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HomeMy WebLinkAboutAgenda Packet 01/23/2001 # C4 Facility Policies CITY OF ATASCADERO FACILITY POLICIES, PROCEDURES & FEES PREPARED BY.• STAFF OF THE DEPARTMENT OF COMMUNITY SERVICES Revised January 23, 2001 Effective May 1, 2001 FACILITY POLICIES,PROCEDURES AND FEES TABLE OF CONTENTS Facilities Available for Rental................................................................2-3 General Conditions Governing Use of Facilities...........................................3-6 Abandoned Equipment................................................................6 Admission Charges................................................................... 4 Alcoholic Beverages...................................................................6 AmplifiedMusic........................................................................6 Availability of Facilities...............................................................3 Capacity of Facilities..................................................................4 Ceremonial Occasions.................................................................4 Clean-up.................................................................................5 Concessions............................................................................4 Damage..................................................................................5 Dances...................................................................................5 Decorations or Stage Props............................................................5 Displaying Commercial Written Materials.........................................4 Displaying Non-Commercial Written Materials...................................5 EquipmentUse..........................................................................5 GeneralPolicy..........................................................................3 Hours of Operation.....................................................................4 Permits and Licenses...................................................................6 Prohibited Behavior....................................................................6 Right of Full Access...................................................................4 Rules and Regulations.................................................................6 Rules Enforcement.....................................................................4 SecurityGuards.........................................................................4 Signage...................................................................................5 Smoking..................................................................................6 Storage....................................................................................5 Supervision...............................................................................4 Fee and Permit Procedures......................................................................7-8 Fees.................................................................................................. 9 Classification of Users..................................................................9 Explanation of Basic Fees........................................................................9 Additional Charges......................................................................9 Indoor/Outdoor Facility Minimum Charges.....................................9-10 Reservation Deposit...................................................................10 SecurityDeposit....................................................................... 10 Facility Fee Schedule........................................................................11-15 Atascadero Lake Park.................................................................1 l Pavilion.................................................................................12 Equipment rental fees.................................................................12 Charles Paddock Zoo..................................................................13 Tiger Garden Rental Policy.........................................................13 City Administration Building....................................................... 14 Sunken Gardens Park.................................................................15 Masonic Temple Building...........................................................14 AlvordField...........................................................................15 Paloma Creek Park....................................................................15 Paloma Equestrian Arena.............................................................15 TrafficWay Park......................................................................15 Softball Tournament Guidelines...............................................................15 Fees.....................................................................................15 Alcoholic Beverage Policy.....................................................................16 