HomeMy WebLinkAbout(2002, 04/23) - I-25 - AmendedC/ -5.03
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PUBLIC USE OF CITY FACILITIES
PURPOSE
City facilities, which include parks, playing fields, 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.
Fd 0r I J:
A. 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.
B. Applicants will be required to pay a security deposit in an amount that will
promote use of the Community Services facilities in an orderly manner without
damage to the facilities. Security deposits will be refunded upon inspection of
facilities and confirmation that no property damage has occurred.
C. 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.
D. Approval or denial of an application will be provided within five working days
of receipt of a completed application.
E. 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.
F. The City of Newport Beach is not liable for any and all accidental injury to any
and all persons or loss or 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
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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.
G. 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.
H. 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:
A. 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.
B. Smoking is prohibited in all City facilities including restrooms.
C. 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.
D. No group's activities shall interfere with the administration of the Community
Services Department.
E. 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. •
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F. 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 of the facility, property and equipment, and observance of
all approved rules and regulations.
G. 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.
H. The use of public address 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.
I. Private groups wishing to collect fees, donations or admission charges will be
considered commercial users.
J. The capacity of City facilities shall not be exceeded.
K. Storage space will not be granted to any ongoing activity or uses.
L. Facilities are not available for reservations on the following holidays: Christmas
Eve, Christmas Day, Easter, President's Day, Independence Day, Labor Day,
Memorial Day, New Year's Eve, New Year's Day, Thanksgiving and Veteran's
Day.
M. 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:
A. All official Community Services Department initiated and /or conducted
activities, including those of the Friends of OASIS at the OASIS Senior Center.
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B. All official City of Newport Beach activities.
C. 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.
D. Official public agency sponsored programs and activities not included in A, B,
and C above.
E. 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.
F. Recreational or social activities of private Newport Beach residents which are not
open to the public.
G. 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 D above.
H. Schools, colleges, hospitals and other similar civic groups not qualifying under
the definition of non - profit.
I. 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.
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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A. 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.
B. A separate additional cleaning fee will be charged for rental of the OASIS Senior
Center multi- purpose room.
C. 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.
D. 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 cancellation fee established by resolution of the City Council. In the
event of cancellation by the City, notice will be given as far in advance of the
scheduled use as possible.
E. 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
Amended - May 8, 2001
Amended - April 23, 2002
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