HomeMy WebLinkAboutCC Resolution 11884 (ABCC Use Policies & Procedures)RESOLUTION NO. 11884
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
TO APPROVE PICKLEWEED PARK COMMUNITY CENTER
USE POLICIES AND PROCEDURES
WHEREAS, in 1997, the City Council approved policy changes allowing for increased
community use at the Pickleweed Park Community Center for little or no charge; and
WHEREAS, the results of these changes created a more vital and inclusive community center by
allowing valuable new programs and services to use the space and support needed to best serve
the Canal neighborhood and its residents; and
WHEREAS, in 2005 the Pickleweed Advisory Board reviewed these policies and recommended
revisions to allow for balanced and equitable provision of program space at the newly expanded
community center; and
WHEREAS, in November of 2005 the recommended policy revisions were reviewed and
approved by the Park and Recreation Commission;
NOW THEREFORE BE IT RESOLVED that the San Rafael City Council Authorizes Staff to
implement the revised Pickleweed Park Community Center Use Policies and Procedures.
I, JEANNE M. LEONCM, Clerk of the City of San Rafael, hereby certify that the
foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City held on Monday, the 6th day of February, 2006 by the following vote, to
wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips and Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
A .
JE M. LEONCIlVI, City Clerk
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San i -a f a e I
COMMUNITY SERVICES
Pickleweed Park Community Center & Library
San Rafael Community Services Department
50 Canal Street
San Rafael, CA 94901
(415) 485-3077
Community Use Policies
■ Section 1
Usage Priority
■ Section 2
Programming Guidelines
■ Section 3
Rental Policies & Fees
■ Section 4
Room Descriptions and Use Guidelines
Section 1
Usage Priority
Definitions
City Programs: All programs and activities developed and maintained by San
Rafael Community Services Department staff. Includes programs,
activities and events.
City Co -Sponsored Programs: All programs, activities and/or events provided through a
partnership, collaboration or other agreement with the San Rafael
Community Services. All City Co -Sponsored programs will be
required to complete a Community Use Agreement with San Rafael
Community Services Department.
Facility Rentals: Private party rental usage of community center.
Usage Priority
City Programs
City Programs will have first priority usage of Community Center space. City
programs are scheduled on a three times per year (seasonal) basis. (Fall/Winter,
Spring & Summer)
Previously scheduled activities will not be cancelled or relocated without
permission from the scheduled group except in case of emergencies.
In advance of the current season, established programs will not be bumped for
other types of uses unless alternative times, dates and/or locations are provided.
City Co -Sponsored Programs
■ City co-sponsored programs will have priority usage of Community Center space
behind City programs. City co-sponsored programs are scheduled on a three
times per year (seasonal) basis. (Fall/Winter, Spring & Summer)
■ Previously scheduled activities will not be cancelled or relocated without
permission from the scheduled group except in case of emergencies.
■ Requests for facility use in advance of the current season will be considered and
are subject to staff and advisory board review in order that a balance of
programming be maintained at the Community Center among age groups and
interests.
■ In advance of the current season, established programs will not be cancelled for
other types of uses unless alternative times, dates and/or locations are provided.
■ All City co-sponsored programs must have an approved Community Use
Agreement before any program/activity/event may begin.
■ All City co-sponsored programs will be subject to all rules, regulations and
procedures contained in the Community Use Agreement.
Room Rentals
■ Community Center room rentals have priority behind City -Sponsored and Co -
Sponsored programs to the extent that they do not impact historical levels of
seasonal programming. Rentals may be scheduled up to twelve months in
advance.
Section 2
Programming Guidelines
City Programs
City Programs are coordinated by San Rafael Community Services Department staff.
Programs/activities/events are advertised in the department's seasonal Activity Guide, the biannual
Center newsletter and various press releases.
City Co -Sponsored Program
It is the policy of the Community Services Department to consider co-sponsorship of programs,
activities or events based on the established criteria listed below. A Co-sponsored
program/activity/event may be established between the department and one or more groups or
organizations. Co-sponsored programs/activities/events may receive a waiver of facility use fees of
up to 100%, may be advertised through department marketing materials, and may receive approval
for facility use for up to 12 months.
