CC Resolution 10173
RESOLUTION NO. 10173
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
APPROVING A PICNIC RESERVATION POLICY
WHEREAS, the City currently has no formal Picnic Reservation Policy, and
WHEREAS, the increased popularity of this program has created a need
for more formal policies and procedures to educate the public in the process for
scheduling reservations and to guide them in the proper use of the facilities; and
WHEREAS, the fee schedule has been reviewed and is found to be within
the range of fees being charged by surrounding agencies and what the market will
bear; and
WHEREAS, a Picnic Reservation Policy has been proposed; and
WHEREAS, the City Council of the City of Campbell hereby adopts the
attached Picnic Reservation Policy, effective July 1, 2003;
BE IT FURTHER RESOLVED that this Resolution be made an addendum to
the City Council Policy Manual.
PASSED AND ADOPTED this 15th day of April 2003, by the following roll
call vote:
AYES:
Councilmembers
Watson, Kennedy, Dean, Burr, Furtado
NOES:
Council members
None
ABSENT:
Councilmembers
None
~ROVED: ~
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Daniel E. Furtado, Mayor --
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Picnic Reservation Policy
FOR
CITY OF CAMPBELL PARKS
RECREATION & COMMUNITY SERVICES DEPARTMENT
1 WEST CAMPBELL AVENUE, #C-32
CAMPBELL, CA 95008
TELEPHONE: (408) 866-2105
FAX: (408) 374-6965
WEB SITE: www.cityofcampbell.com
Office Hours:
8:00 a.m. - 6:00 p.m. Monday - Thursday
8:00 a.m. - 5:00 p.m. Fridays
Revised 4/03
CITY OF CAMPBELL
PICNIC RESERVATION POLICY
T ABLE OF CONTENTS
INTRODUCTION ...................................................................... 3
FACILITIES AVAILABLE ........................................................... 3
RESERVATIONS / CANCELLATIONS............................................5
FEES AND CHARGES................................................................. 6
PARK & PICNIC RULES AND REGULATIONS................................?
General Rules ...................................................................?
Alcoholic Beverages............................................................ 8
Animals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Model Rockets . ................................................................. 9
Liability /Insurance Requirements ............................................ 9
OTHER INFORMATION............................................................ 10
Bounce-About Rentals....................................................... 10
Tent & Canopy Requirements .............................................. 10
Barbecue Rules & Regulations ............................................. 11
WET FIELD POLICy................................................................ 12
PARK LOCATION MAP .......................................................... 13
JOHN D. MORGAN PARK MAP.................................................. 14
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I. INTRODUCTION
The City of Campbell provides and maintains a variety of park and public areas for
the general enjoyment of the community. Two of these parks include picnic areas that are
available for reservation by individuals or groups. Four of the parks have picnic facilities that
can be used on a first-come, first-served basis.
The purpose of the Picnic Reservation Policy is to provide a means by which groups
or individuals can reserve a picnic area specifically for their use, as well as to assure that the
facilities are utilized for recreational, cultural, educational, social and community service
functions that meet the needs and interests of the community, and to set clear policies,
procedures, regulations and rental fees regarding such uses.
II. FACILITIES AVAILABLE
The City of Campbell has a number of neighborhood parks located throughout the city for the
peaceful enjoyment of our residents and their families and guests. All facilities and amenities
at these parks are geared for small family groups and are available for use on a first-come,
first-served basis. The parks contain a variety of amenities and play apparatus for children
and adults. Restrooms are available (from 8:00am to sunset) at most of the parks with play
apparatus. We encourage you to become familiar with Campbell's parks and enjoy them with
your friends and family whenever possible.
JOHN D. MORGAN PARK 540 W. Rincon Avenue
The city's largest park is Morgan Park, named for former Police Chief John D. Morgan.
