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HomeMy Public PortalAbout2011.111 (05-17-11) RESOLUTION NO. 2011.111 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD ESTABLISHING A FACILITY RENTAL POLICY AND RENTAL FEES FOR PRIVATE USE OF THE LYNWOOD SENIOR CENTER WHEREAS, the Lynwood City Council provides policy direction for prudent financial management of the City's finances; and WHEREAS, the Lynwood Senior Center User Fees and Rental Policy is consistent with City's financial objectives; and WHEREAS, the City desires to develop and provide recreational opportunities and programs to meet a variety of community needs within a reasonable cost recovery range; and WHEREAS, the City seeks to offer a fair and equitable fee structure while attempting to offset operational, maintenance, and other expenses; thereby reducing reliance on the City's General Fund; and WHEREAS, community facility rental policies require periodic review and modification to match changing community needs and operational conditions. NOW, THEREFORE, THE CITY OF LYNWOOD DOES HEREBY FIND, ORDER, AND RESOLVE AS FOLLOWS: Section 1. The Lynwood City Council enacts the attached Lynwood Senior Center Rental Policy and User Fee Structure. Section 2. This Resolution shall take effect immediately upon adoption. PASSED, APPROVED AND ADOPTED THIS 17 day of May 2011. Aide Castro, Mayor ATTEST: � ' /� � ( Maria Quinonez, City Clerk Roger L. a ey, Ci anager APPROVED AS TO FORM: APPROVED AS TO CONTENT: �'` � " �° �- J �/ "�---a I Fred Galante, City Attorney Perry Bre�its, Director of Recreation & Community Services STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of Lynwood at a regular meeting held on the 17 day of May, 2011. AYES: COUNCIL MEMBERS FLORES, RODRIGUEZ, SANTILLAN, MORTON AND CASTRO NOES: NONE ABSENT: NONE ABSTAIN: NONE � � Maria Quinonez, City Clerk STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) I, the undersigned City Clerk of the City of Lynwood, and the Clerk of the City Council of said City, do hereby certify that the above foregoing is a full, true and correct copy of Resolution No. 2011.111 on file in my office and that said Resolution was adopted on the date and by the vote therein stated. Dated this 17 day of May, 2011. � --- Maria Quinonez, ity Clerk ._�.-..g LY'� : a � o': LYNWOOD SENIOR CENTER ��„-��; d Schedule of Rental Fees y ti � And Rental Use Policy: LtFOg�, �'. Thank you for choosing to have your event at the Lynwood Senior Center. We want you to have a pleasant experience from the initial planning of your event up to and including the day of your event. To provide you quality service and ensure an enjoyable and safe event, the following fees, policies and procedures apply and will be enforced. The City of Lynwood reserves the right to change and/or cancel any reservation at any time resulting from a City event, program or maintenance. AVAILABILITY • The Lynwood Senior Center serves as a Senior Services facility Monday through Thursday 8:00 am to 4:00 pm, Fridays from 8:00 am to 2:00 pm. and selected Saturdays from 8:00 am to 1:00 pm. Rental by outside groups, organizations or individuals will generally not be available during these times. • The Lynwood Senior Center is generally available for rental Monday through Thursday evenings from 5:00 p.m. to 10:00 p.m., Fridays from 5:00 pm to 10:00 pm, Saturdays from 9:00 a.m. to 10:30 p.m. and Sundays from 9:00 a.m. to 9:00 p.m. � The Center is NOT available for rental on the following City holidays: Easter, Labor Day, Memorial Day, Fourth of July, Veteran's Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas Day, New Year's Eve, New Year's Day, Martin Luther King Day, President's Day. • Rentals are only available for rental a minimum of four hours on weekends (Fridays, Saturdays and Sundays). Weekend rentals require at least the rental of the combined Assembly and Dining Rooms (Great Room). • The Lynwood Senior Center is primarily a Senior Center facility and is not designed to host events for significant numbers of youth. Youth-oriented rentals are not permitted at this facility. This includes, but is not limited to, quinceneras, sweet sixteens, and birthday parties for ages seventeen and under. • Depending upon the nature of the reservation, the Recreation & Community Services Department may require additional fees and/or insurance. If required, Applicants must obtain insurance on their own and at their own expense APPLICATION PROCEDURE • Complete and submit a Request for Facility Use Application with the Recreation & Community Services Department 11301 Bullis Road, Lynwood, CA 90262 (310) 603- 0220 ext. 319. Requests for use must be submitted at least 14 days prior to the requested date. The Recreation & Community Services Department staff shall review all 1 applications and has the right to grant or deny use based on policies and availability, or to grant use subject to certain conditions. One individual must be designated as the responsible party for the requesting group and sign the request for use contract. The person signing these forms shall assume responsibility for the clean-up and any damage, loss, or disturbances during the rental period. • All reservations are tentative until the Recreation Director approves the application, it is returned to applicant and the Applicant pays for the rental. • Applicants may have a maximum of two (2) reservations on the books at one time. No long-term and/or recurring reservations are allowed that exceed two (2) reservations. FEES, DEPOSITS. REFUNDS Rental fees and deposits must be paid NO LATER THAN 14 DAYS PRIOR to the scheduled event, by Cashier's Check, Money Order, Cash, or Personal Check, or the event will be cancelled. Payment will be made payable to the "City of Lynwood". FEE SCHEDULE & DEPOSITS ROOM No-Alcohol Rental RATES DEPOSIT ResidenULynwood-based groups Non-resident Great Room (Dining Room + $ 75.00/hr $85.00/hr Assembly Room) $150.00 • 4-hour minimum Dining Room $60.00/hr $70.00/hr $100.00 • 4-hour minimum Assembly Room $45.00/hr $60.00/hr $100.00 • 2-hour minimum KItCh@Il — ( only allowed with rental of Dining Room or Great Room) Full Use $40.00/hr $50.00/hr $100.00 Catered Use $30.00/hr $40.00/hr $100.00 Craft Room • 2-hour minimum $30.00/hr $40.00/hr $100.00 Conference Room Not Available for Rental Deposits are refundable after the event, within the City's standard