Applications will be considered prior to each program season, and all applications must be reviewed
by the Pickleweed Park Advisory Board. Community Center programming is scheduled on a three
times per year (seasonal) basis. (Spring, Summer & Fall/Winter). City Co -Sponsored Programs are
further defined as follows:
■ The program/activity/event must be open to all residents of San Rafael.
■ The program/activity/event is of direct benefit to residents of San Rafael.
■ The program/activity/event is low or no fee to participants.
Co-sponsored programs/activities/events are cooperatively arranged by the department and
community groups and organizations. Co -Sponsored programs/activities/events may be advertised in
the department's seasonal brochure, and/or biannual Center newsletter as space allows. A completed
Community Outreach Plan must be submitted as part of the application process.
Application Process: Submission of a completed Co -Sponsored Use Agreement application must
be received no later than 45 days prior to the start date of the proposed program/activity/event. To be
considered for inclusion in department marketing materials, applications must be received no later
than 90 days prior to the start of the upcoming season. All submissions will be reviewed by
department staff. The following criteria will be considered:
1. The program/activity/event is within the scope of department's mission.
2. Availability of requested facility date/time.
3. The proposed programs/activities/event is available to all residents of San Rafael (special
requirements may apply; minimum age, skill level, etc.).
4. The City will maintain a balance of programming to serve all age groups.
5. There shall be a current community interest in the proposed plugrams/activities/event.
6. Programs/activities/events that duplicate established offerings may be limited in number to
reflect community need.
7. The number of community members likely to participate in proposed program/activity/event.
8. Impact of proposed program/activity/event on facilities and/or community.
9. If fees are charged for program/activity/event, on a separate sheet, please outline the
following: Amount charged, type of charge (material fee, etc.) total program budget,
scholarship policy.
10. The proposed program/activity/event will not be part of any private commercial enterprise of
promotion thereof.
SECTION 3
RENTAL POLICIES AND FEES
Reservations will be accepted on a first come first served basis. To secure a date the following are
required:
■ A completed Rental Contract Application must be submitted, accompanied by the appropriate
cleaning/damage deposit.
■ The facility booking is confirmed only after Community Services Department approval. Upon
approval you will receive a contract signed by a Department representative.
APPLICATION PROCESS FOR RENTAL
1. Applications for facility use must be made in writing on forms provided by the Department.
2. As you plan for your event, be sure to consider the amount of time needed for the following:
a. Set-up and Decorations.
b. Deliveries *.
c. Program.
d. Clean-up.
e. Plan to be present for deliveries. Deliveries and pick-up can only be made during the time
for which your facility/room use is approved. The City cannot accommodate overnight storage
of equipment and supplies.
f. Events must conclude no later than 10:00pm, Sun.—Thurs., and by 11:00pm Fri. & Sat.
3. A cleaning/damage deposit is due at time the initial reservation is made. The cleaning/damage
deposit is separate from rental fees and is not be applied toward rental balance.
The cleaning/damage deposit is fully refundable except if the applicant cancels contract at any time.
The reservation deposit shall be refunded, less 25%, if Community Services Department is able to
rebook the date.
The cleaning/damage deposit refund will be reduced to cover any extra costs due to cleaning,
damage to facility or grounds, overtime hours and additional equipment used during event. Additional
charges may be required if damage exceeds security deposit amount.
Failure to pay rental fee balance forty-five (45) days prior to reservallun date may result in
cancellation of your event without refund.
4. Any applicable permits (Alcohol Sales Permit, etc.) are due to the Pickleweed office thirty-five (35)
days prior to the event. Reservations that do not comply with these deadlines are subject to
cancellation.
5. Applications will be confirmed and final when signed by authorized City staff, required fees are
paid, and appropriate permits (if any) have been obtained.
6. All rentals are subject to staff approval. Approved reservations cannot be transferred, assigned or
sublet. City reserves the right to deny any facility use request at the City's discretion.
7. The Center may have simultaneous rentals at any given time.
8. The person signing the application for private use or as an authorized representative of the
sponsoring organization is responsible for assuring compliance with all City policies and payment of
fees, charges, and deposits concerning the rental, and any permits needed. The person who signs
the application must be the in attendance at the rental event, and will be considered the Person -in -
Charge of the event. All deposit refunds will be made to the Person -in -Charge. Deposit refunds can
be made to the organization at the request of the applicant. To reduce the possibility of confusion,
correspondence will be sent to the address listed on the application and all communication between
the City and the applicant will be through the Person -in -Charge on the application.