Food Service Policy..............................................................................16 Major/Special Event Procedures............................................................17-19 CITY OF ATASCADERO DEPARTMENT OF COMMUNITY SERVICES FACILITIES AVAILABLE FOR RENTAL ATASCADERO LAKE PARK. BARBECUE AREA#1: Barbecue pit with seating for approximately 150 people. Electricity and lights available. BARBECUE AREA#2: Barbecue pit with seating for approximately 150 people. Electricity and lights available. BARBECUE AREA#3: Barbecue pit with seating for approximately 50 people. Electricity available.No lights. GAZEBO/BANDSTAND: Covered patio area suitable for outdoor concerts,meetings,weddings,etc. Electricity and lights available. RANGER HOUSE/MEETING ROOM: A house setting with a conference room.Kitchen and bathroom available. Maximum capacity 27 people.500 Sq Ft. PAVILION: 10,000 Sq. Ft. facility, suitable for receptions, dances, meetings, and special events. Kitchen facility and several various sized meeting rooms available. (See page 12 for room capacities) ALVORD FIELD: Adult-sized baseball field with field lights,bleachers,and restrooms. CHARLES PADDOCK ZOO: TIGER GARDEN: A landscaped area (60'x90') at the entrance to the Zoo located near bronze tiger and reflecting pool. Tables and chairs not provided;electricity available for$5.00. PALOMA CREEKPARK SOFTBALL FIELDS#1 AND#2: Two adult-sized softball fields with field lighting,bleachers,and restrooms. SPORTS OPEN FIELDS: Two large multi-purpose open space fields suitable for sports activities or special events. BASEBALL FIELD: Fenced youth-sized baseball field with bleachers. EQUESTRIAN ARENA: Multi-purpose equestrian arena available for daily use and special events. Arena lighting and announcer's booth available. BBQ AT EQUESTRIAN ARENA: BBQ area with 3 tables to accommodate 25 people BBQ AT PALOMA: Shaded patio with barbecue pit and 8 picnic tables to accommodate approximately 60 people. TRAFFIC WAYPARK. SOFTBALL FIELDS#1 AND#2: Two youth-sized softball fields. No field lighting. Bleachers, and restrooms available. Retrieval of balls over the outfield fence is not allowed. SUNKEN GARDENS PARK: Large multi-purpose grass area adjacent to City Administration Building,suitable for special events. No BBQ facility or restrooms available. CITY ADMINISTRA TION B UILDING: ROOM 102: Conference room with a maximum capacity of 24 people. ROTUNDA(Fourth Floor): Large open round room suitable for large meetings and special events. Maximum capacity for conference/dining is 100 people and assembly/dancing is 150 people. Alcoholic beverages allowed with City Council approval only. No dishes or utensils supplied. Fourth floor kitchen included in rental price. FOURTH FLOOR KITCHEN: Large commercial-sized facility. Included in Rotunda rental. No dishes or utensils supplied. CLUB ROOM(Fourth Floor): Conference room with a maximum capacity of 49 people conference/dining. No alcoholic beverages allowed. No dishes or utensils supplied. PA VILION: ROTARY ROOM: Lakeview conference room with a maximum capacity of 200 people dining/conference or 440 people assembly/dancing. Room overlooks Atascadero Lake. GRONSTRAND ROOM: Lakeview 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 50 people dining/conference. KITCHEN: A complete commercial kitchen. No dishes or utensils supplied. MASONIC TEMPLE BUILDING: GYMNASIUM: Multi-purpose room, wood floor, restrooms, maximum capacity 100 people for all uses. No dishes or utensils supplied. DINING ROOM/KITCHEN: Conference room with adjacent kitchen accommodating 75 people for all uses. No dishes or utensils supplied. GEN W�Co "ONS SOV ERNING 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 does 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 for no more than one year in advance. Applications for use of public facilities will be approved based on availability, without discrimination or regard to the applicant'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 that facilities be used primarily by groups and individuals for community recreation activities regardless of race, color, creed, national origin, religion, sex, economic status, or area of residence of said group and/or individual. RULES OF ENFORCEMENT: 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. HOURS OF OPERATION: Dawn to Dusk: Outdoor facilities without lighting 6:00 a.m.to 10:00 p.m.: Outdoor facilities with lighting 6:00 a.m.to 12:00 midnight: 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 rest 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 deems appropriate. The security guard(s)shall be present for the full length of the event, unless amended by the Director or designee. Security guard(s)are required to remain on site until all guests have left the premises. The expense for said security guard(s)shall be assumed by the permittee. 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,nor discourage particular religious or philosophical beliefs. 