Page 1 of 2 Facility Use Policy Amendment

Agency: City of Belmont

Staff Contact: Carina Cortes, Recreation Coordinator, ccortes@belmont.gov Brigitte Shearer, Parks & Recreation Director, bshearer@belmont.gov

Agenda Title: Facility Use Policy Amendment

Agenda Action: Motion

Recommendation Staff recommends that the Parks & Recreation Commission approve a motion to amend the Facility Use Policy. Background The Facility Use Policy provides guidelines to ensure facilities and picnic areas are utilized to maximum capacity for recreational, social, and community service activities that meet the needs and interests of the community, and to provide customers with necessary information and guidelines regarding City processes and regulations that govern the use of the City rental facilities. The Policy was adopted in February of 1980 by the Belmont City Council. It was last amended by the Parks & Recreation Commission in May of 2013. Analysis The recommended amendments more accurately reflect the current needs of the City facility rental program, based on direction from Risk Management, other cities’ current practices, and City personnel. The amendments are included in the new Policy (Attachment D). Below are the proposed changes to the Facility Use Policy: • Require all events (both picnic and facility rentals) with 100 people or more and/or serving alcohol to provide liability insurance. • Change rental end time from 11 pm to 10 pm, with music off by 9 pm Monday-Thursday and Sunday. Additionally, change Friday and Saturday ending times from 1 am to 12 am, with music off by 11pm. • Change the rental cancellation policy from a 120-day notification before the day of the event to a 90-day notification. • Require any facility rental serving alcohol with 150 guests or more to provide 1-2 security guards. • Prohibit the use of individual beer bottles for facility rentals; only allow kegs or cans. • Prohibit the use of petting zoos and pony rides for picnic reservations.

Meeting Date: November 4, 2020 Agenda Item 6A

STAFF REPORT

Page 2 of 2 Facility Use Policy Amendment

• Update the bounce house rental process by including size dimension requirements for the bounce house and providing customers the option of choosing a vendor with proof of insurance on file. • Require facility rentals with 100 people or more to pay the custodial fee (fees vary for each facility). • Add a policy under the Cleaning Agreement section stating if the renter does not complete the final walk through with staff at the end of their event, they will forfeit the entire security deposit. • Under the General Regulations section, update the smoking policy to state “Smoking is prohibited in City parks and all indoor facilities. Exceptions: Designated patio areas of the Cottage, Lodge, and Twin Pines Senior & Community Center.” Alternatives 1. Take No Action 2. Amend Facility Use Policy Attachments A. Current Master Fee Schedule B. Current Facility Use Information C. Current Picnic Use Information D. Amended Facility Use Policy Fiscal Impact

No Impact/Not Applicable Funding Source Confirmed:

Source: Purpose: Public Outreach:

Council Statutory/Contractual Requirement Posting of Agenda

Staff Council Vision/Priority Other* Citizen Initiated Discretionary Action Other* Plan Implementation*

*

FACILITY RENTAL INFORMATION 1. Reservation Procedures

Reservations will be taken at the Parks & Recreation office, 30 Twin Pines Lane, Monday through Friday 8am-5pm, and Saturdays by appointment only.

Reservations are accepted on a first-come, first-served basis, with a maximum of one year in advance and a minimum of 30 days prior to the event (subject to

approval/availability). Below is a reservation timeline for renter classifications.

Renter Classifications Monday-Thursday Friday-Sunday

Belmont Residents 6 months in advance 12 months in advance

Non-Residents 5 months in advance 10 months in advance

Commercial Business/Professionals

6 months in advance 11 months in advance

Non-Profit Organizations * requires proof of 501 (c)(3)

status

6 months in advance 6 months in advance

Facility reservation permits will be issued only to adults 21 years of age or older. Groups

composed of participants under 21 years of age must be supervised by one (1) adult for every twenty (20) participants at all times while they are using facilities. The permit must

be filed by one of the adults who will be supervising the function. Completing and submitting the facility reservation request to the Parks and Recreation

Office is an application only, NOT a confirmation of facility use. All applications must first be reviewed and approved by the Parks and Recreation Department.