REFUNDS AND CANCELLATIONS
1. If notice of cancellation is given less than ten (10) working days before the scheduled event, the
rental fee is forfeited. If cancellation occurs fourteen (45) or less days in advance of the event, 50
percent of rental fee is forfeited. If cancellation occurs forty-five (45) days or more in advance of the
event, the 25% payment will be forfeited. In the event of cancellation by the City, all applicable
deposit and rental fees will be refunded.
2. Inclement weather or emergency circumstances may cause late opening, early closure, and/or
cancellation of classes, activities, and rentals. If the facility is closed due to hazardous conditions,
rentals will be cancelled and all fees refunded or the event rescheduled at the next available date.
3. Rentals canceled due to violations of City policies forfeit all rental fees.
CONDITIONS OF RENTAL USE
1. Rentals that extend beyond established rental hours of the facility incur an additional cost for hourly
rental rates and staffing.
2. The Person -in -Charge must be present at all times during the rental, including set-up and clean-up.
3. A chaperone is required for every 15 youths under age 18 at a dance or social function.
Chaperones must be at least 21 years of age. A list of chaperones may be requested before the
event.
4. Children must be supervised at all times during your event. If behavioral problems arise, children
and the adults responsible for their care may be asked to leave the facility.
5. Renter must be as accurate as possible when estimating attendance for the event. The number of
people allowed into the facility/room is limited to the capacity assigned to the space rented as
specified by Fire Code. Authorized City personnel may deny or close event if the number of people
exceeds the original estimate. The City reserves the right to terminate any rental to protect public
safety and/or City property. Refunds will not be made in this instance.
6. The use of tobacco and tobacco related products is prohibited within 50 feet of the Community
Center. Violations may result in suspension from future use and/or forfeiture of cleaning deposit.
7. Be courteous and aware of sound impacts to other building users. Amplified live music or pre-
recorded dance music may necessitate an exclusive building rental.
8. Applicants must comply with all the rules and regulations of the State Department of Alcoholic
Beverage Control. Upon request, the Community Services Department will provide a letter to
Alcoholic Beverage Control confirming facility use authorized by the City of San Rafael. If alcohol will
be sold at the event, applicant must provide to the City a copy of the Alcoholic Beverage Control
license 35 days prior to the event. Also, the City of San Rafael Alcohol Management Policy must be
read, signed and adhered to by applicant. Alcohol must stay within the rented room only, and is not
allowed in hallways, restrooms, lobby, lounge, or outside the building. The City reserves the right to
terminate any rental if alcohol is not kept within designated area. Refunds will not be made in this
instance.
INSURANCE
1. All rentals are required to provide a Certificate of Insurance for liability for a minimum of
$1,000,000.
2. Certificate must include endorsements naming "City of San Rafael" as additional insured, and state
that insurance will not be canceled without 30 days advance written notice to City.
3. Rental insurance certificates must be received by the Community Services Department 45 days
prior to the event
4. Organizations/Individuals that have insurance through a parent organization may issue one proof
of insurance which names "City of San Rafael" as an additional insured for a full year for all the
organization's uses.
5. Insurance is available for purchase through Diversified Risk Insurance. Contact the Community
Services Department office for procedure and rates.
SECURITY
All major events will have application forwarded to San Rafael Police Department. Police Department
will determine if security will be required for the event. Should security be required San Rafael Police
officers and/or authorized security service must be retained at a cost to the applicant. Please contact
Community Services Department for rates.
1. If an event involves alcohol, professional security may be required. Determination will be made by
the building supervisor.
2. All arrangements and expenses for security will be borne by the reg iter.
3. Security shall be scheduled to arrive at the Pickleweed Park Community Center rental one-half
hour before event starting time, and will leave one-half hour after event is concluded.
CHECK-IN / CHECK-OUT
1. The renting party may occupy the facility only during the times listed on the rental agreement. If
the facility is locked at the time your event is scheduled to begin, renter may call the Police non-
emergency at 485-3000 for assistance.
2. Upon arrival on the day of the event, the Person -in -Charge should check in with the Facility
Attendant and/or Front Desk.
