2.06.008_Community Services Building Use Policy BookletPolicy #: 2.06.008
Type: City Council
Effective Date: 1996
Willis, Carrie Former Policy #: 950.01
rom: Austin, Mitch
Sent: Thursday, October 16, 2014 4:41 PM
To: Willis, Carrie
Subject: FW: Subversive to the U.S. - Policy and Reso
Attachments: Rohnert Park Community Services Building Use Policy Booklet.pdf
Hi Carrie -
Attached is the Building Use Policy booklet we use to manage facility use. Please let me know if this is what you were
looking for.
Thanks,
Mitch
From: Sarah Mather
Sent: Thursday, October 16, 2014 4:39 PM
To: Austin, Mitch
Subject: RE: Subversive to the U.S. - Policy and Reso
Here's the policy booklet in PDF form O
'rom: Austin, Mitch
Sent: Thursday, October 16, 2014 4:18 PM
To: Morgan, Chris; Sarah Mather
Subject: FW: Subversive to the U.S. - Policy and Reso
Chris and Sara can you please scan the facility rental rules brochure and send to me via PDF?
From: Willis, Carrie
Sent: Thursday, October 16, 2014 1:43 PM
To: Austin, Mitch
Subject: Subversive to the U.S. - Policy and Reso
Hi Mitch,
Attached is the most recent (1996) resolution approving the Policy for Use of RP Community Center and Burton Ave Rec
Center and Ladybug Rec Building and Senior Center. Unfortunately, the resolution doesn't have the adopted policy
attached. I have researched our policy binders and have been able to identify the language you were inquiring about
was adopted in line item No. 15. The most recent policy is missing several pages (should have been copied double sided
and was copied single sided). Therefore, we have only even numbered pages. Can you please scan and send me what
you have. I'm hoping that you have the current and complete version.
Best,
Carrie Willis
dministrative Assistant
Jty of Rohnert Park 1 707.588.2216 1 vCard (w
1
From: rpcchbwc(@rpcity.org [mailto:rpcchbwc(�brpcity.org]
Sent: Thursday, October 16, 2014 2:29 PM
To: Willis, Carrie
Subject: Attached Image
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RESOLUTION NO. 96 - 162
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ROHNERT PARK APPROVING CHANGES IN RECREATION
FACILITY POLICY AND FEES
WHEREAS, the City of Rohnert Park provides the Rohnert Park Community Center,
Burton Avenue Recreation Center, Ladybug Recreation Building and the Senior Center for use
by the community; and
WHEREAS, the City of Rohnert Park adheres to its policy for use of the
aforementioned facilities as the principle policy and fee schedule for use of these facilities as
approved by the City Council;
WHEREAS, the Parks & Recreation Commission has recommended certain changes in
the Policy and fees for use of these facilities.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Rohnert Park hereby authorizes and approves the changes in the Recreation Facility Policy and
fees revised as of August, 1996 and to become effective October 1, 1996
DULY AND REGULARLY ADOPTED this 27th day of August, 1996.
CITY OF ROHNERT PARK
Mayor
r
CITY OF ROHNERT PARK
COUNCIL AGENDA ITEM TRANSMITTAL REPORT
Department: Recreation City Clerk Use Only
Meeting Date Held Until
Submitted By: James Pekkain 5 _l /
Item Number ` Item Number
Agenda Title: Recreation Facilities Policy & Fees Changes Date of Action: _/ /
Deadline Date for
Council Action:—/—/—
Requested
ction://Requested Council Action: To approve the changes in the Recreation Facility Policy and Fees.
Summary: All changes in the policy are in italics. The proposed changes are presented in the
attached memo. The Parks & Recreation Commission approved all the policy changes and the
increased fees.
The Commission did recommend increasing the facility deposits from the proposed amounts to
$400 for classifications D, E, F for use of the Community Center multi -use room and for use of
BARC. In addition the Commission recommended increasing BARC deposits for classifications B
& C from $100 to $200. If approved, the changes would be effective October 1, 1996.
CITY MANAGER'S RECOMMENDATION: ( )Consent Item O Regular Item O Approval
( )Public Hearing Required () Not Recommended
() Submitted with Comment
() Policy Determination by Council () City Comments:
City Manager's Signature: Date:
----- ---(City Clerk Use Only) -- --- –
Council Action (If Other than Requested) Vote:
11 INTER OFFICE MEMO
TO: Joe Netter, City Manager ,
FROM: James Pekkain, Director of Recreatib
DATE: August 21 , 1996
SUBJECT: Revised Changes in Recreation Facilities Policy & Fees
cc: Mike Harrow, Mary Hanlon, Wendy Audiss, Donna Abeln
The proposed changes in the policy are in italics. The policy changes are being
highlighted in this memo.
