HomeMy WebLinkAboutCouncil Policy 803CITY COUNCIL POLICY
TITLE: FACILITY USE GUIDELINES AND REGULATIONS FOR THE USE OF POLICY 803
THE MARTIN LUTHER KING JR. COMMUNITY CENTER AND GRANGER NUMBER
ADOPTED: August 10, 1993
AMENDED OR September 16, 2008
REVISED
Purpose Page 1 of 3
To establish a.policy that defines appropriate facility usage and priorities and assigns responsibility for facility
scheduling.
Policy
Certain City facilities may be available for public meeting purposes, civic purposes, and non-profit organizations
whose membership substantially includes National City residents or whose purpose is to provide services to Na-
tional City residents.
The City Council recognizes the benefit of granting percussion to recognized groups/organizations for the use of
City facilities, and may grant such approval upon the submission of an application. Use of any City facilities
shall not interfere with the daily routine of any City activity or operation. Facility use will be govemedby City
Council Policy and administered by the Community Services Department. The City Council further recognizes
that a fee is appropriate in most circumstances, particularly to recover the City's cost to provide and/or maintain
the various facilities.
Upon the recommendation of the Community Services Director, local non-profit organizations or groups which
routinely and regularly provide financial or other support to the City of National City may be exempted from
room rental fees.
Facilities Available for Reservation:
1. Martin Luther King Jr. Community Center, 140 E. 12th Street
Granger Music Hall
City facilities shall not be used for private funetions, commercial purpose for personal financial gain, fundraisers
or "for profit" events, religious organizations conducting activities,any profit -making endeavors, or any activity
not consistent with the general business purpose of the building.
Related Policy Reference: National City "Facility Use Guidelines and Regulations for Senior and Recreation
Centers"
CITY OF NATIONAL CITY
FACILITY USE GUIDELINES AND REGULATIONS FOR THE USE OF THE
MARTIN LUTHER KING JR. COMMUNITY CENTER AND GRANGER MUSIC
HALL
The Martin Luther King, Jr. Community Center and Granger Music Hall are public
facilities, owned by the citizenry of National City and administered for them by the City
Council and the staff of the City of National City, for public use.
City facilities may not be used by any person or group for private functions, commercial
purposes for personal financial gain, fundraisers or "for profit" events, religious
organizations conducting activities, any profit -making endeavors, or any activity not
consistent with the general business purpose of the building.
These guidelines and regulations are established to properly define the conditions under
which the facilities may be used and preserved for future users and may be changed or
modified as necessary by the City Council.
FACILITY USE GUIDELINES AND REGULATIONS FOR THE USE OF THE
MARTIN LUTHER KING JR. COMMUNITY CENTER AND GRANGER MUSIC
HALL
City of National City
The Facility Use Guidelines and Regulations cover the use of the Martin Luther King, Jr.
Community Center, and Granger Music Hall.
If you are unable to locate the information you need in this document, please call us at
(619) 336-4290.
POLICY
Certain City facilities may be available for public meeting purposes, civic purposes, and
non-profit organizations whose membership substantially includes National City
residents or whose purpose is to provide services to National City residents.
The City Council recognizes the benefit of granting permission to recognized
groups/organizations for the use of City facilities, and may grant such approval upon the
submission of an application. Use of any City facilities shall not interfere with the daily
routine of any City activity or operation. Facility use will be governed by City Council
Policy and administered by the Community Services Department. The City Council
further recognizes that a fee is appropriate in most circumstances, particularly to recover
the City's cost to provide and/or maintain the various facilities.
Upon the recommendation of the Community Services Director, local non-profit
organizations or groups which routinely and regularly provide financial or other support
to the City of National City may be exempted from room rental fees.
These guidelines and regulations are established to properly define the conditions under
which the facilities may be used and preserved for future users and may be changed or
modified as necessary by the City Council.
Facilities Available for Reservation:
1. Martin Luther King Jr. Community Center, 140 E. 12th Street
2. Granger Music Hall
City facilities may not be used by any person or group for private functions, commercial
purposes for personal financial gain, fundraisers or "for profit" events, religious
organizations conducting activities, any profit -making endeavors, or any activity not
consistent with the general business purpose of the building.
The City of National City is committed to the policy that all persons shall have
access to its facilities without regard to race, color, religion, sex, national origin, age,
marital or veterans' status, sexual orientation or disability.
