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HomeMy WebLinkAboutCouncil Resolution 1243RESOLUTION NO. / ~ X13 A RESOLUTION TO ESTABLISH A SPECIAL EVENTS, WEDDING AND PARK PROPERTY HANDBOOKS WITH FEE SCHEDULES EXCLUDING THE SECTON ABOUT FIREWORKS UNTIL BETTER DEFINED WHEREAS, The City Council approved an ordinance establishing rules and requirements for special events; and WHEREAS, currently there are no specifications for requirements for certain events and a any adopted fee schedules; andd NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Central Point, Oregon, does hereby approve a resolution establishing a special events handbook, wedding handbook and pazk property handbook that specifies rules and requirements for various types of events within the city and specifications for renting public facilities within the city's park system; Passed by the Council and signed by me in authentication of its passage this ~~"`day of ~~n~, 2010. Approved by me this .r' `' i Mayor Hank Williams -~ day of 2010. -~~S6 ` Mayor Hank Williams CITY OF CENTRAL POINT SPECIAL EVENT HANDBOOK CENTRAL PSI NT Oregon The Fair City Page 1 of 22 CITY OF CENTRAL POINT SPECIAL EVENTS Central Point is a city that celebrates special events. The City of Central Point is proud to host numerous events each year. It is very important that you fill out your applications completely. Missing information can slow the permit process or terminate the application. Permit applications must be received by the City of Central Point no later than thirty (30) days prior to the actual date of your event and may be submitted as early as one year before your event. If your application is accepted by the City after the thirty (30) day deadline, the applicant waives his/her appeal rights. Applications will not be accepted when the proposed event is fewer than fifteen (15) days away. In general, a permit is required for any organized activity involving the use of, or having impact upon, public property, public facilities, including, but not limited to parks, sidewalks, streets or the temporary use of private property in a manner that varies from its current land use. It is our goat/ to assist event organizers in planning safe and successful events that create a minimal impact on the communities surrounding the events. Please use this handbook to assist you in filling out the necessary forms that pertain to your event. A!I of the forms listed under "Required Forms" need to be submitted in order for your special event permit to be processed. The forms listed under "Event Specific Forms" only need to be filled out if you need one of these permits for your event. Required Forms: Event S~ecjfic Forms: Special Event Permit Application Planning Information Affidavit of Application Save Harmless Agreement Official Use Only Amplified Equipment Permit Application Street Closure Permit Application Alcohol Permit Application If you plan on using any of the City parks for your event, you should make a reservation to ensure the space you need will be available. Please obtain a copy of the "Parks Property Packet: Gazebos and Fields" and submit a "Parks Property Use Application" to the Parks and Recreation Department along with your other applications. The application can be found inside of the above mentioned packet. Page 2 0( 22 CITY OF CENTRAL POINT SPECIAL EVENTS INFORMATION Upon submitting your special event application, all information will be considered public information and may be used by the City for promotional purposes (e.g. calendar of events). The City will use all information regarding your event to approve or deny your application; it is important that all information is accurate. ABOUT SPECIAL EVENT PERM/T The Special Event Permit Application is designed to gather general information about the event. The applicant will be required to provide the following information: the type of event, dates, times, location, event background, and contact information. Remember to include a copy of your organization's IRS 501(3)C tax letter if applicable. ABOUT PLANNING INFORMATION The Planning Information section is designed to gather important details about how the event will be run. There are many specific details to running an event and the City needs to ensure that each event has thoroughly planned out the different aspects involved. It is very important that all information is complete and accurate so that the City can approve your event in a timely manner. The following is an overview of the information you will need to fill out you the required forms. Please submit a site plan/route map that will provide the City with a visual of what the event will look like. Please remember to mark the locations of all items that are not normally found at the site. If you need any street closures, you must fill out a "Street Closure Permit Application" in addition to any other required applications. The information you provide about security will help ensure the City that the crowd will be properly controlled. You are not required to hire a security organization; however, you must provide a way to control the anticipated crowd at your event. If you are expecting less than 50 people at your event, you do not need to fill out this section. Page 3 of 22 CITY OF CENTRAL POINT SPECIAL EVENTS ALCOHOL If alcoholic beverages will be available at your event, you are required to obtain the necessary licenses and permits. The City may require you to obtain additional insurance for alcohol. A license must be obtained from the Liquor Control Commission. For special events, you will most likely be required to obtain a Temporary Sales License (TSL). For more information regarding the proper licenses and permits, please contact the local Oregon Liquor Control Commission (OLCC) at phone number (541) 776-6191. The local OLCC office is located at 15 Crater Lake Avenue, Medford, OR. Municipal Code 9.68.21D states, "The possession and use of alcohol is prohibited in all public parks. Permits can be issued for special events at the discretion of the City Administrator or his or her designee and when the applicant possesses a license for special events issued by the Liquor Control Commission:' If you will have alcohol at your event, please submit an "Alcohol Permit Application' in addition to all other applications. Unexpected mishaps can occur at your event at any time. It is important that you plan ahead and have medical services available in the case that somebody needs medical attention. If you are expecting less than 50 people at your event, you do not need to fill out this section. PARKING AND SHUTTLE Whether you are expecting 10 or 100 people at your event, it is a simple fact that they all have to be transported to the designated location. It is important that you have