Changes in policy wording:
Page 3, Section II, #8, last sentence
Damages to the building, carpeting, floors, etc. may result in forfeiture of
deposit. If deposit does not cover the additional damage, users will be billed for
the outstanding balance.
Page 5, Section H
#14 (at the Community and Senior Centers). "with 175" or more etc. Last sentence.
An additional fee will be charged
#16 Users will be charged for any additional cleaning fees billed to the City by the
janitorial service.
#18 Kitchen usage at Burton Avenue Recreation Center & Senior Center
#19 (Monday -Friday) or a fee will be charged.
#20 eliminate midnight with and 2:00 a.m. etc. one or more etc.
Page 6
Additional, # 21 If the police have to be called to settle disturbances, fights, etc., the
group will be charged for police time.
Additional, # 22 Food and drink are not allowed in the Community,Center lobby.
Page 6, Section III
#1. add after Monday -Friday, or for the Senior Center, at 6800 Hunter Dr., Suite A,
#8 add after Burton Avenue Recreation Center, or Senior Center,
Page 7, Section IV, #3
Change $15 to $16.25 per hour etc.
Added as last sentence - Users will be charged for any additional cleaning fees
billed to the City by the janitorial service.
Fees:
Fees have been increased approximately 10 % and rounded off to the nearest
dollar.
Commission's Recommended Changes:
Community Center Multi -Use Room & BARC
Increase refundable deposit from $200 to $400 - Classifications D, E, F.
BARC - =,
Increase refundable deposit to from $100 to $200 - Classifications B & C
CITY OF ROHNERT PARK
Policy for Use of
ROHNERT PARK COMMUNITY CENTER
and
BURTON AVENUE RECREATION CENTER
and
LADYBUG RECREATION BUILDING
and
SENIOR CENTER
as approved by
the Parks and Recreation Commission
and
the City Council
First approved Feb. 1972
(1)
Revised
Jan. 1974
(2)
Revised
Jan. 1975
(3)
Revised
Jan. 1977
(4)
Revised
Jan. 1979
(5)
Revised
Mar. 1981
(6)
Revised
Aug. 1983
(7)
Revised
Aug. 1986
(8)
Revised
Aug. 1988
(9)
Revised
Aug. 1991
(10)
Revised
Apr. 1993
(11)
Revised
Oct. 1996
CITY OF ROHNERT PARK RECREATION DEPARTMENT
COMMUNITY CENTER & RECREATION FACILITIES USE POLICY
The maximum community use of community facilities is a general policy goal. Encouragement
shall be given to the fullest possible reasonable utilization of the facility.
Administrative Responsibility - The City Manager or his appointed delegate shall
authorize, approve, and administer the use of the Community Center and neighborhood
recreation buildings in accordance with the general policy set forth.
2. Hours of Use - There is no policy limiting the hours during which recreation facilities may
be used; however, since facilities are located in residential areas, considerations must be
given to noise factors and traffic generated by each proposed activity, and reasonable
restrictions may be imposed to minimize the disturbance to nearby residents. Normal
hours of operation are Monday through Thursday, 8:00 a.m.-9:00 p.m.
The Community Center may not be used after 1:00 a.m. on Friday, Saturday and Sunday,
and 11:00 p.m. on Monday through Thursday without special permission. Clean-up must
be completed within one hour after completion of event. Ongoing use of the Community
Center by non-profit groups is not allowed on a weekly basis.
Equipment - City equipment may be used in the Community Center and recreation
buildings at the discretion of the City Manager or his assigned delegate. The Community
Center or recreation facilities' equipment shall not be loaned or rented to any group for the
use outside the Center's premises without the City Manager's or his appointed delegate's
permission. All equipment requested is subject to availability.
4. Religious Services - may be conducted in the Community Center and recreation facilities
so long as they do not conflict with community events or recreation department activities.
Alcoholic Beverages - shall be allowed. Users selling alcohol will be responsible for
obtaining from the city a letter authorizing the serving of alcoholic beverages and
necessary permits and insurance required by the State Department of Alcoholic Beverage
Control. Permits and insurance must be submitted at least thirty (30) days prior to the
event.
6. Responsibility of Users - Users of the Community Center or recreation facilities shall be
responsible for damage or theft of city property during the period of use. Any user group
failing to exercise proper care and responsibility in the maintenance of the facility may be
refused use of the facilities in the future.
7. The City of Rohnert Park is NOT responsible for accidents, injury or loss of individual
property.
Page - 2
CITY OF ROHNERT PARK RECREATION DEPARTMENT
COMMUNITY CENTER & RECREATION FACILITIES USE POLICY
9. The requesting group or party shall comply with requirements of the State Health and
Safety Code, City Ordinances, policies, fire and police policies, and any other applicable
laws.