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GUIDELINES AND REGULATIONS
TABLE OF CONTENTS
CATEGORIES OF USE
By Priority •6
Fees and Deposits 8
Exclusions 8
Applicant Eligibility 9
FACILITY RESERVATIONS 9
Termination of Approved Use 9
RATES 10
SPECIAL RATES 10
Non -Profit Organizations
National City Senior Citizens' Organizations
FEES AND DEPOSITS 10
Kitchen Deposit
Cleaning Deposit
Key Deposit .11
FEES
Facility Use Fee 11
PAYMENT 11
General
Kitchen
Cleaning
Facility Use 12
KEYS 12
SET-UP DIAGRAM .12
DECORATING 12
RESTROOMS 13
INDEMNIFICATION 13
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INSURANCE 13
ALCOHOL REGULATIONS 13
SECURITY 14
SMOKING 14
FINANCIAL STATEMENT 14
LOAN OF FACILITY EQUIPMENT 15
NON-DISCRIMINATION .15
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CATEGORIES OF USE - BY PRIORITY
Category
Use
Fees
Required Approval
I.
II.
City Events organized or
sponsored by the City.
City employee groups for
official meetings. For
other than official
meetings, functions will
be classified by use.
Educational Groups.
Educational activities
organized by any school
located in National City.
No Fees
Custodial Fees
Council Approved Rate
Community Services
Director
Community Services
Director
City Council
IV.
Governmental Agencies
Council Approved Rate
City Council
V.
VI.
Civic Groups/Service
Groups
Advocacy. An
individual, group,
sponsors of a ballot
proposition, etc. for
advocacy purposes,
candidate's forum or a
ballot proposition(s)
forum.
Council Approved Rate
Council Approved Rate
City Council
City Council
VII.
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Social Groups. National
City Non-profit
organizations, which are
democratic in nature and
organized for social
purposes, with
membership or
participation, open to the
general public. Note: A
National City
organization is defined as
one having National City
residents predominate as
officers of the
organization, and with at
least 70% of its active
membership comprised of
residents of the City of
National City. A non-
profit organization is one
whose articles of
incorporation as non-
profit have been endorsed
by the California
Secretary of State, and
who submits either a
receipt for payment of
current California taxes or
a current exemption for
Council Approved Rate
City Council
the payment of these
taxes by the State
Franchise Tax Board.
VIT.
Other. Proposed use not
falling readily into one of
the above use categories
will require City Council
approval.
Council Approved Rate
City Council
XI.
Private. National City
residents who would like
to use Granger Hall for
weddings, parties, and
special events.
Council Approved Rate
City Council
Note: National City Resident Groups shall have priority over non-resident groups. Groups with 70% or
more group members who reside in National City will be considered Resident Groups.
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CATEGORIES OF USE — FEES AND DEPOSITS
Type
Fees
Council
Action
Kitchen
Deposit
Key
Deposit
Cleaning
Deposit
Facility
Use Fee
I.
City Event
No Fees
None
None
None
None
None
II.
Employee
Group
Custodial
fees
None
None
None
None
None
III.
Educational
Group
Council
Approved
Rate
Required
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non -
waivable
Refundable
IV.
Government
Agencies
Council
Approved
Rate
Required
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non -
waivable
Refundable
V.
Civic/Service
Group
Council
Approved
Rate
Required
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
.Required
Non-
waivable
Refundable
Required
Non -
waivable
Refundable
VI.
Advocacy
Group
Council
Approved
Rate
Required
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non -
waivable
Refundable
VII.
Social Group
Council
Approved
Rate
Required
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
VIII
Other
Council
Approved
Rate
Required
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non -
waivable
Refundable
XI.
Private
Council
Approved
Rate
Required
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non-
waivable
Refundable
Required
Non -
waivable
Refundable
Exclusions
City facilities are not available for the following purposes:
A) Private functions. (Except Granger Hall)
B) Commercial purposes, for personal financial gain
C) Fundraisers or 'for -profit' events. `For -profit examples include charging for
attendance to an event, marketing "parties", and retail sales..
D) Normally authorized groups sponsoring private usage (i.e., a service group
sponsoring a members wedding). (Except Granger Hall)
E) Dances (unless sponsored by any City Department). (Except Granger Hall)
F) Although a special event use by a religious group may be appropriate repeated use
(i.e., essentially using the City facility as a church/temple) would not be.
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APPLICANT ELIGIBILITY
When an application is submitted on behalf of a business entity or organization, it shall
be signed by a person with authority to bind the company or organization. Applications
for rental of City facilities will not be accepted from anyone less than 21 years of age.
Youth groups must have adult sponsors who guarantee observation of the regulations. A
minimum of one adult per 28 people under the age of 18 is required at the activity.
Any misrepresentation as to the nature of the use or activity to occur at a City Facility,
the number of attendees expected, contact or payment information or any other
falsification on rental application documents will result in the immediate cancellation of
the proposed use or event and forfeiture of fees paid. Any such misrepresentation may
result in denial of future rental requests and /or legal action.
City facilities rented for exclusive use may not be used for advertising, solicitation of
sales, posting of signs or distribution of pamphlets without written consent from the
Director of Community Services.
No donations, under any guise or circumstance, or for any purpose, shall be solicited at
any City Facility for causes not directly related to the activity in progress.