thought about where your attendees will park. Depending on your location and your expected attendance, it may or may not be necessary to control your event parking. Larger events may have a need for no parking areas and/or handicap parking. Per Municipal Code 9.68.150, no vehicles may be driven or parked in area other than those provided, maintained or designated for such purposes. This includes, but is not limited to the park's grass, tennis and basketball courts. Fines will be incurred if you are found breaking the law! Each event is required to comply with all City, County, State and Federal Disability Access Requirements applicable to your event. A11 areas of your event need to be accessible to individuals with disabilities, or provide an alternative area with the same activities. Page 4 of 22 CITY OF CENTRAL POINT SPECIAL EVENTS GARBAGE AND RECYCLING It is necessary that you have a plan to properly dispose of waste material at your event. It is not required that you recycle, but it is recommended. You should have enough garbage cans at your event, and change the liners regularly, so that they do not overflow. You may want to consider having a ground maintenance crew so that garbage is properly taken care of. SANITATION You need to have an adequate amount of toilets and wash stations for the people attending your event. If there is no access to permanent bathrooms, or you need additional bathrooms for your event, then you will need to arrange to have portable toilets and wash stations delivered to your event's location. The number of toilets that are needed depends on the amount of people who will be attending. You may want to have your sanitation equipment checked throughout the event to make sure they are properly cleaned and stocked. AMPLIFIED EQUIPMENT An Amplified Equipment Permit is required for the use of any amplification equipment. Please circle 'Yes' or 'No' to inform the City if you plan on using such equipment. If you circle 'Yes' please submit an "Amplified Equipment Permit Application" in addition to all other applications. FOOD CONCESSION OR PREPARATION Questions regarding food concessions and food preparation areas are asked so that the City can get a better idea of what will be occurring at your event. Please list or describe any food concessionaires if applicable. Any person selling or providing food and/or beverages inside of your event may be required to apply for a health permit. for more information, please contact the Jackson County Department of Health & Human Services, Environmental Health Division located at 1000 E Main Street, Medford, OR. Their phone number is (641J 774-8206. This section is designed to let the City know if any merchandise vendors will be set up at your event. Please list or describe concessionaires if applicable. Page 5 of 22 SPECIAL EVENT APPLICATION Event Title Description Event Category Anticipated Attendance Anticipated Participants ^ Athletic/Recreation ^ Dance ^ Exhibits/Misc. ^ Carnival ^ Festival/Celebration ^ Circus ^ Parade/Procession/March ^ Wedding ^ Concert/Performance ^ Protest ^ Farmer/Outdoor Market ^ Informational "Rally" ^ Special Attraction ^ Church Activity Total Per Day Total Per Day Setup Date Time Day of Week Event Start Date Time Day of Week Event End Date Time Day of Week Dismantle Start Date Time Day of Week Dismantle End Date Time Day of Week Address Description Alternate Address Description Page 6 of 22 SPECIAL EVENT APPLICATION BACKGROUND Yes No Have you held this event before? Yes No Is your event part of a larger marketing campaign? Yes No Is the Host Organization a commercial entity? Yes No Is the Host Organization a bona fide tax exempt, nonprofit entity? If yes, you must attach to this application a copy of your IRS 501(3)C tax letter providing proof and certifying your current tax exempt, nonprofit status. Yes No Is there a fee for people attending, or people working the event? Amount(s) $ Entry Fee $ Other Fee(s) Describe: Yes No Are vendors or other fees required? Amount(s) $ CONTACTS Name of Host Organization Professional Organizer Name: Main Contact Vendor Contact Other Contact Web Address Telephone: ( ) Name: Telephone: ( ) Name: Telephone: ( ) Name: Telephone: ( ) Page 7 of 22 PLANNING INFORMATION SITE PLAN/ROUTE MAP A site plan/route map must be submitted with your permit request. This enables a review by departments to check ingress and egress of pedestrian/vehicle traffic. The site plan/route map must include: • An outline of the entire event venue including the names of all streets or areas that are part of the venue and the surrounding area. If the event involves a moving route of any kind, indicate the direction of travel and all requested street or lane closures. • The location of fencing, barriers and/or barricades. Indicate any removable fencing for emergency access • The provision of minimum twenty foot (20') emergency access lanes throughout the event venue • Location of first aid facilities and ambulances • The location of all stages, platforms, scaffolding, bleachers, grandstands, canopies, tents, portable toilets, booths, beer gardens, cooking areas, trash containers and dumpsters, and other temporary structures (barricades, fencing, etc.) • Location of amplification equipment • Generator locations and/or sources of power • Placement of vehicles and/or trailers • Other event related components not listed above Yes No Do you need any street closures? (Must request thirty (30) days prior to the event and submit a "Street Closure Permit Application" to be approved.) If yes, please describe streets that need to be closed: .SEfIJRITY /Required if you have more than 50 neanle attending the eventl Yes No Have you hired a licensed professional security company to develop and manage your event's security plan? Security Organization: Contact Name: What days/hours will you have security? Address: Telephone: Please describe your security plan including crowd control, internal security, internal security or venue safety, or attach the plan to this application. Yes No Will your event involve alcohol? If yes, you must fill out the "Alcohol Permit Application" and submit it in addition to all other applications. Page 8 of 22 PLANNING INFORMATION MEDICAL lJ~eoaired i(vmi have more thaa 50 people attendinQ~~e even Yes No Yes No Yes No Will there be a first aid station on site? Will there be a Nurse or an EMT on site? If yes, which one? Have you hired a licensed professional emergency medical services provider? Name: Telephone: ( ) Yes No Will your event involve the use of parking and/or shuttle service? If yes, please describe or provide an attachment of your plan. _ Yes No Will you need areas designated as no parking areas? Please explain Yes No Will there be designated spots for handicap parking? Per