Morgan Park is 32 acres and is located east of San Tomas Expressway between Budd and
Rincon Avenues. Morgan Park is home to the Campbell-Moreland Pony/Colt Baseball League
and contains two softball fields, a soccer bowl, open playfields, two separate playgrounds,
four tennis courts, two sand volleyball courts, four horseshoe pits, restrooms, open fields and
water play features. There are three Group Picnic Areas available for reservation at the Park
(please see attached map):
Maximum
Description Occupancy
Area A 40-50 max.
Area C
50-75 max.
Amenities
4 picnic tables, 3 BBQs, lots of shade, and
adjacent to horseshoe pits, sand volleyball courts,
children's play equipment, and restrooms.
12 tables, 2 BBQ grills, some shade, and adjacent to
children's play equipment and restrooms.
5 tables, 3 BBQs, some shade, and adjacent to grass area.
Area B
110-150 max.
Sand volleyball courts, horseshoe pits, tennis courts (located adjacent to Picnic Area A), and
softball diamonds are available for reservation in conjunction with picnic reservations.
Note: The tables and BBQs on the Rincon Ave. side of the park, near the play equipment and
baseball field, are not reservable, but open to public use on a first-come, first-served basis.
3
EDITH MORLEY PARK 615 Campbell Technology Parkway (off McGlincy Lane)
Located on Campbell Technology Parkway off of McGlincy Lane, at the site of the old
Winchester Drive-In. Morley Park was named for long-time Park & Recreation
Commissioner and park activist, Edith Morley, is our newest park (opened in May 2001) and
is of a more environmental nature. The park contains wetlands, wildflowers, picnic tables, an
open playfield, a Community Garden, and restrooms. Morley Park is perfect for more passive
uses, kite flying and wetlands study. The picnic area and adjacent turf area at Morley Park are
available for reservation.
Description
Picnic Area
Maximum
Occupancy
35
Picnic Area + Turf
100
Amenities
4 picnic tables, adjacent to wildflower/wetland area, and
restrooms.
The same as above plus a large grass area.
CAMPBELL PARK corner of Gilman and Campbell A venues
Located at the corner of Campbell & Gilman Avenues, between Downtown Campbell and
Highway 17. Campbell Park contains a variety of children's play equipment, two full length,
night-lit (until 10:00pm) basketball courts with terraced spectator seating, par course
equipment, small open turf areas, restrooms, and is a major access point to the Los Gatos
Creek Trail which connects Downtown San Jose to Vasona Park, and on to Lexington
Reservoir in Los Gatos. There are a very small number of first-come, first-served picnic
tables available in the park.
JACK FISCHER PARK corner of Abbott Avenue and Pollard Road
Jack Fischer Park contains a variety of children's play equipment, including an interactive
water feature, a "bee hive" hill with walking path, large open playfields, and restrooms. The
special features at this park are particularly geared for the young child. The park got its name
from the beloved Principal at the former elementary school, which used to occupy the site
where the park now sits. The park has a small number of picnic tables available on a first-
come, first-served basis. In consideration of the proximity of its neighbors, barbecues, rental
party equipment, and large parties are not allowed at Fischer Park.
OTHER NEIGHBORHOOD PARKS
Campbell also has a number of smaller parks located throughout the City, some of which
contain children's play equipment, while others contain just park benches and landscaped areas
for more passive public use. For information on all the Campbell Parks please see the Park
Location Map on page 12.
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III. RESERVATIONS / CANCELLATIONS
A. APPLICATIONS
1. A Picnic Reservation can be made up to six months in advance (by Campbell
residents), and no less than ten calendar days prior to the desired date of use. Non-
residents see item 4 below.
2. Applications may be made in-person at the Campbell Community Center office, or by
telephone during business hours (payment by VISA or MasterCard required). Call
(408) 866-2105 to check for Picnic Area availability and/or make a reservation.
3. Reservations are now being accepted for legal holidays.
4. Priority for reservations is provided to Campbell residents, who may make
reservations a full six months in advance. Verification (Drivers License, pre-printed
check, or utility bill) of residency is required (by fax if making a reservation by
telephone). Non-residents may make a reservation one day later than residents,
thereby providing residents a full day of priority reservation.
