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HomeMy WebLinkAbout1991-05-14 - AGENDA REPORTS - USE OF COUNCIL CHAMBERS (2)1 NEW BUSINESS DATE: SUBJECT: DEPARTMENT: AGENDA REPORT y Manage A rova Item to be presented by: City Manager May 14, 1991 Policy Regarding The Use Of Council Chambers City Manager BACKGROUND At the Council meeting of August 22, 1989, Resolution NO. 89-112 was adopted. The Resolution sets forth the policy for the use of the Council Chambers and states that during the majority of the open hours, the facility is available to the public. Those hours are Monday through Friday, 8 a.m. to 10 p.m. The policy was developed due to the sophisticated and complicated equipment that was purchased for the Chambers and with concern that the equipment would be broken and the cost of repair would be very costly. Any person requesting the use of the Council Chambers must first apply for and obtain a permit from the City Manager or his designee. They must then furnish or pay for applicable insurance, providing the City with a Certificate of Insurance. A security deposit of $100.00 is required for the repair of any damage to City property or the cost of clean-up or both. The applicant pays a fee of $5.00 per hour for maintenance, utilities and administration. The Resolution prohibits the use of the amplified sound, equipment, the number of persons present, alcoholic beverages, firearms, signs, etc. As time goes on, the Chambers is being used more and more for City meetings and functions. It has been brought to the attention of the staff that the policy should be discussed by the Council. Alternates: 1) Leave the policy as it has been adopted. 2) If Council changes policy to'include the use of equipment, the security deposit be increased to $500.00 plus the cost of any repairs over $500. 3) Allow public use of City equipment for no charge. Council approve alternative 12, change policy to the security deposit be increased to $500.00 plus $500,00. ATTACHMENTS Staff Report of 8/22/89 Resolution No. 89-112 Chambers Facility Form include the use of equipment, the cost of any repairs over AgWA item: Skip Newhall 25913 Carillo Drive Valencia, CA 91355-2147 (805) 259-9999 April 23, 1991 George Caravalho, City Manager City of Santa Clarita 23920 Valencia Blvd V° _ Valencia, CA 91355-2175 A Dear George: Last night I gave a presentation on global warming in the City Council chambers. I was there by invitation, both from the City and from the "Local Group" astronomy club. I was given to understand that this was an event of Earth Month, a series of activities sponsored or supported by the City and centered around awareness and concern for our environment. Earth Month is a splendid idea. In Santa Clarita the activities have been imaginative and generally well received. I was pleased—indeed, honored—when Gail Foy (and Pat Saletore) asked me to design and typeset a logo for the month. I could actually participate in some helpful way. Not only did I complete the logo, but I also oversaw the last-minute details of getting a high-resolution photo -image from Western Laser Graphics and worked with the printer to ensure correct application of the color separations. Then came last night's talk. I spent hours designing and creating slides, getting them developed, and preparing for the presentation. Fortunately, since I suspected that the City might not be generous enough to provide the use of a slide projector, I had arranged to borrow one from JPL and brought it with me. But when I arrived, there was not even a screen to use nor was there power in most of the floor plugs! Jill Klajic's explanation was, "That's just policy. There's nothing anybody can do!" 1 had to hurry home and bring in my own screen and then relocate the projector near one of the few plugs that did have power. Somehow, in spite of City -imposed obstacles, the talk went fine. The purpose of this letter is merely to alert you to the impression of insensitivity and mediocrity that such non-cooperation conveys. How simple it would have been to energize the floor plugs and lower the screen, particularly for a City -sponsored event! Next time I am called upon to assist your staff in some way, please be aware that it will take the most extreme efforts of persuasion to enlist my cooperation. Next Saturday there will be the second City Strategic Planning meeting. I shall attend, but with an eye to including the policies of the City staff as an item for consideration. You would be well advised to respond more positively to supporting those members of the public who wish to contribute to our City. Sincerely, Dr. X X (Skip) Newhall cc: Carl Boyer Jill Majic , - - Gail Foy AGENDA REPORT City Manager Approv*by- UNFINISHED Item to be presente BUSINESS . City Manaeer DATE: August 22. 