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HomeMy WebLinkAboutJANUARY 21,1992 1 I 01/0 _ s;- D O/~ I qa.1 34:0022 ~ CITY COUNCIL PROCEEDINGS ARE TAPE RECORDED AND ON FILE IN THE OFFICE OF THE CITY CLERK ROLL CALL ARCADIA COMMUNITY CENTER USE POLICY O({()-70 o ") .:> 0- -z..o MINUTES CITY COUNCIL OF THE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY ADJOURNED REGULAR MEETING (COMMUNITY CENTER USE POLICY AND FEE SCHEDULE) JANUARY 21, 1992 The City Council and the Arcadia Redevelopment Agency met in an adjourned regular meeting at 6:30 p.m., Tuesday January 21, 1992, in the Conference Room of the City Hall Council Chambers. The primary purpose of meeting at 6:30 p. m. was to consider the Arcadia Community Center Use Policy and Fee Schedule PRESENT: ABSENT: Councilmembers Ciraulo, Fasching, Young and Gilb Mayor Pro tern Harbicht It was MOVED by Mayor Gilb, seconded by Councilmember Ciraulo and CARRIED to excuse Mayor Pro tem Harbicht. Current use of the Community Center has been limited to: 1) Senior Citizens activities - 8 a. m. to 5 p. m., Monday through Friday. 2) Recreation Department classes and activities, nights and weekends. 3) City of Arcadia dinners and programs, and, 4) Community events of City-wide interest. At the Council's direction the Recreation Director submitted recommendations for a proposed use policy and fee schedule. The facility, under the administration of the Recreation Department, will be made available to Arcadia organizations for activities and programs that contribute to the social, cultural, human services, recreational, and civic needs and interests of the citizens of Arcadia. The City many charge rental fees to help defray maintenance, utilities, supervision, and administrative expenses. Reservations will be taken by the Recreation Department following an application process. The City will reserve the second Saturday of each month in order to ensure space for City functions. Use of the facility will be limited and will not be available for private use, i.e., weddings or wedding receptions, birthdays, graduation parties, etc.; or use by organizations every day, week, month, etc.; or use that would conflict with regularly scheduled Recreation Department activities; or use that could cause damage to the facility such as carnivals, use of booths, or activities that require the use of walls or ceilings for decorations, overnight activities, etc. The Community Center will be available to qualified user groups under a priority schedule as defined in the January 21, 1992 staff report. A discussion ensued of the recommended use policy and fee schedule with changes or corrections as noted: 1 1/21/92 34:0023 The Recreation Director advised Council that before dates for other organizations are scheduled, the Recreation Department will block out the dates for all the Senior Citizens events and programs; all Recreation Department classes and activities; all City functions, and keep the 2nd Saturday of each month reserved for the City until 60 days before the reserved date. If a City function is not scheduled, then, release that date to a qualified organization upon request. Referring to recommendations for use of the Community Center submitted by Warren Shaw, Chairman of the Senior Citizens Commission, in particular, the request that a statement disallowing "carnivals, or booths that could cause damage to the facility", be deleted, Council explained to Mr. Shaw the use of the wording "carnivals, or booths" was merely an example of an event, the policy does not directly forbid carnivals. By consensus, Council decided to add the Arcadia Historical Society to the "Qualifying User Group" listed under "Priority I - Facility Use, Available at no Charge". Also, the Chamber of Commerce Installation Dinner and the Chamber's Intercultural Dinner to be added to this same list. A lengthy discussion occurred around the question of national organizations using the facility for fund raising events. The Heart Association Celebrity Waiter fund-raising dinner and the American Red Cross were mentioned, for example. The Boy Scouts of America and the Girl Scouts were also considered along with the Boosters Club. Staff noted that the Arcadia branches of these organizations would fall under Priority III for their fund raising events. These organizations would be required to pay a fee of $400 for set-up, clean up and five hours of staff supervision; as well as a rental use charge of $200; additional hours of supervision, if needed, at $lO/hr. and a refundable security deposit of $200, all connected with the use of the Large Banquet/Meeting Room (6A-E). Staff noted also, if these same Arcadia branches of national groups qualified, and other organizations as well, and were to schedule an event at the Center other than a fund raiser, they would then fall under Priority II, which does not require the $200 for rental use. As clarification the City Manager stated in part, that staff would like general policy direction as outlined in the staff report, without naming specific groups .., general categories and generally what the group must be (athletic, civic, service, etc.) to qualify for the different priority classifications. If in doubt about a particular group, staff will come to Council for direction. The matter of competition with local hotels and restaurants was mentioned as a concern of Mayor Gilb and Councilmember Young. A brief discussion ensued. There was no consensus of Council on this matter. In regard to how the priority use classifications will function, staff explained that a user group classified as a Priority II User can preempt a Priority III User if there is a conflict in dates. Other situations were described as policy, and staff advised that the procedure does not mean that staff will cancel an organization's reservations indiscriminately in