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CITY COUNCIL AGENDA ITEM NO. 24

Meeting Date: June 22, 2004

Subject/Title: Consideration of a Resolution amending the 2003/2004 Master Fee Schedule/Cost Allocation Plan adopted by Resolution No. 2969 for rental of the Mobile Stage and Portable Bleachers and adopting a usage policy for this equipment.

Prepared by: Tina Clark, Accountant II
Poldina Scherff, Recreation Services Manager

Submitted by: Craig Bronzan, Director Parks & Recreation

RECOMMENDATION
Approve the Parks and Recreation Department amendment to the 2003/04 Master Fee Schedule/Cost Allocation Plan adopted by Resolution No. 2969 to include rental fee of the Mobile Stage and Portable Bleachers and adopting a usage policy for this equipment.

PREVIOUS ACTION
On February 11, 2003, City Council accepted the report and methodology for the Parks and Recreation Department Cost of Services Study prepared by Maximus. As a part of that report it was recommended that aquatic fees be adopted on a calendar year basis.

On October 14, 2003, City Council approved a resolution amending the 2003/2004 Cost Allocation Plan to include additional Parks and Recreation Fees.

On January 13, 2004 City Council approved a resolution amending the 2003/2004 Cost Allocation Plan to include additional Parks and Recreation Fees.

On January 13, 2004, the Redevelopment Agency authorized the Agency Treasurer to use funds from the Redevelopment Agency of City of Brentwood Tax Allocation Bonds, Series 2001, to fund the purchase of portable stage as capital improvements to City Park for community events and activities.

On January 13, 2004, City Council approved the purchase of Century Industries MSM3200 “Showmaster Series” Mobile Sound Acoustical Shell Stage in the amount of $124,879.

On April 14, 2004 City Council a resolution amending the 2003/04 Cost Allocation Plan to include additional Parks and Recreation Fees.

BACKGROUND
As a result of City Council action authorizing a budget in Fiscal Year 2003/04 for the purchase of a mobile stage, City staff formed a committee of community members, including representatives from the Chamber of Commerce, Arts Commission and the Brentwood Unified School District. This committee worked with City staff to develop recommendations as to the mobile stage purchase, formulation of a fee structure, and the policy and procedure for the use of the new mobile stage (which was expanded to include use of the City’s three portable bleachers).

The mobile stage purchased by the City is a 32 feet x 14 feet stage (18 feet when open), with self-contained lights, sound system, skirting, handicap lift, generator, and stairs. The portable bleachers, which were purchased in 1999, are three 53-foot long units with a seating capacity of approximately 300 each. It is expected the same groups who have used the bleachers, which include Parks and Recreation Department, local School Districts, the Chamber of Commerce, as well as the community, will use the stage.

As a result of numerous committee meetings, staff is now recommending fee and policies and procedures for use of the stage and bleachers. Due to the size of the stage and bleachers, a Class A driver license is required for moving them. Therefore, it is the recommendation that only properly trained City staff with an approved license be authorized to transport the City equipment.

Set up and take down take, and as a result, the proposed fess are based on the City Council adopted Cost Allocation plan for one full time Parks Maintenance/Public Works employee and one part time hourly Parks and Recreation Department worker. Weekend rates are based on time and a half, and holiday rates are based on double time. Staff also researched neighboring cities that rent their mobile stage, with comparisons from the City of Tracy, East Bay Regional Park District, City of Oakley and City of Oakland.

The fees for the rental of the new City of Brentwood Mobile Stage and existing Portable Bleachers. are as follows:

STRUCTURE FLAT FEE NON-PROFIT FEE
*Set up/Take down $200 $175
Weekend Set up/Take down $300 $275
Stage Rental per day $150 $75
Portable Bleacher per day, per unit $50 $25
Sound System on stage $500 $250
Sound Technician for stage $25 per hour $25 per hour
Overtime $130 per 30 minute increments after the two hours $130 per 30 minute increments after the two hours
Electrical Fee $5 per hour $5 per hour
Generator Rental $50 per day $25 per day
Generator Gas Fee $2.50 per gallon $2.50 per gallon
*Portable Bleachers rate are whether you rent one, two or three bleachers.

Staff is recommending the creating of a stage/bleacher account so that money collected for daily use is earmarked for a equipment replacement account for the mobile stage and portable bleachers. This will allow the City to repair/replace items over time as needed based on continuous use.

Staff is also recommending approval of the attached Mobile Stage/Portable Bleacher Application Use Policy and Procedures for the use of the mobile stage/portable bleachers and its specific equipment to insure City equipment is used and cared for properly.

FISCAL IMPACT
No fiscal impact as costs incurred for staff time will be paid by users. Future costs for repair and replacement will be paid out of the account collected through the daily use fees.

