B-13
1 PUBLIC USE OF CITY FACILITIES
Purpose
City of Newport Beach (City) facilities, which include parks, playing fields, gymnasiums, community roomsand swimming pools, are availableto the public for civic, social, educational, athletic, cultural activitiesandlimited commercialuse. It istheintentof thisPolicyto provideuseregulationsandapplication andschedulingproceduresto accommodategroupsthatwish to useCity facilities.
Procedure
A. Applicationsto useCity facilities mustbe madeon forms providedby the RecreationandSenior ServicesDepartment ( Department). Applicantsmustprovideall informationasmayberequiredby theDepartmentto assurecompliancewith therequirementsandregulationsof this Policy.
B. Applicantswill berequiredto providea securitydepositin anamountthatwill promoteuseof the Recreationand SeniorServicesfacilities in an orderly mannerwithout damageto the facilities.
Securitydepositswill be refundeduponinspectionof facilities andconfirmationthat no property damagehasoccurredor additionalcleanupis required.
C. Applicantswill berequiredto acknowledgethatneithertheCity nor theDepartmentassumesany liability for injury or lossof personalproperty. Prior to theuseof thefacility, theapplicationmust haveapprovalof theRecreationandSeniorServicesDirectoror designatedrepresentative.
D. Approvalor denialof a reservationrequestwill beprovidedwithin five working daysof receiptof acompletedapplication.
E. Reservationsfor useof Departmentfacilitiesmaybemadeupto six monthsin advance, butnolater thantenworkingdaysbeforetheeventwith theexceptionof parkreservationswhichmaybemade nolaterthanfive working daysbeforetheevent.
F. TheCity is not liable for anyandall accidentalinjury to anyandall personsor lossor damageto groupor individual property. Whenit is deemedto bein thebestinterestof thegeneralpublic, the City will requirethe permitteeto furnish a Certificateof Insurancenamingthe City of Newport Beachasanadditionalinsured. Theamountof theinsuranceshallnot belessthan $1,000,000per occurrenceof commercialgeneralliability insurance.
G. A Facility UsePermitshallnot betransferred, assignedor sublet. All Facility UsePermitswill be issuedfor specificfacilities andfor specifichours, andthepremisesmustbevacatedasscheduled.
H. Thereservationrequestandrentalagreementmustbecompletedandsignedby anadultage21 and over who will attend, superviseand be responsiblefor the entire event or activities. Proof of residencyis requiredat thetime of applicationin orderto receivethe residentrate. Proof of non- profit statusis requiredat thetime of applicationin orderto receivethenon-profit rate.
ATTACHMENT C
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2 I. A Facility UsePermitwhich authorizestherentalof facilities mayberevokedfor violation of any rentalpolicies.
RegulationsandRestrictions
All usesof Departmentfacilities will besubjectto thefollowing regulationsandrestrictions:
A. Useof Alcohol.
1. Alcoholic beveragesare prohibited and shall not be permittedin or on any municipal facilities operatedby the Department, exceptbeer and wine may be servedfor special occasionsat the OASIS SeniorCenter, Newport TheatreArts Center (NTAC), Newport CoastCommunity Center (NCCC), Civic CenterCommunity Room (CCCR), Newport BeachJunior Guard Center, and Marina Park when done in compliancewith Stateof CaliforniaDepartmentof Alcoholic BeverageControl (ABC) regulationsandapprovedin writing by the RecreationandSeniorServicesDirector. Approval to servebeerandwine shall not be deemedto approveserviceof alcohol in violation of Section25604of the BusinessandProfessionsCode. The RecreationandSeniorServicesDirector will require thepermitteeto payCity coststo provideadditionalsecuritywhenalcoholis served.
2. Theuseof alcoholicbeveragesis by written permissiononly andmustberequestedat the time the facility use requestis submitted. The Departmentreservesthe right to place restrictionson the use of alcoholic beveragesin accordancewith StateLaw and these guidelines. “Alcohol use” meansthepresenceof anybeveragethatcontainsanyamountof alcohol.
3. Alcohol is not allowedwhenan eventis designatedfor minorssuchasschoolageaward programs, birthdaypartiesand/or receptions.
4. When alcohol is served, thereshall be a minimum of two securityguardspresentat the facility at all times. Theguardsmustarrive30 minutesbeforeguestarrivaltime andremain until thecontractendtime. Oneguardmustbe positionedat the entranceof the eventand oneguardpositionedin theeventarea. Theparkinglot mustbemonitoredevery30minutes.
Thesecurityguardsshall havetheauthorityto enforceall rulesandregulationsgoverning facility rentals. In the eventthat the Police are called, the cost of their servicesshall be deductedfrom the applicant’s securitydeposit. The applicantwill be billed for any costs exceedingthesecuritydeposit.
