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CC Resolution 1991-041RESOLUTION 91-41 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, ADOPTING THE POLICIES AND FEE SCHEDULE FOR THE USE OF FACILITIES OF CITY PARKS AND RECREATION AREAS. WHEREAS, the City Council of the City of La Quinta recognizes the benefit to the community that is provided by efficient and effective scheduling and maintenance of City Parks and Recreation Areas; and WHEREAS, the City Council desires to regulate use fees and policies governing City Parks and Recreation Areas and to empower City staff to monitor scheduling and use of facilities, ensuring maintenance and use policies are enforced; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: Section 1: The attached policies governing the use of facilities of City Parks and Recreation Areas are hereby adopted and shall be in full force and effect on and after June 4, 1991. Section 2: The attached fee schedule for reservation/use of facilities of City Parks and Recreation Areas is hereby ,.. adopted and shall be in full force and effect on and after June 4, 1991. PASSED, APPROVED AND ADOPTED this 4th day of June, 1991, by the following vote: AYES: Council Members Qohnenberger, Rushworth, Sniff & Mayor Pena NOES: None ABSENT: Council Member Franklin ^ ,, n ABSTAIN: None / y ` /, t J City of La Quinfa, ATTEST: APPROVED AS TO FORM: 4a", , doyl DAWN HONEYWELL, City Attorney City of La Quinta, California CITY OF LA QUINTA, CALIFORNIA PARKS AND RECREATION RULE AND REGULATION NO. Pursuant to the authority vested in me, as City Manager, by Section 11.44.050 of the La Quinta Municipal Code, I hereby promulgate the following rules and regulations, effective immediately: The rules and regulations herein have been developed to assure that Parks and Recreation facilities are used in a responsible manner and that the public's investment in these facilities is adequately safeguarded. It is the intent of the Parks and Recreation Division to operate these facilities so that, to the extent possible, the recreational needs of the citizens of the La Quinta community are met. All use and conduct shall be in accordance with Chapters 11.08 and 11.44 of the La Quints. Municipal Code, herein attached as Exhibit A and B, respectively. A. APPLICATION FOR USE OF FACILITY 1. Application for use of facilities shall be made in writing on the form provided by the City of La Quinta/Family YMCA of the Desert at least fifteen (15) working days prior to use and submitted to the Parks and Recreation Manager provided that this requirement may be waived in exceptional special cases by the City of La Quinta/Family YMCA of the Desert. 2. Requested dates will be held tentatively for five (5) working days only, pending receipt of written application. If written application is not submitted within that time, request will automatically be canceled. 3. Generally, applications will not be accepted more than six (6) months in advance of use, except for contiguous multi -day rentals. 4. Each standard or discount rate user will be limited to renting the facility not more than twice each six months, except that if a facility is available thirty (30) days or less from a requested date, the facility may be rented without regard to the above limitation. 5. All applications for use of facility whatsoever are subject to approval of the Parks and Recreation Manager, and he/she shall have the right to deny service to any applicant. Said denial may be appealed to the Assistant City Manager. B. PRIVATE PARTIES The following will apply to use of City facilities for private parties such as wedding receptions, coming -of -age parties, birthday parties, baptismal parties, anniversary parties, etc.: Private parties are limited to a maximum of four hours in duration. Persons signing applications for a private party must be a resident of the City of La Quints and one of the principal parties in the event, i.e., parent, guardian, bride, groom, etc. Parks and Recreation Rule and Regulation No. C. PRIORITY OF USE 1. For uses other than by the City of La Quints, covered under separate agreement, facilities shall be rented on a first -come, first -served basis. 2. Generally, City -sponsored programs will not be scheduled for Friday through Sunday, thus making facilities available for rental. D. REASONS FOR DENYING APPLICATION The Parks and Recreation Division may deny an applicant the privilege of using a facility, even if it is otherwise available, for the following reasons: 1. Applicant's violation of the conditions of use permit (current or prior permit) . 2. Applicant's violation of the rules and regulations of the Parks and Recreation Division relating to the facility. 3. Failure to cooperate with City staff. 4. Previous incidents wherein use of facility resulted in damage to or misuse of City equipment. 5. The existence of any of the above conditions at other facilities not owned by the City of La Quints. 6. The use proposed is not consistent with the recreational, civic, assembly or other purposes for which the particular facility has been approved. E. RENTAL RATE CLASSIFICATIONS Rental rates of City Parks and Recreation facilities are classified as Class I -IV. Definitions to determine the rate schedule applicable to a specific person or group is contained within the Comprehensive Fee Schedule, attached herein as Exhibit C. F. APPLICATION DEPOSIT An application deposit may accompany all applications for use of Parks and Recreation facilities. This deposit will be applied to rental fees if the event is held. It will be retained if event is canceled, and used to defray scheduling, processing costs. G. SECURITY/CLEAN-UP DEPOSIT This deposit will be refunded within five (5) working days after the event, except under the following conditions: 1. If any damage to facility while premises are under responsibility of user, cost of repairs as determined by the Parks and Recreation Manager will be retained by the City and deducted from the deposit. If cost of damages -2- Parks and Recreation Rule and Regulation No. exceeds amount available from deposit, user shall remit balance of cost to City upon receipt of invoice. Users not performing clean-up as described in Paragraph K, herein to the satisfaction of the Parks and Recreation Manager shall have an amount deducted from the security deposit and retained by the City. H. SPECIAL