1989 SUBJECT: POLICY REGARDING USE OF CITY COUNCIL CHAMBERS DEPARTMENT: City Manager BACKGROUND: At'the-August 8, 1989 regular City Council meeting, the Council discussed and reviewed its current policy for use of public facilities including the use of the Council Chambers. In addition, Council directed staff to modify the policy for use of the Chambers and to recommend appropriate rental rates to cover the cost of making the Chambers available to private groups. The recommended rental rate reflects the cost of maintenance (the cleaning of the Chambers) and electric utilities for the Chambers, divided by the number of hours the .Chambers would be available to private groups. The personnel costs reflect the actual hourly, cost of City or building security personnel which would be charged only if staff's presence is required. Taken into account ,in the.calculation of the rental rates was the need to keep the hourly rate low enough so the Chambers would be accessible while covering the cost of the new service. Recommended Rental Rates: General Rate (Maintenance, Utilities, Administration) Personnel Costs* Total Security Deposit Availability: Monday through Friday 8:00 a.m. to 10:00 p.m. Except holidays. $ 5.00 per hour S 25 00 ver hour $ 30.00 per hour $100.00 * Personnel costs -apply for use after 5:00 p.m. and only when presence is required. RECOMMENDATION• AFFROYED The City Council adopt Resolution No. 89-112 regarding use of the Council Chambers and approve the recommended rental rates. ATTACHMENT: Resolution No. 89-112 RESOLUTION.NO. 89-112 A RESOLUTION OF THE CITY COUNCIL OF THE -CITY OF SANTA CLARITA; CALIFORNIA REGARDING USE OF THE COUNCIL CHAMBERS WHEREAS, the primary purpose of City facilities is to further enhance the level of services in response to community needs, priority use of the Council Chambers shall be City -sponsored programs and activities; and VHEREAS, the second priority, includes community-based organizations and groups affiliated with a governmental agency (federal, state, local), fraternal, church, service charity or other nonprofit organization which evidences a formal constitution, bylaws or duly elected officers for the year and provides a general benefit to the community as determined by the Council; and WHEREAS, it is the City's policy, for all City facilities, that during the majority of the open hours the majority of each facility is available to the general public. NOV, THEREFORE, the City Council finds as follows: Section 1: Permits for Council Chambers: A. Any person requesting temporary use of all or part of the Council Chambers must first apply for-and.obtain a permit therefor, from the City Manager or his designee or City Council as set out herein. B. Uses of the Council Chambers for less than a period of one week may be approved by the City Manager. Uses of City facilities in excess of one week requires approval by the City Council. C. The City Manager or City Council may impose reasonable conditions or restrictions on the granting of a permit including but not limited to any of the following: 1. A requirement that the applicant furnish or pay for applicable insurance, providing the City a.Certificate of Insurance showing the City as an additionally named insured, or paying to the City the amounts necessary for the City to obtain necessary. insurance. The level may be determined by the City. 2. Restrictions on amplified sound,' equipment, the number of persons .to be present, the location of any bandstand or stage, or any,other use which appears likely to create a risk of interference with the normal operations of the facility by City personnel. Alcoholic beverages, firearms, ammunition, signs- and placards are prohibited in the Council Chambers. 