3. Facility users are asked to return all areas used, inside and outside, to the condition in which they
were found. Any staff costs involved in extra clean-up will be deducted from the cleaning/damage
deposit. Responsibilities of the Person -In -Charge are:
a. Deposit all bottles, cans, cups, paper products, and other refuse in proper receptacles.
b. Wipe off sinks and table tops.
c. (If applicable) Clean kitchen; e.g., wipe up spills, clean range tops, remove food from
storage, refrigerator, etc.
d. Sweep and mop floors, as necessary.
e. Clean restrooms(?)
f. Remove and dispose of any decorations brought into the facility/room as part of the rental.
e..Check that all windows and doors are firmly secured. Doors should be physically closed
shut to make sure that they have latched.
f. Clean and return tables and chairs to their proper storage.
g. Check that the facility/room is left in the condition found upon your arrival.
h. Sign Check -Out Form with Facility Attendant.
e. All event guests have safely exited the building.
EVENT SET-UP
1. City -owned equipment and furniture may not be removed from the Community Center. Any non -
City equipment to be brought in (wedding arches, decorative lamp posts, cocktail tables, etc.) must be
approved by authorized Community Center staff. All non -City equipment is the applicant's
responsibility and expense.
2. Please do not drag tables, chairs, or other objects across floors as damage could occur.
3. Due to limited space, storage will not be provided for Community Center rentals. All equipment,
supplies, food stuffs, and decorations brought in by rentals must be removed by the renter by the end
of the rental time.
4. To provide a safe, attractive building, the following regulations are necessary:
a. All decorations must comply with the City's fire regulations. Any open flame (such as
candles) is not allowed.
b. Mounting putty is the only approved method to affix decorations. Tacks, nails, staples,
cellophane tape, duct tape, or other fastening methods are not permitted.
c. Do not throw confetti, birdseed, popcorn, glitter, silly string, rose petals, rice, or other
material inside or outside the Community Center. Such materials are very difficult to clean up
and create unsafe conditions. Bubbles may be used outside the building.
d. At no time shall exits be covered or obstructed.
DAMAGES
1. Any group, individual, or organization using the facility/room is responsible for
damages incurred during use. If damage occurs, the Person -in -Charge and/or
the organization represented will be responsible for any costs incurred to repair
the damage or for excessive cleanup.
2. The City will retain all or a portion of the damage/cleaning deposit to cover:
a. Cost of repairing the facility/room damaged during the rental period.
b. Costs for staff involved in clean-up for which the renter is responsible.
c. Costs for staff should rental event exceed the ending time indicated on the
application.
d. Replacement of stolen or missing items from the premises while under the
responsibility of the renter.
3. For damage/cleaning deposit and fee amounts, refer to the current fee schedule.
Deposits will be processed after completion of rental following City Finance
procedure guidelines.
STORAGE
1. Storage is not provided for Community Center rentals.
2. There will be limited storage for only the essential items needed to operate ongoing
programs (e.g., bridge cards, computer, board games.)
3. Large -item storage may be approved by staff based on the program and on
available storage space within the building. Staff reserves the right to terminate
storage availability.
SUSPENSION FROM FUTURE USE
Individuals or groups found in violation of established rules and regulations pertaining to
rentals may be suspended from use of the facility and/or participation in future programs
by authorized City personnel. This shall include overcrowding of the maximum capacity
for the room used. Refunds will not be granted when events are interrupted by policy
violations.
Additional Information:
1. Weekend rentals, including weekday rentals after 5:OOPM and holidays, require an additional staff
attendant charge.
2. Reservations will be accepted 1 year in advance to date of event or less. All fees, insurance
forms and confirmed hours of rental must be submitted no later than 45 days prior to the event.
3. Application permits are non -transferable.
4. Applicant must be 21 years of age. An adult sponsor must complete reservations for use of
Centers by youth groups.
5. At the discretion of the Senior Community Services Supervisor and/or Director, additional security
police officers, staff attendants, bonds or insurance may be required at the applicant's expense.
6. The applicant whose signature appears on the rental contract should be present for the full length
of the event. If the applicant cannot be present, he should designate an individual and write that
name on the contract.
7. All facilities must be returned to the condition previous to the event. A clean-up checklist will be
provided.
