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HomeMy WebLinkAbout6633RESOLUTION NO. 6633 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING A REVISED CITY OF ARCADIA COMMUNITY CENTER USE POLICY AND FEE SCHEDULE WHEREAS, on January 21, 1992, the City Council of the City of Arcadia adopted the "Arcadia Community Center Use Policy and Fee Schedule" ("Policy"); and WHEREAS, on February 2, 1993, the City Council approved revisions to said Policy and on January 21, 1997, the Ciry Council reaffirmed the Policy as adopted on February 2,1993 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City Council hereby approves and adopts the revised "City of Arcadia Community Center Use Policy and Fee Schedule" attached hereto as Exhibit "A". SECTION 2. 'The Ciry Clerk shall certify to the adoption of this Resolution. [SIGNATURES ON NEXT PAGE] 1 Passed approved and adopted this 1st day of July , 2008. -~~~~ Mayor of the City of Arcadia ATTEST: l pity Clerk APPROVED AS TO FORM: cry;., ~. T~-~~,~~ City Attorney 6633 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6633 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the Ist day of 7uly, 2008 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Amundson, Kovacic, Wuo and Harbicht NOES: None ABSENT: Council Member Chandler ty Clerk of the Ciry of Arcadia 3 6633 CITY OF ARCADIA RECREATION AND COMMUNITY SERVICES DEPARTMENT ARCADIA COMMUNITY CENTER USE POLICY & FEE SCHEDULE 626-574-5113 FACILITYUSE -General ~ ~' _ _ ., `' ~ i '~~ r.. - _ ~_ The Community Center, under the administration of the Recreation and Community Services Department, will be made available to Arcadia organizations for activities and programs that contribute to the social, cultural, human service, recreational, and civic needs and interests of the citizens of Arcadia. The City may charge rental fees to help defray maintenance, utilities, supervision, and administrative expenses. Reservations will be taken by the Recreation and Community Services Department following an application process. These rules will be distributed at time of application and qualifying groups must read all rules and comply with all provisions stated. FACILITY+'USE.- QualifyingUser Groups Priority I -Available at no charge to organizations as noted. - Senior citizens' shall have the exclusive use of the facility for their activities, 8:00 a.m. - 4:00 p.m., Monday through Friday. (Any exception must be approved by the Senior Citizens' Commission, subject to appeal by any interested person to the City Council upon payment of an appeal fee established by resolution of the City Council). - Recreation and Community Services Department Classes and Activities (late afternoons, evenings and on weekends). - City of Arcadia (meetings/events/dinners). - Arcadia Unitied School District (District activities of community interest, not normally held on a school site). - Arcadia Chamber of Commerce (Installation Dinner &Inter-Cultural Dinner). - Arcadia Historical Society (Bi-monthly meetings). - Arcadia Chinese Association (New Year's Luncheon for City employees). Priorit}~ II -Available with charge for set-up/break down & supervision (Fee Schedule follows on next page). - Community sponsored youth and adult activities including Arcadia based civic, service, non-profit and athletic organizations (service clubs; schools; PTA's; churches; civic, community, general welfare, cultural, social and character building organizations) that conduct non-profit community service activities, events and programs which may be open to the general public. - Public candidate forums open to all candidates or forums on local Ballot Measures. - Retirement events for City employees (rate charged to cover costs). - Use of the large Banquet/Meeting Room (including kitchen) will be made available to each community organization on a once a year basis, space permitting. Subsequent uses during same year may be considered if date/space is available and may only be booked 60 days or less prior to usage. FACILITPUSE - Lmitatianst T!{e,j`actltty ts;nnt duuitable for . ; ._.r_ , - Use that would conflict with regularly scheduled Senior Citizen and/or Recreation and Community Services Department activities cannot be accepted. - Use that conflicts with stated hours available for reservations cannot be considered. - No person shall use the facility for the purpose of furthering a campaign for public office (City Charter Section 905). - Private parties, weddings, wedding receptions, birthdays, graduation parties, memorial services, retirement dinners (except City sponsored) are prohibited. Rev. 7-I-2008 Use by organizations on a regular basis, i.e., every day, week, month (except for City sponsored classes and events)cannot be accepted. Commercial organizations (for profit businesses or services) may not