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. 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 traffic control devices. Signs can only be posted a maximum of 20 days prior to 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 its 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 deposit may be withheld if the facility is not left clean and without damage to furnishings. At specific facilities, a cleaning fee may be charged. EQUIPMENT USE: Special requests for equipment should be noted on the permit application. At specific facilities, an equipment rental fee may be charged. 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 21 years of age to be present during the entire event at a ratio of 1 chaperone to 25 minors,unless amended by the Director. Security guards may be required at the discretion of the Director. 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,hold-it,thumb tacks, staples, etc.,are not allowed. 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 refunded. 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 at all indoor facilities except the Pavilion,if Fire Department requirements are met. Any special effects,including curtains,hangings,or props shall be made of non-flammable material and approved by the Fire Marshall. 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 an additional 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 per 100 attendants, unless amended by the Director. Security guards may be required at outdoor events, at the discretion of the Director. 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. to 12:00 a.m., unless extended by the Director of designee. Amplified music is allowed in the Masonic Temple building from 8:00 a.m.to 11:00 p.m. 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 sale 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. Flea Markets and rummage sales are not permitted on City property except for City sponsored events. Failure to comply with the rules and regulations may result in termination of a facility use permit. ......,E 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, and subject to the availability of the facility. Application forms are available at the City Administration Building,Department of Community Services,6500 Palma Avenue,Room 107. 3. A written application is required by applicant, and payment submitted before a reservation date can be considered. 4. Facility confirmations are to be present at the function for which the application was applied. In the case of a group or organization, it is recommended that one spokesperson be designated, and all arrangements 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. 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. If event is cancelled by applicant,the reservation deposit will not be refunded. 7. A security deposit may be required at certain facilities and must be paid in full 20 business 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 its furnishings. The City reserves the right to retain all or part of the security deposit if facility is left unclean or damaged. If event runs over the agreed-upon time,fees will be deducted from the security deposit. 8. All facility use rental fees are due a minimum of twenty(20)business 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)business 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 business day after the rental. A key deposit of$20.00 may 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 minimum rental time frame. Fees for the Pavilion will be based on a four-hour minimum on Friday,Saturday and Sunday. 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 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. 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) business 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 a 48-hour 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. If 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. If any individual, group, member or guest willfully, or through gross negligence, mistreats the equipment/facility, or violates any of the rules, policies, regulations, terms and conditions established for use of the facility. D. Failure to make rental fee payments within the minimum time 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. G. If required permits and/or licenses are not obtained. 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(Non-Profit/Government Rate): This class encompasses incorporated non-profit/governmental organizations recognized for fee discounts by the City. Groups in this class, whose activities are not for profit, provide 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 B(Private/Commercial): This class conducts private parties for individual or family use,or activities not open to the general public. This class includes commercial and private groups whose activities are for financial gain, or groups conducting religious, political or union meetings. This class may also include non-profit groups with less than 51%Atascadero residents. Reservations and security deposits will be charged,if applicable. Pavilion rental fee on Saturdays will be at full rate for ALL user groups,regardless of classification. 