payment process and warrant run schedule, provided all of the following conditions have been met. • There has been no damage to the building or property • The facility has been cleaned and returned to its original state. z • The user has complied with all rules and terms of this agreement. • No City ordinances have been violated. In the event damage has occurred and some portion of the deposit must be surrendered, the balance of the deposit, if any, will be returned pursuant to the City's payment policy. In the event damage has occurred that exceeds deposit amount, the City will pursue reimbursement for actual costs of repair of damage. Any costs and attorneys' fees incurred in pursuing such payment will be charged to the Applicant and/or responsible party. Cancellations will be handled according to Recreation and Community Services Department policy. There are NO REFUNDS for reservations cancelled less than finro weeks prior to the scheduled event. Applicants are responsible for monitoring weather for their event and to make changes as necessary. NO REFUNDS shall be provided for weather-related cancellations. MUSIC Live or amplified music is only permitted Friday or Saturday nights until 10:00 pm. After these times, all live or amplified music shall cease. The Lynwood Senior Center is in a residential neighborhood and those using the facility owe consideration to the neighbors. If staff or law enforcement receives complaints about noise from the music, or general rowdiness in or around the Senior Center, they may exercise their professional judgment and either give the event sponsor a warning or have the music turned off and also request the event sponsor to end the event and vacate the premises prior to the contract closing time. There will be no refunds if the event is ended in this manner. OTHER • Use of candles or any other type of open flame is not allowed. • No glue, tape, tacks, nails, screws or pins may be used to hang decorations. Do not hang heavy objects or decorations from the ceiling. • The equipment (chairs, tables, etc) that is available to the public for use/rental will be listed on a separate attachment. • Smoking is NOT PERMITTED inside the facility (including restrooms) and within 20 feet of any entrance, door, or window. FACILITY MONITOR A facility staff monitor will arrive and welcome you at your scheduled start time and will be in the building during your rental time. The facility monitor will open, orient groups as to use and event closing procedures. This staff person is available to answer your questions about the building, and will help you locate contracted items. 3 The lead event rental representative should check in with the facility monitor upon arrival. At the end of your event, prior to leaving the facility at the agreed upon time, that designated person and the monitor will complete a Rental Clean-Up Check List for the areas used. The return of the damage deposit is dependent upon the condition in which your group leaves the facility. SMOKING IS PROHIBITED IN PUBLIC BUILDINGS UNDER CALIFORNIA STATE LAW — Government Code Section #7596 ALCOHOL POLICY ALCOHOL POLICY.� Applicants must be at least 21 years of age to request permission to bring alcoholic beverages. The Bartender service and the permit and the insurance require additional charges. The bar opens at 5:30pm-9:30pm for regular permits. When liquor is made available at an event, all of the beverages, including the non-alcoholic beverages, must be served in transparent cups. When beer is made available, the applicant must provide two (2) new trash cans with wheels on them to be used for keeping the beer on ice. The beer must be in single serving size bottles or cans. Kegs are prohibited. Any alcohol that remains after the bar is closed must be removed from the premises by the applicant only. It is prohibited for guests or anyone other than the approved applicant to bring alcohol into the facility. If selling of liquor is approved for your event, additional charges will apply in order to obtain proper permits. FACILITY MONITOR INFORMATION The City's event facility staff working the Lynwood Senior Center is on hand for the following: • Unlock the building and welcome you at the contracted time. • Answer questions such as where things are or how things work. • Monitor the noise level so that it does not become excessive. (Please remember that this is a residential neighborhood.) • Insure that the event ends promptly as scheduled and the building is cleaned, locked and secured by the contracted time. • Monitor security of the building and rental activity as needed. • Provide general custodial supervision by completing and signing the clean up check list with the group's responsible person. The Facility Monitor is NOT able to: • Act as guardian or security for children or valuables. • Act as custodian for set up or clean up. • Direct traffic. • Move tables, chairs or other equipment beyond the contracted terms • Allow use of uncontracted equipment or areas of the facility. 4 Lynwood Senior Center RENTAL CLEAN-UP CHECKLIST It is the responsibility of the renter, or their designated responsible party, to see that the facility is left in the same condition as it was received prior to their event. The following items must be checked off upon completion of a renter's event. The Checklist shall be signed by the renter and/or the responsible party, and the facility monitor on duty. Any areas not cleaned appropriately may result in all or part of the Damage Deposit being withheld. GENERAL CLEANLINESS: Including foyer, bathrooms and grounds ❑ All flowers, decorations, and balloons removed ❑ All equipment, dishes, linens and rental equipment brought in by the renter removed ❑ Hard floors swept and free of spills, carpet vacuumed ❑ All trash containers emptied and relined ❑ Chairs and tables put back in original location KITCHEN ❑ Sink, stoves, ovens, microwaves, stove top cleaned ❑ Counters wiped down �7 Refrigerator emptied of food and beverages, cleaned ❑ All equipment turned off ❑ Floor swept and spills mopped ❑ All items brought in by renter or caterer removed (utensils, bowls, etc.) OTHER ❑ Renter/Designated Person accompanied Facility Monitor during building lock-up. ❑ C� Renter/Responsible Party Comments: Signed: Date: Event Staff Comments: Signed: Date: • Did group check out at the agreed upon time? YES or NO 5