FACILITY RESERVATIONS
Category I events take precedence over all other users at any time
Reservations will be accepted on a first -come -first -served basis. The schedule will remain
tentative until 30 days before an event. At any time prior to 30 days before an event, a
group of higher category may displace a group of lower category (although consideration
will be given to previously scheduled events). At 30 days before an event, the schedule is
locked in, and "bumping" (except for Category I) will not be permitted.
The City reserves the right to cancel, reassign, or otherwise adjust reservations to comply
with the demands of its own programs, community programs, or emergency
requirements.
TERMINATION OF APPROVED USE
The applicant is responsible to ensure that participants are respectful of the facilities and
equipment.
The use of City facilities is a privilege and all requirements of City staff will be met
expeditiously. City staff has the authority to direct that the event be terminated and that
the premises be vacated and to request the Police Department's of Fire Department's
assistance as necessary to clear the premises.
If this action is necessary, the using organization will have to explain its actions to the
City Council, and obtain City Council authority to schedule any future events.
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RATES
Fees for use of City facilities are set forth in the Facility Use Application and must be
paid in full at least ten (10) days prior to the event. If payment is not received, the event
will be considered cancelled, and the organization will be advised. The Community
Services Director may, for sufficient reason, make exception to this clause, but in any
event, payment must be received before the event occurs.
Payment for the use of a City facility will be made payable to the 'City Of National
City'.
SPECIAL RATES:
Non -Profit Organizations- Upon the recommendation of the Community Services
Director, local non-profit organizations or groups, which routinely and regularly
provide financial or other support to the City of National City may be exempted
from room rental fees, as approved by the City Council.
National City Senior Citizens' Organizations -.A National City senior citizens'
organization whose headquarters is in National City, whose officers are primarily
National City residents, and 75% of whose membership is over 62 years of age,
will be entitled to a blanket 10% discount in the rental rate charged for a City
facility.
FEES AND DEPOSITS
Deposits must be made with a separate check. Deposits will be refunded following the
return of the issued key (on the next business day) where no damage or loss has occurred
and where no extra clean-up is required. In the event of damage, loss or extra clean-up, as
determined by the Public Works Department, the deposit, or.a portion of the deposit, will
be forfeited and additional charges may be incurred.
REFUNDABLE DEPOSITS:
Kitchen Deposit in the amount of $60.00 is required, non-waivable and
refundable upon city staff approval (see Item #2 below) (MLK only)
Cleaning Deposit in the amount of $100.00 is required; non waivable and
refundable upon city staff approval (See Item #3 below)
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Key Deposit in the amount of $100 is required; non waivable and
refundable upon city staff approval (See "Keys" below)
NON-REFUNDABLE FEE:
Facility Use Fee in the amount of $50.00 is required, non-waivable and
non-refundable (See Item #4 below)
PAYMENT
1. General
At no time may the applicant extend the hours of the function. Failure to
comply with this directive shall be grounds for denial of any future requests
by the applicant.
2. Kitchen (MLK only)
A non-waivable, non-refundable kitchen deposit is required in the amount of
$60.00.
Kitchen equipment including major appliances, cooking tools, eating utensils,
and the overall kitchen area shall be left thoroughly clean and ready for use by
the next group, without any further cleanup required. If the kitchen is not left
clean, it will be cleaned by city staff or by contract, and the offending
organization will forfeit their deposit and be subject to an additional cleanup
fee.
Organizations must contact the Public Works Department at (619) 336-4580
to have the gas for the ovens turned on/off. Please give Public Works one -day
advance notice.
3. Cleaning
A Cleaning Deposit is required in the amount of $100.00.
Premises should be left "broom -clean." Instances of lack of cleanliness or of
physical damage will be corrected (or estimated) by the city, and the using
group will be billed accordingly. If the facility is not left clean, it will be
cleaned by City staff or by contract, and the offending organization will forfeit
their deposit and be subject to an additional clean up fee.
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The grounds and parking areas will be left clear of debris. Any required
cleanup will be billed to the using group.
4. Facility Use Fee
To help keep the facilities clean and in top operational condition, a non-
refundable, non-waivable Facility Use Fee is required in the amount of
$50.00.
In the event of physical damage to the facility, its equipment, its contents, or
the surrounding grounds, an estimate of the cost of repairs/replacement will be
made by the City, and the using group will be billed accordingly and possibly
forfeit future use of City facilities.
KEYS
A Key Deposit is required in the amount of $100.00.
Facility keys must be picked up from the Community Services Department one business
day before the permitted event between 7:30 a.m. and 5:30 p.m. keys should be returned
in person to the Department as soon as possible. Prior to leaving the facility, please
ensure all doors of the facility are locked and secured.
• Also See "Key Deposit"
Duplication of keys is not permitted!
SET-UP DIAGRAM
Organizations are required to submit a room diagram at least 10 business days in advance
of the event to allow proper setup by Public Works. Please call (619) 336-4290 if you
require clarification.
DECORATING
Use of glue guns, nails, thumbtacks, staples, masking or electrical tape inside the facility
is not permitted. Only non -adhesive putty may be used on the walls. All decorations must
be fire proof or of fire -retardant materials. Organizations must bring their own U.L
approved extension cords. Decorating for an event is not permitted outside of the facility.
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RESTROOMS
Organizations must request that restrooms remain unlocked during the course of the
event.
INDEMNIFICATION
The applicant must complete the release, hold harmless and indemnity agreement which
releases the City and its Council, agents, servants, and/or employees, from any damages,
claims, causes of action, injuries, or suits caused by any negligent or intentional act or
resulting in liability or damage to any person's or the real and personal property of others
by reason of the rental of the City's premises.
INSURANCE
All groups are required to have insurance to protect the City from liability occasioned by
their use of the facility.
Insurance shall be written with only California admitted companies, which hold a current.
policy holder's alphabetic and financial size category rating of not less than "A VIII"
according to the current Best's Key Rating Guide, or a company with equal financial
stability that is approved by the City's Risk Manager.
For Meetings, Dances or Dinners, Commercial General Liability insurance with
minimum limits of $1,000,000 per occurrence is required. The City of National City
must be named as an additional insured pursuant to a separate endorsement, which must
be provided with the certificate of insurance prior to the event. A "Hold Harmless"
agreement must be executed by the organizer or sponsor of the event. Other activities
will be considered on an individual basis. If alcohol is sold or served, Host Liquor or
Liquor Liability insurance with minimum limits of $1,000,000 per occurrence must be
provided, an additional insured on this coverage as well pursuant to a separate
endorsement which must be provided with the insurance certificate prior to the event.
Insurance coverage may be obtained through the City under terms, conditions and rates
applicable at the time.
ALCOHOL REGULATIONS
The specific approval of the City Council is required for the consumption of alcohol at a
City facility. If required by the Department of Alcoholic Beverage Control, a permit from
the Department of Alcoholic Beverage Control must also be obtained. Any such request
must be presented in sufficient time to be processed by both agencies.
If alcohol is sold or served, Host Liquor or Liquor Liability insurance with minimum
limits of $1,000,000 per occurrence must be provided, an additional insured on this
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coverage as well pursuant to a separate endorsement which must be provided with the
insurance certificate prior to the event.
If alcohol is going to be served a security guard may be required to be present, at a rate of
one (1) security guard for every 200 attendees after consultation with the Police
Department.
Users must designate a person to ensure that alcohol is being served to persons 21 years
of age and older. The designated alcohol server must also be 21 years of age or older.
Users must specify in detail the monitoring of alcohol consumption.
• Also See "Security" Clause
SECURITY
Applicants may be required to provide licensed, uniformed and contracted security
guards for each event at the rate of one (1) security guard for each 200 attendees, as
determined by the Community Services Director after consultation with the Police
Department.
Also See "Alcohol" Clause
SMOKING
Smoking is not permitted in any part of the facility.
Per Government Code Sections 7596-7598, smoking is prohibited within 20 feet of the
main entrances, exits and operable windows of any facility owned, leased and occupied
by the State, County, or City.
FINANCIAL STATEMENT
All organizations must submit how they plan to use the funds raised from the event and
how the funds raised will benefit the National City community.
Any non-profit organization that uses a City facility more than six (6) times in a calendar
year is required to submit a financial statement to the city and to provide a list of all
board members and their home addresses. (Minute action 5/25/92).
An EVENT FINANCIAL REPORT must be filed with the City within fifteen (15) days
subsequent to the event by any organization charging admission or by any group using
the facility for fund-raising purposes.
A sign -in log of attendees, with addresses, may be required.
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LOAN OF FACILITY EQUIPMENT
(Tables, Chairs, Electronic, Musical, or Kitchen Equipment)
Normally, this type of equipment supporting a City facility is not available for
"borrowing" or for use outside the facility. Any borrowing or renting of equipment will
be with the express approval of the City Council and charged at current rates. If such a
loan is requested, an appropriate rental fee will be recommended by City staff.
NON-DISCRIMINATION
The applicant hereby assures that all programs and activities implemented at City
Facilities and open to the general public will be conducted in a non-discriminatory
manner, without regard to an individual's, race, color, religion, sex, national origin, age,
marital or veterans' status, sexual orientation or disability.
We Ask For Your Help!
Although staff inspects our park sites and facilities on a regular basis, damage or
vandalism may occur between visits. If you notice any broken equipment or furnishings,
unsafe conditions, or vandalism, please report it to the Community Services Department
at (619) 336-4290 during regular business hours.
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