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/seryices for residents. A copy of the group's bylaws and financial records may be required. i3�EE d�f NOP" 7€E 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 for a one(1)hour minimum rental fee. Four(4)hour minimum on Friday, Saturday, Sunday at the Pavilion. Non-profit groups must reserve the Pavilion for a minimum of eight(8)hours on Saturdays. 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. RESERVATION DEPOSITS: 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. If applicant cancels event, reservation deposit is not refunded. SECURITY DEPOSITS: A security deposit may be required at certain facilities and must be paid in full 20 business 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 its furnishings. The City reserves the right to retain all or part of the security deposit if facility is left unclean or damaged. If event runs over the agreed-upon time,fees will be deducted from the security deposit. CLEANING FEES Permittee is responsible for leaving the facility in a clean and orderly condition. A portion or all of the security deposit may be withheld if the facility is not left clean and without damage to furnishings. At specific facilities, a cleaning fee may be charged. SEE€ .1 rrV€ ,�"A'OLJTY, SCHEDUL� Sm . Atascadero Lake Park Hours of Operation - 6:00 am to 10:00 pm FACILITY GROUP FEE GAZEBO includes grass A (Non-Profit) $30/Day area in front of Gazebo GAZEBO includes grass B (Private) $45/Day area in front of Gazebo BBQ AREAS 1 & 2 A (Non-profit) $30/Day Capacity: 150 people BBQ AREAS 1 & 2 B (Private) $45/Day Capacity: 150 people BBQ AREA 3 A (Non Profit) $30/Day Capacity: 50 people BBQ AREA 3 B (Private) $45/Day Capacity: 50 people MAJOR SPECIAL A (Non-Profit) $300/Day EVENT Includes all open grass areas,BBQ areas, Gazebo MAJOR SPECIAL B(Private) $600/Day** EVENT Includes all open grass areas,BBQ areas, Gazebo MAJOR SPECIAL A(Non Profit) $250.00* EVENT Security B(Private) Deposit MAJOR SPECIAL A(Non Profit) $40.00 EVENT B(Private) Reservation Deposit Ranger House RANGER HOUSE A(Non Profit) $10.00/Hr Capacity 27 Dining/Conference 49 Assembly/Dancing (1 hr min reservation) RANGER HOUSE B(Private) $20.00/Hr Capacity 27 Dining/Conference 49 Assembly/Dancing (I hr min reservation) * 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 (i.e., commercial event fundraisers) are subject to a basic rate, or 10%of gross ticket sales, whichever is greater. PAVILION ON THE LAKE FACILITY GROUP FEE ROTARY ROOM A (Non-Profit) $17.50/Hr Capacity: 200 Dining/Conference 440 Assembly/Dancing 4-hr minimum(Fri&Sun) 8-hr minimum(Saturday only) ROTARY ROOM B (Private party) $25/Hr(Weekdays) ROTARY ROOM B (Private party) $40/Hr (Evenings&weekends)) GRONSTRAND ROOM A (Non-Profit) $15/Hr Capacity: 100 Dining/Conference 210 Assembly/Dancing 4-hr minimum(Fri&Sun) 8-hr minimum(Saturday only) GRONSTRAND ROOM B(Private party) $20/Hr(Weekdays) GRONSTRAND ROOM B(Private party) 30/Hr (Evenings&weekends) COMMUNITY ROOM A (Non-Profit) $15/Hr Capacity: 40 Dining/Conference 50 Assembly/Dancing 8-hr minimum(Saturday only) COMMUNITY ROOM B(Private party) $15/Hr(Weekdays) COMMUNITY ROOM B(Private party) $18/Hr(Evenings&weekends) KITCHEN A (Non-Profit) $15/Hr KITCHEN B(Private party) $15/Hr(Weekdays) KITCHEN B(Private party) $25/Hr (Evenings&weekends) CLEANING FEE Less than 150 people $85.00 More than 150 people $110.00 OPTIONAL FULL-DAY RATE AT THE PAVILION FULL-DAY RATE SATURDAYS ONLY Includes entire building All users $950/Day 9:00 a.m.to midnight CLEANING All users $110.00 SECURITY DEPOSIT All user $250.00 EQUIPMENT RENTAL FEES THESE FEES APPLY TO ALL USER GROUPS EQUIPMENT FEE EQUIPMENT FEE Platforms $ 5.00 ea. Stereo System/CD Player $10.00 TV/VCR $10.00 Microphone& PA System $10.00 Overhead Projector $10.00 60 Cup Coffee Pot $ 5.00 Projector Screen $ 5.00 TABLE& CHAIR SET-UP FEE Table & Chairs set-up& take-down $5.00 per 50 persons CHARLES PADDOCK ZOO: ENTRANCE FEE: LARGE GROUP ADMISSION POLICY: Ages 2&Under $-0- Groups of 100 to 199 $.50 Discount,regardless of age Ages 3 to 15 $2.00 Groups of 200 or more $1.00 discount,regardless of age Ages 16 to 64 $3.00 Ages 65&Over $2.25 STROLLER RENTAL $1.00 The Zoo Curator shall grant discounts for groups under 100 on an individual basis. Advanced reservations required,please call 461-5080. Payment shall be made in advance by the group leader. TIGER GARDEN RENTAL POLICY The Zoo"Tiger Garden,"a lush landscaped area at the entrance to the Charles Paddock Zoo,is an ideal location for a family picnic,wedding,or other special event. The central focus of this area(601001)is a life-size bronze tiger by local artist,Susan Beatie. The tiger overlooks a reflecting pool as a waterfall cascades from a rock outcrop. Tables and chairs are not provided the group may provide their own. One 15 amp electrical outlet is available for the group's use for $5.00. The