CC Resolution 8384
. .
RESOLUTION NO.
8384
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
MODIFYING THE PARK & PICNIC AREA AND COMMUNITY CENTER
BUILDING USE POLICIES AND SCHEDULES OF FEES
WHEREAS, revised Park & picnic Area and Building Use Policies
and schedules of fees have been presented to the City Council;
WHEREAS, the City Council finds the policies to reflect the
City's best interests in relation to public use of City facilities;
WHEREAS, the City Council
and cost recovering for the
incurred in the processing
services by the City;
finds said fee schedules appropriate
uses and services available and
of applications and provision of
NOW,
City of
Park &
schedules
rent the
effective
THEREFORE, BE IT RESOLVED, that the City Council of the
Campbell hereby adopts the attached modifications to the
picnic Area and Community Center Building Use Policies and
of fees to be paid to the City by all persons desiring to
City facilities within the guidelines of said policies,
October 1, 1992.
BE IT FURTHER RESOLVED that Exhibits A and B of this Resolution
be made an addendum to the City Council Policy Manual.
PASSED AND ADOPTED this 1st day of September, 1992, by the
following roll call vote:
AYES: Councilmembers
Kotowski, Conant, Ashworth, Watson, Burr
NOES: Councilmembers
None
ABSENT: Councilmembers
None
APPROVED:
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Donald R. Burr, Mayor
ATTEST:
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Barbara Kee, City'Clerk
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II msAND~ II
All fees and charges are based on room rental rates, administrative costs,
preparation and. set-up, staff supervision of event, and custodial clean-up. '!he
fees and charges set forth here are Nor negotiable.
FACILITY RENTAL FEE SaIEIJJI.E
A. Facilitv rental fees for uses occuring durina nonnal ooeratina hours (Monday
through Friday, 8:00 a.m. to 10:00 p.m. except on recognized City holidays) are
as follows:
FACILITY
GROUP 2 USES
GROUP 3 USES
GROUP 4 USES
Orchard City Hall $20jhour $40jhour $50jhour
with Kitchen
Kitchen only $10jhour $25jhour $40jhour
Roosevelt Rm. (80) $ 15jhour $30jhour $40jhour
with Kitchen
Mary Campbell (84) $10jhour $20jhour $25jhour
with Kitchen
Activity Room ( 46) $10jhour $20jhour $25jhour
& Meeting Rooms
(33A, 33B)
Main Gym $ 15jhour $20jhour $30jhour
Auxilary Gym $ 12jhour $ 15jhour $25jhour
I.ocker Rooms $10jhour $20jhour $25jhour
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. .
B. Facilitv rental fees for uses occuri.nq duri.nq R:lN-QPERATING hours shall be
assessed as follows:
FACILITY GROUP 2 USES GROUP 3 USES GROUP 4 USES
Orchard City Hall $50/hour $80/hour $100/hour
w/Kitchen
Roosevelt Room (80) $40/hour $40/hour $60/hour
w/Kitchen
Mary Can'pbell Rm. (84) $30/hour $40/hour $50/hour
w/Kitchen
Activity Room (46) & $30/hour $40/hour $50/hour
Meeting Rooms
(33A, 33B)
Kitchen Only $30/hour $35/hour $50/hour
Main Gym $30/hour $35/hour $40/hour
Auxilary Gym $20/hour $25/hour $30/hour
Locker Rooms $30/hour $30/hour $30/hour
Nom: Rates are subject to change as deemed appropriate. Previously approved
reservations will not be affected by rate changes.
C. DECORATING TIME
All decorating time that is scheduled separate from the reception time, will be
charged at 1/2 the above rate. EXAMPLE: If your reception is scheduled from
2: 00 to 7: 00 IM, and you come in to decorate from 9: 00 to 11: 00 AM, those 2
hours of decorating will be charged at 1/2 the applicable rate stated above.
(Group 3 Decorating time in Orchard City Hall = $4 O/hour , Group 4 Decorating
time in Orchard City Hall = $50/hour)
D. PROCESSING FEES
1. All applications are subject to a non-refundable $25 processing fee.
'!his fee is designed to cover administrative time required to receive,
receipt, log, and schedule your use.