Attachments:
Resolution
City of Brentwood Parks and Recreation use application and policy and procedures

RESOLUTION NO.

CONSIDERATION OF A RESOLUTION AMENDING THE 2003/2004 MASTER FEE SCHEDULE/COST ALLOCATION PLAN ADOPTED BY RESOLUTION NO. 2969 FOR RENTAL OF THE MOBILE STAGE AND PORTABLE BLEACHERS AND ADOPTING A USAGE POLICY FOR THIS EQUIPMENT.

WHEREAS, MAXIMUS Consulting Group conducted a fee study for the Parks and Recreation Department on January 13, 2003; and

WHEREAS, the City Council of the City of Brentwood accepted the report and methodology for the Parks and Recreation Department Cost of Services Study prepared by Maximus on February 11, 2003; and

WHEREAS, the Parks and Recreation Department of the City of Brentwood used the report to prepare the fiscal year 2003/05 budget.

WHEREAS, the Redevelopment Agency authorized the Agency Treasurer to use funds from the Redevelopment Agency of City of Brentwood Tax Allocation Bonds, Series 2001, to fund the purchase of portable stage as capital improvements to City Park for community events and activities on January 13, 2004; and.

WHEREAS, City Council approved the purchase of Century Industries MSM3200 “Showmaster Series” Mobile Sound Acoustical Shell Stage in the amount of $124,879 on January 13, 2004.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the 2003/04 Master Fee Schedule be amended and the usage policy approved.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 22nd day of June 2004 by the following vote:

AYES: Councilmembers
NOES:
ABSENT:

Brian Swisher
Mayor

ATTEST:
__________________________
Karen Diaz, CMC
City Clerk

“…adding joy to people’s lives.”

Mobile Stage/Portable Bleachers Agreement

Renter/Organization hereby agrees, by executing this agreement, to all of the terms of this Agreement, including those terms provided by this Agreement entitled “Mobile Stage/Portable Bleachers Use Policy and Procedures”. To ensure the safe and good condition and appearance of the City of Brentwood Mobile Stage/Portable Bleachers and protect all interested parties, the following form must be completed and signed by the renter and a representative of the City upon the pick up of the mobile stage/portable bleachers.

Renter/Organization: Date:

AT PICK-UP
CONDITION

OK NEEDS
REPAIR*
1. Stage
• Floor of stage in good condition without trash, marks, holes □ □
2. Lights
• Operational □ □
3. Electrical
• All outlets working □ □
• Wires intact and operational □ □
• Extension cords intact and operational □ □
4. Sound System
• System is operating □ □
• Wireless microphone has functioning batteries □ □
• All equipment present and in good condition □ □
5. Interior Walls
• In good condition without marks, holes, tape, etc. □ □
6. Exterior Walls
• In good condition without marks, holes, tape, graffiti, etc. □ □
7. Hydraulic Components
• Operational, lifts and closes easily □ □
8. Skirting
• In good condition without holes, tears, etc. □ □
9. Risers (if applicable)
• In good condition, all supports in place, etc. □ □
10. Stairs
• Guard rails in place, no broken steps, attachment to stage in place □ □

* Items marked “Need Repair” should be listed under the Comments section with an explanation

Comments or unusual conditions:

Renter’s Signature: Date:

City Representative: Date:

“…adding joy to people’s lives.”

Mobile Stage/Portable Bleachers Agreement

Renter/Organization hereby agrees, by executing this agreement, to all of the terms of this Agreement, including those terms provided by this Agreement entitled “Mobile Stage/Portable Bleachers Use Policy and Procedures”. To ensure the safe and good condition and appearance of the City of Brentwood Mobile Stage/Portable Bleachers and protect all interested parties, the following form must be completed and signed by the renter and a representative of the City upon delivery of the mobile stage/portable bleachers.

Renter/Organization: Date:

DELIVERY
CONDITION

OK NEEDS
REPAIR*
1. Stage
• Floor of stage in good condition without trash, marks, holes □ □
2. Lights
• Operational □ □
3. Electrical
• All outlets working □ □
• Wires intact and operational □ □
• Extension cords intact and operational □ □
4. Sound System
• System is operating □ □
• Wireless microphone has functioning batteries □ □
• All equipment present and in good condition □ □
5. Interior Walls
• In good condition without marks, holes, tape, etc. □ □
6. Exterior Walls
• In good condition without marks, holes, tape, graffiti, etc. □ □
7. Hydraulic Components
• Operational, lifts and closes easily □ □
8. Skirting
• In good condition without holes, tears, etc. □ □
9. Risers (if applicable)
• In good condition, all supports in place, etc. □ □
10. Stairs
• Guard rails in place, no broken steps, attachment to stage in place □ □

* Items marked “Need Repair” should be listed under the Comments section with an explanation

Comments or unusual conditions:

Renter’s Signature: Date:

City Representative: Date:

“…adding joy to people’s lives.”