5. No alcoholicbeverageshallbeservedto anypersonlessthan21yearsof age. Injuriescaused to anypersonasa resultof alcoholicbeveragesbeingservedto or consumedby someone underthe ageof 21 while on the City’s premises, shall be the sole responsibilityof the organizationor individual rentingthefacility.
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3 6. The distribution or consumptionof alcoholic beveragesshall be in compliancewith all applicablelaws, including regulationsof the ABC. Any organizationusingCity facilities shall be solely responsiblefor obtainingall permitsor licensesrelatingto the distribution andconsumptionof alcoholicbeveragesonthepremises.
7. Alcohol mayonly beservedby anadult21 yearsof ageor older. If evidenceis foundthat alcoholis beingservedthatwasnot authorizedby theDepartmentor to a minor thePolice will benotifiedandtheeventwill beterminatedandall feesanddepositswill beforfeited.
8. The City shall requirethe applicantto carry generalliability insurancewhen alcohol is available, but not sold. TheCity shallrequirea full liquor liability premiumin additionto generalliability insurancewhen alcohol is sold in exchangefor money. The cost of the requiredliability insuranceshallbeborneby theapplicant.
B. Smokingis prohibitedin andonall City propertyincludingrestroomsandwithin 100 feetof apark, parkfacility or beach.
C. For all indoorfacility rentalsinvolving youth, 17 yearsandunder, thereshallbeat leastoneadult for every20 minors, or incrementsthereof, in attendance, who shall remainin thefacility for the durationof theactivity.
D. No group’s activitiesshallinterferewith theadministrationof theDepartment.
E. Non-profit 501 (c) (3) groupsmayusethefacility for fundraisingactivitiesandchargeentrancefees andcollectdonationsprovidedthata detailedplanof theevent, includingtheexpenses, marketing planandprocedurefor collectingfees, is submittedwith therentalapplication.
F. Facilitiesandequipmentareto be left in the sameconditionasthey wereprior to the rental. The permitteeis responsibleto payfor anydamageto propertyor lossof property. A feeequalto total replacementcost will be charged. It shall be the responsibility of the permitteeto see that unauthorizedportionsof thefacility arenot used. Continuedor repeateduseof City facilities will be contingentuponcareof the facility, propertyandequipment, andobservanceof all approved rulesandregulations.
G. No gamblingof anykind shallbeconductedon, or in, City facilities, andthepermitteeshallinsure thatnodisorderlyor illegal conductshallbeallowedin anyfacility.
H. Theuseof public addressequipmentwill belimited to thatprovidedby thefacility, unlesswritten approvalhasbeensecuredby theDepartmentthrougha SpecialEventPermit.
I. Privategroupswishingto collectfees, donationsor admissioncharges, or thoseusingthefacility to marketa product, give a presentation, or advertisetheir business, will be consideredcommercial users.
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4 J. Thepostedoccupancyof City facilitiesshallnot beexceeded.
K. Storagespacewill not begrantedat anytime.
L. Facilitiesarenot availablefor reservationson the following holidays: ChristmasEve, Christmas Day, Easter, Presidents’ Day, IndependenceDay, LaborDay, Martin LutherKing Day, Memorial Day, New Year’s Eve, New Year’s Day, ThanksgivingandVeteransDay.
M. All personsusingthe facilities shall observeandobeyregulationsof this policy, the rulesof the Departmentandall applicableCity, StateandFederallaws, rulesandregulations.
N. Vehiclesare not permittedon park grassor fields. Parkingis permittedin designatedspaces.
Overnightparkingis not allowed.
O. Minors must remainin the rentedfacility room and shall not be allowed to roam unsupervised throughoutthefacility.
P. Whennoalcoholis servedbutthegroupsizeis 200or more, onesecurityguardmayberequired, at thediscretionof theDepartmentDirector.
Q. Policiesandguidelinesregardingcaterersshallbeadheredto.
R. All professionalservicesutilized for eventsrequirea City of NewportBeachbusinesslicenseand liability insurancelisting theCity asadditionallyinsured.
S. Animalsarenot permittedwithin City Facilitieswith theexceptionof serviceanimals. However, this provision shall not apply to activities or programsof the Recreationand Senior Services Department.
FeeClassifications – Priorities of Use
Permissionfor useof City facilities shall be grantedon a first comefirst servedbasis, subjectto the following priorities:
A. All official Departmentinitiated and/or conductedactivities, including thoseof the Friendsof OASISat theOASISSeniorCenter, andexemptionsnotedin City CouncilPoliciesB-5 andB-10.
B. All official City of NewportBeachactivities.
C. All official City co-sponsoredgroupsand/or activities suchas communitygroupsandactivities which arenon-profit, self-governing, privatelyorganizedandof aneducationalnaturewhich may bebroughtunderthesponsorshipof theDepartment.