Facility reservation permits cannot be transferred, assigned, or sublet. The Parks and

Recreation Department reserves the right to cancel or change any use of facilities and/or equipment. Where possible, other accommodations will be provided.

The Parks & Recreation Department may refuse facility to anyone who has previously

damaged a facility or left it in poor condition.

2. Payment/Deposits

A refundable rental deposit, plus a $35 processing fee, is due with the reservation

request form to secure the date. The balance is due 30 days prior to the event. There will be a two-week processing time before the facility reservation request has

been approved, and the deposit and/or processing fee has been paid. Once approved, a copy of the reservation form will be emailed, acting as the permit and

binding contract.

After the event, it may take 2-4 weeks for the renter to receive the refundable deposit, assuming their portion of the cleanup was completed and signed off by staff. For faster refunds, paying the deposit with a credit card is strongly encouraged.

3. Insurance

All facility rentals either open to the public, serving or selling alcohol, over 100 guests, or

if it is deemed to be hazardous to life or property are required to provide proof of

liability insurance (Certificates and Endorsements). The City of Belmont is not responsible

for accidents, injury, illness, or loss of group or individual property.

Liquor liability is required if alcohol will be served or sold; host liquor liability is required if

alcohol will only be served.

A minimum of $1,000,000 general liability insurance will be required for claims and

liabilities for personal injury, death, or property damage.

A Certificate of Insurance must be provided to the City by an authorized insurance

agent (with the agent’s name, title, email, and phone number) and contain the

following endorsements:

The City of Belmont, its elected or appointed officials, boards, agencies, officers,

agents, employees, and volunteers are named as additionally insured.

The insurer waives the right of subrogation (the right of recovery against others) against

the City of Belmont, it’s elected or appointed officials, boards, agencies, officers,

agents, employees, and volunteers; and

The coverage must be primary and any other insurance carried by the City shall be

excess over such insurance.

Certificates should be issued to:

City of Belmont

1 Twin Pines Lane

Belmont, CA 94002

Insurance certificates and endorsements are due no later than 30 days prior to the

event.

Insurance is also available for purchase through the City of Belmont.

4. Cancellation/Refunds

The cancellation policy for facility rentals is 120 days prior to the event, for a full deposit refund. Cancellations must be submitted in writing via letter or email. Cancellations made less than the 120-day policy will forfeit their deposit.

Renters have the option of rescheduling an event, at a later date, by paying an extra

“change of date” fee. For facilities the charge is $50. Change of date requests require written notice in person or via email.

Any changes to your reservation (related to time changes or alcohol) must be made no less than 2 weeks prior to your event date.

5. Arrivals/Departures

The arrival and departure times listed on the permit is strictly enforced. When you are filling out your application, consider the time you will need to setup up and clean up

after your event. There will be no entry into the facility before or after the time listed. This includes early entry to caterers, decorators, DJs, equipment rentals, family members, etc.

Also, please make sure to leave by the ending time on the reservation. In the event you

stay past the ending time, you may forfeit your security deposit. Thus, it will be your responsibility to let everyone involved in your event know what the arrival and

departure times are stated in your permit. Rehearsal Time for quince or wedding events is not included with your reservation and

must be booked either separately or added to the contract. All requests must be made at least 2 weeks in advance of your rehearsal date.

6. Set Up & Clean Up

A setup sheet will be provided to the renter-indicating placement of tables and chairs

by Parks & Recreation staff. The setup sheet must be turned in at least 2 weeks before your event. The facilities coordinator will schedule an event meeting with the renter, at

least one month before the event to discuss rental details, setup, and cleaning policies.

Events with 100 guests or more, will be required to pay the custodial fee. We will mop

and sweep the floor, clean the kitchen and appliances, and wipe off tables. The renter is responsible for collecting and throwing away all garbage, disposing or removing all belongings, equipment, and decorations, and cleaning up any outside event trash or

litter.