2. Any changes in time or date(s) of use made to a multiple-use pennit or made
less than thirty (30) days prior to a one-time use are subject to an
additional $25 processing fee. '!his additional fee covers the staff time
required to mcxiify facility use calendars and staff schedules.
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EXCERPI' F.RCl1 THE <X>MMUNITY CENTER BUIIDlliG USE roLICY - FEES AND OIARGES
E. ADDITIONAL aIARGES
1. Uses which extend beyond the approved resaved time will be charged
at 1-1/2 times the nonnal rental rate.
2. Uses which extend beyond midnight will be charged at two (2) times
the nonnal rental rate.
3. Resavations for r~zed city holidays are subject to additional
fees to cover staff holiday pay (1-1/2 times the nonnal rate).
F. DEFOSITS
1. Refundable cleaning/damage/security deposits are required for the
following uses in the following aInOilllts:
a. Major uses of Banquet Halls and Kitchen
b. Uses of Activity or Meeting Rooms
c. Uses of Gymnasiums or I..c:cker Rooms
$150
$100
$100
2. The City reserves the right to dOOuct from the damage deposit
additional charges relating to, but not limited to, janitorial
services, maintenance/repair services, staff supe:rvisor's time, or
emergency services that were required as a result of your use.
3. Deposits may be fully or partially withheld for any of the following
reasons :
a. Facility use fees for time used in excess of that reserved.
b. Damage to facility or equipment.
c. Misuse of the Comrm.mity Center (refer to item F-3 in Section V) .
d. Inadequate clean-up by pennittee, requiring additional custodial
time/services after your use.
4. If additional fees due exceed the aInOilllt of deposit, permittee will be
billed for the balance.
5. Deposits, less any applicable additional charges, will be processed
through the City's Finance Department, approved by City Council, and
returned to the permittee by mail within 30 days of the date of their
event.
6. It is the pennittee's responsibility to keep the Campbell Comrm.mity
Center office staff infonned of any address or telephone changes.
* * *
CITY OF CAMPBELL
1 W. CAMPBELL AVE. #C-3l
CAMPBELL, CA 95008
RECREATION & COMMUNITY
SERVICES DEPARTMENT
PHONE: (408) 866-2105
GROUP 1
PICNIC AREA. ATHLETIC FIELD. & STADIUM FEE SCHEDULE
ICLASSIFICATIONS OF USEI
Programs and activities administered or sponsored by
the city of Campbell.
GROUP 2
Programs and activities offered by Campbell schools,
churches, service clubs, youth sports leagues, and
youth clubs or scouts servicing Campbell residents.
GROUP 3
Private parties or uses arranged, hosted and paid for
by Campbell residents or Campbell businesses.
GROUP 4
Private parties or uses arranged, hosted and paid for
by nonresidents or nonresident businesses. Any
fundraising event.
To qualify for resident rates you must provide proof of residency by
showing two of the following:
a) a valid California Driver's license;
b) name and address imprinted on personal or business check;
c) recent utility bill with your name on it.
FACILITY GROUP 1 GROUP 2 GROUP 3 GROUP 4
picnic Area No Charae S25 525 550
Athletic No Charge $25* + $25* + $25* +
Field field $5/hr + $lO/hr +
deposit field field
denosit denosit
Stadium No Charge $25 + $25 + $25 +
$10jhr + $25jhr + $30jhr +
field field field
denosit denosit denosit
Track, No Charge $25* + $25* + $25* +
Volleyball $5jhr $8jhr $10jhr
Courts &
Horseshoe
pits
Tennis No Charge $25* + $25* + $25* +
Courts S5/hr S10/hr 515/hr
Creek No Charge $25 + $100 $25 + $100 $25 + $100
Trail
civic Center No Charge $25 + $25 + $25 +
Plaza $10jhr + $25jhr + $30jhr +
staff cost staff cost staff cost
The $25 fee does not apply if used with a picnic area or the stadium.
A $50 REFUNDABLE DEPOSIT WILL BE CHARGED TO ALL PICNIC GROUPS OF 75
PERSONS OR MORE AND ON FIELD RESERVATIONS.