8. Applicant is responsible for adhering to and enforcing the non-smoking ordinance.
9. Reservations may be revoked at any time whenever the use of buildings or facilities may interfere
with Department program activities or where there has been a violation of approved regulations.
10. The City reserves the right to make any physical or furniture changes to the building.
RENTAL FEE SCHEDULES
The San Rafael Community Services Department publishes a Fee Schedule annually. All room rental
rates for the Pickleweed Park Community Center shall be exactly 50% of the department's rates for
similar facilities at the San Rafael and Terra Linda Community Centers.
A three-tier rate structure applies to all rental contracts:
1. Non -Profit Organizations- Proof of non-profit/tax exempt status is required to qualify for these
rates.
2. Private/Non-Profit Fundraising — Private rental or Non -Profit Fundraising rental.
3. Commercial — All events for business or commercial use, for profit or gain, qualify for the
Commercial rate.
Fee structure relates to one-time rentals (i.e., weddings, anniversaries, reunions, corporate
meetings, fundraisers, art shows) and Recurring Resident rentals. Fees are hourly.
Rental Fee Waiver: As per city Council Policy, rental fees may be waived if the applicant meets the
criteria listed below:
Rental Fee Waiver Criteria:
1. The date requested is within 30 calendar days of activity.
2. The proposed activity is open to the public.
3. The proposed activity is of direct benefit to the community.
4. The proposed activity is free of charge to the participants.
5. The proposed activity is within regular facility operating hours.
6. Availability of space and compatibility of other programs operating at the time of request will be
considered.
7. There exists a demonstrated community interest in the proposed activity.
8. The number of community members likely to participate in proposed activity shall be considered.
9. Impact of proposed event/activity/program on facilities and/or community shall be considered.
10. The proposed event/activity/program will not be part of any private commercial enterprise of
promotion thereof.
SECTION 4 ROOM DESCRIPTIONS AND USE
GUIDELINES
MULI-PURPOSE ROOM
The Multi -Purpose Room is 3,300 square feet in size and has the capacity to hold 196 people
seated, 400 standing. The room may be rented for non-profit, private/non-profit fundraising or commercial
events. The room(s) may be rented for use during times when programs and or activities are not scheduled.
• Room Guidelines
■ Food and drink are allowed in this room.
■ Dance wax may not be used.
■ Only free-standing decorations are permitted. Do not affix any items to the windows.
■ Mounting putty is the only approved method for affixing items to the walls and ceilings.
■ Tacks, nails, staples, cellophane tape, duct tape, or other fastening method is not
■ permitted.
GYMNASIUM
The Gymnasium facility is primarily used for sports and fitness related activities. It has a "sports floor", sound
and scoreboard systems, basketball backboard/hoops, and is equipped to accept volleyball standards (2
sets). It may be rented for use during times when classes and activities are not scheduled.
• Room Guidelines
■ Food is not allowed in this room.
■ Sport drinks or water are the only beverages allowed in this room.
■ Use of sound and/or scoreboard systems by approval only.
CLASSROOMS (1, 2 & 3)
The Classrooms have the capacity to hold 30 (?) people. They are multi-purpose rooms that can be used for
meetings, lectures, and small group recreational activities. The classrooms may be rented for use during times
when programs or other activities are not scheduled.
• Room Guidelines
■ Food and drinks are allowed in this room.
■ Mounting putty is the only approved method for affixing items to the walls and
ceilings. Tacks, nails, staples, cellophane tape, duct tape, or any other fastening
method is not permitted
11
ART ROOM
The Art Room has the capacity to hold 40 people seated, 48 standing. It has a concrete floor. This room is
used for arts and crafts activities and educational classes that are scheduled by the San Rafael Community
Services Department. It may be rented for use during times when classes and activities are not scheduled.
• Room Guidelines
■ Food and drink are allowed in this room.
■ Storage space is limited. Do not leave arts and crafts supplies in the room unless you have made
arrangements with the Community Services Department to do so.
■ All spills must be cleaned up immediately.
■ After using the room, please make sure all sinks, tables, chairs and floor areas are clean.
■ Mounting putty is the only approved method for affixing items to the walls and ceilings.
■ Tacks, nails, staples, cellophane tape, duct tape, or other fastening methods are not
■ permitted.