Municipal Code 9.68.150, no vehicles may be driven or parked in area other than those provided, maintained or designated for such purposes. This includes, but is not limited to the park's grass, tennis and basketball courts. Fines will be incurred if you are found breaking the law! A . IB/ .ITY Yes No Will all areas of your event be accessible to individuals with disabilities? If no, explain which areas and any alternative areas Yes No Have you developed a Disabled Parking Plan? Please describe Yes No Will a minimum of 10% of portable restrooms at your event be accessible? Yes No If an information center is provided at your event will customer service representatives be available to assist disabled individuals? Number of trash cans Number of dumpsters with lids (One for every 400 persons, or increments thereof) Number of recycling containers Supplier of recycling equipment: Equipment setup: Date Time: Equipment pickup: Date Time: Telephone: ( ~ Please describe your plan for removal of garbage and recyclable goods during and after your event Page 9 of 22 PLANNING INFORMATION SANITATION Number of portable toilets Equipment setup: Number of ADA approved portable toilets Date Time: Number of wash stations Equipment pickup: Date Time: Yes No Is there access to permanent restrooms? Yes No Will your toilets and wash stations be serviced during the event? Supplier of sanitation equipment: Telephone: If amplified equipment will be used, you must fill out the "Amplified Equipment Permit Application" and submit it in addition to all other applications. This form alone will not give you authorization to use amplified equipment. Yes No Will amplified equipment be used? Yes No Will there be any live music performances? FOOD CONCESSION OR PREPARATION Yes No Yes No Does your event include food concession and/or preparation areas? If yes, please describe how food will be served and/or prepared: What type of food will be sold during the event? o Commercially prepared food o Pre-packaged food o BBQ o Other (specify) o "Home-made" food Do you intend to cook food in the event area? If yes, what method of cooking will be used: o Gas o Electric o Charcoal o Others (specify) How many food concessionaires will you have at your event? Yes No Will merchandise or services be sold at your event? If yes, describe or attach a complete list of vendors How many other concessionaires doyou expect to have at your event? Page 10 of 22 ABOUT ALCOHOL PERMIT If alcoholic beverages will be available at your event, you are required to obtain the necessary licenses and permits. For special events, you will most likely be required to obtain a Temporary Sales License (TSL). For more information regarding the proper licenses and permits, please contact the local Oregon Liquor Control Commission at phone number (541) 776-6191. Their office is located at: 15 Crater Lake Avenue Medford, OR 97504 The City may require you to purchase additional insurance to cover the use of alcohol at your event. The amount will be determined by the City during the review of your application and is dependent on your event. To use alcohol in public parks, you must obtain special approval from the City Administrator. Ordinance number 9.68.210 states, "The possession and use of alcohol is prohibited in all public parks. Permits can be issued for special events at the discretion of the City Administrator or his or her designee and when the applicant possesses a license for special events issued by the Liquor Control Commission." APPLICATION INFORMATION • Applicant information: name, address, phone number • Event information: name or description of event, location, date(s), start time, end time, and other details • Provide your security plan to ensure safe sales distribution • Proof of OLCC license Page 11 of 22 ALCOHOL PERMIT APPLCIATION You must have an OLCC permit in addition to submitting this application. (Attach the OLCC permit to this application, if you have not obtained one, please attach a copy of your application that you have already or will submit to OLCC.) APPLICANT INFORMATION Applicant Name Address Telephone EVENT INFORMATION Event name or description Location of event Please list the dates and times that alcohol will be served: Date Start Time: End Time: Date Start Time: End Time: Date Start Time: End Time: Yes No Will you have a closed beer garden? Yes No Will you be using armbands to identify those ages 21 and older? Please check all that apply: ^ Free/Host Alcohol ^ Alcohol Sales ^ Host and Sale Alcohol ^ Beer ^ Wine ^ Distilled Spirits Please describe your security plan to ensure the safe sale/distribution of alcohol at your event Print Name Signature Alcohol Permlt: o Approved o Denied By Department: Event Title Date Date Time Page 12 of 22 ABOUT AMPLIFIED EQUIPMENT PERMIT Ordinance number 8.04.080 A states that, "No person shall create, assist in creating, permit, continue or permit the continuance of any loud, disturbing or unnecessary noise in the City." An Amplified Equipment Permit is required for all sound amplification outside of normal home and business activities. Non-amplified music is allowed at any park without a permit. To obtain a permit, you must fill out the "Amplified Equipment Permit Application" and submit it to the Parks and Recreation Department in addition to any other application needed for your event. It is very important that your start and end times are listed accurately, as all amplified equipment can only be used during this time. All amplified sound must be turned off by 10:00 p.m. All amplified equipment levels must not exceed 80 decibels during the entire event. • Applicant information: name, address, phone number • Event information: name or description of event, location, date(s), start time, end time, and other details • Performance schedule: If there will be any performances that will be using the amplified equipment, you must provide: performer's name, contact person's name, phone number, and the start and end time of their set. • It is important that amplified levels do not exceed 80 decibels during the entire event. • You may obtain a loaner decibel meter from City Hall (requires a refundable deposit). Page 13 or 22 AMPLIFIED EQUIPMENT PERMIT APPLICATION APPLICANT INFORMATION Applicant Name Address Telephone Event name or description Location of event Please list the dates and times that the equipment will be used: Date Start Time: End Time: Date Start Time: End Time: Date Start Time: End Time: Yes No Will there be a patron dance? Yes No Will there be live music? Yes No Will there be any live performances? What type of amplification equipment will be used? Where will the amplification equipment be setup? Performance Schedule: Name of Band/Performer Contact Name Phone Number Start Date Start Time End Time *All amplified equipment levels must not exceed 80 decibels during the entire event. Print Name Signature Event Title Date Amplified Equipment Permit: o Approved o Denied By Department: Date Time Page 14 of 22 ABOUT STREET CLOSURE PERMIT This permit is required in any case where the streets or public ways will be closed to through traffic. All street closures require review and approval from the City Council. It is important that you allow adequate time for the approval process. Parades: The City will close down the streets for you and provide the proper traffic control. Block Parties: The City will deliver and pick up barricades at the requested street. It will be your responsibility to ensure that barricades are moved into place and that detours are set up to properly redirect traffic. Remember that you must keep a twenty (20) foot fire lane clear for emergency access. Block parties are only permitted between the 10:00 a.m. and 11:D0 p.m. You must provide written consents to the block party from at least 75 percent of all residents living along the portion of the street to be closed. If your block party is within 500 feet of any school, church, hospital, nursing home or similar operation, you must also obtain written approval by the management of the institution. P_F.RMIT INFDRMATIDN To obtain a permit, you must fill out the "Street Closure Permit Application" and submit it to the Parks and Recreation Department in addition to any other application needed for your event. You must submit your request for a street closure thirty (30) days prior to your event. APPLICATIlIN INFORMATION • Applicant information: name, address, phone number • Event information: name or description of event, location, dates), start time, end time, and other information • List the streets that need to be closed • Provide a drawing or map of the streets that will be closed. If you are responsible for closing the streets, please indicate where detour signs will be used. Block Partv Specifics: • Attach the written consent of at least 75 percent of residents • If you live within 500 feet of the above mentioned institutions, please provide written approval from the institution's management. Page 15 of 22 STREET CLOSURE PERMIT APPLICATION APPLI ANT INFORMATION Applicant Name Address Telephone Event name or description Location of event Please list the dates and times that you are requesting to close the streets): Date Start Time: End Time: Date Start Time: End Time: Yes No Will you be using detour signs to help local traffic around the street closures? Yes No Will you be alerting the local neighborhood of street closures prior to the event? Please describe plan: List the streets) that need to be closed during the above mentioned dates and times: • For block parties, the applicant is responsible for installing and removing barricades and detour signs. • Please make sure that you have attached a drawing of the streets to be closed and the position of any detour signs if applicable. • For block parties, please attach the written consents of at least 75 percent of residents who live along the portion of street to be closed • For block parties, if held is within 500 feet of any school, church, hospital, nursing home or similar operation, please submit approval from the management of the institution. • Street closures are not euaranteed and must be aooroved by the City Council. Print Name Signature Event Title Date Street Closure Permit: o Approved o Denied By Department: Date Time Page 16 of 22 ABOUT FIREWORKS DISPLAYS Fireworks are prohibited in all City parks and on all City property. Formal firew s displays are allowed on private property after obtaining the correct permits from the ate Fire Marshal. Please contact the State Fire Marshal for specific information on obtainin permit. "Fireworks" includes any combustible or explosive compositi or substance defined in ORS 480.110 without the exclusions described in ORS 480.110 )(a),(b),(c) and (d); and includes combination item, cone fountain, cylindrical fountai flitter sparkler, ground spinner, illuminating torch and wheel as defined in ORS 480.1 4). "Fireworks" does not include paper caps containing .25 grains or less of explosive comp nd. "Fireworks activity' includes the display, use o~explosion of any fireworks. 1. Receive permission from propery~owner. 2. Fill out the appropriate ap ication and obtain a permit from the State Fire Marshal (you must also submit the ap cation and site plan to Fire District 3.) 3. If necessary, obtain permit for street closures 4. You must conta the City Police to coordinate traffic. For more i ormation please contact: Jackso ounty Fire District No. 3 Office of State Fire Marshal (541) 26-7100 Oregon State Police (503) 934-8274 visit http://www.oregon.gov/OSP/SFM/Licensing Fireworks Public Displays.shtml ~~ ~ ,,.~ Page 17 of 22 AFFIDAVIT OF APPLICATION INSURANCE REQUIREMENTS Depending on the special event, your organization may need to provide a current certificate of insurance to the City. Please attach a copy of your organization's insurance policy if you currently have insurance. Persons and/or organizations using any City of Central Point facilities are advised that the City assumes no responsibility for injuries and/or accidents which occur while on City property. The applicant's initials and signature below is an acknowledgement of this fact and an agreement that the City will not be held liable for any medical expenses or personal property damages incurred during the use of its facilities. Initial Required insurance amounts are as follows: $1 million July 1, 2009-July 1, 2010 $1,066,700 July 1, 2010-July 1, 2011 $1,133,300 July i, 2012-July 1, 2012 I am authorized to sign this special event application. I certify that the information contained in the foregoing application is true and correct to the best of my knowledge. I have read, understand and agree to abide by the rules and regulations governing the proposed Special Event under the Central Point Municipal Code. Print Name Signature Event Title Date Send Copy To: o OLCC Date Time o State Fire Marshall Date Time o Other Agencies: Date Time SUBMITTING YOUR APPLICATION Please submit your application to the Parks and Recreation Department located in City Hall. 140 S. Third Street Central Point, OR 97502 For Questions, please cal! Shelly Brown at (541J 664-3321, ext. 214 Application received by: Date: Page 18 of 22 SAVE HARMLESS AGREEMENT AGREEMENT BETWEEN Name (please print) -AND- THE CITY OF CENTRAL POINT Address [, X .FOR MYSELF AND ON BEHALF OF MY HEIRS, REPRESENTATIVES, SUCCESSORRS AND ASIGNS HEREBY RELEASE, ACQUIT AND FOREVER DISCHARGE THE C[TY OF CENTRAL POINT and all departments, agencies, subdivisions, officers, agents, employees or representatives and all other related legal persons or entities not named herein, from any and all known or unknown claims, expenses, injuries, losses, rights of contribution or indemnity, as well as any other statutory rights, attorneys fees and damages, without limitation, which now exist or may ever develop, which are in any way connected with, based upon, or arise out of my participation in any and all events listed and signed for above. This release includes but is not limited to claims for wages, monies, damages, attorneys' fees, emotional distress, stress, workers' compensation injury and occupational disease, disability discrimination, physical injuries, bodily injury, and medical expenses. (initial here) I understand that the event which I am applying to hold is voluntary. I also understand that if I refuse to or otherwise fail to sign this liability waiver I will not be allowed to participate in any or all of the events listed above. (initial here) I have read, understand and agree with the above. XSignature Date XParticipant's Name (please print legibly): FOR YOUR RECORllS.... Please make a copy of all completed event application documents (within this packet) you are applying to. Page'19 of 22 OFFICIAL USE ONLY Y REVIEW City Reviewed By: (initial, date, time) Police: Date Time Risk Management: Date Time Public Works: Date Time Parks: Date Time Finance: Date Time Special Event Permit Application: o Approved o Denied By Department: Reason for denial: Things that need to be changed: Date Time REVISIONS o Resubmitted on: Date Time [Ity Reviewed By: (initial, date, time) Police: Date Time Risk Management: Date Time Public Works: Date Time Parks: Date Time Finance: Date Time .STATUS Special Event Permit Application: o Approved o Denied By Department: Date Time Page 20 of 22 FEE SCHEDULE There are no fees to apply for a permit. Fees for your permits are due after your application has been approved. Special Event Permit $100 Weddings (Robert Pfaff Park and Twin Creeks Park) .....................................$600 (Includes the reservation of the bandshell and gazebo.) Use Wedding Pocket! Small Weddings* (under 100 people at Robert Pfaff Park) ...........................$100 (Includes the reservation of the bandshell and gazebo.) Use Wedding Packet! Amplified Equipment Permit .........................................................................$20 Alcohol Permit ................................................................................................No Fee Street Closure for Block Party (one street only) ............................................$100 (The City will drop off and pick up barricades.) Street Closure for a Parade (through town) ..................................................$800 (The City will close off the streets and regulate traffic.) *If it is found that more than 100 people are at your "SmaN"Wedding, you will be charged the full amount of $600. If the sponsoring organization is a tax exempt organization under Section 501 of the Internal Revenue Code, no special event license fee shall be required unless one or more temporary booths, stalls or vendors participating in the special event is a business as defined in Section 5.04.010 of the Municipal Code. A sponsoring organization under this subsection D shall be responsible for any extraordinary personnel materials and service charges determined in accordance with Section 5.42.040. Please submit all application to: The City of Central Point, City Hall 140 S. Third Street Central Point, OR 97502 Questions? Contact Shelly Brown at (541) 664-3321, ext. 214 Per Municipal Code 9.68.150, no vehicles may be driven or parked in area other than those provided, maintained or designated for such purposes. This includes, but is not limited to the parMs grass, tennis and basketball courts. Fines will be incurred if you are found breaking the law! Page 21 of 22 GENERAL RULES OF CONDUCT IN CITY PARKS The following rules and regulations for the conduct of persons using the public parks of the City of Central Point, Oregon, are hereby established and shall be observed and enforced within all public parks: 1. All parks close from 10:00 p.m. to 6:00 a.m. unless a written permit is obtained 6y the parks and recreation department director. 2. Smoking is prohibited in all buildings. 3. Children under the age of six must be supervised in the city's parks at all times. 4. No person shall build, light, or maintain any fire except in a stove pit or fireplace designated for such purpose. Never leave a fire unattended. 5. No firearms allowed. 6. The use of jump houses and party ponies is prohibited in all city parks. 7. Dogs must be on a leash (no greater than six feet in length) at all times, with the exception of designated dog parks. 8. No person shall erect signs, markers, or inscriptions of any type without written approval of the parks and recreation department. 9. No automobiles, trailers, or other vehicles shall be driven or parked in any areas that are not designated, and may not be parked in the city park during closed hours. Driving on the crass is strictly arohibited at all times. 10. No person shall leave any bottles, cans, ashes, waste paper, rubbish, or garbage in a city park except in receptacles designated forthat purpose. 11. No camping or dwelling shall be permitted in city parks except by written permission from the parks and recreation director. 12. The possession and use of alcohol is prohibited in all public parks. Permits can be issued for special events at the discretion of the city administrator and must obtain a license from the Oregon Liquor Control Commission. 13. The use of the city parks shelter areas may be reserved for private functions by individuals or groups. It is unlawful for anyone to interfere with or prohibit the use of a park shelter by the reserved party. However, parks are always open to the general public for their use and reservations do not provide exclusive use of park facilities. 14. No person may operate a concession or engage in the business of soliciting, selling or peddling and liquids or edibles for human consumption, or connect a public address system to city power outlets without specific written authority from the city manager of Central Point. No person shall make excessive noise by use of amplified sound equipment or other means. Page 22 of 22 CITY OF CENTRAL POINT WEDDING HANDBOOK CENTRAL PDI NT Oregon The Fair City Page 1 of 7 WEDDING APPLICATION ~'ion~rata~ Lions on dour ~art/aconrin~ weddn~/ ~ G'it~ o~ fie' ntrad paint sends t~Eeir aer~ best wis~4es~ar rdaur weddn~ dad and~aracagr ~ut~re toatetfert The wedding handbook is designed for weddings which will be held at Twin Creeks Park or Robert Pfaff Park in the City of Central Point. Upon submitting your wedding application, all information will be considered public information and may be used by the City for promotional purposes (e.g. calendar of events). The City will use all information regarding your event to approve or deny your application; it is important that all information is accurate. Applications must be received by the City of Central Point no later than thirty (30) days prior to the actual date of your event and may be submitted as early as one year before your event. If your application is accepted by the City after the thirty (30) day deadline, the applicant waives his/her appeal rights. Applications will not be accepted when the proposed event is fewer than fifteen (15) days away. It is very important that you fill out your applications completely. Missing information can slow the permit process or terminate the application. Main Contact Name: Telephone: Professional Organizer Name: Telephone: Name of Groom Name of Bride The City of Central Point offers two venues for your wedding: Twin Creeks Park and Robert Pfaff Park. If you will have more than 100 people at your wedding, you must have your wedding at Twin Creeks Park! Anticipated Attendance Choose Your Venue ^ Twin Creeks Park ^ Robert Pfaff Park Wedding Date Day Month Year •YOU should check your date to make sure there fs not a current reservation by calling the Central Point Parks and Recreation Department Wedding Time Begin Setup Begin Ceremony/Reception End Ceremony/Reception End Cleanup Questions? Contact the Central Point Parks and Recreation Department at (541J 664-3321, ext. 214 or 263 Page 2 of 7 WEDDING APPLICATION FOOD CONCESSION OR PREPARATION Questions regarding food concessions and food preparation areas are asked so that the City can get a better idea of what will be occurring during your wedding. Please list or describe any food concessionaires ifapplicable. Any person selling or providing food and/or beverages may be required to apply for a health permit. For more information, please contact the Jackson County Department of Health & Human Services, Environmental Health Division located at 1000 E Main Street, Medford, OR. Their phone number is (541) 774-8206. Yes No Does your event include food concession and/or food preparation areas? If yes, please describe how food will be served and/or prepared: What type of food will be made available during the event? o Commercially prepared food o Pre-packaged food o BBQ o Other (specify) o "Home-made" food A site plan must be submitted with your request. The site plan must not any items being brought into the park include, but not limited to: • Tables, Chairs and other rental equipment • Location of amplification equipment • Location of any generators which will be brought in • Location of any concessions (remember no trailers or vehicles on the grass at any time!) • Other event related components not listed above Yes No Have you hired a licensed professional security company to be used at your wedding? (If no, skip to the next section.) Security Organization: Contact Name: What hours will you have security? Address: Telephone: GARBAGE AND RECYCLING Number of trash cans Equipment Drop-off Date Time: Number of recycling containers Equipment pickup: Please do not a!!ow the throwing of rice, try rose pedals instead! Date Time: Questions? Contact the Central Point Parks and Recreatim~ Department at (541) 664-332], ext. 214 m- 263 Page 3 of 7 WEDDING APPLICATION Supplier of garbage/recycling equipment: Telephone: ( ) Please describe your plan for removal of garbage and recyclable goods during and after your event Note: Jf there is excess trash left behind you will be charged an additional $50 clean up fee! If alcoholic beverages will be available at your event, you are required to obtain the necessary licenses and approval. For a wedding, you will most likely be required to obtain a Temporary Sales License (TSL~. For more information regarding the proper licenses and permits, please contact the local Oregon Liquor Control Commission at phone number (541) 776-6191. Their office is located at 15 Crater Lake Avenue in Medford. The City may require you to purchase additional insurance to cover the use of alcohol at your event. The amount will be determined by the City during the review of your application and is dependent on your event. To use alcohol in public parks, you must obtain special approval from the City Administrator. Municipal Cade 9.68.210 states, "The possession and use of alcohol is prohibited in all public parks. Permits can be issued for special events at the discretion of the City Administrator or his or her designee and when the applicant possesses a license for special events issued by the Liquor Control Commission:' Yes No Will you have alcohol at your wedding? (If no, skip to next section.) Yes No Will you have a closed beer garden? Yes No Will you be using armbands to identify those ages 21 and older? Please check all that apply: ^ Free/Host Alcohol ^ Alcohol Sales ^ Host and Sale Alcohol ^ Beer ^ Wine ^ Distilled Spirits Please describe your security plan to ensure the safe sale/distribution of alcohol: Questions? Contact the Central Point Parks and Recreation Department at (541) 664-3321, ext. 214 or 263 Page 4 of 7 WEDDING APPLICATION AMPLIFIED EOU/PMENT Municipal Code 8.04.080 A states that, "No person shall create, assist in creating, permit, continue or permit the continuance of any loud, disturbing or unnecessary noise in the City." An Amplified Equipment Permit is required for all sound amplification outside of normal home and business activities. Non-amplified music is allowed at any park without a permit. All amplified equipment levels must not exceed 80 decibels! It is very important that your start and end times are listed accurately, as all amplified equipment can only be used during this time. All amplified music must be turned off by 10:00 p.m. Yes No Will you be using amplified equipment? (If no, skip to the next section.) Yes No Will there be a patron dance? Yes No Will there be live music? Please list performers name and contact information: What time period will the amplified equipment be used? What type of amplification equipment will be used? Where will the amplification equipment be setup? jjlrSURANGE REQUIREMENTS You will need to have your insurance on file with the City of Central Point! Persons and/or organizations using any City of Central Point facilities are advised that the City assumes no responsibility for injuries and/or accidents which occur while on City property. The applicant's initials and signature below is an acknowledgement of this fact and an agreement that the City will not be held liable for any medical expenses or personal property damages incurred during the use of its facilities. Initial Required insurance amounts are as follows: $1 million July 1, 2009-July 1, 2010 $1,066,700 July 1, 2010-July 1, 2011 $1,133,300 July 1, 2012 -July 1, 2012 Name of Insurance Agency Telephone ( ) Policy p Questions? Contact the Central Point Parks and Recreation Department at (541) 664-3321, ext. 214 m' 263 Page 5 of 7 WEDDING APPLICATION AGREEMENT If you cancel your wedding with the City of Central Point prior to 30 days before the date, a full refund will be issued. After 30 days, no refunds will be issued, but you may reschedule the date. If the City does not approve your application, a full refund will be given. The City is not responsible for inclement weather conditions resulting in unsatisfactory or cancelled weddings and no refund will be given in this case. However, the City is willing to reschedule your wedding for a later date and time if notified 24 hours before the scheduled wedding. I certify that the information contained in the foregoing application is true and correct to the best of my knowledge. I have read, understand and agree to abide by the rules and regulations, included in this packet, governing the proposed wedding under the Central Point Municipal Code. Print Name Park Signature Date Fees for your wedding are due in full when turning in your application. If you do not pay in full, your application will not be processed! ^ Wedding with under 100 people $100 ^ Wedding with over 100 people $600 •If the City finds that you select "under 100 people" and you have more, you will be charged the higher price! You must have a credit card on file! Name on Card Credit Card Number Credit Card Type Visa Mastercard American Express Ex. Date Billing Address Please submit your application to the Parks and Recreation Department located in City Hall. 140 5. Third Street Central Point, OR 97502 Offitfal Use Onlv Payment Amount Date Received By Reviewed Bv: (Initial. Date. Time. Decision) Explanation: Parks Date Time ^Approved ^ Denied Police Date Time ^Approved ^ Denied Alcohol Date Time ^Approved ^ Denied Questions? Contact the Central Point Parks and Recreation Department at (541) 664-3321, ext. 214 m-263 Page 6 of 7 SAVE HARMLESS AGREEMENT AGREEMENT BETWEEN Name (please print) -AND- THE CITY OF CENTRAL POINT Address I, X .FOR MYSELF AND ON BEHALF OF MY HEIRS, REPRESENTATIVES, SUCCESSORRS AND ASIGNS HEREBY RELEASE, ACQUIT AND FOREVER DISCHARGE THE C[TY OF CENTRAL POINT and all departments, agencies, subdivisions, officers, agents, employees or representatives and all other related legal persons or entities not named herein, from any and all known or unknown claims, expenses, injuries, losses, rights of contribution or indemnity, as well as any other statutory rights, attorneys fees and damages, without limitation, which now exist or may ever develop, which are in any way connected with, based upon, or arise out of my participation in any and all events listed and signed for above. This release includes but is not limited to claims for wages, monies, damages, attorneys' fees, emotional distress, stress, workers' compensation injury and occupational disease, disability discrimination, physical injuries, bodily injury, and medical expenses. (initial here) I understand that the event which 1 am applying to hold is voluntary. I also understand that if 1 refuse to or otherwise fail to sign this liability waiver I will not be allowed to participate in any or all of the events listed above. (initial here) I have read, understand and agree with the above. XSignature Date XParticipant's Name (please print legibly): FOR YOUR RECORDS.... Please make a copy of all completed event application documents (within this packet) you are applying to. Page 7 of 7 CITY OF CENTRAL POINT PARK PROPERTY PACKET: GAZEBOS AND FIELDS .CENTRAL P~JI NT Oregon The Fair City Page 1 of 9 GENERAL RULES OF CONDUCT IN CITY PARKS The following rules and regulations for the conduct of persons using the public parks of the City of Central Point, Oregon, are hereby established and shall be observed and enforced within all public parks: 1. All parks close from 10:00 p.m. to 6:00 a.m. unless a written permit is obtained by the Parks and Recreation Department Director. 2. Smoking is prohibited in all buildings. 3. Children under the age of six must be supervised in the City's parks at all times. 4. No person shall build, light, or maintain any fire except in a stove pit or fireplace designated for such purpose. Never leave a fire unattended. 5. No firearms allowed. 6. The use ofjump houses and party ponies is prohibited in all City parks. 7. Dogs must be on a leash (no greater than six feet in length) at all times, with the exception of designated dog parks. 8. No person shall erect signs, markers, or inscriptions of any type without written approval of the Parks and Recreation Department. 9. No automobiles, trailers, or other vehicles shall be driven or parked in any areas that are not designated, and may not be parked in the City parks during closed hours. Driving on the crass is strictly prohibited at all times. 10. No person shall leave any bottles, cans, ashes, waste paper, rubbish, or garbage in a City park except in receptacles designated forthat purpose. 11. No camping or dwelling shall be permitted in City parks except by written permission from the Parks and Recreation Department Director. 12. The possession and use of alcohol is prohibited in all public parks. A permit can be issued for special events at the discretion of the City Administrator. A license from the Oregon Liquor Control Commission must also 6e obtained. 13. The use of the City parks shelter areas may be reserved for private functions by individuals or groups. It is unlawful for anyone to interfere with or prohibit the use of a park shelter by the reserved party. However, parks are always open to the general public for their use and reservations do not provide exclusive use of park facilities. 14. No person may operate a concession or engage in the business of soliciting, selling or peddling any liquids or edibles for human consumption, or connect a public address system to City power outlets without specific written authority from the City Manager of Central Point. No person shall make excessive noise by use of amplified sound equipment or other means. Page 2 of 9 ,~;_~ .,,Park:. ~ t 4 1 i :Gazelio~Code, C t Electnc!T' ~-BBQ,': 4. ~I:ight= I - R I 1 ;.Restroomst Bluegrass Downs BD1 Yes Cascade Meadows CM1 Don Jones Memorial D11 Yes Yes Yes Yes Glengrove Wayside GW1 Menteer Memorial MM1 Yes Yes Yes Robert Pfaff RP1 Yes Yes Robert Pfaff RP2 (bandshell) Yes Yes Twin Creeks TCl Yes Yes Twin Creeks TC2 Yes Yes Twin Creeks TC3 Yes Yes Twin Creeks TC4 Yes Yes Van Horn VH1 Yes Yes Pictures and information about these gazebos/parks are included in this packet. --4TO FILD AND OURTSAVAI.ABLEFORRESERVATION Y f: y y ~Park~`~ _,~;'~~P . ~ ti. ,u. "fl i F~ielilCodeE 1tk iL 1 ~2' Type'ofeField/,Court;~~ ~~' , L r;~~;~~~,Restrooms;~ytw~~ ~i.° ~~ Civic CI-M Multiuse Field At Twin Creeks Park Civic CI-S Soccer Field At Twin Creeks Park Don Jones DJ-M Multiuse Field Yes Joel Tanzi Skate Park JT-S Soccer Field Yes Page 3 of 9 The City of Central Point allows reservations of park facilities for private and organized events. The Parks and Recreation Department personnel coordinate the dates and times facilities are available. You must submit your application to City Hall and pay all fees before your reservation is recognized. Reservations give renters exclusive use of specific facilities and/or park areas reserved. The remainder of the park is open to the public. Make sure that you have your permit with you in order to enforce your reservation. If you have any questions regarding park facility reservations, please contact Shelly in the Parks and Recreation Department via phone (541) 664-3321, ext. 214. Rememher: Driving on the grass is strictly prohihited! To reserve a gazebo or field, you must fill out the "Park Property Use Application" and submit it in person to the Parks and Recreation Department in City Hall, located at 140 S. Third Street, Central Point, OR. Fees are due at time of booking. Reservations are made on a first come, first serve basis. If your event is a special event, you also need to obtain a "Special Event Handbook" and fill out the appropriate forms. You may also request to reserve the entire park for a large public event. Fee Description Residents Non-Residents Gazebo Rental $25 / 2 hr $35 / 2 hr Field Rental $25 / 2 hr $35 / 2 hr Season Field Rental For non-profit recreational teams $125 $125 Non-Refundable Clean-uo Deposit (for Gazebos Oniy) 1-149 people $25 150-249 people $SO Over 250 people Director Determines fees (Requires City Council approval) Page 4 of 9 Twin Creeks Park Info: Large green grassy area about the size of a football field. Has a drinking fountain and restrooms. (Civic Park is across the street.) Gazebo TCl. TC2. TC3. TC4: Has electricity. Robert Pfaff Park Parklnfo: 1.5-acre park is ideal for celebrations. Contains a playground, horseshoe pit, and courts fortennisand basketball. Has a drinking fountain and restrooms. Gazebo RPl: Bandshell with lots of electricity. Wheelchair accessible. Gazebo RP2: Has electricity. Page 5 of 9 Don cones Memorial Park Parklnfo: 7.98-acre park has a playground and a water feature along with a sports field, tennis and basketball courts and walking paths. Has a drinking fountain and restrooms. Gazebo OJl: Has electricity, an overhead light, and a barbecue. ._ Menteer Memorial Park Parklnfo: A small shaded park with a horseshoe pit and a serene pond with cascading water. Has a drinking fountain. Gazebo MM3: Has electricity, overhead light, and a barbecue. ,_ _ . _ _ __ Cascade Meadows Parklnfo: .23-acre kid-friendly park with a playground that is adjacent to a small grassy area. Has a drinking fountain. Gazebo CMi: No electricity Page 6 of 9 Van Horn Parklnfo: 2.1-acres with a playground and full-size basketball and tennis courts. Has a drinking fountain and restrooms. Gazebo Cl: No electricity, but has a barbecue. Glengrove Wayside Park Info: .25-acre grassy area next to the creek. Gazebo GWl: No electricity. \~ J/' Bluegrass Downs Parklnfo: 3.28-acre park is a natural wetland and contains a wildlife pond, stately oaks and restrooms. Gazebo BD1: No electricity. Page 7 of 9 PARK PROPERTY USE APPLICATION APPLICANT INFORMATION Applicant Name Organization Name Address Number F. VENT /NFORMAT/ON Event Date Time block needed (available in 2 hour blocks) Event Start Time Check one: O 2 hours O 4 hours Yes^ No^ Is the event a fundraising event? Explain: Yes^ No^ Will you have items that you will bring to the park (e.g. BBQ amplifying systems, benches, etc.) Please list: - What is the total expected attendance at your event: (if more than 50, you will need to fill out a "Special Events Application". (Normal sporting games are excluded.) - What is the purpose of your event? gF'SF.RVATION INFORMATION - Which gazebo are you interested in reserving? ^ BDl ^ GWl ^ RP2 ^ TC3 ^ CM1 ^ MMl ^ TCl ^ TC4 ^ DJ1 ^ RP1 ^ TC2 ^ VH1 Which field are you interested in reserving? ^ CI-M ^ CI-S ^ DJ-M ^ JT-S ^ Check this box if you need to reserve an entire park for a large community event. What park do you have in mind? (Needs approval, please fill out a "Special Event Application".) ALL RENTAL ACTIVITIES MUST BE CONDUCTED IN ACCORD WITH THE CITY OF CENTRAL POINT PARKS AND RECREATION ORDINANCES! ORDINANCE NO. 9.68.210 STATES: The possession and use of alcohol is prohibited in all public parks. Permits can be issued for special events at the discretion of the city administrator or his or her designee and when the applicant possesses a license for special events issued by the Liquor Control Commission. I have read and agree to abide by the rules and regulations for the use of the parks and park facilities. understand that I am responsible for any damage to the facilities used and agree to pay for any such damage. Print Name Signature FOR OFFICIAL USE ONLY: Deposk ^ Application Approved ^ Date Application Denied ^ Reason for Denial Signature Date Page 8 of 9 SAVE HARMLESS AGREEMENT AGREEMENT BETWEEN Name (please print) Address -AND- THE CITY OF CENTRAL PO[NT 1, ?{ .FOR MYSELF AND ON BEHALF OF MY HEIRS, REPRESENTATIVES, SUCCESSORRS AND ASIGNS HEREBY RELEASE, ACQUIT AND FOREVER DISCHARGE THE CITY OF CENTRAL POINT and all departments, agencies, subdivisions, officers, agents, employees or representatives and all other related legal persons or entities not named herein, from any and all known or unknown claims, expenses, injuries, losses, rights of contribution or indemnity, as well as any other statutory rights, attorneys fees and damages, without limitation, which now exist or may ever develop, which are in any way connected with, based upon, or arise out of my participation in any and all events listed and signed for above. This release includes but is not limited to claims for wages, monies, damages, attorneys' fees, emotional distress, stress, workers' compensation injury and occupational disease, disability discrimination, physical injuries, bodily injury, and medical expenses. (initial here) 1 understand that the event which 1 am applying to hold is voluntary. l also understand that if [ refuse to or otherwise fail to sign this liability waiver I will not be allowed to participate in any or all of the events listed above. (initial here) I have read, understand and agree with the above. XSignature Date XParticipant's Name (please print legibly); FOR YOUR RECORDS.... Please make a copy of all completed event application documents (within this packet) you are applying to. Page 9 of 9