SUMMARY OF RECOMMENDED REVISIONS TO THE PARK & PICNIC AREA FEES
The following is a brief summary of the recommended revisions to the
Park and picnic Area policy and fee schedule:
Classifications of Use
The categories for priority of use have been streamlined and
simplified to be better understood. They have also been designed to
better enable Campbell residents to use City facilities. This
section also identifies what proof is required to qualify for
resident status.
Fees
Fees are presented in a matrix format to better enable users to
determine costs. The minimum fee has been increased from $15 to $25
to better cover administrative costs. The deposit fee is $50 for ALL
picnic groups over 75 persons and field uses. Prior policy required
a deposit of $100 for field uses for nonresident uses. A fee has
been added for the use of the civic Center Plaza.
Special "Group II" Uses
Currently, Campbell youth sports groups can apply to the Park &
Recreation Commission for priority use of athletic fields. These
groups are typically: Little League, Pony-Colt League, Metro PAL
Soccer, Campbell-West Valley Soccer, and Campbell-Saratoga Youth
Football. The groups submit their applications, insurance forms,
rosters and requested use dates in November, and the Park &
Recreation Commission considers their request at the December
meeting. The permit becomes effective in January for that calendar
year. In order to continue to accommodate these groups, a contract
between the City and the group(s) will be drawn up that provides for
the youth group's use at a set fee for that season.
SUMMARY OF RECOMMENDED REVISIONS TO THE BUILDING USE POLICY
7/1/92
The following is a brief outline of the recommended revisions to
the specified sections of the Community Center Building Use Policy:
A. Facilities Available (Page 4)
1. Updated names and amenities
2. Specifies NO SMOKING in all rooms
B. Classifications of Use (Page 6)
1. Adds uses of general public interest by other
governmental agencies to the Group 1 (no charge)
category. This would allow public hearings and Town
Hall meetings to be held at no charge without the
user having to appear before City Council.
2. Combines former Groups 2 and 3 into one category
with a note to local youth groups that they may apply
for reduced user rates on an annual basis. The rates
for their uses will be negotiated and defined on a
contract with the group.
3. Group 3 becomes resident uses (Campbell businesses
included here) .
4. Group 4 includes all non-resident uses, non-resident
business uses, all commercial uses, and any
fund-raising activities.
5. Policy revised to allow commercial uses (to expand
opportunities for revenue) and clarifies that events
involving Carnival rides and/or games of chance are
not permitted.
NOTE: As stated on page 15, (item 11) City Council
always has the authority to waive rules, policies,
and fees as they see fit for specific events or
circumstances.
6. User Priority - Additional clarification is provided
in the event that two people show up at the same time
to request the same facility on the same date.
C. Reservations (Page 7)
1. Visa and Mastercard acceptance added.
D.
When
1.
2.
to Apply for Use (Page 7)
Further clarification provided for one-time uses.
Dates permits accepted for other uses have been
changed to accommodate the new computerized Facility
Reservation System and the Recreation Division's
annual programming calendar. The new dates will
allow the office staff to post all City uses for
recreation programming before accepting requests from
outside users. In most cases, requests from outside
users will now be accepted five to six weeks in
advance (instead of six to eight weeks in advance).
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SUMMARY OF REVISIONS TO BUILDING USE POLICY
PAGE 2
3. Further clarification on the deadline for reservation
requests for major community events is provided.
Reservations will be accepted up to one year in
advance, as before, but a deadline of December 31st
is stated for major events to receive priority. This
is recommended to eliminate the problem of having to
go back and negotiate dates with the local youth
sports leagues on behalf of special event organizers
who did not submit their reservations in advance
(prior to when reservations for the youth sports
leagues are approved and their schedules set).
D. Rules & Regulations (Page 10)
1. Clarifications of adhesive materials allowed is
provided.
2. It is recommended that use of rice, birdseed, or
confetti (all of which are prohibited on the
premises) would cause forfeiture of the security
deposit. This is done to discourage permittees from
using these materials in spite of the rules. Their
use is very messy and requires intensive clean-up.