For events under 100 guests or more, the custodial fee is optional and may be added to

the reservation. If you do not choose to pay the custodial fee, the renter is responsible for mopping and sweeping the floor, cleaning the kitchen and appliances, wiping off

tables, collecting and throwing away all garbage, disposing or removing all belongings, equipment, and decorations, and cleaning up any outside event trash or litter.

Please note dropping off and leaving equipment at any location (indoors or outdoors)

before or after the time listed on your permit is not permitted. The Parks & Recreation

Department is not responsible for any equipment (rental tables, chairs, etc.) left outside

for pickup.

7. Contact Person

The contact person on the permit is the person responsible for the event on “the day of” and should be the first person to arrive at the facility. They are required to check in with Building Attendant staff upon arrival. He/she should also attend any pre-event

meetings with the renter and the facilities coordinator. They should also be informed of all the rental policies and items not allowed for decoration.

8. Loading and Unloading Items

Cottage Lane may be used for deliveries and pickups, but trucks are not permitted to park there, as it is a designated fire lane. As previously stated, any items left outside

before or after the reservation time will not be our responsibility. The Sports Complex Conference Center wheelchair lift is only for people needing assistance up the stairs. It

cannot be used for bringing supplies up and down.

9. Alcohol Use & Security

Alcohol use is permitted for reservations, with an additional fee. It must be indicated on

the facility reservation request. If you are selling alcohol-you must apply for the ABC License. Please check with our office for more information.

For events over 150 people, serving alcohol, the renter must also fill out the Alcohol Use Form. Belmont Police Department will review your application and might require that

you hire security for your event. If security is required, you must provide a copy of the company’s Business License and a copy of your contract at least 2 weeks prior to your

event. 10. Tables & Chairs

All facility rentals include tables and chairs with your reservation. Our Building

Attendants will setup and breakdown the tables and chairs before and after your event. Once you arrive, you may move tables and chairs around as needed. Please make sure you do not drag them, as it may scratch the floor and your deposit may be

affected. However, if you are renting your own tables and/or chairs, staff cannot setup for you. You will have to setup/breakdown that equipment. Again, if any floor is

damage is caused by outside rental furniture, the renter will be held responsible. In addition to our regular tables, we also offer 10 high boy cocktail tables as an option

for indoor or patio use.

11. Catering/DJs/Event Vendors

We do not have a preferred vendor list, however, for any catering requiring cooking on

site or special accommodations, please check with the Facilities Coordinator on what is permitted. Food trucks may only be stationed/parked in the parking lot. BBQ caterers

can only setup outside if cooking on site. Please make sure all event vendors and setup crews are aware of all our decoration rules and policies, a few of which are listed in

section 12.

12. Building Attendant Staff

Building Attendants, which are Parks and Recreation staff, will be on site during your event. They are responsible for setting up and breaking down chairs and tables. They

are stationed in the Senior Community Center in case you need anything. They will check you in at the reservation start time and do a facility walk-through to make sure

there is no damage to the facility. At the end of the event, please check-out with them before you leave. They will do a final walk-through with you and assess your cleanup. If everything looks good, they will let you know or advise you what needs to be done

before you leave. There is a form that must be filled out and signed to indicate if the deposit will be refunded back to you.

13. Items NOT permitted

Please let DJs, event setup crews, bands, and all other vendors know that nails, hooks, and tape (that is not painter’s tape) are NOT allowed on the walls or floor. There are no

exceptions. Any damage caused by a vendor, family or friend is the responsibility of the renter and he/she will be liable for any costs/repairs.

Below is a list of items not permitted for facility rentals. Please review this carefully and

communicate these items with all event vendors, DJs, and setup crews.

Animals (with the exception of service animals)

Beverage coolers on the floor Bird seed

Chalk, spray chalk or any painted ground decoration or signage Candles/open flames (cake candles ok)

Dance Floor Glitter/confetti (Piñatas must not have confetti) Outside grills or cooking equipment inside

Paint Rice

Smoke/fog machines (DJ) Stages

Tape (only painters tape is allowed for decorating) NO push pins, nails, or wall hooks

*PLEASE ASK FOR APPROVAL FOR ANY SPECIAL DECORATION REQUESTS

14. Special Equipment

Special equipment (bounce houses, inflatables, and/or petting zoos) is not permitted

for facility rentals. You can only rent special equipment for picnic areas.