10. COMMUNITY CENTER ONLY: a) An attendant of the Recreation Department shall be
on duty at all times, other than normal operating hours, who is responsible for the
enforcement of rules governing the use of the building. Control of lights, heating and
cooling system, public address system and other equipment is the responsibility of the
attendant on duty and any requests for changes shall be directed to him. Groups are
responsible for setting up the tables and chairs. b) Use of the kitchen is available with the
approval of the Director of Recreation or his designate. All equipment and flatware will
be inventoried and checked before and after use. Any damage or lost equipment must be
replaced at the user's expense. All flatware and equipment must be thoroughly cleaned
after use. No food is to be left in the refrigerator or freezer.
11. Decorations must be fire proof or fire retardant materials. No staples, tacks or nails can
be used. No tape is allowed on painted walls, and no masking tape can be put on metal
frames that surround the doors and windows, scotch tape only. Helium balloons must be
anchored. No decorations are allowed outside the building. All decorations must be
removed immediately following the event. Birdseed, rice or confetti may NOT be thrown
inside or outside the facility.
12. ANY INDIVIDUAL OR AN ORGANIZATION SPONSORING AN ACTIVITY
WHERE ALCOHOLIC BEVERAGES ARE SOLD AND ADMISSION CHARGED, OR
WHERE ALCOHOLIC BEVERAGES ARE INCLUDED IN THE PRICE OF
ADMISSION (LIMITED TO NON-PROFIT ORGANIZATIONS ONLY), MUST BE
LICENSED BY THE ALCOHOLIC BEVERAGE CONTROL AND WILL BE
REQUIRED TO SUBMIT A CERTIFICATE OF LIABILITY INSURANCE IN THE
AMOUNT OF $1 MILLION NAMING THE CITY OF ROHNERT PARK AS AN
ADDITIONAL INSURED. The purpose of funds collected during the non-profit activity
must be submitted at the time of application.
13. A copy of the approved A.B.C. application form or the caterer's license to sell alcoholic
beverages must be completed and submitted to the Director of Recreation or his
designator thirty (30) days prior to the activity.
At least one person, trained in responsible beverage service, will be present for the
duration of the event to assist servers and monitor the event. The event monitor will
assume responsibility for insuring adequate communication between event workers and
facility staff. The name(s) of the designated event monitor(s) will be submitted to the
Recreation Department before the event. To receive training, call Responsible Hospitality
at 762-4591.
Page - 4
CITY OF ROHNERT PARK RECREATION DEPARTMENT
COMMUNITY CENTER & RECREATION FACILITIES USE POLICY
21. If the police have to be called to settle disturbances, fights, etc. as a result of the group
renting the facility or their guests, the group will be charged for police time.
22. Food and drink are not allowed in the Community Center lobby.
Senior Center Only:
23. No amplified music after 10 p.m. Sunday through Thursday or after 11 p.m. on Friday and
Saturday. All doors to the outside must be kept closed while amplified music is being
played.
24. The large cabinet on the stage is not to be moved or touched. There is a minimum fine of
$100 for any infraction of this rule.
Reservations for use of facilities must be made in person by an adult 21 years or older by
contacting the Recreation Department at the Community Center, 5401 Snyder Lane
between 8:30 a.m. and 4:30 p.m., Monday -Friday, or for the Senior Center at 6800
Hunter Drive, Suite A. Telephone reservations will not be accepted.
2. Reservations will be accepted up to one year in advance. A monthly calendar for the
following year will be opened on the first working day of each month. No advance
publicity should be done until the application has been approved.
3. Reservations will not be accepted without a cleaning fee and damage deposit. The deposit
is refundable after the use date and will be returned to the applicant in approximately 3 to
4 weeks, unless damages, additional maintenance repairs or services are assessed. The
clean-up fee is non-refundable. All rental and insurance fees are due thi 30) days in
advance of permit date and must be made payable to the City of Rohnert Park.
4. Cancellations made less than sixty (60) calendar days prior to the event date will result in
forfeiture of fifty percent (50%) of the security deposit. Cancellations made thirty (30)
calendar days or less prior to the event date will result in forfeiture of 100% of the
deposit. A $25 administrative fee will be charged for any cancellations prior to the
sixty (60) day period.
5. The organization or group representative who applied for use must be present at the
facility during the time of use. The facility cannot be left with a minor in charge.
6. Cleaning service DOES NOT include clean-up of the kitchen facilities. Permit holders are
responsible for all kitchen clean-up. A fee will be charged for any additional kitchen
clean-up. Clean-up fees are mandatory for Classifications C, D, E, and F.
