sr-111180-5cSanta Monica, ~`~ifornia, October 13, 198f0
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T0: Mayor and City Council OCT 2 $ 19$0
FROM: City Staff 5
SUBJECT: Required Use of City Recreation Buildings by Permit
NOV 1 1 1980
Introduction
This report presents to Council proposed administrative policy regarding those who
regularly use City building facilities by permit, whereby annual permits will be
issued and monthly billings sent.
Background
During their regular meeting of September 9, 1980, City Council passed Resolution
No. 6073, which "freezes" rental fees for City building facility use at current
1979-1980 rates. Council had previously expressed a desire that staff develcp
"creative" methods to defray costs involved in facilities permits.
The proposed policy is designed to reduce administrative staff time and expense
involved in processing permits and providing services, and to provide greater
convenience to those who regularly use building facilities.
Previous to the passage of Resolution No. 5120 in November, 1978, building use
was without charge to all religious, civic, fraternal or service organizations whose
normal place of meeting, clubhouse or other meeting is located in the City of
Santa Monica, and to all groups in which more than 50 percent of those using the
facilities were residents of the Gity of Santa Monica. ~t
Since no fee was involved, these groups were able to take out one permit for a~i°®V51 1 1980
entire year's use. With the initiation of fees, most of these groups found annual
costs prohibitive and found themselves in the position of having to take out permits
on a monthly or weekly basis. This has greatly increased the administrative load
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T0: Mayor and City Ct cil Santa Monicai alifornia, October 13, 1980
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in permit processing (i.e., the number of permits processed has increased) and
bas been an inconvenience to facility users, since permits must be renewed in person
at City Hall.
Staff will issue to these regular users - those who use building facilities at least
once a month and have taken out permits with the City for at least one year, an
annual permit. Billings will be sent out on a monthly basis. This will provide a
convenience and gas savings to the public and reduce administrative time involved
in permits.
Council expressed a desire to have keys issued to users of the buildings. Staff
must recommend against this procedure for the following reasons:
1. Lack of control over the distribution of the issued key.
2. Loss of the issued key, resulting in need to change locks at the facility.
3. Lack of supervision of the facility by City personnel. Liability factor increases.
4. Experience has shown that with field lights, in particular groups with keys turn
lights on earlier than needed and leave them on when leaving (particularly when no
fee is involved).
5. Lack of inventory control at buildings. Staff is now held responsible for
equipment.
6. Unauthorized use of the building by user beyond the scheduled permitted use.
7. Harrassment from the general public to the permit groups.
8. Emergency phones not available to users as they are located in office areas.
9. Possibly conflicts where facilities are used by more than one group.
Alternatives
1. Council may approve the proposed policy regarding those who regularly use City
building facilities by permit, whereby annual permits may be issued and monthly
T0: Mayor and City ` mcil Santa Monica; ~lifornia, October 13, 1980
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billings sent. and no keys to be issued.
2. Council may not approve the proposed policy regarding those who regularly use
City building facilities by permit, whereby annual permits may be issued and monthly
billings sent.
Recommendation
Staff recommends alternative no. 1, that Council may approve the proposed policy
regarding those who regularly use City building facilities by permit, whereby annual
permits may be issued and monthly billings sent, and no keys to be issued.
Prepared by: Donald T. Arnett, Director
Recreation and Parks
DTA:dc
Santa Monica, Ca?" `ornia, October 20, 1980/~
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T0: Mayor and City Council _~ ~ ~
198Q
FROM: Recreation and Parks Commission L ® ~'
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SUBJECT: Building Rental Policy
The Recreation and Parks Commission met in regular session on Thursday, October 16,1980.
At this meeting a discussion was held regarding the building rental policy. A motion
was made to forward the following recommendation to the City Council.
Mr. Naylor moved that, upon the subsequent presentation by the Director of Recreation
and Parks, regarding building rental policy, the Commission has reconsidered and
reverses their previous motion approving the issuing of keys to certain permit groups.
The Commission recommends to the City Council that keys not be issued to permit
groups. The motion was seconded by Mrs. Verge and carried unanimously.
Respectfully submitted,
Donald T. Arnett, Secretary
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