2005 06 13 CSC51
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4S
cF`y OF
COMMUNITY SERVICES COMMISSION
AGENDA
La Quinta Civic Center Study Session Room
78-495 Calle Tampico- La Quinta, CA 92253
June 13, 2005
7:00 PM
I. CALL TO ORDER
A Pledge of Allegiance
B. Roll Call
II. PUBLIC COMMENT
The Chair reserves the right to limit discussion on any topic to three minutes or less.
III. CONFIRMATION OF AGENDA
Corrections, deletions or reorganization of the agenda
IV. CONSENT CALENDAR
(Items are considered routine in nature and may be approved by one motion.)
A. Approval of May 9, 2005 Minutes
B. Monthly Department Report for April 2005
VI. BUSINESS ITEMS
A. Facility Use Policy Update
VII. CORRESPONDENCE AND WRITTEN MATERIALS
A. Annual Work Plan
B. La Quinta Park Interactive Water Feature
C. Calendar of Monthly Events
VIII. COMMISSIONER ITEMS
A. Reports from Commissioners Regarding Meetings Attended
IX. ADJOURNMENT
Next Meeting
July 11, 2005
La Quinta Civic Center Session Room
7:00 p.m.
S:\Community Services\Community Services Commission\Agendas\AGN'05\AGN 06-13-05.doc
Meeting in Review
Community Services Commission
June 13, 2005
MEMBERS PRESENT: Commissioner Bob Leidner
Commissioner Victoria St. Johns
Commissioner Mark Weber
MEMBERS EXCUSED: Commissioner Ed Hackney
STAFF PRESENT: Dodie Horvitz, Community Services Director
Christy Kerry, Community Services Secretary
GUESTS PRESENT: Commissioner Andrea Gassman, Kristin Riesgo;
CS, Robert Ambriz Jr.; CS, Tim Batten; PW, Gary
Duncan; PDLQ JAAFSC, Bryan Riek; Desert Storm
Baseball, Edie Brito; LQSYA, Nathan Dunn; LQSYA,
John VanDriel; LQAYSO, Jaime Nunez; LQAYSO,
Rich Jano; PDLQ Football, Stephan Wolkowicz;
FCLQ Youth Soccer/PS Soccer Club
A. Facility Use Policy Update
The Commission discussed the recommendations made by staff for
changes to the Facility Use Policies. After in-depth discussions between
the Commissioners and guests, ultimately the Commission voted in favor
of all recommendations as provided by staff.
B. Annual Work Plan
The Annual Work Plan was tabled until the next meeting due to the
consolidation of the two Commissions.
C. La Quinta Park Interactive Water Feature
Staff was pleased to announce the City Council approved the proposal
for the water feature as presented by staff and has allocated the extra
funds. Staff said she is currently outtina niit an RFP fnr the water
feature.
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TO: HONORABLE MAYOR AND MEMBERS OF THE CITY CO NCIL
FROM: DODIE HORVITZ, COMMUNITY SERVICES DIREC;
DATE: MAY 17 0 5�
,2 0
SUBJECT: TRANSMITTAL COMMUNITY SERVICES DEPARTMENT REPORT FOR
THE MONTH OF APRIL 2005
UPCOMING EVENTS OF THE COMMUNITY SERVICES DEPARTMENT FOR THE
MONTH OF JUNE 2005.
June 1
*Exercise Class
June 1
*Introduction to the Computer
June 1
*Introduction to the Internet
June 2
*Quilters for Good Times
June 2
*Movie Time
June 3
*Beginning Pilates
June 3
*Wood Carvers
June 6
*I.I.D. Energy Assistance
June 6
*Computer Scanning Class
June 6
*Lists & Labels Computer Class
June 6
Ballroom Dance Lessons, Senior Center
June 7
*Golden Tones
June 8
*Introduction to Word Processing
June 11
Golf Tour, Santa Rosa, Mountain Vista Sun City
June 13
*Meditative Yoga
June 13
*Acrylic & Oil Painting Class
June 13
*Files & Folders Computer Course
June 13
Faux Finishes Made Easy, Senior Center
June 13
Navigate the Internet, Senior Center
June 14
*Watercolor Class
June 14
Adobe Photoshop Advanced Course, Senior Center
June 14
Belly Dance Lessons, La Quinta High School
June 14
Yoga Electica, Senior Center
June 14
Beginning Guitar, Senior Center
June 14
Cooking Class, Senior Center
June 14
Mind Your Manners — Etiquette for Children, Senior Center
June 14
Etiquette Classes for Teens, Senior Center
June 15
*Sketch & Draw
June 15
*Yoga Somatica
June 15
Beginning Computers, Senior Center
June 15
Kickboxing Boot Camp, Senior Center
June 15
Yoga Somatica, Senior Center
June 16
*Salad Days Luncheon
June 16
*Medicare & Medical Insurance Assistance
June 16
Adobe Photoshop Elements, Senior Center
June 16
Watercolor Wonders, Senior Center
June 16
Beginning Watercolor Painting for Adults, Senior Center
June 16
Dance, Play & Pretend, La Quinta High School
June 16
Belly Dance Lessons Level 2, La Quinta High School
June 16
Beginning Ballet, La Quinta High School
June 17
Open Mic Night, Coffee Break Caf6
June 18
Golf Tour, Tahquitz Creek Golf Resort
June 21
*Hearing Consultations
June 22
*5-Keys to Health, Dr. Jeremy Moffitt
June 23
*Driver Safety, 55 Alive
June 23
*Legal Consultations
June 24
Tiny Tot Luau, Senior Center
June 25
Golf Tour, Marriott's Shadow Ridge
June 28
*Arthritis Tai Chi
June 28
Tai Chi Chuan, Senior Center
*Daytime Senior Center Gass or activity
Monthly Revenue - Facili Rentals 2005 2004 Variance
Senior Center 1
$
3,085.001
$
4,869.00
$
1,784.00
Parks
$
450.00
$
200.00
$
250.00
MonthlyFacilityRevenue
$
3,535.00
S
5,069.00
$
1,534.00
Year to Date Facility Revenue
$
55,891.00
$
57,262.00
$
11 371.00
Monthly Revenue
Senior Center
$
7,370.00
$
7,702.00
$
332.00
Community Services
$
3,929.001
$
3,322.0011
603.00
La Quinta Resident Cards
$
7,580.00
$
$
7,560.00
Total Revenue
$
18 8b9.00
$
11 028.00
$
7,831.00
Revenue Year to Date
Senior Center
$
94,905.00
$ 98,928.50
$
4,021.50
Community Services
$
114,909.00
$ 121 J2 .00
$
6,857.00
La Quinta Resident Cards
$
46,125.05
$
$
38,565.00
Total Revenue to Date
$
209,814.00
1 $ 220,692.501
$
12 852.60
Community Services Department
Attendance Report for the Month of April 2005
Summary Sheet
Program 2005 2004 Variance Sessions Per Month
2005 2004
Leisure Classes
99
75
24
341
40
Special Events
1632
1653
-21
4
9
Adult Sports
700
590
110
18
17
Senior Center
1258
1409
-141
109
112
Total
3,689
3,727
-28
165
178
Senior Services
Senior Center
268
555
-339
16
15
Total
268
555
-339
16
15
Sports User Groups
La Quinta Park Use
AYSO
340
320
20
12
27
La Quinta Sports & Youth
100
400
-300
20
23
Sports Complex
La Quints Heat
14
0
141
4
0
La Quints Sports & Youth
1200
320
880
20
20
Facility/Park Rentals
Senior Center
Private Pa
300
300
0
2
2
Church
400
300
100
8
4
Civic Center
Private Pa
100
0
100
11
0
Park Rentals
La Quinta Park Rental
320
280
40
8
7
Fritz Bums Park Rental
80
80
0
2
2
Total
2,864
2,000
854
77
85
Total Programs
6,811
6,282
487
258
278
Community Services Program Report for April 2005
2005 2004 2005 2004
Participants
Participants
Variance
Meetings
Meetings
Leisure Classes
Intermediate Bell dance
4
0
4
1
0
Be inning Bell dance
2
0
2
1
0
Beginning Ballet
9
0
9
2
0
Dance, Play & Pretend
12
0
12
2
0
Hip Hop Dance
6
01
6
2
0
Tap & Jazz Dance Combo
1
0
1
2
0
Ballroom/ Latin Dance
5
6
-1
2
1
Yoga Somahca
8
6
2
2
2
Yoga Electica
7
0
7
3
0
Kickboxing Boot Camp
2
0
2
1
0
Tai Chi
2
0
2
3
0
Beginning Guitar
14
0
14
2
0
GuitarWorkshop
81
0
8
2
0
Italian for Travelers
8
13
-5
2
2
Microsoft Excel
5
0
5
3
0
Intermediate Computers
6
0
6
4
0
Totals
99
25
74
34
5
2005 2004 2005 2004
Participants
Participants
Variance
Meetings
Meetings
Special Events
Concert Under the Stars
350
250
100
1
1
AI odones Excursion
52
28
24
1
1
Tiny Tot Olympics
30
80
-50
1
1
City Picnic & Birthday Celebration
1200
800
400
1
1
Totals
1,632
1,1581
4741
4
4
2005 2004 2005 2004
Participants
[Participants
I Variance
I Meetin s
Meetin s
Adult Sports
Open Gym Basketball
480
420
60
16
16
Adult Soccer League
220
170
50
2
1
Totals
700
590
110
18
17
Recreation Totals 2431 17731 6581 56 26
Senior Center Attendance
a c ion
a c on
Variance
Meetings
Meartings
Senior Activities
ACBL Bride
274
202
72
4
4
Bridge, Duplicate/Social
494
544
-50
18
18
Monthly Birthday Party
35
30
5
1
1
lZrithly Luncheon
44
86
-42
1
1
Movie Time
27
59
-321
4
5
Senior Sports Day
36
39
-3
1
1
Senior Activity Total
910
960
-60
29
30
Senior Leisure Classes
Arts & Crafts
17
18
-1
4
4
Ballroom Dance
38
32
6
4
8
Bride Lessons
22
42
-20
13
6
Computer
8
19
-111
2
4
Computer Tutor
3
0
3
3
0
CPR & First Aid
4
0
4
1
0
Dog Training Class
11
13
-2
4
4
Exercise
57
46
11
13
13
Golden Tones
30
92
-62
3
4
Pilates
22
10
12
4
4
Quilting
25
40
-15
4
4
Rug Hooking
15
8
71
4
4
Sketching/DrawingSketching/Drawing
17
5
12
4
3
Stained Glass
0
5
5
0
5
Tel Chi / Tai Chi Arthritis
13
50
-37
4
6
Tap Dance
10
18
-8
4
5
Watercolor
33
20
13
4
4
Woodcarving
23
31
-3
5
4
Senior Leisure Classes Total
348
449
-91
80
62
TOTAL SENIOR PROGRAMS
1258
1409
441
109
112
Senior Services
AARP "55' Course
18
40
-22
2
2
AARP Tax Aide
32
29
3
4
4
FIND Food Distribution
141
424
-283
4
4
Hearing Consultation
6
2
41
1
1
I.I.D. Energy Assistance/No fee
42
16
-26
4
2
Medicare/ Hi Cap Consultation
2
13
-11
1
2
Volunteers
27
31
-4
n/a
We
TOTAL SENIOR SERVICES
268
555
339
16
15
SENIOR CENTER TOTAL
16261
1964
4180
125
127
COMMUNITY SERVICES COMMISSION MEETING
01
AGENDA CATEGORY:
BUSINESS SESSION: A
CONSENT CALENDAR:
STUDY SESSION:
DATE: June 13, 2005
PUBLIC HEARING:
ITEM TITLE: Facility Use Policy Update
RECOMMENDATION:
As deemed appropriate by the Community Services Commission.
FISCAL IMPLICATIONS:
None for this action.
WORK PLAN TASK:
Community Services/Recreation
BACKGROUND AND OVERVIEW:
At the July 22, 2003 Community Services Commission meeting, the Commission
reviewed the Facility Use Policies for City facilities and made recommendations for City
Council consideration.
At the August 19, 2003 City Council meeting, the City Council considered the
Commission's recommendations and approved the current Facility Use Polices.
Since the current Facility Use Policies were adopted, three items have come forward to
warrant modification to the Facility Use Policies: The new library facility, expanded
use of City fields by competitive teams and clarification needed of existing policies.
S:\Community Services\Community Services Commission\CSC Report\CSC Rpt'05\CSCRPT.242.Facility Use
Policies 6-13-05.doc
Facility Use Policies (Senior Center, Library Facility):
Since the adoption of the Facility Use Polices on August 19, 2003, staff has
experienced situations in which the policy was not clear when it came to rental of the
City's facilities.
The following changes are proposed for the Facility Use Policies
Section A of the Facility Use Policies stated that the application was to be submitted
at least thirty (30) working days prior to use which is six weeks in advance of the
event. Staff is recommending "working" days be changed to "calendar" days, which
still allows staff to schedule part time staff to work the event.
RECOMMENDATION: Change "working" to "calendar" days. This would be
consistent in the Facility Use Policies for Park Parties also.
Cancellation Fees:
Section 7 states: Cancellation of reservations will result in a loss of 50% of
rental fees if the City is notified between 15-30 calendar days of reservation.
Cancellation of reservations less than 15 calendar days of reservation will result in loss
of 100% of deposit fees.
Recommendation: Cancellation fees be charged from the deposit instead of the rental
fees for cancellations between 15-30 days prior to the event. This is consistent with
existing policy which states cancellation less than 15 calendar days will result in loss
of 100% of deposit fees. This would be consistent in the Facility Use Policies for Park
Parties also.
New Policy: Cancellation of reservations will result in a loss of 50% of deposit fees if
the City is notified between 15-30 calendar days of reservation. Cancellation of
reservations less than 15 calendar days of reservation will result in loss of 100% of
deposit fees.
Library Multi -Purpose and Community Rooms:
With the addition of the rentable space at the City's library facility, the Facility Use
Policies must be updated to include the fees for these rooms prior to rental by the
public. The multi -purpose room of the Library can seat 240 people. In comparison,
the multi -purpose room at the Senior Center can seat 200. The community room at
the Library can seat 86 people.
RECOMMENDATION: The rental fee for the multi -purpose room at the Library be
established at the same rate as the Senior Center multi -purpose room.
S:\Community Services\Community Services Commission\CSC Report\CSC Rpt'05\CSCRPT.242.Facility Use
Policies 6-13-05.doc
RECOMMENDATION: The rental fee for the community room at the Library be
established at a rate $5.00 lower than the multi -purpose room rate per category.
The deposit for the Senior Center has been $300 since 1995. The deposit is held to
repair or replace damaged equipment during the rental period by the rental party. The
cost of the equipment has increased since this time, therefore an increase in the
deposit by $100 is recommended. This deposit amount would also be applied to the
Library rooms.
Current Deposit: $300
Recommendation: $400
There have been several requests for the use of the sound system at the Senior
Center. The recommendation is to allow the renting party the use of the sound system
in the Senior Center for the recommended rates of: $20, $25, $30, $35.
Attachment A is a redline version of the Facility Use Policies for the Senior Center and
Library. Attachment B is a proposed final version of the policies.
Facility Use Policies for Park Parties
Inflatable Amenities:
The current policy charges all groups $50 per four hour period to use an inflatable
amenity at the La Quinta Park and Fritz Burns Park. The recommendation is to
increase the fee to $60 per four hour period for class IV: La Quinta businesses, profit
organizations and non -La Quinta residents. The deposit of $50 would remain the
same.
Attachment C is a redline version of the Facility Use Policies for Park Parties and
Attachment D is the proposed final version.
Community Use of Athletic Fields
The City provides sports fields free of charge to the youth sports leagues that serve
75% or more La Quinta youth. Since 2003, there has been an increase in the number
of travel teams that are requesting field space. In addition, the youth sports leagues
have hosted regional tournaments at the City's facilities. The scheduling of fields has
become increasingly more difficult to accommodate the desires of each group.
The original intent of the City was to provide free field use to youth sports
organizations that benefited the entire community, such as recreational soccer and
baseball.
S:\Community Services\Community Services Commission\CSC Report\CSC Rpt'05\CSCRPT.242.Facility Use
Policies 6-13-05.doc
In the recent past, several travel teams or competitive teams have established
themselves in La Quinta and have been using the City's fields without charge. In
researching other communities in southern California, it appears that the most common
policy is to allow recreational leagues use of the fields without charge, however,
competitive teams must pay the established rate.
A recreational league is one in which every child that signs up is allowed to play,
regardless of ability and the league has several hundred participants.
A competitive team is limited to a team roster where participants must try out and can
be eliminated if they do not possess the necessary skills. This type of team benefits
only those that are highly skilled and limited to less than 20 participants.
Recommendation: Competitive teams be charged the Class II fees on the Facility Use
Fee Schedule. All competitive teams must have their non-profit status on file with the
City prior to approval of field use.
The fees would include field use and light fees if the teams request lights. All use
would be subject to the established deposits.
Snack Bar Use:
In the past, the City has provided snack bars at the La Quinta Sports Complex and La
Quinta Park for use by the youth sports organizations as a means of raising funds for
the league. The leagues have found it difficult to man both snack bars during the
same season due to the lack of volunteers. Additionally, competitive youth leagues
have also operated the snack bars as a means of raising funds for their teams.
Recommendation: Recreation Leagues may only manage and use one snack bar per
season at either the Sports Complex or La Quinta Park. Snack bars may only be
managed and utilized by contracted League; no outside organization may be hired or
sub -contracted to conduct snack bar business.
If a snack bar is not being used by a recreation league during a season, competitive
teams may apply for a lottery drawing for the operation of the snack bar. Hours of
operation will be established by the City in conjunction with the competitive team.
Failure to uphold hours of operation will result in the revoking of the team's operation
of the snack bar. Competitive teams will be subject to all rental fees, deposits and
maintenance fees.
The youth sports groups regularly host tournaments as fund raisers for their
organizations. In the past, the groups did not pay facility use fees for the ballfields. In
researching this issue, it was discovered that cities or agencies that allow youth
S:\Community Services\Community Services Commission\CSC Report\CSC Rpt'05\CSCRPT.242.Facility Use
Policies 6-13-05.doc
recreational leagues to use the facilities free of charge during the regular season charge
youth sports groups facility rental fees for tournaments. Competitive teams have also
used the City's facilities for tournaments without paying rental fees.
RECOMMENDATION: All sports tournaments be charged Class IV fees for
tournaments held at City facilities.
Attachments E and F are the redline version and proposed final version of the
Community Use of Athletic Fields Agreement.
The above provided recommendations are the recommendations for additions or
changes to the Facility Use Policies. The policies include clarification language that will
assist the public in understanding the City's responsibilities as well as what is
expected of the renting party.
FINDINGS AND ALTERNATIVES:
The alternatives available to the Community Services Commission include:
1. Provide recommendations for City Council consideration regarding the proposed
changes to the Facility Use Polices; or
2. Do not direct provide recommendation for City Council consideration; or
3. Provide staff with alternative direction.
subrj fitted,
ity Services Director
Attachments: A: Redline Version: Facility Use Policies for Senior Center and
Library
B. Proposed Final Version: Facility Use Policies for Senior
Center and Library
C. Redline Version: Facility Use Policies for Park Parties
D. Proposed Final Version: Facility Use Policies for Park Parties
E. Redline Version: Community Use of Athletic Fields
F. Proposed Final Version: Community Use of Athletic Fields
S:\Community Services\Community Services Commission\CSC Report\CSC Rpt'05\CSCRPT.242.Facility Use
Policies 6-13-05.doc
FACILITY USE POLICIES
APPLICATION FOR FACILITY USE
ATTACHMENT A
.- - Formatted: Normal, Centered
Formatted: Not Strikethrough
A. The Facility Use Application shall be submitted at least thirty (30)
caon�.i. days prior to use.
B. Events in which fifty 150) people or more will be in attendance
must also apply for a Temporary Use permit through the
Community Development Department, except events using the
Senior Center only.
C. Applications will not be accepted more than twelve (12) months in
advance of use, except for contiguous multi -day rentals.
D. All Facility Use Applications are subject to approval by the
Community Services Director.
E. Reservations will be confirmed upon payment of all fees and copy
of signed Facility Use Application.
F. Approved use is non-tranferrable. The person signing the Facility
Use Permit is responsible for the conduct of all participants and is
fully responsible for any damage caused by use.
G. The person signing the Facility Use Permit must be 21 or older.
H. Reserved times must include set up and clean up time. :O
nunllcabin ices )III be cl�n�pnd for all acllii"' Jsa<le nmri
I. All laws and City ordinances must be followed.
J. The City of La Quinta reserves the right to full access to all
activities at any time in order to ensure that all rules,
regulations, and laws are being observed, and if necessary may
terminate an activity for the safety and welfare of City property.
K. Renters refusing to adhere to policies will be forced to leave the
premise after one (1) verbal warning issued by staff to the
signer of the Facility Use Permit. The signer of the Facility Use
Permit must be on the premises during the hours of the event.
L. The City of La Quinta assumes no liability for any injury, damage,
theft or loss of property belonging to others, before, during or after
usage.
Deleted: working
M. No animals except those used for disability assistance allowed in
any City facility.
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Formatted: Bullets and Numb
- Fomnatted: Font: Times New
FomwtteddIndent: Left: 0.5'
Formatted: Indent: Left: 0.4,
Hangmg: 0.31"
Use of the Civic Center Amphitheater and/or Gazebo requires rental of the- �w"tted: Indent: Left: 0.2!
La Quinta Senior Center for the same period, may be limited to restroom Lwrmattetl: Bullets antl Numb
use only.
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Hangmg: 0.5"
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for all n[I-cr �i.pp I,'. ,� and a+i pms t
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I . All teenage groups must be accompanied by responsible adult Formatted:IndenC Left: 0.5'
chaperones including the signer of the Facility Use Permit, on a ratio Hanging: 0.19.
of two (2) adults for the first twenty (20) juveniles and one (1) adult Fornriaecea'Bullets and Numb
for each group of twenty (20) juveniles or part thereof. Chaperones
must stay with group at all times.
3. REASONS FOR DENYING APPLICATION
The Community Services Director may deny an application for the
following reasons:
1 1 1 . 11 . , w , . _ _
Deleted: SACommunity
ServwestFacilay Rental
InfolPolicieslNEW Facility Use
Policies 08-19-03.doc
A. Applicant's violation of the conditions of Facility Use permits
(current or prior permit).
B. Applicant's violation of the City's rules and regulations relating to
the use of facilities.
C. Failure to cooperate with City staff.
D. Previous incidents where Facility Use resulted in damage to City
property.
E. The use proposed is not consistent with the recreational, civic,
assembly or other purposes for which the particular facility has
been approved.
• Deleted:--- ---Page Break
4. RENTAL RATE CLASSIFICATIONS
Formatted: Heatler, Tabs: Not
-1"
Rental rates of the City Parks and Recreation facilities are classified as
Class I -IV along with the Fee Schedule for each classification.
The City of La Quints has first priority for all uses. La Quinta residents
have second priority. All others are to follow in the priority of use.
5. SECURITY/CLEAN-UP DEPOSIT
The Security/Cleaning Deposit is due with the Facility Use Application.
The deposit will be refunded within ;) - a of L, after the event, except Deleted: five (5) working day
under the following conditions:
A. Upon arrival, renter will complete a walk through with staff. Any
damage or uncleanliness must brought to staff's attention at this time.
At the conclusion of the event, staff will walk through facility with
renter and document any damage or uncleanliness, tin a of fle.or,� o
will also be noted cnd deducicrl f,oln ti c deposit 1 It
pair) tted tm,: along with st," rost,1. Security deposits will be Deleted:
released upon written report by staff to City administration.
B. Damage to the facility while premises are under responsibility of user.
Cost of repairs as determined by the Community Services Director will
be retained by the City and deducted from the deposit. If cost of
damages exceeds amount available from deposit, user shall remit
balance of cost to City upon receipt of invoice.
C. If the facility is not left in a clean and orderly manner, the cost to
clean the facility appropriately will be deducted from the Deposit.
I, Vehicles are not allowed to be driven on areas that are�not specifically
11. — 1 , ,., _P, ,. 3
Deleted: SACommunity
ServicesTacihty Rental
InfolPoliciesWEW Facility Use
Policies 08.1 "3.doc
Formatted: Bullets and Numb
designated for vehicular traffic. Cost of repair to surfaces will be
deducted from deposit. If cull of � rrowii ❑v, Inhla
from dcposL 11A1,1 rainit i)AitL1CC rl cotit t0 c1ty I pon reecip, of
InVU,CO.