3. A requirement that the applicant post a reasonable security deposit for the repair of any damage to City property or the cost of cleanup or both. t 4. A requirement that the applicant pay a reasonable fee to defray the I cost of furnishing adequate security forces by the City of the proposed use or activity. 5. A requirement that the applicant pay .any required business license tax or other required fees. 6. A requirement that the applicant sign a letter of understanding that . the -applicant understands that alcohol consumption is prohibited in City facilities. 7. Permits shall not be transferable without the written consent of the authorizing authority. 8. Within twenty (20) business days after receipt of an application for permit submitted on forms approved by the ,City Manager, the City Manager or his designee shall approve the permit, with or without conditions, or apprise the applicant in writing of his/her reasons for refusing the permit. Where City Council action is required, the request must be received two weeks 'before it is to appear on the agenda. D. The authorizing authority shall consider protection of City facilities, impact on other users of City facilities,. impact on citizens surrounding City facilities and any other factors they may deem pertinent when deciding upon applications for use of the Council Chambers. Section 2• Fees: A. Fees for use of facility under this resolution shall be set by the City Council. . B. Payment of all fees required by the City Manager and authorized hereunder must be made prior to any permit or contract being granted or executed by the City by which the use applied for by permittee is permitted. C. The City Manager shall have the authority to collect fees in an amount equal to the actual expenses of the City incurred in -connection withthe performance of the permitted use. Section 3: Workers' Compensation Insurance: Whenever, in the opinion of the City Manager the circumstances warrant, a permittee shall procure, pay for and keep in force Workers' Compensation Insurance for and on behalf of, and protecting the agents and/or employees of such permittee; provided further, however; that whenever under the laws of the state such permittee shall be required to cover his, hers or its agents and/or employees by Workers' Compensation Insurance, such law or laws shall be complied with notwithstanding the exercise of or failure to exercise such discretion of the City Manager with regard thereto. PASSED, APPROVED AND ADOPTED this 22nd day of"-,\ August 1979. � < 1 �tr MAYOR I ATTEST: //Z r CLE I t I.HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting -•thereof, held on the 22nd day of August , 1989 by the following vote of Council: AYES: COUNCILMEMBERS: Boyer, Darcy, Koontz, McKeon, Heidt NOES: COUNCILMEMBERS: none ABSENT: COUNCILMEMBERS: none "RULES Arra REGULATIONS 1. Any person requesting temporary use of all or part of the Council Chambers must first', apply for and obtain a permit from the City Clerk's office. 2._ Uses of City. ,facilities in excess of one'week require approval of -the City Council. .3. .The applicant.,must- provide a Certificate of. Insurance showing. the -City .as -an additionally named insured,* or pay to the City the amounts necessary, for the City to. obtain insurance. 4: The use or possession of alcoholic beverages, firearms, ammunition, signs or placards . are prohibited. Food is not permitted unless specifically approved. 5. The applicant shall post- a security deposit fee of $100.00 for the repair of any damage to•City-property and will'be�responsible for cleanup after -use. ' 6: The applicant` shall 'pay a' fee of $5.00r hour for maintenance, utilities` and nd administration. !. 7. Payment ofall fees must be made prior to any permit or contract being granted or° .executed. by the City.._ .. -. _. e .COUNCIL DAIS SONPRESS TABLE D _. W E -:-PODIUM El.O SEATS . 0.. - I- SEATS W SEATS cc OOH p O VESTIBULE ..,, W- SEATS ENTRANCE REQUEST FOR_USE Of CHAMBER,FACILITIFS CITY OF SANTA CLARITA Name,of,Organization r ,Expected Attendance Date. Hour-.., The purpose of each meeting is I hereby certify•that:I will.be PERSONALLY RESPONSIBLE; .on behalf -of the..organization, for any damages to chamber, premises, furniture, or equipmentbecause-of the occupancy " of saidpremises by our organization. I have read and agree to;observe the,rules.