PICNIC RENTAL INFORMATION

1. Reservation Procedures

Reservations will be taken at the Parks & Recreation office, 30 Twin Pines Lane, Monday through

Friday 8am-5pm, and Saturdays by appointment only. Picnic Reservations can be made online!

Reservations are accepted on a first-come-first served basis, a maximum of one year in advance

and a minimum of 30 days prior to the event (subject to approval/availability.) Below is a

reservation timeline for renter classifications.

Renter Classifications Monday-Thursday Friday-Sunday

Belmont Residents 6 months in advance 12 months in advance

Non-Residents 5 months in advance 10 months in advance

Commercial

Business/Professionals

6 months in advance 11 months in advance

Non-Profit Organizations * requires proof of 501 (c)(3)

status

6 months in advance 6 months in advance

Reservation permits will be issued only to adults 21 years of age or older.

Completing and submitting the reservation request to the Parks and Recreation Office is an

application only, NOT a confirmation of facility use. All applications will be reviewed and

approved by the Parks and Recreation Department.

The Parks & Recreation Department may refuse picnic use to anyone who has previously

damaged a picnic area or left it in poor condition.

2. Payment

No deposits are required. All fees are due at the time of the reservation request.

There will be a 2 week processing time before the reservation request has been approved. Once

approved, a copy of the permit will be either emailed/mailed, acting as the binding contract.

3. Cancellation/Refunds

Picnic rentals are non-refundable. In the event of rain, we will either reschedule your picnic or

you can ask for a refund (minus the $35 filing fee.) You must notify us by the Mon. following your event date, to be eligible for either of these options. Renters have the option of rescheduling an

event, at a later date, by paying an extra $25 fee. Change of date requests require written

notice in person or via email.

4. Arrivals/Departures

For picnic reservations, your reservation is scheduled 8am-8pm.

5. Clean Up

Please note dropping off and leaving equipment at any location) is not permitted. The Parks &

Recreation Department is not responsible for any equipment (rental tables, chairs, etc.) left

outside for pickup.

Please make sure you clean up after your event and throw away all garbage and decorations.

Failure to do so, maybe prevent you from future reservations.

6. Alcohol Use

Alcohol use is permitted for reservations, with an additional fee. It must be indicated on the

facility reservation request. If you are selling alcohol-you must apply for the ABC License.

7. Tables & Chairs

Picnic reservations do not include any tables and/or chairs (besides the included picnic tables.) You will have to bring/rent your own.

8. Park Restrooms For picnic reservations, restrooms are located near Buckeye, Redwood, and Alexander Park

picnic area. During the summer, Meadow picnic area also has a portable restroom available.

Indoor facility restrooms are not available.

9. Picnic Rentals-Items NOT permitted:

Dogs off leash Amplified sound

DJs/live bands

Water Inflatables/Dunk tanks Swings or devices hung from trees

Glitter/confetti (piñatas included)

Spray chalk or any painted ground decoration or signage Nails or hooks in trees

*All decorations must be removed after the event.

**For all BBQ vendors, taco carts, and/or food trucks, please contact the facilities coordinator to discuss designated areas for setup.

***There are no power/electrical outlets available for picnic reservations.

PLEASE ASK FOR APPROVAL FOR ANY SPECIAL DECORATION REQUESTS.

10. Special Equipment For bounce houses, inflatables, or petting zoos, a special equipment permit is required. An extra

fee of $100 is added to your reservation, along with a $250 fully refundable deposit. Any

damage caused by the equipment, would be deducted from the deposit. A Certificate of Insurance must be provided to the Parks & Recreation office at least 2 weeks prior to an event.

The certificate must name the City of Belmont as one of the insured parties.