TEEN ACTIVITY ROOM
The Teen Activity Room has the capacity to hold 30 people. This room is primarily used for teen recreational
and educational programs, as well as to provide meeting space for various groups. It has a sink and a counter
area. The room may be rented for use during times when no classes or other activities are scheduled.
• Room Guidelines
■ Food and drink are allowed in this room.
■ Storage space is limited. Do not leave supplies in the room unless you have made
arrangements with the Community Services Department to do so.
■ All spills must be cleaned up immediately.
■ Sink and/or counter area, must be cleaned.
■ Mounting putty is the only approved method for affixing items to the walls and ceilings.
■ Tacks, nails, staples, cellophane tape, duct tape, or any other fastening method is not
permitted.
COMPUTER LAB
The Computer Lab has 16 computer workstations. It is available to the public for classes and open lab.
Schedules will be available in the Community Services Activity Guide, or in the Pickleweed Park Community
Center's Biannual Newsletter. San Rafael Public Library Staff will be present during open lab time (30
hours/week).
*Each prospective user must attend an orientation session before being granted endorsement to
access the internet. The orientation will include training in the use of computer hardware and software,
and will provide guidelines for responsible use of the internee After attending the orientation session,
each person must sign an Internet Users Agreement stating that he or she will follow the Community
Center's guidelines for internet use. Dependent children under the age of 18 must attend the
12
orientation with a parent or gua, dian, who will then sign an Internet Users Agreement granting internet
access to the child.
• Room Guidelines
■ Food and drinks are not allowed in this room.
■ Computer stations are available on a first-come, first-served basis.
■ There is no monitoring or control of the material that may be accessed through the internet. It is the
responsibility of individual users (for minors, their parents/guardians) to restrict access to
inappropriate web sites and to determine the suitability of information received on-line.
■ Responsibility for internet use by children rests with parents or legal guardians. The City will not limit
access to the internet based on the age of the user. Parents are encouraged to work closely with their
children to select material that is consistent with personal and family values.
■ Each prospective user (or, if a dependent minor, his/her parent or guardian) must sign an Internet
Use Agreement.
■ Failure to responsibly use the internet as defined in training and in the Internet User Agreement may
result in revocation of internet use privileges.
■ Loading personal software on Computer Lab equipment is not allowed. Only software provided by the
Computer Lab is allowed on the computers.
■ Mounting putty is the only approved method for affixing items to the walls and ceilings.
■ Tacks, nail, staples, cellophane tape, duct tape, or other fastening method is not
permitted.
KITCHEN
The kitchen facility is open seven days a week during the Center's normal operational hours.
Kitchen may be rented only in conjunction with rental of the Community Hall.
The Lobby is 1,700 square feet in size. The Reception Desk, which serves as the hub of the
Community Center, is located in the Lobby and provides information and/or registration for
Community Services Department programs and activities.
The Lobby has a large sitting area that is for general leisure use by the public. It may be used as a
conversation area, a reading area, or just a place to relax and enjoy the lovely view. No activities or programs
are scheduled in the Lobby, with the exception of special occasions, when authorized by the Community
Services Department.
• Room Guidelines
■ Food and drink are allowed in this area.
■ Mounting putty is the only approved method for affixing items to the walls and ceilings.
■ Tacks, nails, staples, cellophane tape, duct tape, or any other fastening method is not
permitted.
13
I, )"k,1 �► Ii U5 1i
San Rafael Community Services Department s a n r a f a e l
Pickleweed Park Community Center COMMUNITY SERVICES
00U
RENTAL FEE WAIVER APPLICATION
As per San Rafael City Council Policy, rental fees may be waived if the applicant meets the criteria listed below:
1. The date requested is within 30 calendar days of activity.
2. The proposed activity is open to the public.
3. The proposed activity is of direct benefit to the community.
4. The proposed activity is free of charge to the participants.
5. The proposed activity is within regular facility operating hours.
6. Availability of space and compatibility of other programs operating at the time of request will be considered.
7. There exists a demonstrated community interest in the proposed activity.
8. The number of community members likely to participate in proposed activity shall be considered.
9. Impact of proposed event/activity/program on facilities and/or community shall be considered.
10. The proposed event/activity/program will not be part of any private commercial enterprise of promotion thereof
Facilitv Usage Requirements:
b
1. Upon arrival on the day of the event, the Person -In -Charge listed on the application must check in with the Facility
Attendant and/or Front Desk.