Page - 6
CITY OF ROHNERT PARK RECREATION DEPARTMENT
COMMUNITY CENTER & RECREATION FACILITIES USE POLICY
SECTION V
GROUP CLASSIFICATIONS
A. City/School/Resident Youth Groups
1. Recreation Department programs and in cooperation with.
2. City conducted programs - Cultural Arts, Fireman's Association, Police Reserves,
etc.
3. Public supported and/or affiliated. Any admission charged must be beneficial
towards the community. Those agencies shall remain in the "no fee" category
contingent upon the continuation of reciprocal facility use agreements between
both agencies. Personnel fees will be charged for services involving the use of the
Community Center.
4. Recognized youth groups which are non-profit, are non-restrictive, and have 55%
of their members living in Rohnert Park. Personnel fees will be charged for the
Community Center use other than normal hours of operation. Requests for the
Multi -Use Room are restricted to weekday use (Monday -Thursday).
B. Resident% Adult Non -Profit Groups
Groups which include non-profit, non restrictive clubs, civic or service organizations
which perform a service to the City of Rohnert Park and the proceeds from fund raisers
will benefit Rohnert Park individuals or groups. 55% of members must be Rohnert Park
residents. Groups must provide membership list and/or proof of non-profit status upon
request.
C. Resident: Private and Church Groups
Groups include private events such as wedding receptions, business meetings, anniversary
parties, socials, and religious services. No admission charges can be made by private or
church groups. For wedding receptions, the bride, groom or parents of either must reside
in the City of Rohnert Park city limits. Documentation verifying residency must be
provided upon request.
D. Non -Resident: Non -Profit Groups
Groups which include non-profit, non-restrictive clubs, civic meetings, or service
organizations which serve outside of the City of Rohnert Park primarily. Proceeds for
fund raisers do not totally benefit the community. Proof of non-profit status must be
provided upon request.
E. Non -Resident: Private and Church Groups
Groups include private events such as wedding receptions, business meetings, anniversary
parties, and socials. No admission charge can be made.
F. Commercial
Groups or organizations which are, by their nature, commercial or profit -oriented.
Page - 8
CITY OF ROHNERT PARK RECREATION DEPARTMENT
COMMUNITY CENTER & RECREATION FACILITIES USE POLICY
Classifications A B C D E F
Deposit N/C N/C 50 50 50 50
Clean-up Fee N/C 20 20 20 20 20
Rental Hourly N/C *20 22 28 33 39
Classifications
A
B
C D
E
F
Deposit
N/C
N/C
25 25
25
25
Rental Hourly
N/C
*20
11 17
22
33
* Flat fee covers utility cost.
Clean -rip, fee will be charged "A " classi ficafion if group does not do its clean-uI3.
MISCELLANEOUS EQUIPMENT (Subject to availability)
Number Item
2 Writing board
Storage Lockers
1 Piano
2 30 cup coffee pot
2 100 cup coffee pot
2 Multi -Use storage area use
1 P.A. system and 1 microphone
1 + Santa suit
1 VCR/TV and cart
200 Wine glasses
+ Advance written approval and deposit required.
Page - 10
Fee Per Use
$5 each
(Includes markers and eraser)
$20 per month
$25
$7 each
$10 each
$30 each
$10
$25
$25
$35
CITY OF ROHNERT PARK RECREATION DEPARTMENT
COMMUNITY CENTER & RECREATION FACILITIES USE POLICY
FEES AND RATES FOR USE OF THE
ROHNERT PARK SENIOR CENTER
Available after 4 p.m., Monday through Friday and weekends.
CLASSIFICATIONS
A. City/School/Resident Youth Groups
B. Resident Non -Profit Groups
C. Resident Private and Church Groups
D. Non -Resident, Non -Profit Groups
E. Non -Resident Private & Church Groups
F. Commercial
ACTIVITY ROOM
Damage Deposit
Clean-up Fee
Rental Hourly
DINING ROOM
Damage Deposit
Clean-up Fee
Rental Hourly
CLASS ROOM
Deposit
Clean -Up Fee
Rental Hourly
* Monday -Friday, 8 a.m.-5 p.m. only
KITCHEN
Flat Rate Per Use
N/C
$200
$200
$400
$400
$400
N/C
65
65
65
65
65
*N/C
13
25
31
44
66
N/C
$50
$50
$75
$75
$75
N/C
30
30
30
30
30
N/C
9
13
19
22
33
N/C
$50
$50
$75
$75
$75
N/C
10
10
10
10
10
*N/C
6
6
11
17
22
$20 $33 $55 $75 $75 $75
NOTE: NO dishes, pots, pans, or utensils are available. Users must bring their own.
Clean-up fee will be charged "A " classification if group does not do its clean-up.
Page - 12