E. Alcoholic Beverages (Page 11)
1. Proof of outside security is required 30 days in
advance (instead of 10 days).
2. Failure to comply with required security, insurance,
licenses, and permits will cause forfeiture of fees
paid in addition to cancellation of use.
3. It is noted that recycling bins will be provided for
the permittee's recyclable waste.
F. Cancellations/Refunds (Page 13)
1. A more detailed explanation of the reason for the
cancellation policy is provided.
2. It is clearly stated that any such cancellation will
be accepted ONLY from the permittee (the person who
signed the reservation form). This was done to
eliminate miscommunications and prevent unauthorized
cancellation of an event
3. The sliding schedule for refunds of fees paid has been
revised to be more fair to the permittee. The new
schedule sets limits of the maximum amount to be
retained (to cover City's loss of revenue). As
before, the earlier we are notified of a
cancellation, the greater the refund. Staff will
continue to deal with unusual cases on an individual
basis.
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SUMMARY OF REVISIONS TO BUILDING USE POLICY
PAGE 3
G. General Regulations (Page 15)
1. The policy on smoking has been revised from
"discouraged in all indoor areas" to not permitted in
any indoor areas. This recommendation is provided in
response to growing public concern and specific
problems experienced in Community Center facilities
with regards to the after effects (air quality)
following uses where heavy smoking occurs.
2. The effective date on the policy is amended to
October 1, 1992.
H. Fees and Charges (Page 16)
1. All rates have been increased to cover actual costs
for staff, administrative processing, overhead, and
replacement of furnishings and amenities. Increases
for typical uses will range from 12% to 42%. NOTE:
Fees have not been revised in the past four years and
will not be recommended for revision for at least two
years to come. In an effort to ease explanation and
computation of fees, they are set at multiples of $5.
In order to accommodate the
reservation system, rates
hour" increments and are
clean-up times.
new computerized facility
were set at basic "per
inclusive of set-up and
The following comparisons are provided. They include
processing fees and are for single uses.
Type of Use
@ Current Fees
@ Amended Fees
Tenant use of
Roosevelt Redwood Rm.
during weekday
(8 hrs)
$125
$145
(+16%)
Youth soccer use of
Auxiliary Gym on
weekday (2 hrs)
$49
$55
(+12%)
Private seminar by
Campbell business in
Mary Campbell Room
on weekniqht (3 hrs)
$ 75
$85
(+13%)
Campbell resident
wedding reception in
in Orchard City Hall
on weekend (6 hrs)
$415
$505
(+22%)
Non-resident reception
in Orchard City Hall
on weekend (6 hrs)
$440
$625
(+42%)
SUMMARY OF REVISIONS TO BUILDING USE POLICY
PAGE 4
2. An accommodation has been made, in response to user
requests, to lower the rental rate for the halls
during decorating time for receptions. Decorating
time is now computed at 1/2 the normal rate ($40/hr.
for residents and $50/hr. for non-residents).
3. Processing fees have been increased from $15 to $25
for all facility reservations.
* * *
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,
I SUMMARY OF COMMUNITY CENTER FACILITY RENTAL REVENUE J
Facility rental revenue are those generated by the occasional
rental of the Community Center facilities. Such rentals may
include, but are not limited to, one-time wedding receptions and
private parties, weekly youth group gymnasium uses, seminars
conducted by local businesses, meetings of clubs and organizations,
training programs hosted by Community Center tenants, and uses of
the Stadium for major community events such as the Highland Games
or Chili Cook-Off.
$96,397
$87,881
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$107,163
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$121,257
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$109,303 $108,136
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$132,005
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1985
1986
1991
1987
1988
1989
1990
NOTE: The decrease in 1989 and 1990 can be attributed to the
tenancy of Valley Christian Schools who brought Community Center
tenant occupancy to over 100% of the available tenantjleaseable
space. In order to accommodate them, we had to make some of our
"occasional rental" space available to them for their exclusive
daytime use. The revenue we received from them for this space was
included in their lease and, therefore, does not reflect in the
facility rental revenues. While the facility rental revenues were
down for these two years, tenant lease revenues were at an all-time
high.
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