favor of others. Councilmembers Young and Fasching agreed that the policy needs to be in effect to see how it will work. Staff also explained the recommended policy, that use of the large banquet room (including kitchen) will be made available to each community organization on a once-a-year basis, space permitting. This because staff is trying to accommodate every organization at least one time this first year, and then if there is more time available an 2 1/21/92 I I ~ 34:0024 organization may apply for a second reservation. be allowed to come in and schedule five dates example. No club will a year, for I Staff clarified the policy recommended if a group should cancel a reservation: Rental fees are required to be paid in advance of the reservation date. The cancellation charge is based on the date of cancellation, i.e., how many days before the date of the event. A $200 fee is required for groups qualified under Priority III. The City retains 25% of the rental fee if the event is cancelled 61 days or more before the scheduled date; 31 to 60 days before the scheduled date, the City retains 50%; 30 days before the rental use date, 75% of the $200 rental fee will be forfeited. The security deposit is returned to the organization. A brief discussion ensued of the law concerning the sale of alcoholic beverages. A one day liq';or license will be required of the organization. Food must be served along with the alcohol, according to State law. Councilmember Fasching commented that he believes this law has been repealed. Groups wishing to serve alcohol must submit the required application to the City 12 days before the event. The Recreation Director advised that the City has banquet, card, registration and rectangular tables, also 400 chairs on hand for use by any group renting the facility. If the City has a function requiring additional chairs they would be available in the Recreation Department, however, as a rental policy for events other than City functions, additional chairs will not be provided or permitted. The group renting the facility will not be allowed to bring in additional tables or chairs. Further, seating over 300 persons for dining in the banquet room would overcrowd the room, and the room quickly would show wear and tear. I An approved list of caterers has been compiled, according to staff. The City requires that sufficient insurance be provided to the City by the caterer naming the City as additional insured. The staff reported that five caterers have been approved to-date. Councilmember Fasching suggested that the language in the rental policy read that, "the City has a list of caterers that are authorized to cater for the organization, and any others must meet City requirements to use the facility". Councilmember Fasching does not want to require that a rental group must use just certain caterers. Staff advised that the City is not limiting the number of caterers, the list will contain whoever can quality. .. if a caterer can meet the requirements they can be put on the list. The subject of "pot luck" meals was briefly discussed, where members of a group bring in the food and serve it, and possibly just use one of the smaller dining rooms. Staff noted that someone in the group should be able to operate the kitchen equipment. Mayor Gilb was concerned that this type of food preparation should require that china dishes be used rather than paper plates which could create a mess and damage the tables. Returning to the subject of the caterers, Councilmember Fasching felt that as long as a caterer filed the required agreement with the City prior to the event, then the City would not need to furnish a list of caterers to the organization renting the facility. The Mayor commented that the organization would be advised that a list of caterers is available. In response to an appeal process recommended by Warren Shaw, the City Manager strongly recommended against instituting. this process "because every organization that was turned down would then appeal to the Council". Mayor Gilb questioned Policy No. 21, which states that the City Manager will have the authority to cancel or postpone use of the facility if such action is 3 1/21/92 MOTION MUSEUM MURAl ()f..J..o _/~- CLOSED SESSION ADJOURNMENT ATTEST: 34:0025 deemed necessary by the City. ,Whenever possible, 24 hours notice will be given to the applicant. Staff replied that this situation could possibly occur if the City were in an emergency situation. Further, the disclaimer was included in the City policy to protect the City against liability... this clause had to be included. The consensus of Council was to leave this provision as stated. The City Attorney advised that a motion would be in order to adopt the City Policy governing the Use Policy and Fee Schedule for the Community Center. It was then MOVED by Councilmember Young, seconded by Councilmember Ciraulo and CARRIED on roll call vote as follows that the City Use Policy and Fee Schedule for the Arcadia Community Center be ADOPTED as corrected with Council's suggested changes. AYES: NOES: ABSENT: Councilmembers Ciraulo, Fasching, Young and Gilb None Mayor Pro tern Harbicht The 7:00 p. m. Council Pre-meeting was then declared in session by Mayor Gilb. It was the consensus of Council that the request of the Historical Society to paint the south wall of the Museum with a mural of an oak tree and the name of the Historical Society Museum be denied. Council felt that the Museum was identified on the monument at the entrance to the Center, which also lists the Community Center and Recreation Offices and this is sufficient. The City Manager requested a Closed Session before the Regular Meeting this date. AT 7:17 p. m. the City Council entered the CLOSED SESSION, RECONVENED and ADJOURNED sine die at 7:30 p. m. ~ur:: 'Charles E. Gilb, Mayor J~~d' ~~~\ 4 1/21/92 I I