group must supply their own extension cord. The group may use sound in conjunction with their event,but the Zoo staff reserves the right to regulate the volume in order to avoid disturbance of Zoo animals,or other visitors. ALL RENTAL FEES INCLUDE ZOO ADMISSION,AND ARE AS FOLLOWS: GROUP SIZE RESIDENT NON-RESIDENT CLEANING DEPOSIT 1 TO 25 $ 45.00 $ 75.00 $ 25.00 26 TO 50 $ 75.00 $100.00 $ 25.00 51 TO 100 $150.00 $175.00 $100.00 ALL RENTAL RATES ARE PER HOUR WITH A MINIMUM OF TWO (2)HOURS * The cleaning deposit is refundable with satisfactory cleanup. All decorations must be removed as part of the cleanup procedures. When reserving the Tiger Garden,please account for actual time you will require the area,including set-up and clean- up. An additional fee of$25.00 per hour will be required if any function and/or clean-up activities extend past Zoo closing time. Groups renting the Tiger Garden are responsible for damage to the facility and/or equipment, including excessive damage to landscaping. Smoking is not permitted in the Tiger Garden. The use of signs and banners must be in agreement with the City's Sign Ordinance. Permission to serve wine and/or beer must be obtained in writing from Brady Cherry, Director of Community Services. Beverages may be consumed in paper or plastic cups (no glass or Styrofoam). Also, no cup lids, straws, or balloons are permitted on Zoo grounds or tiger garden. TIGER GARDEN CANCELLATION POLICY Refunds of rental fees shall be made if cancellations are received no later than 14 days before the scheduled event. In the case of rain,or other bad weather,there will be a full refund of the rental fee with a cancellation notice received from the contact person no later than 9:00 a.m. of the day of the event. Cancellations without prior notice will be subject to a 50% penalty of the rental fee. The contact person and/or representative of the group will be responsible for notifying guests of the event of any cancellations. CITY ADMINISTRATION BUILDING FACILITY GROUP FEE 4 FLOOR ROTUNDA A (Non-Profit) $15/Hr Maximum Capacity: 100 Dining/Conference 150 Assembly/Dancing Includes Kitchen (2-hr minimum reservation) 4 FLOOR ROTUNDA B(Private Party) $30 RESERVATION DEPOSIT A(Non-Profit) $40 B (Private party) SECURITY DEPOSIT A(Non-Profit) $250 B (Private party) CLEANING FEE A(Non-Profit) $110 B (Private party) 4 FLOOR CLUB ROOM A (Non Profit) $10/Hr Maximum Capacity: 25 Assembly/Conference (1-hr minimum reservation) 4 FLOOR CLUB ROOM B(Private Party) $15/Hr RESERVATION DEPOSIT A(Non Profit) $10 B(Private) CONFERENCE ROOM 102 A (Non-Profit) $10/Hr Maximum Capacity: 25 Assembly/Conference (1-hr minimum reservation) CONFERENCE ROOM 102 B(Private party) $20/Hr RESERVATION DEPOSIT A(Non Profit) $10 B(Private) MASONIC TEMPLE BUILDING GYMNASIUM A (Non-Profit) $15/Hr Maximum Capacity: 50 GYMNASIUM B(Private party) $24/Hr SECURITY DEPOSIT A(Non Profit) $250 B(Private) RESERVATION DEPOSIT A(Non Profit) $ 40 B(Private) DINING ROOM/KITCHEN A (Non-Profit) $15/Hr Maximum Capacity: 50 DINING ROOM/KITCHEN B(Private party) $18/Hr SECURITY DEPOSIT A(Non Profit) $40 B(Private) RESERVATION DEPOSIT A(Non Profit) $ 40 B(Private) OUTDOOR FACILITIES FACILITY GROUP FEE SUNKEN GARDENS PARK A(Non-Profit) $50/Day SUNKEN GARDENS PARK B(Private party) $100/Day AL VORD FIELD: BASEBALL FIELD A(Non-Profit) $10/Hr B (Private party) LIGHTS A(Non-Profit) $10/Hr B (Private party) TRAFFIC WAY PARK: SOFTBALL FIELDS#1&#2 A (Non-Profit) $10/Hr SOFTBALL FIELDS#1&#2 B(Private party) $15/Hr FIELD BASE RENTAL(Optional) A(Non Profit) $200 B(Private) PALOMA CREEK PARK: SOFTBALL FIELDS#1&#2 A (Non-Profit) $10/Hr B(Private party) $15/Hr LIGHTS A(Non Profit) $10/Hr B(Private) FIELD BASE RENTAL(Optional) A(Non Profit) $200 B(Private) OPEN FIELDS A (Non-Profit) $10/Hr OPEN FIELDS B(Private party) $15/Hr YOUTH BASEBALL FIELD A (Non-Profit) $10/Hr YOUTH BASEBALL FIELD B(Private party) $15/Hr BARBECUE AREA A(Non Profit) $20/Day Approximate Capacity: 60 people 6 a.m.to 10 p.m.reservations BARBECUE AREA B(Private) $35/Day PALOMA EQUESTRIANARENA: SPECIAL EVENTS A (Non-Profit) $ 50/Day SPECIAL EVENTS B(Private party) $100/Da SECURITY DEPOSIT A(Non Profit) $200 B(Private) INSURANCE A(Non Profit) $1 MILLION B(Private) ARENA PREPARATION(Optional) A(Non Profit) $40 B(Private) NO FEE/MEMBERSHIP FOR NON-SPECIAL EVENT USAGE "� �W ON Nff" 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, location,fields used, and payment of application fees. FEES SERVICES/OPTIONS $50.00 Non-refundable reservation deposit. $200.00 Rental fee must be submitted 1 week prior to the event. $100 Per event/per facility,refundable cleaning/security deposit(if fields left in clean condition and there is no damage)must be submitted 1 week prior to the event $7/Hr Field use fee(mandatory) $10/Hr Field lights(optional) $50 Food Concession Fee(optional) $8/Bag Field chalk(optional) $20/Hr City staff clean-up time charged to Tournament Director if required 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: 3. Managers are responsible for their dumpster fees. AL Ofif",014 � A � �f _.. _._ _ ....•• EEIE.. >1g s,..n - - 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) business days prior to the event. Applications may be obtained at the City of Atascadero, Department of Community Services,6500 Palma Avenue,Room 107,Atascadero. 2. The Director of Community Services or his designee 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)business 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 additional insured,for the date(s)of the event,is required prior to confirmation for the use of the facility. 6. Security guards will be required for any event selling or serving alcoholic beverages in any City facility. 7. Ratio of security guards to participants will be determined by City staff. FACILITIES SUITED FOR FOOD AND BEVERAGE SERVICE: Pavilion on the Lake A complete commercial kitchen, offering a facility for various types of food service. Accessories such as dishes, utensils, cups, glasses,silverware,linens,and cookware are not available. Administration Building Fourth Floor Kitchen: A complete commercial kitchen, offering a facility for various types of food service. Accessories such as dishes, utensils, cups, glasses,silverware,and cookware are not available. Picnic Areas: Barbecue pits,electricity outlets and water are available. FOOD PREPARATION FOR SALE: 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 a permit to use a City facility a minimum of twenty(20)business days prior to the event. Applications may be obtained at the City of Atascadero, Department of Community Services, 6500 Palma Avenue, Room 107, Atascadero. 2. The Director of the Department of Community Services shall approve or disapprove all requests for the sale or collection of donations for food services at City facilities. 3. If approved,the applicant will be required to contact the County Health Department to receive 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)business days prior to confirmation for use of the facility. AJOR SPOTAL pRLWrFr 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 describing the event are to be submitted to the Department of Community Services Office,6500 Palma Avenue,Room 107,Atascadero. DEFINITION OF MAJOR SPECIAL EVENT: The Director of Community Services, or his/her designee, based on one or more of the following criteria will determine a "Major Special Events"status: 1. Estimated attendance of over 250 people. 2. The event organizers will receive fees or donations. 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. The Director of Community Services will approve all continuing or recurring events unless the applicant has requested significant changes to the event. No more than six major special events will be allowed at Atascadero Lake Park during the period of time between and including the Easter holiday weekend and the Labor Day holiday weekend. 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. 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 Health Department located at 2156 Sierra Way,in San Luis Obispo,telephone number 781-5544. ALCOHOLIC BEVERAGE SALES: The applicant is responsible for providing to the City of Atascadero,and to post at the event,a copy of the 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 who 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,(800)432-2829 or(805) 677-2700, located at 4822 McGrath, Suite 260,Ventura,CA. It is the responsibility of the applicant to notify any and all vendors who 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, Community Development Department(461-5035), located at 6500 Palma Avenue, Room 104, Atascadero. 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 additionally insured. A certificate of insurance must be provided to the City of Atascadero at least ten (10) business days prior to the event. 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 business 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 Atascadero Waste Alternatives, (466-3636), located at 7625 San Luis Avenue, Atascadero. Confirmation of refuse container rental must be provided to the City at least 20 business 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 is 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 of rental must be provided to the City no later than 20 business 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 event 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. 2. Signs providing directions to an event are not allowed. Directional signs are allowed only 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 the Director has granted permission. 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. City staff will review street closure requests and the applicant will be notified about special traffic control requirements. FEES AND GHARGES: 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) business 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(riot,etc.)may be charged(in full)to the event organizer. 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:\MyDocs\Manuals\FacilityPolicies...