Deleted: <#>T
6. LIABILITY
All persons receiving a Facility Use Permit must agree in writing to hold
the City of La Quinta harmless and indemnify City of La Quinta from any
and all liability for injury to persons or property occurring as the result of
the activity sponsored by the permittee, and said person shall be liable to
the City of La Quinta for any and all damages to parks, equipment, and
buildings owned or controlled by City which result from the activity of the
permittee or is caused by any participant in said activity.
A person exercising any of the privileges authorized by this policy does so
at his/her own risk without liability on the part of the City of La Quinta for
any injury to persons or property resulting therefrom.
All activities involving an inflatable amenity must provide the City of La
Quinta with a Certificate of Insurance naming the City of La Quinta as
additionally insured. Policy limit is $1,000,0OO minimum of combined
single limits.
All groups and private parties using a City facility must provide the City
of La Quinta with a Certificate of Insurance naming the City of La Quinta
as additionally insured. Policy limit is rot less than $500,0O0 general
liability insurance coverage per occurrence. Insured's name must be the
same as the renting party on Facility Use Policy.
7. PAYMENT OF FEES AND DEPOSITS
All fees and deposits are considered due at the time the application is
submitted.
Cancellation of reservations will result in loss of 50% of:lnnnslt fee if the Deleted: rents
City is notified less between 15-30 calendar days of reservation. Deleted:I
Cancellation of reservations less than 15 calendar days of reservation will
result in lost of 100% of rental fee.
8. USER CLEAN-UP RESPONSIBILITY
The rental user of the facility shall be responsible for the following clean
up upon completion of rental use:
A. Deposit all all trash, including bottles, cans, cups, cigarettes and paper
in proper receptacles and deposit trash in nearby dumpster area. Deleted: S1community
Services\Facility Rental
+ Info\Policies\NEW Facility Use
Policies 08-19-03.doc
4
B. Mop up any liquid spilled on floor
C. Leave kitchen or concession stand and all equipment in a clean,
sanitary condition and in proper working order.
D. All groups are responsible for setting -up and taking -down chairs and
tables, and for clean up of facility and the immediate area unless
optional set-up and cleaning fee is paid.
E. Equipment from City facilities may not be taken outdoors.
9. FOOD AND BEVERAGE
No food or beverage may be sold or served at any event unless specified
on the Facility Use permit.
Barbecuing is allowed in City provided barbecues only, except in the case
of a City sponsored event and approved by the City Council.
Deleted: T
10. ENDING TIME OF ALL EVENTS
Use of the Senior Center nl i b ;u Y . acd:,y Is limited to 1 :00 a.m. Deleted: All events held in Pe
and Recreation facilities must
completed byT
1 1 . CLEARANCES, LICENSES AND CERTIFICATES 10:00 p.m. aalltield lights ar
available after 10.00 p.m.t
T
Users may be required to secure any or all of the following clearances,
licenses and/or certificates before the Facility Use Permit Application is
approved.
A. Dance permit or business license (granted by the City of La Quinta
Business License Division).
B. Police clearance (granted by the Riverside County Sheriff's
Department).
C. Special daily beer or liquor license (issued by the Alcoholic Beverage
Control Office in San Bernardino, California).
D. Certificate or proof of insurance naming the City of La Quinta as
additionally insured.
12. DECORATIONS
A. Decorations may not be fastened to light fixtures, tables, chairs,
stage or other City property.
B. Health and Safety codes pertaining to the flame proofing of all Deleted: S:\community
Services\Facility Rental
decorations must be followed. Info\PoliciesWEW Facility use
Policies 08-19-03.doc
5
C. Glitter, birdseed, rice or other like items are not allowed.
D. Only masking tape may be used. No scotch tape, thumb tacks,
staples, etc. will be permitted. All decorations must be removed at
the end of the event.
E. No open flame, barbecue or other cooking devices will be permitted
In the facilities unless otherwise provided by the City.
13. PUBLICITY
Publicity for any event held at any Parks and Recreation facility may
not be released until final approval of the Facility Use Application.
Signage will be in accordance with Chapter 9.60.170 of the La Quinta
Municipal Code.
14. SMOKING
Smoking is not permitted in any City building.
15. ALCOHOL AND/OR LIVE ENTERTAINMENT
Security guard service is required for events where live entertainment
and/or alcohol is served. For groups of 100 or less, one 11) guard is
required. For groups of 101 or more, two guards are required.
Teen parties are required to have two 12) guards for 100 people or
less, and (4) guards for 101 people or more.
Guard service will be arranged for by the Community Services
Department once the fees have been paid by the renting party.
All permits must be presented to the Community Services Department
two weeks prior to the event, or deposit may be forfeited.
Only events that have been granted a permit from the Alcoholic
Beverage Control will be allowed to serve alcohol.
Alcohol is limited to beer, wine and champagne only.
Parties refusing to adhere to the alcohol polices will be shut down
after one (1) verbal warning.
Parties serving alcohol must pay to have the City's custodial service
clean the facility after the event.
Deleted: S'\Community
Services\Facility Rental
Info\Policies\NEW Facility Use
Policies 08-IM3.doc
Formatted: Font: 10 pt
.,I�matt . ed�F�nt 14 pt
(Senior Center end Ubrary FaclUtlea)
EFr7--atWj-.font: 0 pt
"J, I I 9llnd 1 3
.ill
[Fon-atted. Font; 10 pt
V
Formatted Table
4 Formatted; Font: 10 pt
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---- -------------
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ormatted: Font: 10 pt, Highl
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Font: 10 pt
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I F C,,, i r I i h, n, Ste,f,
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C
WCITY OF LA QUINTAI
FACILITY USE FEE SCHEDUL
ITEM
Deleted: SACommunity
ServicesWacility, Rental
Info\PolciWNEW Facility Use
Policies 08-1 "3.doc
ATTACHMENT I
c
w�
°FACILITY USE POLICIES
(Senior Center, Library Facility)
APPLICATION FOR FACILITY USE
A. The Facility Use Application shall be submitted at least thirty (30)
calendar days prior to use.
B. Community Special Events in which fifty (50) people or more will
be in attendance must also apply for a Temporary Use permit
through the Community Development Department.
C. Applications will not be accepted more than six (6) months in
advance of use, except for contiguous multi -day rentals.
D. All Facility Use Applications are subject to approval by the
Community Services Director.
E. Reservations will be confirmed upon payment of all fees and copy
of signed Facility Use Application.
F. Approved use is non-tranferrable. The person signing the Facility
Use Permit is responsible for the conduct of all participants and is
fully responsible for any damage caused by use.
G. The person signing the Facility Use Permit must be 21 or older.
H. Reserved times must include set up and clean up time. All
applicable fees will be charged for all facility usage time.
I. All laws and City ordinances must be followed.
J. The City of La Quinta reserves the right to full access to all
activities at any time in order to ensure that all rules,
regulations, and laws are being observed, and if necessary may
terminate an activity for the safety and welfare of City property.
K. Renters refusing to adhere to policies will be forced to leave the
premise after one (1) verbal warning issued by staff to the
signer of the Facility Use Permit. The signer of the Facility Use
Permit must be on the premises during the hours of the event.
L. The City of La Quinta assumes no liability for any injury, damage,
theft or loss of property belonging to others, before, during or after
usage.
M. No animals except those used for disability assistance allowed in
any City facility.
N. The maximum capacity of the Senior Center is 200 people,
maximum capacity of Library multi -purpose room is 240 and the
capacity of the community room is 86.. Total attendance must be
provided on the Facility Use Permit. Exceeding maximum capacity
of any facility will result in a warning by City staff. Failure to
adhere to the maximum capacity of the facility will result in closing
down the event and loss of all deposits and fees.
0. Fees will be doubled for reservations scheduled on holidays and
holiday weekends.
P. In order to receive deposit fee refund, the Community Services
Department must have a current mailing address.
Use of the Civic Center Amphitheater and/or Gazebo requires rental of the
La Quinta Senior Center for the same period, may be limited to restroom
use only.
A. Sound system and electricity will not be provided.
B. Chairs and tables must be provided by the rental party; equipment
may not be removed from the Senior Center.
C. Chairs and tables for up the maximum capacity will be provided;
trash cans and liners; paper supplies for the restrooms. Renter is
responsible for all other supplies and equipment.
D. Pre-existing condition of the facility is as presented. Requests
such as window washing or power washing of exterior may be
made available at the expense of the rental party.
E. Pianos, podium and overhead projector are not available for public
use. A public address system is available for a minimal fee at the
Senior Center,
F. All teenage groups must be accompanied by responsible adult
chaperones including the signer of the Facility Use Permit, on a
ratio of two (2) adults for the first twenty (20) juveniles and one
(1) adult for each group of twenty (20) juveniles or part thereof.
Chaperones must stay with group at all times.
SACommunity Services\Facility Rental Info\Policies\Facility Use Policies SC -Library Proposed Final 2
Version 06-21-05.doc 0
3. REASONS FOR DENYING APPLICATION
The Community Services Director may deny an application for the
following reasons:
A. Applicant's violation of the conditions of Facility Use permits
(current or prior permit).
B. Applicant's violation of the City's rules and regulations relating to
the use of facilities.
C. Failure to cooperate with City staff.
D. Previous incidents where Facility Use resulted in damage to City
property.
E. The use proposed is not consistent with the recreational, civic,
assembly or other purposes for which the particular facility has
been approved.
4. RENTAL RATE CLASSIFICATIONS
Rental rates of the City Parks and Recreation facilities are classified as
Class I -IV along with the Fee Schedule for each classification.
The City of La Quinta has first priority for all uses. La Quinta residents
have second priority. All others are to follow in the priority of use.
5. SECURITY/CLEAN-UP DEPOSIT
The Security/Cleaning Deposit is due with the Facility Use Application.
The deposit will be refunded within 3-4 weeks after the event, except
under the following conditions:
A. Upon arrival, renter will complete a walk through with staff. Any
damage or uncleanliness must brought to staff's attention at this time.
At the conclusion of the event, staff will walk through facility with
renter and document any damage or uncleanliness; time of departure
will also be noted and deducted from the deposit if it exceeds
permitted time along with staff costs Security deposits will be
released upon written report by staff to City administration.
B. Damage to the facility while premises are under responsibility of user.
Cost of repairs as determined by the Community Services Director will
be retained by the City and deducted from the deposit. If cost of
damages exceeds amount available from deposit, user shall remit
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies SC -Library Proposed Final 3
Version 06-21-05.doc J
balance of cost to City upon receipt of invoice.
C. If the facility is not left in a clean and orderly manner, the cost to
clean the facility appropriately will be deducted from the Deposit. If
cost of cleaning exceeds amount available from deposit, user shall
remit balance of cost to City upon receipt of invoice. If cost of
cleaning exceeds amount available from deposit, user shall remit
balance of cost to City upon receipt of invoice.
D. Vehicles are not allowed to be driven on areas that are not specifically
designated for vehicular traffic. Cost of repair to surfaces will be
deducted from deposit. If cost of damages exceeds amount available
from deposit, user shall remit balance of cost to City upon receipt of
invoice.
6. LIABILITY
All persons receiving a Facility Use Permit must agree in writing to hold
the City of La Quinta harmless and indemnify City of La Quinta from any
and all liability for injury to persons or property occurring as the result of
the activity sponsored by the permittee, and said person shall be liable to
the City of La Quinta for any and all damages to parks, equipment, and
buildings owned or controlled by City which result from the activity of the
permittee or is caused by any participant in said activity.
A person exercising any of the privileges authorized by this policy does so
at his/her own risk without liability on the part of the City of La Quinta for
any injury to persons or property resulting therefrom.
All activities involving an inflatable amenity must provide the City of La
Quinta with a Certificate of Insurance naming the City of La Quinta as
additionally insured. Policy limit is $1,000,000 minimum of combined
single limits.
All groups and private parties using a City facility must provide the City
of La Quinta with a Certificate of Insurance naming the City of La Quinta
as additionally insured. Policy limit is not less than $500,000 general
liability insurance coverage per occurrence. Insured's name must be the
same as the renting party on Facility Use Policy.
7. PAYMENT OF FEES AND DEPOSITS
All fees and deposits are considered due at the time the application is
submitted.
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies SC -Library Proposed Final 4
Version 06-21-05.doc )
Cancellation of reservations will result in loss of 50% of deposit fee if the
City is notified less between 15-30 calendar days of reservation.
Cancellation of reservations less than 15 calendar days of reservation will
result in lost of 100% of deposit fee.
8. USER CLEAN-UP RESPONSIBILITY
The rental user of the facility shall be responsible for the following clean
up upon completion of rental use:
A. Deposit all all trash, including bottles, cans, cups, cigarettes and paper
in proper receptacles and deposit trash in nearby dumpster area.
B. Mop up any liquid spilled on floor.
C. Leave kitchen or concession stand and all equipment in a clean,
sanitary condition and in proper working order.
D. All groups are responsible for setting -up and taking -down chairs and
tables, and for clean up of facility and the immediate area unless
optional set-up and cleaning fee is paid.
E. Equipment from City facilities may not be taken outdoors.
9. FOOD AND BEVERAGE
No food or beverage may be sold or served at any event unless specified
on the Facility Use permit.
Barbecuing is allowed in City provided barbecues only, except in the case
of a City sponsored event and approved by the City Council.
10. ENDING TIME OF ALL EVENTS
Use of the Senior Center and Library facility is limited to 1:00 a.m.
11. CLEARANCES, LICENSES AND CERTIFICATES
Users may be required to secure any or all of the following clearances,
licenses and/or certificates before the Facility Use Permit Application is
approved.
A. Dance permit or business license (granted by the City of La Quinta
Business License Division).
B. Police clearance (granted by the Riverside County Sheriff's
Department).
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies SC -Library Proposed Final 5
Version 06-21-05.doc
C. Special daily beer or liquor license (issued by the Alcoholic Beverage
Control Office in San Bernardino, California).
D. Certificate or proof of insurance naming the City of La Quinta as
additionally insured.
12. DECORATIONS
A. Decorations may not be fastened to light fixtures, tables, chairs,
stage or other City property.
B. Health and Safety codes pertaining to the flame proofing of all
decorations must be followed.
C. Glitter, birdseed, rice or other like items are not allowed.
D. Only masking tape may be used. No scotch tape, thumb tacks,
staples, etc. will be permitted. All decorations must be removed at
the end of the event.
E. No open flame, barbecue or other cooking devices will be permitted
In the facilities unless otherwise provided by the City.
13. PUBLICITY
Publicity for any event held at any Parks and Recreation facility may
not be released until final approval of the Facility Use Application.
Signage will be in accordance with Chapter 9.60.170 of the La Quinta
Municipal Code.
14. SMOKING
Smoking is not permitted in any City building.
15. ALCOHOL AND/OR LIVE ENTERTAINMENT
Security guard service is required for events where live entertainment
and/or alcohol is served. For groups of 100 or less, one (1) guard is
required. For groups of 101 or more, two guards are required.
Teen parties are required to have two (2) guards for 100 people or
less, and (4) guards for 101 people or more.
Guard service will be arranged for by the Community Services
Department once the fees have been paid by the renting party.
All permits must be presented to the Community Services Department
SACommunity Services\Facility Rental Info\Policies\Facility Use Policies SC -Library Proposed Final Version 06-21-05.doc , r
two weeks prior to the event, or deposit may be forfeited.
Only events that have been granted a permit from the Alcoholic
Beverage Control will be allowed to serve alcohol.
Alcohol is limited to beer, wine and champagne only.
Parties refusing to adhere to the alcohol polices will be shut down
after one (1) verbal warning.
Parties serving alcohol must pay to have the City's custodial service
clean the facility after the event.
S:\Community Services\Facility Rental Into\Policies\Facility Use Policies SC -Library Proposed Final Version 06-21-05.doc
FACILITY USE FEE SCHEDULE
(Senior Center and Library Facility)
CLASSIFICATION OF GROUPS
Class 1: La Quinta youth (18 and under), 501(c) 3 recreation organizations
Class II: La Quinta non-profit organizations, community -based organizations,
competitive youth sports leagues, Desert Sands Unified School District -
(Sports Complex Use Only)
Class III: La Quints residents and DSUSD (for all other facilities)
Class IV: La Quinta business and profit organizations, non -city residents, organizations
and businesses, and all youth sports leagues tournaments
CLASS I
CLASS II
CLASS III
CLASS IV
ITEM
Civic Center Campus,
$50 per hour
$75 per hour
$100 per hour
$15O per hour
Amphitheater, Gazebo,
Cove Oasis Trailhead
Senior Center/Library
$55 per hour
$75 per hour
$90 per hour
$1O0 per hour
Multipurpose Room
Senior Center Kitchen
$1O per hour
$20 per hour
$25 per hour
S30 er our
Library Community Room
$5O per hour
$70 per hour
$85 per hour
$95 per hour
Senior Center Restroom Use
Only
$20 per hour
$25 per hour
$3O per hour
$30 per hour
Senior Center/Library
Mandatory Cleaning (parties
$150
$15O
$15O
$150
serving alcohol)
Senior Center/Library
$18 - $72
$18 - $72
$18 - $72
$18 - $72
Security
per hour
per hour
per hour
per hour
(rental events vary)
Senior Center/Library
$15O
$150
$150
$150
Optional Cleaning Fee
Senior Center/Library Staff
$90
$90
$90
$90
Set Up (Optional)
**Insurance Coverage
$75 - $180
$75 - $180
$75 - $18O
$75 - $18O
(rental events vary)
per event
per event
per event
per event
Announcing System -
$20 flat
$25 flat
$30 flat
$35 flat
Senior Center Only
Deposits (refundable upon post conditions of use)
Deposit Item
Class I
Class II
Class III
Class IV
Civic Center Campus,
$100
$100
$10O
5100
Amphitheater, Gazebo,
Cove Oasis Trailhead
Senior Center/Library
$400
$400
1 $4O0
$40O
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies SC -Library Proposed Final Version 06-21-05.doc
ATTACHMENT C
FACILITY USE POLICIES F01I PARK P/`.NIPS
,:i"ic Cw'iu- cm o'lt, "c ✓.itp' t`.e"iler I a ,) ;q -o
APPLICATION FOR FACILITY USE
A. The Facility Use Application shall be submitted at least thirty (30)
cale,aa= days prior to use. Deleted: working
B. c: ,1-1, 1. %' S uc,. 1 Events in which fifty (50) people or more will
be in attendance must also apply for a Temporary Use permit
through the Community Development Department. Deleted:, except events uein.
Senior Center only.
C. Applications will not be accepted more than twelve (12) months in
advance of use, except for contiguous multi -day rentals.
D,, All Facility Use Applications are subject to approval by the Deleted:
Community Services Director.
E. Reservations will be confirmed upon payment of all fees and copy
of signed Facility Use Application.
F. Approved use is non-tranferrable. The person signing the Facility
Use Permit is responsible for the conduct of all participants and is
fully responsible for any damage caused by use.
G. The person signing the Facility Use Permit must be 21 or older.
H. Reserved times must include set up and clean up time. n I
nuplicadle tees rv, 11 h'l charred tnr r.11 Isc,hby r.sayr: ill to
I. All laws and City ordinances must be followed.
J. The City of La Quinta reserves the right to full access to all
activities at any time in order to ensure that all rules,
regulations, and laws are being observed, and if necessary may
terminate an activity for the safety and welfare of City property.
K. Renters refusing to adhere to policies will be forced to leave the
J
premise after one (1) verbal warning issued by staff to the
signer of the Facility Use Permit. The signer of the Facility Use
Permit must be on the premises during the hours of the event.
L. The City of La Quinta assumes no liability for any injury, damage,
theft or loss of property belonging to others, before, during or after
usage.
M. No animals except those used for disability assistance allowed in
any City facility, {Formatted: Font: times New i
i- PrI2--,t9rI, o I. IjI,io 10l I fif.:I.I I': its r•ru', h`Ir:,I, V3Cl1 ,:Sts t.Ji, I
I,; vnndIT.v ,IS111(,1 c) , -ant+.or .,asl Inq of ax unof m ,l, be I :Ile
Ov,^IIJtid 3t !'e r;ntr st, ni iI r. ICCi.`I fiLity.
im"li 11 a -. . :n...S: a: C _� tn
c Center AITpI-it. r'r f.r and c, Gaee,o rren,nrv;, -0itnl n h,: la t_lIlnrJ
Stain- Crrtsr (or .I e r,;r:n:,. - a3 , III- III*r., I it, .;room on]",
A. I'"n,.,, ;m,ii , if .r. I Im thL_, in r 1.1 ami, it cr. ICI
B. I ociln,cs nva0able to,,- pnvntc -r.Ifl �s v"ilh irrldtp,de nmc,nmcs .rl
hwilf.d to trt[ .3,1-rs Palk and the L:i Colntn I'a,k.
C nent,d of Irila,rulc ;i Ims I; 1, m',,ed In ro TIr ..re=. I,,I 1il;
au,aov, d hR by the City u: :-.I Coinw Use of ,Ii, ul,u,',,o.. ct
corn )any 1-I!I Ica, It IT Iho ,n.in, n.ihc Io,S o, dean_ I
D. Covert,J p.a�,i,ur .;n;is ,-re made; av�Iilil;L: fur n:,-ital -nly A., aie<,s
nor speci`Ir;illy cucirn=llr.d by Ilse Cily of L❑ CJI I I a ot. oL!uul
ficluued in the wi,firv,:tl rruas will oe op w and f,!adabh In
Liereral pt,hllc.
f_ Sound system .,od , IT, wl rol n(: plovl:I,,d
C 1,11fs "I C. I. be, i,,e p ov.dC1 ny r:Ie II I,I.I pray, arli[nrniull
Inay nut ao ^I uvut. hnnl c SL -�ior Cunlcr
G. All teenage groups must be accompanied by responsible adult- wrmattedmdent:tea:0.s
chaperones including the signer of the Facility Use Permit, on a Hanging: 0.31"
ratio of two (2) adults for the first twenty (20) juveniles and one
(1) adult for each group of twenty (20) juveniles or part thereof.
Chaperones must stay with group at all times. Deleted: S\communny
Servrces\Facility Rental
Info\Policies\NEW Facility Use
Policies 08-19-03.doc
2
3. REASONS FOR DENYING APPLICATION
The Community Services Director may deny an application for the
following reasons:
A. Applicant's violation of the conditions of Facility Use permits
(current or prior permit).
B. Applicant's violation of the City's rules and regulations relating to
the use of facilities.
C. Failure to cooperate with City staff.
D. Previous incidents where Facility Use resulted in damage to City
property.
E. The use proposed is not consistent with the recreational, civic,
assembly or other purposes for which the particular facility has
been approved.
1
4. RENTAL RATE CLASSIFICATIONS
Rental rates of the City Parks and Recreation facilities are classified as
Class I -IV along with the Fee Schedule for each classification.
The City of La Quinta has first priority for all uses. La Quinta residents
have second priority. All others are to follow in the priority of use.
5. SECURITY/CLEAN-UP DEPOSIT
The Security/Cleaning Deposit is due with the Facility Use Application.
The deposit will be refunded within _. : cok ^ after the event, except Deleted: five 151 working day
under the following conditions:
A. Upon arrival, renter will complete a walk through with staff. Any
damage or uncleanliness must brought to staff's attention at this time.
At the conclusion of the event, staff will walk through facility with
renter and document any damage or uncleanliness of : of co�3�rl,rc
w111 [ilso r,n no.atl mm' ded,n:ieo `row 'I-n. dupo,,il If I
fIP.'InIi:IXi tlr,b ak, _I `"�t l St.. Security deposits will be Deleted:.
released upon written report by staff to City administration.
B. Damage to the facility while premises are under responsibility of user.
Cost of repairs as determined by the Community Services Director will
be retained by the City and deducted from the deposit. If cost of
damages exceeds amount available from deposit, user shall remit Deleted: SACommunity
Services\Facility Rental
balance of cost to City upon receipt of Invoice. Info\Policies\NEW Facility Use
Policies 08-19-03 doc
3
If the facility is not left in a clean and orderly manner, the cost to clean the facility � ° 6ullete and Numlx
appropriately will be deducted from the Deposit. _ II cost ocls. .,ll i( eaceds
amoo vt Uvallnr I 'ro^, neno;il user :i rad renvcc of Cosi to G-y
, por :cc_l)t of u,vc -
Vehicles are not allowed to be driven on areas that are not specifically -
designated for vehicular traffic. Cost of repair to surfaces will be
deducted from deposit. i ,.o,: 2 J� lo.0 t vd r_,le
�10 CLI:O.`.I., l:^. ',1 ', I':L d2n-It onll'c-.if Co l to City IDJ ;0G',( U
IIP'71CC
6. LIABILITY
All persons receiving a Facility Use Permit must agree in writing to hold
the City of La Quinta harmless and indemnify City of La Quinta from any
and all liability for injury to persons or property occurring as the result of
the activity sponsored by the permittee, and said person shall be liable to
the City of La Quinta for any and all damages to parks, equipment, and
buildings owned or controlled by City which result from the activity of the
permittee or is caused by any participant in said activity.
A person exercising any of the privileges authorized by this policy does so
at his/her own risk without liability on the part of the City of La Quinta for
any injury to persons or property resulting therefrom.
All activities involving an inflatable amenity must provide the City of La
Quinta with a Certificate of Insurance naming the City of La Quinta as
additionally insured. Policy limit is $1,0OO,000 minimum of combined
single limits.
All groups and private parties using a City facility must provide the City
of La Quinta with a Certificate of Insurance naming the City of La Quinta
as additionally insured. Policy limit is not less than $5OO,OOO general
liability insurance coverage per occurrence. Insured's name must be the
same as the renting party on Facility Use Policy.
7. PAYMENT OF FEES AND DEPOSITS
All fees and deposits are considered due at the time the application is
submitted.
Cancellation of reservations will result in loss of 50% of dui)osit fee if the
City is notified less between 15-30 calendar days of reservation.
Cancellation of reservations less than 15 calendar days of reservation will
result in lost of 100% of deposit fee.
._I _ _ - - ,. ,., - 4
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Deleted: S'\Community
Servwes\Facility Rental
Info\Policles\NEW Facility Use
Policies 08-19-03.doc
4
8. USER CLEAN-UP RESPONSIBILITY
The rental user of the facility shall be responsible for the following clean
up upon completion of rental use:
A. Deposit all all trash, including bottles, cans, cups, cigarettes and paper
in proper receptacles and deposit trash in nearby dumpster area.
B. Mop up any liquid spilled on floor.
C. Leave kitchen or concession stand and all equipment in a clean,
sanitary condition and in proper working order.
D. All groups are responsible for setting -up and taking -down chairs and
tables, and for clean up of facility and the immediate area unless
optional set-up and cleaning fee is paid.
E. Equipment from City facilities may not be taken outdoors.
9. FOOD AND BEVERAGE
No food or beverage may be sold or served at any event unless specified
on the Facility Use permit.
Barbecuing is allowed in City provided barbecues only, except in the case
of a City sponsored event and approved by the City Council.
10. ENDING TIME OF ALL EVENTS
All events held in Parks and Recreation facilities must be completed by
10.00 P.M. Deleted: Ballfield lights are n(
available after 10:00 p m I
T
1 1 . CLEARANCES, LICENSES AND CERTIFICATES Use of the senior Center is In
to 1 :00 a.m.
Users may be required to secure any or all of the following clearances,
licenses and/or certificates before the Facility Use Permit Application is
approved.
A. Dance permit or business license (granted by the City of La Quinta
Business License Division). Deleted: < N>Special daily
liquor license (issued by the
B. Police clearance (granted by Riverside the County Sheriff's Alcoholic Beverage 4
Control Office in San Bernardi
Department). Caldornia).s
t
C. Certificate or proof of insurance naming the City of La Quinta as• fF�rmatted: Bullets and Numb
insured. Deleted: s\Community
additionally Services\Facility Rental
Info\Policies\NEW Facility Use
Policies 08AM3 doc
5
CS
12. DECORATIONS
A. Decorations may not be fastened to light fixtures, tables, chairs,
stage or other City property.
B. Health and Safety codes pertaining to the flame proofing of all
decorations must be followed.
C. Glitter, birdseed, rice or other like items are not allowed.
D. Only masking tape may be used. No scotch tape, thumb tacks,
staples, etc. will be permitted. All decorations must be removed at
the end of the event.
E. No open flame, barbecue or other cooking devices will be permitted
In the facilities unless otherwise provided by the City.
13. PUBLICITY
Publicity for any event held at any Parks and Recreation facility may
not be released until final approval of the Facility Use Application.
Signage will be in accordance with Chapter 9.60.170 of the La Quinta
Municipal Code.
14. SMOKING
Smoking is not permitted in any City building.
15. ALCOHOL AND/OR LIVE ENTERTAINMENT
t\. Security guard service is required for events where live
entertainment is omsur L;c. For groups of 100 or less, one (1) guard Deleted: and/or alcohol is sei
is required. For groups of 101 or more, two guards are required.
E Teen parties are required to have two 12) guards for 100 people or
less, and (4) guards for 101 people or more.
C: Guard service will be arranged for by the Community Services
Department once the fees have been paid by the renting party. Formatted: maent Lert: os"
Ime: 0"
I). All permits must be resented to the Community Services been
granted
Only events that hay
P P y been granted a permit from th
Department two weeks prior to the event, or deposit may be forfeited. Alcoholic Beverage Control wi
allowed to serve alcohol. i
1
[. 4I";Oh0 IS I)Oi u'0'•'4[ JI Iry ,r'Irk,4 %rltl'O,It lrlur (:W" Alcohol is limited to beer, win
0 p p r o v zi l champagne only.
Deleted: .
Parties refusing to adhere to the alcohol polices will be shut down Deleted: S\Community
ServicesWaclllty, Rental
after one (1) verbal warning grid Ojt0 lid ', fill ;i 0�17 ciCln�S:, '..., InfoAPoliciesANEW Facility Use
Policies 08-19-03.doc
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must pay to have the City s
custodial service clean the tac
after the event i
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Dekfe3-S'\Community
Services\Facility Rental
Info\Policies\NEW Facility Use
Policies 08-19-03.doc
ATTACHMENT D
;�Tnn
ryC
�wS
y or ram°
FACILITY USE POLICIES
(Civic Center Amphitheater, La Quinta Park,
Fritz Burns Park and Cove Oasis Trailhead)
APPLICATION FOR FACILITY USE
A. The Facility Use Application shall be submitted at least thirty (30)
calendar days prior to use.
B. Community Special Events in which fifty (50) people or more will
be in attendance must also apply for a Temporary Use permit
through the Community Development Department.
C. Applications will not be accepted more than twelve (12) months in
advance of use, except for contiguous multi -day rentals.
D. All Facility Use Applications are subject to approval by the
Community Services Director.
E. Reservations will be confirmed upon payment of all fees and copy
of signed Facility Use Application.
F. Approved use is non-tranferrable. The person signing the Facility
Use Permit is responsible for the conduct of all participants and is
fully responsible for any damage caused by use.
G. The person signing the Facility Use Permit must be 21 or older.
H. Reserved times must include set up and clean up time. All
applicable fees will be charged for all facility usage time.
I. All laws and City ordinances must be followed.
J. The City of La Quinta reserves the right to full access to all
activities at any time in order to ensure that all rules,
regulations, and laws are being observed, and if necessary may
terminate an activity for the safety and welfare of City property.
K. Renters refusing to adhere to policies will be forced to leave the
premise after one (1) verbal warning issued by staff to the
signer of the Facility Use Permit. The signer of the Facility Use
i
Permit must be on the premises during the hours of the event.
L. The City of La Quinta assumes no liability for any injury, damage,
theft or loss of property belonging to others, before, during or after
usage.
M. No animals except those used for disability assistance allowed in
any City facility.
N. Pre-existing condition of the facility is as presented. Requests such
as window washing or power washing of exterior may be made
available at the expense of the rental party.
The following will apply for use of City facilities for private parties with
inflatable amenities and/or events held in outdoor settings: Use of the
Civic Center Amphitheater and/or Gazebo requires rental of the La Quinta
Senior Center for the same period, may be limited to restroom use only.
A. Private parties may rent facilities in four (4) hour increments.
B. Facilities available for private parties with inflatable amenities are
limited to Fritz Burns Park and the La Quinta Park.
C. Rental of inflatable amenities is limited to companies on the
approved list by the City of La Quinta. Use of an unapproved
company will result in the automatic loss of deposit.
D. Covered pavilion areas are made available for rental only. All areas
not specifically designated by the City of La Quinta as being
included in the reserved areas will be open and available to the
general public.
E. Sound system and electricity will not be provided.
F. Chairs and tables must be provided by the rental party; equipment
may not be removed from the Senior Center.
G. All teenage groups must be accompanied by responsible adult
chaperones including the signer of the Facility Use Permit, on a
ratio of two (2) adults for the first twenty (20) juveniles and one
(1) adult for each group of twenty (20) juveniles or part thereof.
Chaperones must stay with group at all times.
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Park Parties Proposed Final Version 06-21- 2
05.doc
3. REASONS FOR DENYING APPLICATION
The Community Services Director may deny an application for the
following reasons:
A. Applicant's violation of the conditions of Facility Use permits
(current or prior permit).
B. Applicant's violation of the City's rules and regulations relating to
the use of facilities.
C. Failure to cooperate with City staff.
D. Previous incidents where Facility Use resulted in damage to City
property.
E. The use proposed is not consistent with the recreational, civic,
assembly or other purposes for which the particular facility has
been approved.
4. RENTAL RATE CLASSIFICATIONS
Rental rates of the City Parks and Recreation facilities are classified as
Class I -IV along with the Fee Schedule for each classification.
The City of La Quinta has first priority for all uses. La Quinta residents
have second priority. All others are to follow in the priority of use.
5. SECURITY/CLEAN-UP DEPOSIT
The Security/Cleaning Deposit is due with the Facility Use Application.
The deposit will be refunded within 3-4 weeks after the event, except
under the following conditions:
A. Upon arrival, renter will complete a walk through with staff. Any
damage or uncleanliness must brought to staff's attention at this time.
At the conclusion of the event, staff will walk through facility with
renter and document any damage or uncleanliness; time of departure
will also be noted and deducted from the deposit if it exceeds
permitted time along with staff costs Security deposits will be
released upon written report by staff to City administration.
B. Damage to the facility while premises are under responsibility of user.
Cost of repairs as determined by the Community Services Director will
be retained by the City and deducted from the deposit. If cost of
damages exceeds amount available from deposit, user shall remit
balance of cost to City upon receipt of invoice.
SACommunity ServicesTacility Rental InfoToliciesTacility Use Policies -Park Parties Proposed Final version 06-21- 3
05.doc
C. If the facility is not left in a clean and orderly manner, the cost to clean the facility
appropriately will be deducted from the Deposit. If cost of cleaning exceeds
amount available from deposit, user shall remit balance of cost to City
upon receipt of invoice.
D. Vehicles are not allowed to be driven on areas that are not specifically
designated for vehicular traffic. Cost of repair to surfaces will be
deducted from deposit. If cost of damages exceeds amount available
from deposit, user shall remit balance of cost to City upon receipt of
invoice.
6. LIABILITY
All persons receiving a Facility Use Permit must agree in writing to hold
the City of La Quinta harmless and indemnify City of La Quinta from any
and all liability for injury to persons or property occurring as the result of
the activity sponsored by the permittee, and said person shall be liable to
the City of La Quinta for any and all damages to parks, equipment, and
buildings owned or controlled by City which result from the activity of the
permittee or is caused by any participant in said activity.
A person exercising any of the privileges authorized by this policy does so
at his/her own risk without liability on the part of the City of La Quinta for
any injury to persons or property resulting therefrom.
All activities involving an inflatable amenity must provide the City of La
Quinta with a Certificate of Insurance naming the City of La Quinta as
additionally insured. Policy limit is $1,000,000 minimum of combined
single limits.
All groups and private parties using a City facility must provide the City
of La Quinta with a Certificate of Insurance naming the City of La Quinta
as additionally insured. Policy limit is not less than $500,000 general
liability insurance coverage per occurrence. Insured's name must be the
same as the renting party on Facility Use Policy.
7. PAYMENT OF FEES AND DEPOSITS
All fees and deposits are considered due at the time the application is
submitted.
Cancellation of reservations will result in loss of 50% of deposit fee if the
City is notified less between 15-30 calendar days of reservation.
Cancellation of reservations less than 15 calendar days of reservation will
result in lost of 100% of deposit fee.
SACommunity Services\Facility Rental Info\Policies\Facility Use Policies -Park Parties Proposed Final Version 06-21- 4
05.doc
8. USER CLEAN-UP RESPONSIBILITY
The rental user of the facility shall be responsible for the following clean
up upon completion of rental use:
A. Deposit all all trash, including bottles, cans, cups, cigarettes and paper
in proper receptacles and deposit trash in nearby dumpster area.
B. Mop up any liquid spilled on floor.
C. Leave kitchen or concession stand and all equipment in a clean,
sanitary condition and in proper working order.
D. All groups are responsible for setting -up and taking -down chairs and
tables, and for clean up of facility and the immediate area unless
optional set-up and cleaning fee is paid.
E. Equipment from City facilities may not be taken outdoors.
9. FOOD AND BEVERAGE
No food or beverage may be sold or served at any event unless specified
on the Facility Use permit.
Barbecuing is allowed in City provided barbecues only, except in the case
of a City sponsored event and approved by the City Council.
10. ENDING TIME OF ALL EVENTS
All events held in Parks and Recreation facilities must be completed by
10:00 P.M.
11. CLEARANCES, LICENSES AND CERTIFICATES
Users may be required to secure any or all of the following clearances,
licenses and/or certificates before the Facility Use Permit Application is
approved.
A. Dance permit or business license (granted by the City of La Quinta
Business License Division).
B. Police clearance (granted by the Riverside County Sheriff's
Department).
C. Certificate or proof of insurance naming the City of La Quinta as
additionally insured.
SACommunity Services\Facility Rental Info\Policies\Facility Use Policies -Park Parties Proposed Final Version 06-21- 5
05.doc
12. DECORATIONS
A. Decorations may not be fastened to light fixtures, tables, chairs,
stage or other City property.
B. Health and Safety codes pertaining to the flame proofing of all
decorations must be followed.
C. Glitter, birdseed, rice or other like items are not allowed.
D. Only masking tape may be used. No scotch tape, thumb tacks,
staples, etc. will be permitted. All decorations must be removed at
the end of the event.
E. No open flame, barbecue or other cooking devices will be permitted
In the facilities unless otherwise provided by the City.
13. PUBLICITY
Publicity for any event held at any Parks and Recreation facility may
not be released until final approval of the Facility Use Application.
Signage will be in accordance with Chapter 9.60.170 of the La Quinta
Municipal Code.
14. SMOKING
Smoking is not permitted in any City building.
15. ALCOHOL AND/OR LIVE ENTERTAINMENT
A. Security guard service is required for events where live
entertainment is provided. For groups of 100 or less, one (1) guard is
required. For groups of 101 or more, two guards are required.
B. Teen parties are required to have two (2) guards for 100 people or
less, and (4) guards for 101 people or more.
C. Guard service will be arranged for by the Community Services
Department once the fees have been paid by the renting party.
D. All permits must be presented to the Community Services
Department two weeks prior to the event, or deposit may be forfeited.
E. Alcohol is not allowed at City parks without prior City Council
approval.
F. Parties refusing to adhere to the alcohol polices will be shut down
after one (1) verbal warning and will automatically lose deposit fees.
SACommunity ServicesTacility Rental Info\Policies\Facility Use Policies -Park Parties Proposed Final Version 06-21-
05.doc
FACILITY USE FEE SCHEDULE
(Civic Center Campus and Amphitheater, La Quinta Park,
Fritz Burns Park, and Cove Oasis Trailhead)
CLASSIFICATION OF GROUPS
Class I: La Quinta youth (18 and under), 501(c) 3 recreation organizations
Class It: La Quinta non-profit organizations, community -based organizations,
competitive youth sports leagues, Desert Sands Unified School District -
(Sports Complex Use Only)
Class III: La Quinta residents and DSUSD (for all other facilities)
Class IV: La Quinta business and profit organizations, non -city residents, organizations
and businesses, and all youth sports leagues tournaments
CLASS I
CLASS II
CLASS III
CLASS IV
ITEM
Civic Center Campus,
Amphitheater, Gazebo,
$50 per hour
$75 per hour
$100 per hour
$150 per he
Cove Oasis Trailhead
Senior Center
Restroom Use Only
$20 per hour
$25 per hour
$30 per hour
$30 per hou
**Insurance Coverage
$75 - $180
$75 - $180
$75 - $180
$75 - $18,
(rental events vary)
per event
per event
per event
per event
Tennis Court (per
N/C
$5 per hour
$5 per hour
$10 per ho
court)
Fritz Burns or La Quinta
$50 (4 hours)
$50 (4 hours)
$50 (4 hours)
$60 (4 hour
Park Party/Inflatable
Amenities
* * Rental parties can use personal insurance agencies for coverage naming
the City of La Quinta as insured, (Section F) Facility Use Policies.
Deposits (refundable upon post conditions of use)
Deposit Item
Class I
Class II
Class III
Class IV
Civic Center Campus,
$100
$100
$100
$100
Amphitheater, Gazebo,
Cove Oasis Trailhead
Park Party Rentals
$50 per 4 hrs.
$50 per 4 hrs.
$50 per 4
$50 per 4 hrs
hrs.
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Park Parties Proposed Final Version 06-21-
05.doc
ATTACHMENT E
Community Use of Athletic Fields Agreement
(For the La Quinta Sports Complex and La Quinta Park)
This agreement for use of the Athletic Fields (the Agreement) entered into by and
between the City of La Quinta (the City) and an
athletic League (or Team) (League (or Team)) shall be binding for one League (or Team)
season. The City will act as a liaison between the League (or Team) and the Desert
Sands Unified School District (District) for items specifically concerning the La Quinta
Sports Complex.
1. All communication concerning the Athletic Fields shall be addressed to the
Community Services Department of the City.
2. At the Sports Complex:
The District shall have first priority of the facility
The City shall have second priority
La Quinta Youth 501(c) recreation organizations that hold open registration and
allow all participants to register and play, have rosters with a minimum
of seventy five percent City residency to be considered Class I and have
third priority
Youth non-profit athletic organizations whose participation is selected by their
ability and/or play competitively against similar teams from other
jurisdictional areas (ie. - independent travel teams) with majority City
residency shall be considered Class II and has fourth priority
City residents and businesses shall be considered Class III and have fifth priority
All other League (or Team)s, youth and adult tournaments, non-residents, and
outside businesses shall be considered Class IV and have sixth priority
At the La Quinta Park:
The City shall have first priority
La Quinta Youth 501(c) recreation organizations that hold open registration and
allow all participants to register and play, have rosters with a minimum of
seventy five percent City residency to be considered Class I and have
second priority
Youth non-profit athletic organizations whose participation is selected by their
ability and/or play competitively against similar teams from other
jurisdictional areas (ie. - independent travel teams) with majority City
residency shall be considered Class II and has third priority
City residents and businesses shall be considered Class III and have fourth
priority
All other League (or Team), youth and adult tournaments, non-residents, and
outside businesses shall be considered Class IV and have fifth priority
3. La Quints Youth 501(c) recreation organizations considered Class I shall be
exempt from Field Usage and Field Lights fees; all other sports organizations
must pay all applicable field usage deposits and fees listed on the Facility Use
Fee Schedule
4. in order to process and allow continuous contracted usage of city sports fields
per season,
all sports organizations must provide the following information and
documentation to the Community Services Department prior to approval:
A.
Completed City of La Quints Facility Use Application
B.
Signed 'Community Use of Athletic Fields' Agreement
C.
Certificate of Insurance
D.
Proof of non-profit status
E.
List of Board of Directors
F.
Dates of Board Meetings
G.
A roster of all the players in the League (or Team) and their city
residency must be submitted prior to issuance of field and
scheduled lights
H.
A copy of organization's by-laws
I.
Completed lights schedule(s) and signed Agreement form
J.
Completed Control -Link application (field lights access)
All required documentation, fees, and deposits are considered due at the time
the Facility Use Application is submitted, which must be at least twenty (20)
working days prior to use.
5. Field reservations must be canceled at least five (5) working days prior to date
reserved in order to be refunded or credited fees in full. Cancellations must be
made by in writing via fax, e-mail, or in person.
6. If field must be closed due to inclement weather upon review of the City, the
League (or Team) can re -schedule the use and must notify the City within the
next three (3) business days. If the City determines inclement weather was not
responsible for postponement of game, the facility usage remains intact. If the
City determines that there are not any fields available to re -schedule, a refund
may be issued at the City's discretion.
7. Requests to modify the athletic fields must be presented to the City for approval
by the District and/or City. All installations become the property of the District
or City. All requests must be submitted with a Letter of Intent, construction
drawings and specifications. The following procedure will be followed:
The League (or Team) will discuss proposed modifications with the
Community Services Director.
The City will submit complete packet of information provided by the
League (or Team) to the District or City Council for consideration.
r,
District or City Council and City will review the proposed project for
function, maintainability, safety and aesthetics.
For the Sports Complex, the District will notify the Principal and the City
as to approval or disapproval of the project. If the project is approved by
the District and City, written approval from the District will be provided
to the League (or Team) by the City.
Upon completion of the project, the District and/or City must provide
written approval before the project can be accepted.
The completed project becomes the property of the District or City after
acceptance by the Board of Education or City Council. Responsibility for
the ongoing maintenance of the facility will be determined prior to
acceptance.
8. Under this agreement, the League (or Team) agrees to be responsible for the
following:
The League (or Team) will complete a Facility Use Application requesting
the use of the fields and pay all appropriate fees and deposits. Use may
not begin until the Facility Use Permit has been approved.
The facilities are available after 4:30 p.m. on school days and 8:00 a.m.
on weekends. All events must be completed by 10:00 p.m. Ballfield
lights are not available after 10:00 p.m.
All League (or Team) business, contracts, complaints, contacts, etc,
dealing with the facility or use of facility shall be channeled through the
League (or Team) President to the City.
The League (or Team) will provide copies of the team rosters including
names and addresses of participants along with schedule of play, prior to
opening of League (or Team) play.
No permanent advertising signs shall appear on District or City property
unless processed through the modification of athletic field process.
Only approved motorized vehicles are permitted on District and City
facilities for the preparation of athletic fields or other City approved
activities. All other vehicles must park in designated parking areas.
Citations will be issued to illegally parked vehicles.
League (or Teams are not allowed to alter or change locks on facilities or
make copies of keys.
Any unauthorized modification of any irrigation system, electrical system,
sports fields or other City -owned property will not be tolerated. Any
costs related to the repair and/or replacement to correct the situation will
be billed to the responsible party and/or associated League (or Team).
The City and District assumes no liability or responsibility for any
motorized vehicles, equipment, and/or items kept in the snack bar,
storage areas, or facility offices located at the Sports Complex and La
Quinta Park.
The League (or Team) contracted for usage of the snack bar is
responsible for cleaning trash and debris from the snack bar and fields at
the end of each day. Trash shall be deposited in the dumpster provided.
The City will be responsible for the general cleaning of the facility. This
includes cleaning and stocking the restrooms with paper goods, supplying
trash bags and floor care.
The League (or Team) is responsible for cleaning of the snack bar
counters, equipment and sinks, trash removal from the restrooms and
snack bar, and supervision of the snack bar and restrooms during use.
Facility offices and storage rooms should be kept clean with all items
properly stored for safety when in use.
League (or Teams may only manage and use one snack bar per season at
either the Sports Complex or La Quinta Park. Snack bars may only be
managed and utilized by contracted League (or Team); no outside
organizations may be hired or contracted by League (or Team) to conduct
snack bar business. Class I gets first priority to operate the snack bar.
Class II will be given second priority.
Existing equipment provided by the City for usage within the snack bar
(nacho machine, popcorn machine, hot dog machine, ice machine, etc.)
are all that may be used by League (or Team); if other equipment other
than that provided by the City is required, prior approval from the City is
necessary.
The City is responsible for general field maintenance. This includes
mowing, fertilizing, aeration, herbicide application, pest control, irrigation
inspection, tree/shrub maintenance and maintenance of the field lighting.
The League (or Team) is responsible for certain field maintenance which
includes dragging the infields, trash removal from all fields, lining fields
with non -permanent paint and filling any holes that present a safety
hazard at the facility. Burning lines at any City field is strictly not
permitted.
The League (or Team) is required to report any safety concerns to the
City.
r
The City will schedule field lights for the days and times specified on the
Facility Use Application by League (or Team). Any changes to lights
schedule must be authorized and submitted by City. League (or Team)
presidents are responsible for daily early -off of field lights if field usage
ends before scheduled time off.
The following penalties will be enforced for negligence in early -off of field
lights to the responsible League (or Team), when sports fields are found
not occupied:
A. Verbal Warning
B. $100 deducted from Sports Field Deposit
C. $300 deducted from Sports Field Deposit
D. Retention of full $500 Sports Field Deposit and
discontinuation of usage of Sports Field Lights
The City will provide the League (or Team) with keys to the restrooms
(Sports Complex only), snack bar and storage area. Failure to return keys
will result in the League (or Team) being charged for the cost of re -keying
the facility.
The City and District are not responsible for services or supplies used by
the League (or Team).
The League (or Team) will be responsible for annual maintenance of
League (or Team) improvements approved through the field modification
process. This includes acts of vandalism.
League (or Team)s may not allow other organizations, groups or
individuals to use any facility without the approval of the City.
No alcoholic beverages are allowed on District or City property. The
League (or Team) will lose their rights to use the facility if the League (or
Team) fails to enforce this policy (Business and Professions Code,
Section 25608).
Smoking is not allowed on District property. The League (or Team) is
responsible for enforcing this policy (DSUSD Board Policy 3513.3).
The League (or Team) shall provide supervision of the restrooms during
League (or Team) use.
Permanent outfield fencing or soccer goals may not be installed on
District or City property.
The League (or Team) agrees to procure and maintain liability insurance
with an insurance carrier with a Best's rating of no less than A:VII,
satisfactory to the City and District, to protect against loss from liability
imposed by the law for damages or act or bodily injury including death
resulting there from suffered, or alleged to be suffered by any person or
persons whatsoever, resulting directly or indirectly on any account or
activities of the League (or Team), or under League (or Team)'s control or
direction, and also to protect against the loss from liability imposed by
law, or damages to any property of any person caused directly by or from
activity or activities of League (or Team), or any person acting for League
(or Team), or under League (or Team)'s control or direction.
The League (or Team) shall maintain limits no less than $1,000,000
combined single limit per occurrence for bodily injury, personal injury and
property damage. Prior to conducting any activity under this agreement,
the League (or Team) shall file proof of insurance with the City. The
certificate and endorsements are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The City reserves the right to
require complete, certified copies of all required insurance policies, at any
time. Insurance policies shall name Desert Sands Unified School District
and the City of La Quinta as additionally insured. This policy shall have a
non -cancellation without thirty days written notice to the City clause, and
shall provide that copies of all cancellation notices shall be sent to the
Community Services Director of the City.
The League (or Team) agrees to indemnify and hold harmless the City,
District, their agents, officers, and employees for any claims, liabilities,
penalties, fines, or damages to the goods, property or effects of the
League (or Team) or any of the League (or Team)'s representatives,
agents, employees, guests, licensees, invitees, patrons or clients or any
other person whatsoever, and for the personal injuries to them or any of
them from defect on any part of the premises, or from any other cause or
reason whatsoever arising out of or relating to the League (or Team)'s
use of the La Quinta Sports Complex.
The League (or Team) further agrees to indemnify and hold harmless the
City, District, and its authorized agents, officers and employees against
all liability losses, indemnities of any nature whatsoever, including
without exceptions, court costs and attorney's fees which the City and
District shall or may at any time sustain or be put to by reason of any
liability for which the League (or Team) is responsible in connection with
its operation within the facility and/or under this Agreement.
The League (or Team) shall comply with any and all federal, state and
local laws including any requirements to screen employees and volunteers
for sex offenders prior to working with children.
The League (or Team) will be obligated to concur with all decisions
reached by the League (or Team) representative in regards to this
Agreement. The League (or Team) representative further agrees that
he/she has read and understands this Agreement and pledges
himself/herself and other officers of the League (or Team) to uphold this
Agreement.
This Agreement can be revoked by the City upon thirty (30) day written
notice to the League (or Team).
Approved:
CITY OF LA QUINTA LEAGUE (OR TEAM)
33
DATE:
COPY PROVIDED TO DISTRICT:
DATE:
Am
STAFF NAME
DATE:
LEAGUE (OR TEAM) PRESIDENT
ORGANIZATION'S NAME
ORGANIZATION'S ADDRESS
CITY ZIP
HOME PHONE
WORK PHONE
r
FACILITY USE FEE SCHEDULE
(La Quinta Sports Complex and La Quinta Park)
CLASSIFICATION OF GROUPS
Class I:La Quinta youth (18 and under), 501(c) 3 recreation organizations
Class Il: La Quinta non-profit organizations, community -based organizations, competitive
youth sports leagues, Desert Sands Unified School District - (Sports Complex Use
Only)
Class III: La Quinta residents and DSUSD (for all other facilities)
Class IV: La Quinta business and profit organizations, non -city residents, organizations
and businesses, and all youth sports leagues tournaments
ITEM
CLASS I
CLASS 11
CLASS III
CLASS IV
*Baseball Diamond
N/C
$5 per hour
$15 per hour
$25 per hoi
*Soccer Field
N/C
$5 per hour
$20 per hour
$30 per hoi
Snack Bar Use
$200 (season)
$10 per hour
$15 per hour
$20 per hoi
*Field Lights
N/C
$15 per hour
$20 per hour
$25 per hoi
Diamond Preparation
$24 per hour
$24 per hour
$30 per hour
$30 per ho
Bases
$10 per day
$10 per day
$20 per day
$40 per da
*Per field
Deposits (refundable upon post conditions of use)
Deposit Item
Class I
Class II
Class III
Class IV
Sports Field Deposit
$500
$500
$500
$500
Snack Bar Deposit
$350
$350
$500
$500
Restroom Keys
$100
$100
$100
$100
Base Use Deposit
$150
$150
$150
$150
ATTACHMENT F
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o c&t,, 4 Qum& - _ Y
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b of ram°
Community Use of Athletic Fields Agreement
(For the La Quinta Sports Complex and La Quinta Park)
This agreement for use of the Athletic Fields (the Agreement) entered into by and
between the City of La Quinta (the City) and an
athletic League (or Team) (League (or Team)) shall be binding for one League (or Team)
season. The City will act as a liaison between the League (or Team) and the Desert
Sands Unified School District (District) for items specifically concerning the La Quinta
Sports Complex.
1. All communication concerning the Athletic Fields shall be addressed to the
Community Services Department of the City.
2. At the Sports Complex:
The District shall have first priority of the facility
The City shall have second priority
La Quinta Youth 501(c) recreation organizations that hold open registration and
allow all participants to register and play, have rosters with a minimum
of seventy five percent City residency to be considered Class I and have
third priority
Youth non-profit athletic organizations whose participation is selected by their
ability and/or play competitively against similar teams from other
jurisdictional areas lie. — independent travel teams) with majority City
residency shall be considered Class II and has fourth priority
City residents and businesses shall be considered Class III and have fifth priority
All other League (or Team)s, youth and adult tournaments, non-residents, and
outside businesses shall be considered Class IV and have sixth priority
At the La Quinta Park:
The City shall have first priority
La Quinta Youth 501(c) recreation organizations that hold open registration and
allow all participants to register and play, have rosters with a minimum of
seventy five percent City residency to be considered Class I and have
second priority
Youth non-profit athletic organizations whose participation is selected by their
ability and/or play competitively against similar teams from other
jurisdictional areas lie. — independent travel teams) with majority City
residency shall be considered Class II and has third priority
City residents and businesses shall be considered Class III and have fourth
priority
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Sports Complex & LQPK Proposed Final
Version 06-21-05.doc
All other League (or Team), youth and adult tournaments, non-residents, and
outside businesses shall be considered Class IV and have fifth priority
3. La Quinta Youth 501(c) recreation organizations considered Class I shall be
exempt from Field Usage and Field Lights fees; all other sports organizations
must pay all applicable field usage deposits and fees listed on the Facility Use
Fee Schedule
4. In order to process and allow continuous contracted usage of city sports fields
per season,
all sports organizations must provide the following information and
documentation to the Community Services Department prior to approval:
A.
Completed City of La Quinta Facility Use Application
B.
Signed 'Community Use of Athletic Fields' Agreement
C.
Certificate of Insurance
D.
Proof of non-profit status
E.
List of Board of Directors
F.
Dates of Board Meetings
G.
A roster of all the players in the League (or Team) and their city
residency must be submitted prior to issuance of field and
scheduled lights
H.
A copy of organization's by-laws
I.
Completed lights schedule(s) and signed Agreement form
J.
Completed Control -Link application (field lights access)
All required documentation, fees, and deposits are considered due at the time
the Facility Use Application is submitted, which must be at least twenty (20)
working days prior to use.
5. Field reservations must be canceled at least five (5) working days prior to date
reserved in order to be refunded or credited fees in full. Cancellations must be
made by in writing via fax, e-mail, or in person.
6. If field must be closed due to inclement weather upon review of the City, the
League (or Team) can re -schedule the use and must notify the City within the
next three (3) business days. If the City determines inclement weather was not
responsible for postponement of game, the facility usage remains intact. If the
City determines that there are not any fields available to re -schedule, a refund
may be issued at the City's discretion.
7. Requests to modify the athletic fields must be presented to the City for approval
by the District and/or City. All installations become the property of the District
or City. All requests must be submitted with a Letter of Intent, construction
drawings and specifications. The following procedure will be followed:
The League (or Team) will discuss proposed modifications with the
Community Services Director.
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Sports Complex & LQPK Proposed Final
Version 06-21-05.doc
The City will submit complete packet of information provided by the
League (or Team) to the District or City Council for consideration.
District or City Council and City will review the proposed project for
function, maintainability, safety and aesthetics.
For the Sports Complex, the District will notify the Principal and the City
as to approval or disapproval of the project. If the project is approved by
the District and City, written approval from the District will be provided
to the League (or Team) by the City.
Upon completion of the project, the District and/or City must provide
written approval before the project can be accepted.
The completed project becomes the property of the District or City after
acceptance by the Board of Education or City Council. Responsibility for
the ongoing maintenance of the facility will be determined prior to
acceptance.
8. Under this agreement, the League (or Team) agrees to be responsible for the
following:
The League (or Team) will complete a Facility Use Application requesting
the use of the fields and pay all appropriate fees and deposits. Use may
not begin until the Facility Use Permit has been approved.
The facilities are available after 4:30 p.m. on school days and 8:00 a.m.
on weekends. All events must be completed by 10:00 p.m. Ballfield
lights are not available after 10:00 p.m.
All League (or Team) business, contracts, complaints, contacts, etc,
dealing with the facility or use of facility shall be channeled through the
League (or Team) President to the City.
The League (or Team) will provide copies of the team rosters including
names and addresses of participants along with schedule of play, prior to
opening of League (or Team) play.
No permanent advertising signs shall appear on District or City property
unless processed through the modification of athletic field process.
Only approved motorized vehicles are permitted on District and City
facilities for the preparation of athletic fields or other City approved
activities. All other vehicles must park in designated parking areas.
Citations will be issued to illegally parked vehicles.
League (or Teams are not allowed to alter or change locks on facilities or
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Sports Complex & LQPK Proposed Final
Version 06-21-05.doc
make copies of keys.
Any unauthorized modification of any irrigation system, electrical system,
sports fields or other City -owned property will not be tolerated. Any
costs related to the repair and/or replacement to correct the situation will
be billed to the responsible party and/or associated League (or Team).
The City and District assumes no liability or responsibility for any
motorized vehicles, equipment, and/or items kept in the snack bar,
storage areas, or facility offices located at the Sports Complex and La
Quinta Park.
The League (or Team) contracted for usage of the snack bar is
responsible for cleaning trash and debris from the snack bar and fields at
the end of each day. Trash shall be deposited in the dumpster provided.
The City will be responsible for the general cleaning of the facility. This
includes cleaning and stocking the restrooms with paper goods, supplying
trash bags and floor care.
The League (or Team) is responsible for cleaning of the snack bar
counters, equipment and sinks, trash removal from the restrooms and
snack bar, and supervision of the snack bar and restrooms during use.
Facility offices and storage rooms should be kept clean with all items
properly stored for safety when in use.
League (or Teams may only manage and use one snack bar per season at
either the Sports Complex or La Quinta Park. Snack bars may only be
managed and utilized by contracted League (or Team); no outside
organizations may be hired or contracted by League (or Team) to conduct
snack bar business. Class I gets first priority to operate the snack bar.
Class II will be given second priority.
Existing equipment provided by the City for usage within the snack bar
(nacho machine, popcorn machine, hot dog machine, ice machine, etc.)
are all that may be used by League (or Team); if other equipment other
than that provided by the City is required, prior approval from the City is
necessary.
The City is responsible for general field maintenance. This includes
mowing, fertilizing, aeration, herbicide application, pest control, irrigation
inspection, tree/shrub maintenance and maintenance of the field lighting.
The League (or Team) is responsible for certain field maintenance which
includes dragging the infields, trash removal from all fields, lining fields
with non -permanent paint and filling any holes that present a safety
hazard at the facility. Burning lines at any City field is strictly not
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Sports Complex & LQPK Proposed Final
Version 06-21-05.doc
�t
permitted.
The League (or Team) is required to report any safety concerns to the
City.
The City will schedule field lights for the days and times specified on the
Facility Use Application by League (or Team). Any changes to lights
schedule must be authorized and submitted by City. League (or Team)
presidents are responsible for daily early -off of field lights if field usage
ends before scheduled time off.
The following penalties will be enforced for negligence in early -off of field
lights to the responsible League (or Team), when sports fields are found
not occupied:
A. Verbal Warning
B. $100 deducted from Sports Field Deposit
C. $300 deducted from Sports Field Deposit
D. Retention of full $500 Sports Field Deposit and
discontinuation of usage of Sports Field Lights
The City will provide the League (or Team) with keys to the restrooms
(Sports Complex only), snack bar and storage area. Failure to return keys
will result in the League (or Team) being charged for the cost of re -keying
the facility.
The City and District are not responsible for services or supplies used by
the League (or Team).
The League (or Team) will be responsible for annual maintenance of
League (or Team) improvements approved through the field modification
process. This includes acts of vandalism.
League (or Teams may not allow other organizations, groups or
individuals to use any facility without the approval of the City.
No alcoholic beverages are allowed on District or City property. The
League (or Team) will lose their rights to use the facility if the League (or
Team) fails to enforce this policy (Business and Professions Code,
Section 25608).
Smoking is not allowed on District property. The League (or Team) is
responsible for enforcing this policy (DSUSD Board Policy 3513.3).
The League (or Team) shall provide supervision of the restrooms during
League (or Team) use.
Permanent outfield fencing or soccer goals may not be installed on
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Sports Complex & LQPK Proposed Final
Version 06-21-05.doc
District or City property.
The League (or Team) agrees to procure and maintain liability insurance
with an insurance carrier with a Best's rating of no less than A:VII,
satisfactory to the City and District, to protect against loss from liability
imposed by the law for damages or act or bodily injury including death
resulting there from suffered, or alleged to be suffered by any person or
persons whatsoever, resulting directly or indirectly on any account or
activities of the League (or Team), or under League (or Team)'s control or
direction, and also to protect against the loss from liability imposed by
law, or damages to any property of any person caused directly by or from
activity or activities of League (or Team), or any person acting for League
(or Team), or under League (or Team)'s control or direction.
The League (or Team) shall maintain limits no less than $1,000,000
combined single limit per occurrence for bodily injury, personal injury and
property damage. Prior to conducting any activity under this agreement,
the League (or Team) shall file proof of insurance with the City. The
certificate and endorsements are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The City reserves the right to
require complete, certified copies of all required insurance policies, at any
time. Insurance policies shall name Desert Sands Unified School District
and the City of La Quinta as additionally insured. This policy shall have a
non -cancellation without thirty days written notice to the City clause, and
shall provide that copies of all cancellation notices shall be sent to the
Community Services Director of the City.
The League (or Team) agrees to indemnify and hold harmless the City,
District, their agents, officers, and employees for any claims, liabilities,
penalties, fines, or damages to the goods, property or effects of the
League (or Team) or any of the League (or Team)'s representatives,
agents, employees, guests, licensees, invitees, patrons or clients or any
other person whatsoever, and for the personal injuries to them or any of
them from defect on any part of the premises, or from any other cause or
reason whatsoever arising out of or relating to the League (or Team)'s
use of the La Quinta Sports Complex.
The League (or Team) further agrees to indemnify and hold harmless the
City, District, and its authorized agents, officers and employees against
all liability losses, indemnities of any nature whatsoever, including
without exceptions, court costs and attorney's fees which the City and
District shall or may at any time sustain or be put to by reason of any
liability for which the League (or Team) is responsible in connection with
its operation within the facility and/or under this Agreement.
The League (or Team) shall comply with any and all federal, state and
local laws including any requirements to screen employees and volunteers
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Sports Complex & LQPK Proposed Final
Version 06-21-05.doc
C
for sex offenders prior to working with children.
The League (or Team) will be obligated to concur with all decisions
reached by the League (or Team) representative in regards to this
Agreement. The League (or Team) representative further agrees that
he/she has read and understands this Agreement and pledges
himself/herself and other officers of the League (or Team) to uphold this
Agreement.
This Agreement can be revoked by the City upon thirty (30) day written
notice to the League (or Team).
Approved:
CITY OF LA QUINTA LEAGUE (OR TEAM)
M
1D7_1194
COPY PROVIDED TO DISTRICT:
DATE:
M
STAFF NAME
DATE:
LEAGUE (OR TEAM) PRESIDENT
ORGANIZATION'S NAME
ORGANIZATION'S ADDRESS
CITY ZIP
HOME PHONE
WORK PHONE
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Sports Complex & LQPK Proposed Final
Version 06-21-05.doc
C
FACILITY USE FEE SCHEDULE
(La Quinta Sports Complex and La Quinta Park)
CLASSIFICATION OF GROUPS
Class I:La Quints youth (18 and under), 501(c) 3 recreation organizations
Class II: La Quinta non-profit organizations, community -based organizations, competitive
youth sports leagues, Desert Sands Unified School District - (Sports Complex Use
Only)
Class III: La Quints residents and DSUSD (for all other facilities)
Class IV: La Quinta business and profit organizations, non -city residents, organizations
and businesses, and all youth sports leagues tournaments
ITEM
CLASS I
CLASS 11
CLASS III
CLASS IV
*Baseball Diamond
N/C
$5 per hour
$15 per hour
$25 per hoi
*Soccer Field
N/C
$5 per hour
$20 per hour
$30 per hoi
Snack Bar Use
$200 (season)
$10 per hour
$15 per hour
$20 per hoi
*Field Lights
N/C
$15 per hour
$20 per hour
$25 per hoi
Diamond Preparation
$24 per hour
$24 per hour
$30 per hour
$30 per ho
Bases
$10 per day
$10 per day
$20 per day
$40 per da
*Per field
Deposits (refundable upon post conditions of use)
Deposit Item
Class I
Class II
Class III
Class IV
Sports Field Deposit
$500
$500
$500
$500
Snack Bar Deposit
$350
$350
$500
$500
Restroom Keys
$100
$100
$100
$100
Base Use Deposit
$150
$150
$150
$150
S:\Community Services\Facility Rental Info\Policies\Facility Use Policies -Sports Complex & LQPK Proposed Final
Version 06-21-05.doc
F;
COMMUNITY SERVICES COMMISSION MEETING
DATE: June 13, 2005
ITEM TITLE: Annual Work Plan
WORK PLAN TASK:
Advisory Body to the City Council.
BACKGROUND AND OVERVIEW:
AGENDA CATEGORY:
BUSINESS SESSION:
CONSENT CALENDAR:
STI'DY SESSION:
PIBLIC HEARING:
_A_
The City Council will consider consolidating the Community Services and Cultural
Arts Commissions at the June 7, 2005 City Council meeting. Staff will provide a
verbal update of the Council's direction at the June 13,2005 Community Services
Commission meeting. Until final Council direction is received, the Community
Services Commission annual work plan is on hold.
Ily sub
, Community Services Director
S:Tornmunity ServicesWonunumty Services Comtnission%CS(' Report\CSC Rpt'05 CSCRPT.243. Annual Work
Plan 6-13-05.doc
AGENDA CATEGORY:
BUSINESS SESSION:
CONSENT CALENDAR:
COMMUNITY SERVICES COMMISSION MEETING
STUDY SESSION:
DATE: June 13, 2005 PUBLIC HEARING:
ITEM TITLE: La Quinta Park Interactive _B—
Water Feature
WORK PLAN TASK:
Park Development.
BACKGROUND AND OVERVIEW:
The City Council will consider options available for the Interactive Water Feature at
the June 7, 2005 City Council meeting. Staff will provide a verbal update at the
June 13, 2005 Cultural Arts Commission as to final Council action.
1 r-I
Dodie Horvitz, Communi y Services Director
S:\Community Services\Community Services Commission\CSC Report\CSC Rpt'05\CSCRPT.244.Interactive Water
Feature 6-13-05.doc
s
June 2005
La Quinta City Council Monthly Planner
F
1
May '.
10:00 AM ALRC
SIVITWTFS
1 2 3 4 5 6 7
8 9 10 11 12 13 14 '
-
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
5
6
7
8
6:00 PM CVAG Exec.
2:00 PM City Council
9:00 AM RCTC-
Cmte- Adolph
Meeting
Henderson
5:30 PM Investment
Advisory Board
12
13
14
15
7:30 AM CVEP-Adolph
7:00 PM Mosquito
10:00 AM Pub. SHy-
Abate: Perkins
Perkins
7:00 PM Planning
12:00 PM Transp-Perkins
Commission
6.00 PM League.
Henderson
7:00 PM Core. Sam.
Comm.
Flag Day
2
9
I ND PM Energy/
Envhon: Sniff
7:09 PM Cultural Arts
Commission
16
:DO PM Historic Preser-
vation Commission
K
10
17
19
20
21
22
23
24
9:00 AM CVA-Henderson
12:00 PM HumanlComm
9:00 AM LAFCO-
t
2:00 PM City Council
Osborne
Henderson
Father's Day
Meeting
12:00 PM Sunrme-Adolph
4:00 PM DRRA Airp-
Osborne
26 [6'�:O7 lConunission
28
PM CVAG GenerD0 PM Planning
Assembty
29 130
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July
S_ M T W T_F S
1 2
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
31
Printed by Calendar Creator Plus on 5/12/2005 1
3
10
17
July 2005
La Quinta City Council Monthly Planner
4
it
Independence Day
(CITY HALL CLOSED)
1
5 6 7 � 8 --
2:00 PM City Council 10:00 AM ALHC 12:00 PM Mayors Lunch
Meeting
11
12
:30 AM CVEP-Adolph
7:00 PM Mosquiu
100 AM Pub. Sfty-
'Abate. -Perkins
Perkins
7.00 PM Planning
2:00 PM Transp-Perkins
Commission
:00 PM Mins. Con -Sniff
:00 PM League,
Henderson
:00 PM Corn So".
Comm.
13
14
9:00 AM NCTC-
12:00 PM Energyl
Henderson
Environs Sniff
5:30 PM investment
7:00 PM Cultural Arts
Advisory Board
Commission
18 19 20
9:00 AM CVA-Henderson
2:00 PM City Council
Meeting
24 25 26
6:00 PM Exec Code: 7:00 PM Planning
Adolph Commission
31
15
21 22
1:00 PM Historic Preser-
vation Commission
27
28
29
12:00 PM HumanlComm
9:00 AM LAFCO-
Osbome
Henderson
12,00 PM Sunfine-Adolph
4:00 PM ONBA Airp-
Osbome
June August
S MT W T F S ., S M T W T F S
1 2 3 4 _ 1 2 34 5 6
< 5 6 7 8 9 10 11 - - 7 8 9 10 11 12 13
12 13 14 15 16 17 18 i�=<,:, 14 15 16 17 18 19 20
19 20 21 22 23 24 25 < 21 22 23 24 25 26 27
26 27 28 29 30 �,� 28 29 30 31
Printed by Calendar Creator Plus on 5/12/2005
2
9:00 AM - 4:00
NIL Mnmt-He'.
-19 --
16
23
30