reserve the center. Use that could cause damage to the facility, due to type of event or set-up required, is not allowed. FEESCHEDi1LE .. ~., .. Organizations in Priority II will be charged a fee and will be required to post a security deposit for use of the Community Center. A security deposit shall be required and is due when the reservation is made. This security deposit shall be returned if the following conditions are met: - The facility is left in satisfactory condition as determined by the Director of Recreation and Community Services or designated representative. - No City property is missing or damaged. - The group leaves on time. ~~Lar eBan uet/Meetiti' Rbom~6AE * ~s~ .Attendance~-~. ForDinin r~3~ ~~Ai'teudauce.-~~.~ tEor-Assembl Set u ,break down & 5 hrs. Su ervision 300 $500 400 $375 Size of room assigned (1/3, 2/3, or full) is 200 $375 300 $315 Determined by group size. 100 $250 200 $250 Dinin reservations include kitchen. 100 $190 Additional Hours of Su ervision $12.50/hr. $12.50/hr. Security Deposit (refundable) _ $100 $100 Meeting Rooms (7AB or other. small room) ,Maximum 50-Participants), Set u ,break down & 2 hrs. Su ervision N/A $37.50 Additional Hours of Su ervision N/A $12.50/hr. Security De osit refundable N/A $25 *NOTL: The City reserves the right to charge to provide extra services and/or equipment. ,; .. GENERAL'ADMINISTRATION '~ , _ . ~ _ ; , 1. Any activity held at the Community Center will be conducted according to all laws and will conform to the written rules and regulations of the Recreation and Community Services Department and this Policy. 2. Any group violating the regulations and conditions governing the use of the facilities shall be subject to immediate revocation of facility use privileges and all fees previously paid will be retained by the City. 3. The Director of Recreation and Community Services shall have final authority regarding facility usage, fee schedule, and policy interpretive decisions. Weekday use exceptions require City Council approval at a regularly scheduled City Council meeting. Applicant should file a waiver request a minimum of 8 weeks in advance of the date of the requested exception. 4. Users shall agree that neither the City nor its employees shall be responsible or liable for property and equipment of the users. Users shall execute Hold Harmless agreements in a form approved by the City Attorney, and may be required to show proof of insurance or provide insurance coverage as determined by the Director of Recreation and Community Services. 2 Rev. 7-I-2008 5. Users shall obtain permits required for scheduled uses: ABC if alcohol is to be served; City dance permit for dancing; and/or City fire permit if candles are to be used for table decorations. In addition, the caterer used must have an agreement approved by the Director of Recreation and Community Services on file with the Recreation and Community Services Department. ~; ~ ,. FACILITYRULESANDREGULATIONS,", `'' ' ~'u-' 1. The large Banquet/Meeting room must be rented for a minimum of five hours, which includes the kitchen if booked for a dining function. All other rooms are booked in hourly increments with a two hour minimum. Exceptions may be made with the approval of the Director of Recreation and Community Services. All groups must leave the facility in a clean and orderly Fashion no later than 12:00 midnight, Fridays or Saturdays, and by 10:00 p.m., Sunday through Thursday nights. No use of facilities may extend beyond 12:00 midnight without prior approval. 2. The refundable security deposit must be paid at time of reservation. A partial payment of 50% of the rental cost will be required at least sixty days prior to usage. The balance of the rental charge must be paid thirty days before the activity is scheduled, or it may result in the cancellation of the permit. 3. Rentals may be approved -ess than thirty days in advance; however, total rental cost and security deposit are due at time of reservation. 4. In the event of the applicant's cancellation of the reservation: a. If cancellation is made 61 days or more before the rental date payment will be refunded in full. b. A cancellation made 3l to 60 days before the rental date wil- result in the City's retention of 25% of the required room rental fee. c. A cancellation made 30 days before the room rental date will result in the City's retention of 50°/~ of the required room rental fee. d. Security deposits are not part of the room rental fee and will be returned within two weeks after the event, if noted conditions are met. 5. A group permitted to use the Community Center shall accept full responsibility for: a. The conduct of those in the group using the facility b. Breakage or damage to equipment or facilities. c. Leaving the facility in a clean and orderly condition. Note: Non-compliance with the previously stated responsibilities may result in the retention of the security deposit and possible additional restitution. 