` and regulations on the reverse side of this form. Name , of Organization Phone Address City Zip Code Name of Representative Daytime Phone Date 'Signature of Representative,; Home Address (Street No. and name) (city) (Zip Code) Name of person who will,.actually supervise activity I have received and read Rules & Regulations for Facility Usage ! Representative'siinitials e' FOR CITY'USE ONLY '. APPROVALS: Date Legality/Financial . City Manager or Designee i Rental Fee ":; _ Staff.:Help Requested - Number of Hours I ! Council Approval' Insurance Certificate ' . Year Date, _ . _- .: ._„_ _. .__._.. -Exp.• Date Amount- .Distribution ':White -City Yellow -Applicant Pink -Finance', Gold -Guard i ff ;X41 1. Any person requesting temporary use of all or part of the Council Chambers must first apply for and obtain a permit from the City Clerk's office. 2. Uses of City facilities in excess of one week require approval of the City Council. 3. The applicant must provide a Certificate of Insurance showing the City as an additionally named insured, or pay to the City the amounts necessary for the City to obtain insurance. 4. The use or possession of alcoholic beverages, firearms, ammunition, signs or placards .-are prohibited. Food is not permitted unless specifically approved. 5. The applicant shall post a security deposit fee of $100.00 for the repair of any damage to City property and will be responsible for cleanup after use. 6. The applicant shall pay a fee of $5.00 per hour for maintenance, utilities and administration. 7. Payment of all fees must be made prior to any permit or contract being granted or executed by the City. t 3 J J 99 O O O F W N \ a O O c F N W SEATS tr ■ ♦ ♦ ..COUNCIL DAIS mm ■O■ ■o■ . PRESS TABLE M•• -PODIUM SEATS SEATS VESTIBULE Name of Organization. REQUEST FOR USE OF CHAMBER FACILITIES CITY OF SANTA CLARITA Expected Attendanc Date Hour - The purpose of each meeting is I hereby certify that I will be PERSONALLY RESPONSIBLE, on behalf of the organization, I1 for any damages to chamber premises, furniture, or equipment because of the occupancy_ j of said premises,by our organization. I have read and agree to observe the rules C and regulations on the reverse side of this form. i Name of Organization Phone Address City Zip Code � Name i of Representative Daytime Phone Date Signature of Representative Home Address .. (Street No. and name) (City) (Zip Code i Name of person who will actually supervise activity I have received and read Rules 6 Regulations.for Facility.Usage Representative's:initials `a FOR CITY USE ONLY APPROVALS: Date Legality/Financial City Manager or Designee I'l Rental FeeStaff Help Requested: Number of Hours Council Approval Insurance Certificate Year Date - Exp. Date Amount "' Distribution: White -City Yellow -Applicant Pink -Finance Gold -Guard 1. Any person requesting temporary use of all or part of the Council Chambers must first apply for and obtain a permit from the City Clerk's office. 2. Uses of City facilities.in excess of one week require approval of the City Council. 3. The applicant must provide a Certificate of Insurance showing _the City as an additionally named insured, or pay to the City the amounts necessary for the City to obtain insurance. 4. The use or possession of alcoholic beverages, firearms, ammunition, signs or placards are prohibited. Food is not permitted unless specifically approved. 5. The applicant shall post a security deposit fee of $100.00 for the repair of. any damage to City property and will be responsible for cleanup after use. 6. The applicant shall pay a .fee of $5.00 per hour for maintenance, utilities and administration. 