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HomeMy WebLinkAbout(1991, 03/25) - I-5 - AmendedI -5 USE, PRIORITIES AND FEES FOR FACILITIES AND EQUIPMENT The City Council Chambers, in addition to those recreation buildings, park and playground areas under the jurisdiction of the Parks, Beaches and Recreation Department, are public property, and as such, are available for the use of any peson or group of persons in accordance with the following specifications. PURPOSE OF USE: The foregoing facilities and equipment therein shall be used for meetings and activities which are recreational, social or civic in character, and offer services of interest or need to the community. PROCEDURE: Any person(s) desiring to use said facilities shall make application on forms provided by the Parks, Beaches and Recreation Department and shall provide such additional information as may be required by the Department to assure compliance with these specifications. Groups desiring co- sponsorship with the City of Newport Beach will complete an application, for review, by the Parks, Beaches and Recreation Commission. Applicants may be required to satisfy the Department that meetings or activities will be conducted in an orderly manner and that such person(s) are financially able to respond to damages in the event of any personal injuries or property damage arising therefrom. Prior to the use of any facility, the application must have been approved by the Parks, Beaches and Recreation Director or his designated representative. RESTRICTIONS ON USE: 1. Alcoholic beverages are prohibited and shall not be permitted in or on any municipal facilities operated by the Parks, Beaches and Recreation Department, except wine may be served for special occasions when requested and approved in writing by the Parks, Beaches and Recreation Director. Alcoholic beverages shall in no case be permitted in the City Council Chambers. 2. The City of Newport Beach and the Newport Mesa Unified School District Joint Powers Agreement dictates use of school athletic facilities. PRIORITY OF USE: 1. All official Parks, Beaches and Recreation /City of Newport Beach initiated and /or conducted activities. 2. All official Parks, Beaches and Recreation co- sponsored groups and /or activities. The aforementioned are community groups and activities which are nonprofit, self - governing, privately organized and of a recreational nature which may be brought under the sponsorship of the Parks, Beaches and Recreation Department by application. I -5 USE, PRIORITIES AND FEES FOR FACILITIES AND EQUIPMENT - Page 2 3. Official School District sponsored programs and activities with which the Parks, Beaches and Recreation Department has reciprocal facility -use agreements. 4. Official public agency sponsored programs and activities not included in the above categories. 5. Recreational, social or civic activities and /or groups (resident) promoted and sponsored by local nonprofit organizations which are open to the public and have 50% or more of memberships consisting of Newport Be ach residents. 6. Recreational, social or civic activities and /or groups (nonresident) promoted and sponsored by nonprofit organizations which are open to the public, not qualifying under Priority #5. 7. Commercial or profit making groups. 8. The Parks, Beaches and Recreation Commission reserves the right to override these guidelines when unique and /or unusual circumstances dictate their doing so for the benefit of the community. NOTE: • A. In the City Council Chambers, the following groups shall supersede all of the above regarding priority of use. 1. City Council 2. City Boards, Commissions and Committees 3. City Staff 4. Joint public agencies (any organization involving the mutual participation of the City of Newport Beach and other governmental jurisdictions or agencies). B. Youth activities will take precedence over adult activities at the Community Youth Center. C. Senior citizens activities will take precedence at the Oasis Senior Center. D. Department sponsored adult sports will take precedence at Bonita Creek Park softball fields. E. School District Policies will be adhered to wherever applicable. SPECIFICATIONS FOR SPORTS GROUPS: 1. Determining factors of priority shall include, but not be limited to, • the number of Newport Beach residents on the playing teams, recognized seasonal sports, and past contributions to facilities by sponsoring I -5 USE PRIORITIES AND FEES FOR FACILITIES AND EQUIPMENT - Page 3 groups. This policy shall not be exclusionary to any group. Staff has the right to revoke a permit for specific times /sites if the facilities are not being used as permitted. 2. Recognized seasonal sports shall be determined where at all possible one year in advance. All nonseasonal sports shall be accommodated, but scheduled secondarily to seasonal sports. Special tournaments /regional playoffs, even if off - season, shall be accommodated whenever possible. Applicable fees will be charged to the hosted group. Special events shall be applied for at least six months in advance and no more than eighteen months in advance. 3. For the groups that are predominately youth sports organizations, staff will coordinate and chair quarterly meetings to determine equitable use of available athletic facilities. Groups not satisfied with the results of this procedure can appeal the staff determinations to the Parks, Beaches and Recreation Commission. The Parks, Beaches and Recreation Commission designated committee membrs will attend two of these meetings (early fall and early spring) for the purposes of reviewing the success of the programs and gathering input for needed capital improvements and policy interpretation. 4. Each athletic field will be closed for periodic maintenance and renovation at a time determined by staff to be least disruptive to all parties. SPECIFICATIONS FOR CIVIC AND SOCIAL GROUPS: 1. Fees, donations or admissions charged by the groups must be limited essential expenses of the group. The group treasurer will be required to submit a financial report following each activity when any of the above is collected. 2. The group must be nonprofit. A copy of the constitution or bylaws or rules and regulations governing the group will be required. 3. Activities shall not involve individual gain or be in the nature of a commercial enterprise. 4. Membership and meetings or activities must be open to the public. 0 I -5 • USE, PRIORITIES AND FEES FOR FACILITIES AND EQUIPMENT - Page 4 FEES AND DEPOSITS: 1. The fees charged for use of recreational buildings and meeting rooms shall be established and periodically adjusted by a resolution of the City Council. Said fees are to cover overhead, processing, key deposits, maintenance, and related costs. 2. The Parks, Beaches and Recreation Department may require a cleaning fee from groups to permit a contract for a commercial maintenance service to clean the facility after a rental when necessary. 3. The Parks, Beaches and Recreation Department may waive facilities fees for use of recreational buildings, meeting rooms and athletic fields when requested by community based, nonprofit, youth - serving organizations if the request does not require additional staffing, maintenance or occupancy costs. EQUIPMENT 1. The Parks, Beaches and Recreation Department shall maintain a list • and appropriate fees for rental of City equipment, i.e., chairs, tables, art display boards, sports equipment. 2. Equipment shall be made available to non - profit groups and community associations when not in use of City programs. 3. Fees for equipment shall be placed in a reserve account to be used to purchase new equipment as existing inventory becomes worn. 4. Users shall be responsible for pick up and return of rented equipment. Adopted January 22, 1962 Amended March 9, 1970 Amended May 28, 1974 Amended February 13, 1978 Amended February 12, 1879 Amended May 14, 1979 Amended November 26, 1979 Amended February 9, 1981 Amended November 23, 1981 Amended October 12, 1982 Amended March 12, 1984 Amended April 23, 1984 Amended November 28, 1988 Amended November 27, 1989 Amended March 25, 1991