6. The Recreation and Community Services Department reserves the right of full access to a-I activities, at an}~ time, in order to insure that all rules, regulations, and City and State laws are being observed. 7. The user must obey instructions of the City employee(s) on duty. 8. The City reserves the right to request official Police Department personnel for security purposes, with additional charge to renter, per the discretion of the Director of Recreation and Community Services or designated representative. 9. All children attending an activity at the Community Center shall be supervised by their families or by a designated adult chaperone. Rev. 7-1-2008 10. Tables and chairs are provided by the City as part of the facility use; any other equipment used by the rental group must be approved by the Director of Recreation and Community Services. A variety of audio-visual equipment is available at no additional cost, if requested an facility diagram and if the item is available. 11. When tables are used for refreshments or dining they must be covered during use and left clean at end of activity. 12. If decorations are contemplated for any program, they must be free standing or placed on the tables or attached to brick walls only (using duct tape). No group may tape, stick, staple or tack anything to the floors, fabric walls or ceilings. Crepe paper, glitter of any type, or confetti are not allowed. 13. Groups wishing to use candles as part of their decorations must obtain a permit from the Fire Prevention Bureau of the Arcadia Fire Department. 14. Groups holding a dance as part of their activity must obtain a free dance permit from the Business License Office at City Hall. (Applications shall 6e submitted to the Recreation and Community Services Department for approval.) 15. Groups may not decorate the facility the night prior to their event unless advance permission is granted by the Recreation and Community Services Department. There will be an additional charge if said decorating is done after regular working hours. 16. No wet containers may be placed on the hardwood floors. 17. The Community Center is anon-smoking facility. User groups not in compliance with the no smoking policy are subject to loss of securih• deposit and future rental privileges may be revoked. 18. Caterers used at the facility must obtain and file a "Caterer's Agreement" with the Recreation and Community Services Department at least 30 working days prior to the event. The "Caterer's Agreement" includes City policy and license requirements, County Fair Employment Practice laws, public Health Department regulations, and insurance requirements. For the users convenience the City has a reference list oS caterers that are currently authorized to cater food functions in the Community Center. 19. Coffee and condiments are not provided by the Recreation and Community Services Department. An industrial coffee maker and an ice machine are available in the kitchen. The Recreation and Community Services Department does not provide linens, china, silverware, glassware, or serving dishes/utensils. 20. The City will not be responsible for lost or stolen items. 21. Articles may not be left unattended at the facility. Articles left may be subject to disposal at the rental group's expense. 22. The user may not store any equipment in the Facility prior to or after the approved period of use. Any equipment left in the facility will be subject to rental fees. 23. The City Manager shall have the authority to cancel or postpone use of a facility if such action is deemed necessary by the City Manager, in his/her discretion. Whenever possible, 24 hours notice will be given to the applicant, and a full refund will be made. 4 Rev. 7- I -2008 24. Authorized organizations may request to serve alcoholic beverages as part of their use of the Community Center. The applicant must agree to follow the requirements of the City of Arcadia Alcoholic Beverage Policy and notify the Recreation and Community Services Department of intent to serve alcohol when completing the facility reservation form. Non-profit organizations may qualify for cone-day permit to serve alcohol from the State of California Alcoholic Beverage Control. Permits must be obtained no more than 30 days in advance, and no later than one week before the event. The permit fee is $25 and must be paid at ABC by cashiers check or money order. A permission letter from the Recreation and Community Services Department is also required and must be requested at time of reservation. In addition, the applicant must provide a letter from the applicant organization describing in detail the proposed event. 5 Rev. 7-I-2008