7. Payment of all fees must be made prior to any permit or contract being granted or executed by the City. fl J J Q X O O D F K W N 2 O O H N {61 SEATS ■ ♦ ♦ COUNCIL DAIS :o■ .a: PRESS n TABLE M -•-PODIUM SEATS SEATS VESTIBULE REQUEST FOR_USE OF.,CHAMBER,FACILITIES CITY OF 'SANTA CLARITA Name oforganization Expected Attendance Date Hour The purpose of each meetinq is I hereby certify that I will be PERSONALLY'RESPONSIBLE, on behalf of ,the organization, for any damages to chamber premises, furniture, or equipment because of the occupancy �. of.said premises by,our organization: I have read and agree to observe the rules and regulations on the reverse.side of this form. li Name: of Organization Phone Address City zip Code Name , of RepresentativeDaytime Phone Date . Signature of Representative Home Address (Street No. and name) (City) (Zip Code i Name of person who will actually superviseactivity 'I I have received and read Rules & Regulations for Facility..Usage ' Representative's initials FOR CITY USE ONLY APPROVALS: Date Legality/Financial City Manager or Designee Rental Fee Staff Help Requested .... Number of Hours Council Approval Insurance Certificate Year Date Exp. Date Amount L (' "'Distribution: White -City Yellow -Applicant Pink -Finance Gold -Guard RULES AND REGULATIONS 1. Any person requesting temporary use.of all or part of the Council Chambers must first apply for.and obtain a permit from the City Clerk's office. 2. Uses of City facilities in excess of one week require approval of the City Council. 3. The applicant, must provide a Certificate of Insurance showing the City as an additionally named insured, or pay' to the City the amounts necessary for the City to obtain insurance. 4. The use.or possession of alcoholic beverages, firearms, ammunition, signs or placards are prohibited. Food.is not permittedunlessspecifically approved. 5. The applicant shall post a security deposit fee of $100.00 for the repair of any damage to City property and will be'responsible for cleanup after use. 6. The applicant shall pay a fee of $5.00 per hour for` maintenance, utilities:and administration. 7. Payment of all fees must be made prior to any permit or contract being granted or executed by the City. I M ....COUNCIL DAIS .i J O •�M ■ • PRESS O TABLE O N Q -•-PODIUM W N . C SEATS O Fes- SEATS W � SEATS g C 00� O VESTIBULE Mi SEATS I REQUEST FOR USE OF CHAFER FACILITIES CITY OF SANTA CLARITA i Name of Organization • Expected Attendance Date Hour The purpose of each meeting ,is I hereby certify that 'I will be PERSONALLY RESPONSIBLE, on behalf of -the organization, for any damages to chamber premises;furniture, or equipment because of the occupancy of, said, premises by our, organization'. I have read and agree to observe the rules and regulations on the reverse side of this,form.' Name . of Organization Phone Address City Zip Code Name of Re resentative ,Da time Phon P y e Date Signature of Representative ft Home Address (Street No. and name) ' (city) (Zip Code) Name of person who will actually supervise activity I have received.and read Rules & Regulations for.Facility Usage 1 � Representative's initials I . FOR CITY USE ONLY APPROVALS:, . Date Legality/Financial City Manager or Designee Rental. Fee - ..Staff.Help Requested. Number of Hours Council Approval Insurance Certificate Year Date Exp. Date Amount —Distribution: White -City Yellow -Applicant Pink -Finance Gold -Guard 1i\ Scottsdale Insurance Company ENDORSEMENT NO. ATTACHED 10 AND ENDORSEMENT EFFECTIVE Low - L A. 0 - 100 75 FORMING A PART OF ISTANOARD TIME) C. 501 - 1000 300 POLICY NUMBER Mo DAY YR 12 01 NOON INSURED AGENCY AND CODE D. 1001 - 2499 725 AM 2500+ 900 SPBCIAL EVENT CLASSIFICATION AND RATING 1. Choose the appropriate classification for the event to be covered from the list below: Low Hazard Auction • Exhibitions -Educational Musical/Plays Auto Shows Exhibitions (Outside) Special Gatherings Bingo Games Lessor Ushered Speaking Engagements Craft $howl Meetings/Seminars Theatrical Performances Moderate Hazard Baseball/Golf Exhibitions (Outside) Runnage Sales Concerts (Other Lessee Ushered Sporting Events than Rock) Horse Shows Parades Dances Exhibitions (Indoors) NOC' High Hazard Carnivals Rodeos Rock Concerts Circuses Political Rallies Vehicle or Fireworks Animal Racing 2. For events not shown in the above categories, please contact your agent, who will obtain the proper classification for you. 3. Compute the premien based on the following rates per performance/per day. Hazard Attendance Premien Low - L A. 0 - 100 75 B. 101 - 500 190• C. 501 - 1000 300 D: 1001 - 2499 500 E. 2500+ 750 Moderate - M A. 0 - 100 250 B. 101 - 500 375 C. 501 - 1000 550 D. 1001 - 2499 725 E. 2500+ 900 High - H SUBMIT Rates are at $1,000,000 limit. DATE -- AUTHJRI2EO REPRESENTATIVE .