5. All applicants must be at least 18 years of age or older (21 if alcohol is being served),
and must be present throughout the entire use of the picnic area.
6. Full rental fees and applicable deposits are due at the time the reservation is made.
NOTE: VISA and MasterCard are accepted. Uses will not be confirmed or
approved until all fees are received.
a. Applicants reserving facilities less than thirty (30) days in advance must pay in
cash, Cashier's Check, VISA, MasterCard, or by guaranteed money order.
Personal or business checks will NOT be accepted less than 30 days prior to the
date of intended use.
B. CANCELLATIONS
1. Cancellations must be made in writing (fax acceptable: 374-6965) and received by ~he
Recreation and Community Services Department at least 15 days in advance of the use
date in order to receive a refund. The $25 processing fee will be deducted from all
refunds. If it rains on the date of reservation and the reservation is not used, a full
refund is available, providing the customer calls the Community Center Office (866-
2105) the next working day to report that the reservation was not used due to rain.
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IV. FEES AND CHARGES
The fees and charges set forth here are NOT negotiable; City staff does not have the authority
to waive or reduce fees. All fees and deposits are due at the time the reservation is submitted to
hold the date and facility.
A. PROCESSING FEES
1. All applications are subject to a non-refundable $25 processing fee. This fee is
designed to cover administrative time required to process your use.
B . FACILITY USE FEES
Group II:
Campbell
Residents
$ 30/day
$ 50/day +
$ 30/day +
$ 5/hour
$ 5 each/hour
$ 10 each/hour
$ 5/hour
Group III:
Commercial &
Non-residents
$ 60/day
$100/day +
$ 60/day +
$ lO/hour
$ 10 each/hour
$ 25 each/hour
$ 10/hour
John D. Morgan Park
Picnic Area A (40-50 max.)
Picnic Area B (110-150 max.)
Picnic Area C (50-75 max.)
Sand Volleyball Court (1 max.)
Horseshoe Pits (2 max.)
Tennis Courts (2 max.)
Softball Field (1 max.)+ +
Edith Morley Park
Picnic Area (35 max.)
Picnic & Turf (100 max.)
$30/ day
$40/day
$ 50/day
$100/day
+ = A $50 refundable deposit is required for all groups of 75 or more.
+ + = Rental of softball fields requires that permit holder obtain group insurance coverage for
their athletic event(s) and pay a $100 field security/damage deposit (refunded if there is
no damage to the fields as a result of your use).
NOTE: Rates are subject to change as deemed appropriate.
Previously approved reservations will not be affected by rate changes.
C. GROUP DEFINITIONS
Group II Picnic events provided by Campbell residents, ~chools, organizations or
businesses. To qualify for resident rates, customers must provide proof of
Campbell residency by showing one of the following:
a) A valid CA Drivers License with Campbell address;
b) Name and Campbell address printed on personal or business check;
c) Recent utility bill with customer's name and Campbell address.
Group III Picnic events provided by non-residents, non-Campbell groups, schools,
organizations or businesses, and any event involving a fee for participation.
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D. DEPOSITS
1. Refundable damage deposits are required for all picnic reservations for 75 or more
people.
2. The City reserves the right to deduct from the damage deposit all additional
charges relating to, but not limited to, janitorial services, maintenance/repair
services, staff time, or emergency services that were required as a result of your
use.
3. Refunds of security/damage deposits may be fully or partially withheld for any of
the following reasons:
b. Damage to facility.
c. Misuse of the facility.
d. Inadequate cleanup by customer, requlflng additional staff/custodial clean-up
after your use.
e. Misrepresentation of the type of event held, or group/individual actually using
the facility.
4. If additional fees due exceed the amount of deposit, customer will be billed for the
balance. Payment will be due within thirty (30) days of date of invoice. Fees 110t
paid will be sent to collections.
5. Refunds of deposits, less any applicable additional charges, will be processed
through the City's Finance Department, approved by City CouncIl, and returned to
the customer by mail within 30 days of the date of their event.
6. It is the customer's responsibility to keep the Campbell Community Center office
staff (866-2105) informed of any address, or telephone changes.
v. PARK AND PICNIC RULES & REGULATIONS -~
A. GENERAL RULES AND REGULATIONS
1. Parks are open for public use from sunrise until one-half hour after sunset, with the
exception of Campbell Park, where its basketball courts are available for public use
untillO:00pm. No person shall remain in a City Park during non-operating hours.
2. Misuse of a public park facility, or the failure to conform to established policies,
procedures, rules, and regulations is sufficient reason for denial of future applications.
This includes abiding by the Wet Field Policy (attached as Exhibit A and outlines
restrictions for use of turf areas when they are wet).
7
3. Permits/reservations cannot be transferred, assigned, or sub-let to any other group or
organization for any reason.
4. Customers are responsible to remove all items they brought into the park at the
conclusion of their use. All balloons, decorations, tablecloths, food, bottles, cans,
paper, and other litter must be deposited into trash receptacles, where provided, or
removed from the premises. Recycling of your waste is encouraged. If you anticipate
generating a great deal of trash, you are responsible to provide your own additional
waste bags to contain your trash. All trash must be in containers or removed from the
premises. The customer is responsible for the condition in which he/she leaves the
facility. Any excessive clean-up required by City or school district crews following
your use will be cause for forfeiture of all or part of your clean-up/damage deposit.
5. Athletic uses must be restricted to designated field areas. Portable volleyball and/or
badminton courts must be set up away from walking paths and picnic areas, so as not
to cause a danger or potential injury to the general public.
6. Individual minors or groups of minors must be properly supervised by adults when
using park facilities.
7. Private play apparatus (dunk booths, trampolines, etc.) are not allowed in parks with
the exception of commercially contracted Bounce-Abouts in John D Morgan Park.
Bounce-Abouts are allowed only with a permit at John D. Morgan Park and must be
rented from a City approved vendor. (See the list of approved Bounce-About vendors
on page 10 of this document).
8. All motor vehicles must park in designated marked stalls in the parking lots or legally
on side streets, or be subject to citation by the Campbell Police Department. No
unauthorized vehicles shall enter park premises, drive on turf, grounds, playfields, or
paved walkways. Customers must carry or "cart" their belongings to and from parking
lots.
9. Gambling is prohibited on all City property.
10. Per recent State law, smoking is not permitted in children's play areas.
11. Disfigurement of City property is not allowed. The City of Campbell maintains a
'Graffiti Hotline' for citizens to use to report graffiti and assist the City in its
eradication. To report graffiti or to access the Hotline call (408) 866-2191.
12. Vending of any merchandise is not allowed in Campbell parks, except with the
possession of a concession agreement approved by the City Council.
13. No fires are allowed in City Parks, except in provided barbecue pits. Customer~ are
not allowed to bring in their own portable barbecues or hibachis. See item VI-C on
page 11 for limited exceptions.
8
14. Model rockets are allowed, with a permit only, in specific areas within John D.
Morgan Park and at the Campbell Community Center. Permits are issued only to
educational groups on days and during times that it is deemed safe to do so. Permits
are issued by the Santa Clara County Fire Department, and only after you have
secured a park reservation for the date and time of the firing of the rocket. For details
or a copy of model rocket procedures, contact the Community Center Coordinator at
(408) 866-2741.
For details on model rocket permits, contact:
Santa Clara County Fire Department
Office of Fire Prevention
14700 Winchester Blvd.
Los Gatos, CA 95030
(408) 378-4010
15. Fireworks are prohibited in all city park and school facilities.
B. ALCOHOLIC BEVERAGES
1. Beer and wine may be consumed only with an approved permit, only in a reserved
picnic area, and only by persons aged 21 or older. No alcoholic beverages may be
consumed in any other areas including first-come, first-served picnic areas. No other
alcoholic beverages are allowed in the parks (per Municipal Ordinance 13.04.160).