2. Rentals that extend beyond stated hours of facility operations will be assessed the cost for hourly rental rates and
staffing.
3. The Person -In -Charge must be present at all times during the specified rental hours, including set-up and clean-
up
4. Attendance at an event is limited to the capacity assigned to the space as specified by Fire Cod. Authorized City
personnel may deny or close an event if the attendance exceeds the Fire code. The City reserves the right to
terminate any event to protect public safety and/or City property. Refunds will not be made in this case.
5. Facility renters must return all areas utilized inside and outside the facility, to the condition in which they were
found. Staff costs involved in additional clean-up will be deducted from the cleaning/damage deposit.
Please complete the attached application and sign below. Department staff will contact you within two working days
regarding your request.
I have read and understand the above information:
Name
Signature
RENTAL FEE WAIVER APPLICATION
Sponsoring Agency/Group:
Address:
Contact Person: Title:
Program/Activity/EventTitle:
Date
Received by
Date Submitted:
Phone: Email:
Category: ,i Educational ❑ Vocational [,,Recreational ,Cultural �' Social [,Other:
Description of Program/Activity/Event:
Name(s), Title(s) and contact information of on-site staff (Person in Charge):
Room(s) Reauested:
❑ Classroom(s) (#:_) ❑ Community Room
❑ Teen Activity Room ❑ Computer Lab
❑ Gymnasium ❑ Playing Field:
Target Age Group: Expected Attendance:
Day(s) Requested: I Monday Tuesday F] Wednesday
Times: Start: a.m./p.m. End:
Start Date: End Date:
How does this activity benefit the community:
Describe your community outreach strategy:
❑ Art Room
❑ Kitchen
❑ Picnic Area
Max. # Of Participants:
Thursday [ 1 Friday [. Saturday
a.m./p.m.
Total # of Uses:
What outcomes do you expect for the participants and how do you plan on measuring it?
OFFICE USE ONLY: Value of Request: $
tiara r f'aeI
COMMUNITY SERVICE
0
E H � B � T � :r
Pickleweed Park Community Center & Library
San Rafael Community Services Department
50 Canal Street
San Rafael, CA 94901
(415) 485-3077
USE AGREEMENT APPLICATION FOR
CO-SPONSORED PROGRAMS
■ Guidelines for Eligibility
■ Application Form
■ Outcome Statement Form
■ Community Outreach Plan & Attendance Reporting Requirements
■ Program Evaluation Form
I
Pickleweed Park Community Center
Use Agreement Application for Co -Sponsored Program
Guidelines for Eligibility
City Co -Sponsored Programs
It is the policy of the Community Services Department to co-sponsor programs, activities or events
with community organizations based on the established criteria listed below. Co-sponsored
programs/activities/events may receive a waiver of facility use fees of up to 100%, may be advertised
through department marketing materials, and may receive approval for facility use for up to 12
months.
Applications will be considered prior to each program season, and all applications must be reviewed
by the Pickleweed Park Advisory Board. Community Center programming is scheduled on a three
times per year (seasonal) basis. (Spring, Summer & FaIlMinter).
Co -Sponsored programs/activities/events may be advertised in the Department's seasonal brochure,
and/or biannual Center newsletter as space allows.
A completed Community Outreach Plan must be submitted as part of the application process.
Co -Sponsored programs/activities/events are further defined below:
■ The program/activity/event must be open to all residents of San Rafael.
■ The program/activity/event is of direct benefit to residents of San Rafael.
■ The program/activity/event is low or no fee to participants.
Application Process
Submission of a completed Co -Sponsored Use Agreement application must be received no later than
45 days prior to the start date of the proposed program/activity/event. To be considered for inclusion
in department marketing materials, applications must be received no later than 90 days prior to the
start of the upcoming season. All submissions must adhere to the following criteria to be considered:
■ The program/activity/event is within the scope of department's mission.
■ Availability of requested facility date/time.
■ The proposed programs/activities/event is available to all residents of San Rafael (special
requirements may apply; minimum age, skill level, etc.).
■ The City will maintain a balance of programming to serve all age groups.
■ There shall be a current community interest in the proposed programs/activities/event.
■ Programs/activities/events that duplicate established offerings may be limited in number to
reflect community need.