MOBILE STAGE/PORTABLE BLEACHERS
USE POLICY & PROCEDURES

Standard Features for the Mobile Stage : The mobile stage is equipped to provide stages of the following dimensions: Standard 32’ x 14’ and expandable to 32’ x 18’ with or without (2) additional 4’ x 8’ risers that can be used for speakers. There is a handicapped lift to conform to ADA requirements. There are stairs and skirting for the stage.
The renter and a representative from the City will verify the stage inventory provided at the beginning and ending of each rental. The renter assumes sole responsibility for all missing and/or damaged equipment during the time of use, and will be billed accordingly. Both parties will note the cleanliness of the mobile stage. No fire, fireworks, nailing or stapling on any part of the mobile stage.
Standard Features for the Portable Bleachers : The portable bleachers is equipped to provide bleachers of the following dimensions: TS300 model is 45 feet long, (52 feet and 9 inches when towing), 149 inches high and (96 inches wide when towing) and 213 inches extended width. It has 10 rows that can accommodate approximately 300 people. We have 3 units available.
Electric Power: Securing a power source is the responsibility of the renter. Power is available at City Park and can be used for the mobile stage; however this request for access to the power supply must be made when reserving the stage. Request to use the generator that comes with the stage must be made when reserving the stage and fuel cost will be charged. For locations without power, a 7,000 watt generator, 120v/56.7A gasoline powered, air cooled generator is frame mounted in exterior compartment with sound proofing. Approximately 56dB(A). Renters may also rent generators locally at tool rental supply companies and need to provide proof of adequate size generator to the City if renting.
Sound System: 16 Channel console, equalizer with compressor, (5) microphone stands, (5) microphones, (2) 18’ speakers, (2) 15” two way speakers w/ horn, speaker poles, microphone cables, monitor system and (1) wireless microphone is available with the rental of the mobile stage. Electrical fees will be charged per hour if utilizing electrical outlets at the parks.
Sound Technician: If sound system is rented City of Brentwood technician is the only one allowed to operate the equipment. Renter will be charged 30 minutes prior to sound check, throughout the entire performance and 30 minutes after the performance is complete.
Insurance: Standard insurance coverage of a minimum dollar value of $1,000,000 is required for:
• Injury to any one person
• Injuries arising out of any single accident or occurrence
• Property damage
The City of Brentwood, its agents, officers, and employees are to be named as additional insured under this policy and this insurance coverage shall be primary over any other insurance of self-insurance in force. These terms are strictly enforced. The mobile stage/portable bleachers will not be released for use unless these requirements are met and on file with the City of Brentwood Parks and Recreation Department fourteen (14) days prior to use. Insurance can be combined when an event occurs at City Park and includes the use of the mobile stage/portable bleachers.
Rental Arrangements: A Mobile Stage/Portable Bleacher Use Request form must be submitted with the deposit to reserve the stage. The completed form must be received fourteen (14) days in advance of the event date. These forms are available at the City of Brentwood Parks and Recreation Department, 730 Third Street, Brentwood, CA, 94513. For additional information, call 925-516-5444. The mobile stage/portable bleacher is rented on a first-come/first-serve basis, with the City of Brentwood events having first priority, BUSD & LUHS respective school districts having second priority, and co-sponsored events having third priority. Reservations may be made up to one calendar year in advance.
Reservations are confirmed upon the receipt of the $500 cleaning/security deposit. The cleaning/security deposit will be refunded if the mobile stage/portable bleacher is clean and in the same working condition as received by the renter. See Mobile Stage/Portable Bleacher Fee Schedule, attached hereto, to determine appropriate amount of cancellation fee, if renter/organization must cancel prior to the rental period.
Set-up and Take Down: City of Brentwood Parks and Recreation Dept. employees will be responsible for setting up the mobile stage/portable bleachers, attaching the extension sections, stairs and/or skirting. After the event is over the City crew will take down the stage/bleachers and accessories. The City crew will retrieve the stage/bleachers at the time specified by the renter. The renter will be billed for any excess time, caused by a delay, in the agreed take down time and closing of the mobile stage/bleachers. The organization using the mobile stage/bleachers cannot assist the City employees in setting up or taking down the accessories.
If the mobile stage/bleachers remains overnight, an enclosed and/or fenced area or a security person shall be provided to protect the mobile stage/bleachers from damage as approved prior to the event by the City.

“…adding joy to people’s lives.”