2. The selling of alcoholic beverages in Campbell parks is prohibited.
C. ANIMALS
1. Animals (except for guide dogs) are not allowed in City parks, with the exceptkms
listed in C-2 (below).
2. Dogs on leash are allowed at Campbell Park, Edith Morley Park, and on the Los Gatos
Creek Trail.
D. LIABILITY/INSURANCE
1. The customer shall be responsible for any and all damage to the City's premises,
equipment, and property. If, after an activity, additional janitorial maintenance is
required (in excess of normal cleaning services/time), the customer will be charged
accordingly.
2. The City of Campbell is not responsible for accidents, injuries or loss of or damage to
individual property.
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3. The customer will be held responsible for all actions, behavior and damages caused by
his/her guests/attendees.
4. All customers requesting use of the softball fields will be required to provide the City
with an original Certificate of Insurance providing proof of the following coverage:
a. Public liability and property damage insurance in an amount not less than
$1 ,000,000 per occurrence;
b. The City of Campbell and the Campbell Union Elementary School District
must be named as additional insureds;
c. The coverage shall not be canceled or reduced without at least fifteen (15)
days written notice to the City of Campbell; and
d. The certificate must be submitted to the Community Center office at least
ten (10) days prior to the event.
5. The City of Campbell is not responsible for accidents, injury, illness or loss of group
or individual property.
VI. OTHER INFORMATION
A. BOUNCE-ABOUT RENTALS
The following vendors have been approved to supply Bounce-Abouts for permit customers
at John D. Morgan Park:
· California Fun Jump (408) 847-2212
· Jump for Fun (800) 281-6792
· Jump For the Stars (408) 431-5196
For a vendor to be approved to supply Bounce-Abouts at John D. Morgan Park, the vendor
must contact the City at (408) 866-2138.
B. TENT AND CANOPY REQUIREMENTS
1. When erecting a tent or canopy no stakes shall be placed into the ground (to prevent
damage to the irrigation system). Sandbags are suggested as an alternative.
2. Article 32 of the State Fire Code requires that permits be obtained for the rental, use,
or installation of:
1. Tents over 200 square feet in size; and
2. Canopies over 400 square feet in size.
3. When more than one tent or canopy is installed at the same location,
acl:ia~ent to one another, the total square footage shaH be computed for
the purpose of enforcing the need for a permit.
10
The code was written to provide assurance that the fabric is of a non-flammable
material, the unit is properly installed and anchored to the ground, and exits are clearly
marked and readily accessible in the event of an emergency.
The Santa Clara County Fire Department is the governing body for the City of
Campbell. They will generally only issue the permits to the vendor who owns and sets
up the tents and canopies.
To obtain a permit, or obtain further information, contact:
Santa Clara County Fire Department (408) 378-4010
Office of Fire Prevention
14700 Winchester Blvd.
Los Gatos, CA 95030
C. BARBECUE RULES AND REGULATIONS
As per City of Campbell Municipal Ordinance (13.04.060), "No fire shall be built,
lighted or maintained within any city or county park area except in a camp stove or
barbecue provided in areas designated for such purposes, provided that oil or gas camp
stoves may be used for cooking in designated areas. "
Portable barbecues, hibachis, gas grills, etc. are not allowed in City parks or facilities,
with the following exceptions:
1. Groups or organizations holding a current Concession Agreement with the City
of Campbell, and then only if the barbecue or grill is a professional portable
trailered grill, or a portable propane barbecue in good condition, to be used in a
specific designated area, as approved in advance by the Director of Recreation
& Community Services or his/her designee.
2. Professional catering companies holding a Campbell Business License and
authorized by the Director of Recreation & Community Services to provide
such service to a scheduled picnic or facility use customer, and then only if the
barbecue or grill is a professional portable trailered grill and used in the specific
location designated.
All grills are to be supervised at all times to prevent injury to the general public.