D. Official publicagencysponsoredprogramsandactivitiesnotincludedin A, B, andC above. 6-12
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5 E. Youth SportsCommissionMemberOrganizations.
F. Residentnon-profit youth servingorganizationswith 50% or moreof membershipconsistingof NewportBeachresidents.
G. Recreational, socialor civic activitiesof groupswhichareresidentpromotedandsponsoredby local non-profit* organizationswhich are opento the public and have50% or more of memberships consistingof NewportBeachresidents.
H. Recreationalorsocialactivitiesof privateNewportBeachresidentswhicharenotopento thepublic. privateparties)
I. Recreational, socialorcivic activitiesand/orgroupswhicharenon-residentpromotedandsponsored by non-profit organizationswhichareopento thepublic, butnot qualifyingunderD above.
J. Schools, colleges, hospitalsandothersimilar civic groupsnot qualifying underthe definition of non-profit.
K. Others.
Non-profit statusis definedas an organizationthat is so definedby the Internal RevenueService, 501(c) (3) andhasa Stateof California TaxIdentificationNumber.
Fees, DepositsandCancellationProcedures
Feesmay be chargedfor the useof City facilities andshall be establishedandperiodicallyadjustedand approvedby theCity Council. Feesareimposedto coveroverhead, processing, deposits, maintenanceand replacementcostsfor applicationandschedulingandmaintenanceof thefacilities.
A. A securitydepositwill be requiredfor all room rentals. All or a portion of the depositmay be retainedby the Departmentafter inspectionof the facility by the RecreationandSeniorServices Directoror a designatedrepresentativeanda determinationthatthefacility hasnot beenleft clean and/or in goodrepair.
B. A separateadditionalcleaningfeemaybechargedfor rentalof theOASISEventCenter, Newport CoastCommunityCenter, CommunityYouth Center, Civic CenterCommunityRoom, Newport BeachJuniorGuardCenter, andMarinaParkCommunityCenter.
C. No feeor depositshallbechargedfor useof City facilitiesby theCity of NewportBeach, or events co-sponsoredby theCity of NewportBeachor its departments, with theexceptionof directcosts.
D. Cancellationsfor anyfacility otherthantheOASISEventCenter, NewportCoastCommunity Center, CommunityYouthCenter, Civic CenterCommunityRoom, NewportBeachJuniorGuard Center, andMarinaParkmayoccurseventy-two hoursprior to thescheduleduseof facilities without forfeiting feescollectedby theCity, with exceptionof a City servicerefundprocessing fee. Cancellationswith lessthanseventy-two hournoticewill bechargeda cancellationfee establishedby resolutionof theCity Council. In theeventof cancellationby theCity, noticewill begivenasfar in advanceof thescheduleduseaspossible.
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6 E. Cancellationof rentalsby usersfor the OASIS EventCenter, NewportCoastCommunityCenter, CommunityYouth Center, Civic CenterCommunityRoom, NewportBeachJuniorGuardCenter, andMarina Parkthat occurlessthanthirty daysprior to the scheduleduseof the facility will be charged25% of therentalfee. Cancellationswith lessthanseventy-two hournoticewill becharged theentirerentalfee.
History
AdoptedI-5 – 11-22-1962 (“UsePrioritiesandFees”)
AmendedI-5 – 3-9-1970
ReaffirmedI-5 – 2-14-1972
AdoptedG-4 – 5-13-1974 (“Useof City Facilities”)
AmendedI-5 – 5-28-1974
AmendedI-5 – 2-13-1978
AmendedG-4 andI-5 – 10-10-1978
AmendedI-5 – 2-12-1979
AmendedI-5 – 5-14-1979
AmendedI-5 – 8-28-1979
AmendedI-5 – 11-26-1979
AmendedG-4 andI-5 – 2-9-1981
AmendedI-5 – 11-23-1981
AmendedI-5 – 10-12-1982
AmendedI-5 – 10-25-1982
AmendedG-4 andI-5 – 4-23-1984
AmendedI-5 – 11-28-1988
AmendedI-5 – 11-27-1989
AmendedI-5 – 3-25-1991
AdoptedI-25 – 5-26-1998 (“PublicUseof City Facilities”, andincorporatingG-4 andI-5) AmendedI-25 – 5-8-2001
AmendedI-25 – 4-23-2002
AmendedI-25 – 4-8-2003
AmendedI-25 – 7-22-2003 (changedto B-13)
AmendedB-13 – 9-13-2005
AmendedB-13 – 10-10-2006
AmendedB-13 – 8-11-2009
AmendedB-13 – 5-14-2013
AmendedB-13 – 5-12-2015
AmendedB-13 – 8-8-2017
AmendedB-13 – 11-14-2023
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