HomeMy WebLinkAbout(1998, 05/26) - I-5 - Adopted - (incorporating G-4 and I-5, changed to I-25)PUBLIC USE OF CITY FACILITIES
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PURPOSE
City facilities, which include parks, gymnasiums, community rooms and swimming
pools, are available to the public for civic, social, educational, athletic and cultural
activities. It is the intent of this Policy to provide use regulations and application and
scheduling procedures to accommodate all groups that wish to use City facilities.
PROCEDURE
1. Applications to use the City facilities must be made on forms provided by the
Community Services Department. Applicants must provide all information as
may be required by the Department to assure compliance with the requirements
and regulations of this Policy.
2. Applicants will be required to pay a security deposit in an amount that will
promote use of the facilities to Community Services in an orderly manner without
damage to the facilities. Security deposit will be refunded upon inspection of
facilities and confirmation that no property damage has occurred.
3. Applicants will be required to acknowledge that neither the City nor the
Community Services Department assumes any liability for injury or loss of
personal property. Prior to the use of the facility, the application must have
approval of the Community Services Director /City Librarian or designated
representative.
4. Approval or denial of an application will be provided within five working days of
receipt of a completed application.
5. Reservations for use of Community Services facilities may be made up to six
months in advance, but no later than five working days before the event. Any
organization using City facilities on an ongoing basis shall notify the Community
Services Department when there is a change of officers or of organizational policy.
6. The City of Newport Beach is not liable for any and all accidental injury to any and
all persons or loss of damage to group or individual property. When it is deemed
to be in the best interest of the general public, the City of Newport Beach will
require the permittee to furnish a Certificate of Insurance naming the City of
Newport Beach as an additional insured. The amount of the insurance shall not be
less than $1,000,000 per occurrence of commercial general liability insurance.
7. A contract shall not be transferred, assigned or sublet. All contracts will be issued •
for specific facilities and for specific hours, and the premises must be vacated as
scheduled.
8. The application must be completed and signed by one of the adults who will
attend and supervise the entire event or activities.
REGULATIONS AND RESTRICTIONS:
All uses of Community Services facilities will be subject to the following regulations
and restrictions:
1. Alcoholic beverages are prohibited and shall not be permitted in or on any
municipal facilities operated by the Community Services Department, except beer
and wine may be served for special occasions at the OASIS Senior Center multi-
purpose room when done in compliance with State Alcohol Beverage Control
regulations and approved in writing by the Community Services Director.
Approval to serve beer and wine at the OASIS Senior Center shall not be deemed to
approve service of alcohol in violation of section 25604 of the Business and
Professions Code. The Community Services Director will require the permittee to
pay City costs to provide additional security.
2. Smoking is prohibited in all City facilities including restrooms. •
3. For all indoor facility rentals involving young people, 18 years and under, there
shall be at least one adult for every 20 minors, or increments thereof, in attendance,
who shall remain in the facility for the duration of the activity.
4. No group's activities shall interfere with the administration of the Community
Services Department.
5. Non -profit 501 C -3 groups may use the facility for fundraising activities and charge
entrance fees and collect donations provided that a detailed plan of the event,
including the expenses, marketing plan and procedure for collecting fees, is
submitted with the rental application. The group treasurer will be required to
submit a financial report following any such activity.
6. Facilities and equipment are to be left in the same condition as they were prior to the
rental. The permittee is responsible to pay for any damage to property or loss of
property. A fee equal to total replacement cost will be charged. It shall be the
responsibility of the permittee to see that unauthorized portions of the facility are
not used. Continued or repeated use of City facilities will be contingent upon care
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of the facility, property and equipment, and observance of all approved rules and
regulations.
7. No gambling of any kind shall be conducted on, or in, City facilities, and the
permittee shall insure that no disorderly or illegal conduct shall be allowed in any
facility.
8. The use of public address should equipment will be limited to that provided by the
facility, unless written approval has been secured by the Community Services
Department through a Special Event Permit.
9. Private groups wishing to collect fees, donations or admission charges will be
considered commercial users.
10. The capacity of City facilities shall not be exceeded.
11. Storage space will not be granted to any ongoing activity or uses.
12. All persons using the facilities shall observe and obey regulations of this policy, the
rules of the Community Services Department and all applicable City, State and
Federal laws, rules and regulations.
FEE CLASSIFICATIONS — PRIORITIES OF USE
Permission for use of City facilities shall be granted on a first come first served basis,
subject to the following priorities:
1. All official Community Services Department initiated and /or conducted activities,
including those of the Friends of OASIS at the OASIS Senior Center.
2. All official City of Newport Beach activities.
3. All official City co- sponsored groups and /or activities such as community groups
and activities which are non - profit, self governing, privately organized and of an
educational nature which may be brought under the sponsorship of the Community
Services Department.
4. Official public agency sponsored programs and activities not included in 1, 2, and 3
above.
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5. Recreational, social or civic activities of groups which are resident promoted and •
sponsored by local non - profit* organizations which are open to the public and have
50% or more of memberships consisting of Newport Beach residents.
6. Recreational or social activities of private Newport Beach residents which are not
open to the public.
7. Recreational, social or civic activities and /or groups which are non- resident
promoted and sponsored by non - profit organizations which are open to the public,
but not qualifying under number 4 above.
8. Schools, colleges, hospitals and other similar civic groups not qualifying under the
definition of non - profit.
9. Others.
FEES, DEPOSITS AND CANCELLATION PROCEDURES:
Fees may be charged for the use of City facilities and shall be established and
periodically adjusted by the Parks, Beaches and Recreation Commission and approved
by the City Council. Fees are imposed to cover overhead, processing, deposits,
maintenance and replacement costs for application and scheduling and maintenance of •
the facilities.
1. A security deposit will be required for all room rentals. All or a portion of the
deposit may be retained by the Community Services Department after inspection of
the facility by the Community Services Director or a designated representative and a
determination that the facility has not been left clean and /or in good repair.
2. A separate additional cleaning fee will be charged for rental of the OASIS Senior
Center multi- purpose room.
3. No fee or deposit shall be charged for use of City facilities by the City of Newport
Beach, the Friends of OASIS when utilizing the OASIS Senior Center, or events co-
sponsored by the City of Newport Beach or its departments, with the exception of
set -up charges and fees for lighting usage.
Non -profit status is defined as an organization that is so defined by the Internal
Revenue Service, § 501(c) (3) and has a State of California Tax Identification
Number.
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4. Cancellations for any facility other than the OASIS Senior Center multi- purpose
room may occur seventy-two hours prior to the scheduled use of facilities without
forfeiting fees collected by the City, with exception of a City service refund
processing fee. Cancellations with less than seventy-two hours notice will be
charged a $30 cancellation fee. In the event of cancellation by the City, notice will be
given as far in advance of the scheduled use as possible.
5. Cancellation of rentals by users for the OASIS Senior Center multi- purpose room
that occur less than thirty days prior to the scheduled use of the facility will be
charged 25% of the rental fee. Cancellations with less than seventy-two hours notice
will be charged the entire rental fee.
Adopted — May 26,1998
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