D. This formal Picnic Reservation Policy shall take effect on July 1, 2003.
4/3/03
J: PICNICINPo\PicnicPolicy.03
11
EXHIBIT A
WET FIELD POLICY
The following information is the City and school district policy regarding the use of fields during
wet conditions. This policy and described procedures apply to all sports and activities including
football, soccer, softball, baseball, rugby, field hockey, volleyball, or any other physical activity
taking place on a grass field or turf area. This includes all fields at John D. Morgan
Park/Campbell Middle School, Edith Morley Park, the Campbell Community Center, and all
CUSD fields (Capri School, Castlemont School, Dover School, Forest Hill School, Hazelwood
School, Rolling Hills School, and Rosemary School).
Groups shall abide by the Wet Field Policy and preserve the life and condition of the fields by not playing
on them in wet conditions. A field is considered too wet if you can see standing water, hear a "squishy"
sound when walking on the turf, or have mud on the bottom of your shoes after walking on the turf. Play is
allowed during a light mist if the ground is hard and relatively dry. If, however, it has been raining for three
days, and the wet conditions, as described above, exist, the Wet Field Policy is in effect and groups are
not to play on the turf.
The following procedures are to be followed regarding the use of the fields when there has been rain,
over-watering, or the fields are not playable.
I. USER'S RESPONSIBILITIES
1. If it has rained within the preceding 24 hours, groups using public fields must call the
Recreation & Community Services Department's FIELD CONDITIONS HOTLINE at (408)
866-2769 to receive updated information on field playability. Generally, only same-day
information will be provided, except in the case of severe conditions or scheduled
maintenance. The HOTLINE message will be updated by 3:00pm on weekdays and by
8:00am on weekends. PLEASE DO NOT INQUIRE EARLIER OR ABOUT FUTURE DAYS as
the determination of field conditions are not made until the times stated above. Determination
of field conditions will be made by City personnel, and determinations/decisions are not
negotiable.
2. In the event that the HOTLINE has not been updated, or is unavailable, groups are expected
to make educated and responsible decisions regarding field conditions and playability,
keeping in mind the current and future quality of turf facilities. In general, if you can see
standing water, hear a "squishy" sound when walking on the turf, or have mud on the bottom
of your shoes after walking on the turf, the field is too wet to allow play. Scheduled activities
on the turf should be canceled to avoid damage to the turf and potential injuries to the players.
3. GROUPS FAILING TO FOLLOW THE GUIDELINES OF THIS POLICY WILL SUBJECT
THEIR RESERVATION TO CANCELLATION AND LOSS OF FUTURE USE. FIELDS WILL
BE CHECKED FOR MISUSE DURING TIMES WHEN FIELDS ARE CONSIDERED TOO
WET AND/OR MUDDY BY DESIGNATED CITY STAFF.
4. Groups witnessing misuse of fields by other scheduled or unscheduled users are advised to
contact Campbell Police Department (408/866-2101) to report misuse. They will respona or
notify the Field Attendant. If on school property in the City of San Jose, contact San Jose
Police Department at 3-1-1 or 408/277-5300.
5. It is the reserving customer's responsibility to be sure that all guests and participants
understand and enforce this policy, however inconvenient it may be.
12
VII. PARK MAP
1- Civic Center Complex
City Hall
Library
Ainsley House
Museum
Orchard City Green
2. Community Center
3. John D. Morgan Park
4. Campbell Park &
Par Course Trail
5- Hyde Park
6. Ainsley Park
7- Edith Morley Park
8- Jack Fischer Park
9- Virginia Park
Dol Ave.
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'RESERVABLE
2 - COMMUNITY CENTER X X X X X X X I X X X
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3. JOHN 0, MORGAN PARK X X X X X X X X X X X X
4. CAlvlPBELL. PARK X X X X X X X X I X
5. H'1'DE PARK X
6 AINSLEY PARK !
7 - EDITH "'!ORLEY PARK X X X X ~+=
8-JACK FISCHER PAi~", X X X X .
9 .. VIRGiNIA PARK X -:
--
13