MOBILE STAGE/PROTABLE BLEACHERS USE REQUEST

Name and nature of the event:

Date of event:
Location of event:
Event Begins at what Time:
Event Ends at what Time:
Name of Organization:
Name of Requestor:
Work #: CeII #: Home #:

On-site Contact: (must be completed)
(The person you name will be your assigned individual who will sign off for the renter/organization when the mobile stage/portable bleachers is delivered and picked up.)

Name:

Work #: CeII #: Home #:

Delivery:

, at am/pm
Day Date Time

Pick Up:

, at am/pm
Day Date Time

For Portable Bleacher Use:
How many bleachers needed? One Two Three

For Mobile Stage Use:
Size Required:
(A) ________ 32’ x 14’ (B) 32’ x 18’ (C) ________ 4’ x 8’ Extension (2 available)

Do you want skirting around stage? Yes No

How many sets of stairs needed? One Two None

Handicap lift needed? Yes No

Stage lights needed? Yes No

Renting existing sound system? Yes No
(If yes, please attach sound layout.)
Are you renting a generator? Yes No
(Must provide generator specifications for approval.)
Are you using existing electrical power? Yes No
(You must provide City with a diagram of the location of the mobile stage/portable bleachers and electrical hook up. Security plan must also be provided if kept overnight.)
Note: An electrical hook-up or a generator must be within 150’ of the mobile stage.
Please note that due to overall length (approx. 60’) and height (approx. 14’) of the mobile stage and truck and 52ft.9in. in length and 149in. in height for the portable bleachers careful consideration must be given to access route and location of your event. The renter must provide map or sketch of where the mobile stage/portable bleachers will be set up. In case of last minute changes or emergencies, please call 516-5444 from 8:30a.m.-5 p.m. Monday through Friday. In addition to this form, applicant must possess a park permit and/or a special event permit for the same date, time and location of stage/bleacher set-up, unless placed on private property. These permits may be obtained at the Parks and Recreation Department.
I hereby certify that I shall be responsible or my organization for damage sustained or cost incurred by the City of Brentwood because of my or my organizations use of the mobile stage/portable bleachers. I have read and received the Mobile Stage/Portable Bleachers Use Policy & Procedures, Mobile Stage/Portable Bleachers Agreement, Mobile Stage/Portable Bleachers Use Request, and Mobile Stage/Portable Bleachers Fee Schedule, of the City of Brentwood and agree to abide by them.
I also agree to defend, indemnify, and hold harmless the City of Brentwood and it’s employees; from any claim damage, lawsuit, liability, cost or expense that may arise during or be caused in any way by such use of the City of Brentwood Mobile Stage/Portable Bleachers.

Signed Date

Mobile Stage/Portable Bleachers Fee Schedule

Structure Flat Fee Non-Profit/School Fee
Set up/Take down $200 $175
Weekend Set up/ Take down $300 $275
Stage Rental per day $150 $75
Stage Sound System $500 $250
Stage Sound Technician $25 per hour $25 per hour
Overtime

$130 per 30 minute increments after the two hours $130 per 30 minute increments after the two hours
Electrical Fee $5 per hour $5 per hour
Generator Charge
Generator Gas Charge $2.50 per gallon $2.50 per gallon

(Set up/take down takes a minimum of 2 people for two hours, anything after two hours that is not caused by the City will be considered overtime and will be charged accordingly. Lights are included in the rental.)
Non-Refundable Application Processing Fee: $30.75
Security/Cleaning Deposit: $500
A $500 cleaning deposit is required to reserve the mobile stage/portable bleacher. The deposit is refundable only if the applicant cancels the event more than 14 days before the scheduled date. Deposit fees are 50% refundable if the event is canceled less than 14 days before the scheduled use. All cancellations must be done in writing. Cancellations by telephone will not be accepted. We will refund the security/cleaning deposit upon satisfactory clean up and return of stage. The renter/organization will be assessed and be liable for all costs even if they exceed the deposit for extraordinary clean up required and/or for damages to the mobile stage. “Extraordinary” time shall be defined as custodial or maintenance time in excess of two hours.

FOR OFFICE USE ONLY
APPLICANT: DO NOT WRITE BELOW THIS LINE

Fees:
Deposit Amount Paid Check #
Date Received:

 Fee Structure Paid
Regular A B C
Overtime A B C

Date Rental Fees Paid:
Amount Received:

 Park Permit - Copy Attached
 Special Event Permit - Copy Attached

Comments:

Deposit Refund:

Amount: ______________ Account # ___________________________

Date Sent to Finance: _________________________________________

Approved By:________________________________________________

cc:
 Parks Date:
 Date:
 File Date:
 

City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov