasium 400 s
P q per additional staff
Gymnasium 400 s ort/600 banquet Evening/Sat/Sun $90.00/hr&$20/hr
P q per additional staff
�.r Teen Center 100 Weekday $80.00/hr&$20/hr
per additional staff
Teen Center 100 Evening/Sat/Sun $95.00/hr&$20/hr
per additional staff
Arts and Crafts Room 39 Weekday $40.00/hr&$20/hr
per additional staff
Arts and Crafts Room 39 Evening/Sat/Sun $55.00/hr& $20/hr
per additional staff
Reservation Deposit: 50%of the Total Estimated Due
All bookings require a 50% Non-Refundable reservation deposit and a completed application to hold the
date. This amount will be applied to the total amount due. Cancellations will forfeit the reservation deposit.
Security Deposit: $350
All special events require a$350 security deposit (refundable after event if no damages/extra charges apply)
Cleaning Fee: (will be based on cost of the contractor)(applied at the discretion of the Director)
All special events where food and/or beverages are served will be charged a mandatory cleaning fee.
Please see the application for more information on cleaning.
Equipment Rental:
Scoreboard $25
TWDVD $25
Portable Sound System $100
rirr Portable screen $20
Podium $25
Coffee Service $3/person
(10 person minimum)
Tables &Chair set-Up Charge $40
(groups of 50 plus)
City of Atascadero
Resolution No. 2007-090
Page 13 of 13
THE CITY OF
ATAS CAD E RO Colony Park Community Center
COMMUNITY SERVICES DEPARTMENT
Non-Profit Rental Rates
people • parks programs
MMM
25 Weekday $30.00/hr & $20/hr
Dance Room per additional staff
Dance Room 25 Evening/Sat/Sun $45.00/hr & $20/hr
per additional staff
Exercise Room 25 Weekday $30.00/hr & $20/hr
per additional staff
Exercise Room 25 Evening/Sat/Sun $45.00/hr & $20/hr
per additional staff
Fitness*(Dance and Exercise 50 Weekday $60.00/hr & $20/hr
er additional staff
Rooms Combined
Fitness'(Dance and Exercise 50 Evening/Sat/Sun $75.00/hr &
Rooms Combined per additionalltaff
staff
Conference Room 24 Weekday $25.00/hr & $20/hr
per additional staff
Conference Room 24 Evening/Sat/Sun $40.00/hr & $20/hr
per additional staff
Gort/600 banquet Weekday $55.00/hr & $20/hr
ymnasium 400 s
p q per additional staff
+� Gymnasium 400 s ort/600 banquet Evening/Sat/Sun $70.00/hr & $20/hr
P q per additional staff
Teen Center 100 Weekday $65.00/hr & $20/hr
per additional staff
Teen Center 100 Evening/Sat/Sun $80.00/hr & $20/hr
per additional staff
Arts and Crafts Room 39 Weekday $30.00/hr & $20/hr
per additional staff
Arts and Crafts Room 39 Evening/Sat/Sun $45.00/hr & $20/hr
per additional staff
Reservation Deposit: 50%of the Total Estimated Due
Al bookings require a 50% Non-Refundable reservation deposit and a completed application to hold the
date. This amount will be applied to the total amount due. Cancellations will forfeit the reservation deposit.
Securitv Deposit: $350
All special events require a$350 security deposit (refundable after event if no damages/extra charges apply)
Cleaning Fee: (will be based on cost of the contractor) (applied at the discretion of the Director)
All special events where food and/or beverages are served will be charged a mandatory cleaning fee.
Please see the application for more information on cleaning.
Equipment Rental:
Scoreboard $25
TWDVD $25
Now Portable Sound System $100
Portable screen $20
Podium $25
Coffee Service $3/person
(10 person minimum)
Tables &Chairs Set-Up Charge$40
(groups of 50 plus)