SERVICES The Parks and Recreation Manager may impose additional fees for special services at selected facilities. Fees may be for such costs as rental attendants, electrician, trash services, etc. Charges to rental group shall be made at supplier's cost. LIABILITY All persons to whom use permits are granted must agree in writing to hold the City of La Quinta/Family YMCA harmless and indemnify City of La Quinta/Family YMCA 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/Family YMCA 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/Family YMCA of The Desert for any injury to persons or property resulting therefrom. d. PAYMENT OF FEES AND DEPOSITS The application deposit shall be made at the time the written application for use of the facility is submitted to the Parks and Recreation Manager. No invoice or statement of fees due will be rendered. Applicant is responsible for payment of fees in the following manner: Fifty percent (50%) of all other fees and deposits (security deposit, rental fee, fee for special services) for discount rentals, users shall be paid at least fifteen (15) working days in advance of scheduled event; balance of fees shall be remitted not later than seven (7) working days after the event. If a group's financial ability to pay fee is of question to the Parks and Recreation Manager, the Manager may require 100% of fees to be paid in advance of approving the event. All fees for standard rentals shall be paid in full at least fifteen (15) working days in advance of scheduled event or at the time of filing of application for use if such application is accepted at a later time. Failure to pay fees on time shall result in cancellation of facility reservation. K. USER CLEAN-UP RESPONSIBILITY The rental user of the facility shall be responsible for the following clean- up during and upon completion of the rental use: -3- Parks and Recreation Rule and Regulation No. 1. Deposit all bottles, cans, cups, cigarettes and paper in proper receptacles. 2. Mop up any liquid spilled on floor. 3. Leave kitchen or concession stand in the same condition in which it was found (wipe up spills and food dropped on stove and refrigerator, remove any unused food, ate.) 4. Remove any decorations used (deposit in proper trash receptacle or remove from premises). L. EQUIPMENT FACILITIES, AND SERVICE The City will provide the following basic items of equipment and furnish services as follows: 1. Announcing System 2. Ballfield Lights Any additional equipment or service needed must be provided by applicant at his expense. All groups are responsible for setting -up and taking -down chairs and tables and for clean-up of facility and the immediate area. M. FOOD OR BEVERAGE No food or beverage may be sold or served at any event without permission from the Parks and Recreation Manager. N. ENDING TIME OF ALL EVENTS All events held in the Parks and Recreation facilities must be completed by 10:00 P.M. The playfield lighting shall not be available after 10:00 p.m. Coaches are responsible for turning off lights at the Sports Complex. O. CLEARANCES, LICENSES AND CERTIFICATES User may be required, depending upon the nature of the event, to secure any or all of the following clearances, licenses and/or certificates before the application is approved: 1. Dance permit or business license clearance (granted by the La Quinta Business License Division). 2. Police clearance (granted by the Riverside County Sheriff's Department). 3. Special daily beer or liquor license (issued by the Alcoholic Beverage Control Office in San Bernardino, California) . 4. Certificate or proof of insurance. -4- Parks and Recreation Rule and Regulation No. Q i 711 T U DECORATIONS No decorations of any kind are permitted unless approved by the Parks and Recreation Manager. If permitted, the following requirements shall be met: 1. Decorations may not be fastened to light fixtures. 2. Only masking tape may be used. No scotch tape, thumb tacks, staples, etc. will be permitted. 3. The restrictions set forth in #1 and #2 above also apply to banquet tables, chairs, stage, etc. 4. Existing facility decorations may not be removed. User must decorate around them. 5. No open flame devices will be permitted in the facilities. 6. Decorations belonging to user must be disposed of after the event and before leaving the premises. LIGHTING HEATING, COOLING AND ANNOUNCING SYSTEM No one other than the City rental attendant or other City employee may operate the lighting, heating, cooling and announcing systems unless otherwise permitted. OPENING AND CLOSING OF FACILITY No one other than the City rental attendant or other designated City employee may open or close facility, unless otherwise permitted. PUBLICITY No publicity of any event held in Parks and Recreation facilities may be released until final approval of the application for facility use. SMOKING Smoking is not permitted in any government building. SPORTS ORGANIZATIONS The City may enter into an agreement with any sports organization or user to effectively provide and promote other recreation programs. p9rrequ1/cj 06/04/91 RONALD L. KIEDROWSKI, CITY MANAGER -5- CITY OF LA QUINTA PARKS AND FACILITIES USE FEE SCHEDULE The following fees and charges are assessed for reservation/use by groups or individuals for the City's parks: ITEM CLASS I CLASS II CLASS III CLASS IV Baseball Diamond N/C $ 2.50 hr $ 5.00 hr $ 10.00 hr Soccer Field N/C $ 2.50 hr $ 5.00 hr $ 10.00 hr Snack Bar N/C $ 10.00 hr** $ 10.00 hr** $ 10.00 hr** Diamond/Field Lights*** $ 10.00 hr $ 10.00 hr $ 10.00 hr $ 10.00 hr Diamond Preparation*** $ 24.00 hr $ 24.00 hr $ 24.00 hr $ 24.00 hr (1/2 hour minimum) Bases*** $ 2.50 hr* $ 2.50 hr* $ 5.00 hr* $ 10.00 hr* Restrooms (Rey Deposit) N/C $ 10.00 $ 10.00 $ 10.00 Application Deposit $ 50.00 $ 50.00 $ 50.00 $ 50.00 Security/Clean-Up Deposit S 50.00 $ 50.00 $ 50.00 $ 50.00 CLASSIFICATION OF GROUPS Class I 1. City sponsored events. 2. La Quinta recreation/youth serving organizations, school districts. Class II 1. La Quinta residents. 2. La Quinta non-profit organizations. Class III 1. La Quinta business and profit organizations. Class IV 1. Non city residents, organizations, businesses. *$150.00 Deposit **$ 50.00 Deposit for snack bar ***$Charges not applicable to: 1. YMCA Special events. 2. City sponsored events. Applications will not be accepted prior to 60 days in advance.