HomeMy WebLinkAboutJANUARY 21,1992
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CITY COUNCIL PROCEEDINGS ARE TAPE RECORDED AND ON FILE IN THE OFFICE OF THE CITY
CLERK
ROLL CALL
ARCADIA
COMMUNITY
CENTER USE
POLICY
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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:
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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
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organization may apply for a second reservation.
be allowed to come in and schedule five dates
example.
No club will
a year, for
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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.
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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
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MOTION
MUSEUM
MURAl
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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
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