■ The number of community members likely to participate in proposed program/activity/event.
■ Impact of proposed program/activity/event on facilities and/or community.
■ If fees are charged for program/activity/event, on a separate sheet, please outline the
following: Amount charged, type of charge (material fee, etc.) total program budget,
scholarship policy.
■ The proposed program/activity/event will not be part of any private commercial enterprise of
promotion thereof.
Co-sponsorship Use Agreement applications include:
1. Program Proposal Form.
2. Program Outcome Statement
3. Community Outreach Plan Form
4. Attendance Reporting Requirements
5. Program Evaluation Form
All applications must be reviewed by the Pickleweed Park Advisory Board (PWAB). The PWAB meets
on the first Wednesday of each month. Program representatives are encouraged to attend their
review by the board.
Please submit completed application to:
Pickleweed Park Community Center & Library
ATTN: Supervisor
50 Canal Street
San Rafael, CA 94901
For more information, call (415) 485-3077
City of aan Rafael — Community Services Department
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COMMUNITY SERVICES CO-SPONSORED USE AGREEMENT APPLICATION
Date Submitted:
Co -Sponsoring
Agency/Group:
Address:
Contact Person: Phone: Email:
Program/Activity/Event Title:
Category: ❑ Educational ❑ Vocational ❑ Recreational ❑ Cultural 'L] Social ❑Other:
Description of Program/Activity/Event:
Name(s), Title(s) and contact information of on-site staff:
Requested Room:
❑ Classroom (#: )
❑ Teen Activity Room
❑ Gymnasium
Target Age Group:
❑ Community Room
❑ Computer Lab
❑ Playing Field: (#L_)
Expected Attendance:
❑ Art Room
❑ Kitchen
❑ Picnic Area
Max. # Of Participants:
Day(s) Requested: [ Monday r: Tuesday : ; Wednesday [ . Thursday Friday [� Saturday
Times: Start: End:
Start Date: End Date: Total # of Weeks:
How does this activity benefit the community:
Request for Fee Waiver of: L'25% r] 50% 75% � 100%
OFFICE USE ONLY: Value of Request: $
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City of San Rafael — Community Services Department
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MUNITY SERVICES
Pickleweed Park Community Center
CO-SPONSORED USE AGREEMENT
PROGRAM OUTCOME STATEMENT
Program/Activity/Event
Please use this form to outline the expected outcomes for
participants involved in this project and how the outcomes will be measured.
Outcome Statement #1
Measurement tools to be used for Outcome #1
Outcome Statement #2
Measurement tools to be used for Outcome #2
Outcome Statement #3
Measurement tools to be used for Outcome #3
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City of San Rafael — Community Services Department
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COMMUNITY SERVICES
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Program/Activity/Event:
Pickleweed Park Community Center
CO-SPONSORED PROGRAM USE AGREEMENT
COMMUNITY OUTREACH PLAN
Please detail your community outreach plan to advertise your program/activity/event:
Which language(s) will your marketing materials be distributed in?
If no, please tell us why:
ATTENDANCE REPORTING REQUIREMENTS (to be submitted within two weeks of end of use)
Program/Activity/Event Title:
Please check which the aDDrooriate cateoory for vour reouest:
One Time Use (one day program/activity/event) ❑ Ongoing Use (multiple dates) : .
For both types of user categories, how many people do you expect to attend your activity:?
One Time Uses:
If you are having participants sign -in or pre -register for your activity, please submit your attendance totals with
your required follow-up paperwork. If you are not tracking your visitors, please submit attendance estimates. In
addition, our facility staff will submit attendance estimates as a part of their daily reporting requirements.
Ongoing Uses:
Please submit the following attendance reports:
1. Total number of people registered at start of activity.
2. Average attendance per class.
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City of San Rafael — Community Services Department
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COMMUNITY SERVICES
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Name:
Instructor(s) Name(s):
How did you learn about this program?
Pickleweed Park Community Center
PROGRAM EVALUATION FORM
Program
What factors made you decide to participate?
Did this program meet your expectations?
If no, please tell us why:
Did the instructor meet your expectations?
If no, please tell us why:
What did you like most about this program?
How do you feel this program could be improved?
L Yes P No :! Somewhat
Yes No Somewhat
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