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Parks &
Recreation Policy Advisory Board |
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Agenda Request |
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Agenda Of: |
11/14/06 |
Agenda Request No: |
III A |
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Initiated By: |
Kelly
Penewitt, Recreation Coordinator |
Manager: |
Chris Mobley, Recreation Manager |
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Presented By: |
Kelly
Penewitt, Recreation Coordinator |
Department Head: |
Karl Miller, Parks and Recreation Director |
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Additional Department. Head (s): |
N/A |
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Subject / Proceeding: |
Senior Center Facility Use Policies |
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Exhibits: |
Senior Center Facility Use Policies |
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Clearances |
Approval |
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Legal: |
N/A |
Asst. City Manager: |
N/a |
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Recommended Action |
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Review and discuss proposed Senior Center Facility Use Policy. |
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Executive Summary |
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The attached proposed policy provides rules, regulations and guidelines
for usage of the Sugar Land Senior Center.
These policies and procedures shall apply to all individuals, groups
or organizations who use the Sugar Land Senior Center. |
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Exhibits |
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City of Sugar Land
Parks & Recreation Department
Office Hours: Monday - Friday 8 a.m. - 5 p.m.
Senior Center (281) 281-2893
Office (281) 275-2885
E-mail: seniors@sugarlandtx.gov
200 Matlage Way, Sugar Land, TX 77478
P.O. Box 110, Sugar Land, TX 77487-0110
FAX (281) 275-2891
Home Page: www.sugarlandtx.gov
Senior Center Facility
Use Policies
November 2006
TABLE OF CONTENTS
Policy Statement................................................................................................................................ 3
Definitions......................................................................................................................................... 4
Sugar Land Parks and Recreation Facility Usage................................................................................ 5
Hours Available for Use......................................................................................................... 5
Determining Facility Usage..................................................................................................... 5
Entrance and Access............................................................................................................. 5
Senior ID Cards.................................................................................................................... 5
Maintenance of the Senior Center.......................................................................................... 5
Signage/Literature.................................................................................................................. 6
Emergencies and Accidents.................................................................................................... 6
Lap Top Check Out.............................................................................................................. 6
Senior Adventures................................................................................................................. 6
Senior Ambassadors.............................................................................................................. 7
Non-Sugar Land PARD Facility Usage.............................................................................................. 9
Recognized Senior Citizen Group........................................................................................... 9
Conditions Of Use................................................................................................................... 9
Determining Facility Usage................................................................................................... 10
Storage .............................................................................................................................. 10
Trash................................................................................................................................... 10
Enhancements...................................................................................................................... 10
Signage............................................................................................................................... 11
Set Up ............................................................................................................................... 11
Statement of Compliance..................................................................................................... 12
Waiver of Liability............................................................................................................... 13
CITY OF SUGAR LAND
POLICY FOR USE OF PARK AND RECREATIONAL
FACILITIES
The policy for use of City of Sugar Land Park and Recreational facilities is composed of procedures, regulations, and guidelines designed to ensure that all facilities are utilized in a safe and efficient manner. The City of Sugar Land develops and maintains park and recreational facilities to serve the residents of Sugar Land.
Priority use of the Senior Center is reserved for Sugar Land Parks and Recreation Department Senior Programming. Secondary use is for the ongoing, scheduled use of a facility to provide a meeting space for recognized Senior Citizen groups (i.e. AARP chapters).
Definitions
COSL: City of Sugar Land
SLPARD: Sugar Land Parks and Recreation Department
Senior: Any individual over the age of 50 years.
Resident: Anyone resides within the
corporate city limits of Sugar Land
Nonresident: Anyone
that resides outside of the corporate city limits of Sugar Land.
Recognized Senior
Group: Any
groups or organizations that is neither part of the City of Sugar Land nor
funded directly or indirectly by the COSL.
Eligible outside groups must be a Sugar Land based group with 51% of the
members residing in the corporate city limits of Sugar Land. Primary purpose is to serve seniors.
COSL
Hosted
Program: Any
program, activity or event that is underwritten and hosted by COSL including
but not limited to dances, special events, and leisure classes
“Sweet Notes”: The official newsletter of the Sugar Land Senior
Center
Collective
Partnership: A
collaborative effort between two or more entities that provides a benefit to
the senior citizen community of Sugar Land without financial gain (profit) to
an outside group or exclusion of any senior citizen.
Leisure
Class: A contracted program or class that is
hosted by the COSL that a fee is charged.
City Council adopted user fee ordinance will be followed such as AARP
Safe Driving Class.
Sugar Land Parks and Recreation Facility Usage
Hours Available for Use
The Senior Center is open from 8 a.m. – 5 p.m. Monday thru Friday.
Facilities are available for use during open hours excluding the following City holidays: New Year's Day, Martin Luther King Jr. holiday, Good Friday, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas.
Determining
Facility Usage
Use by senior citizens of designated “open areas” will be on a first come first serve basis. The City of Sugar Land will determine all scheduled use of facilities.
Entrance and Access
The Sugar Land Senior Center will be used by residents and nonresidents who are 50 years and older in age. All participants will be required to sign in and out on a daily basis at the front reception desk. An emergency card must be filled out on the first visit to the center. A temporary ID card will be issued until a permanent Sugar Land Police Department ID card is issued. The temporary ID card must be renewed monthly. If a senior currently has a senior ID card the card can be dropped off at the front desk and picked up upon exit.
The purpose of this is to maintain an accurate count of seniors that visit the center on a daily basis as well as provide information for staff in case of an emergency.
The Sugar Land Senior Center will be opened and closed by the Sugar Land Parks and Recreation Department.
Senior ID Cards
In lieu of an emergency card a senior can have the Sugar Land Police Department prepare a Sugar Land Senior ID card.
Maintenance of the
Senior Center
The City of Sugar Land will provide a level of maintenance service to all park and recreation facilities and equipment that ensures the safe and efficient use of facilities. The City of Sugar Land will not provide maintenance or upkeep to property that is not owned by the City of Sugar Land and retains the right to remove the property.
Signage and
Literature
The posting or exhibition of any signs, advertisements, show bills, lithographs, posters, or cards of description, inside or outside on any part of the building is generally prohibited, except as expressly authorized by the Parks and Recreation Director or his designee.
Emergencies
Seniors should notify Parks and Recreation Department staff of any incidents occurring at the Senior Center that require medical attention by health care professionals. Incidences that result from the condition or maintenance of facilities should be reported to the Parks and Recreation office immediately.
Senior Computer
Laptop Checkout
Laptops for Senior use will be stored in a locked cabinet nightly and will not be permitted to leave the senior center. In order to checkout the Senior must exchange his/her driver’s license for the laptop. The license will be held at the front desk in the checkout book until the laptop is returned. Full name must be printed and signed by the senior.
Senior Adventures
Definitions
Mini/lunch
Trips less than 1 hour driving distance from Sugar Land
4 – 6 hours long
Day
Trips more than 1 hour but shorter than 3 hours driving distance from Sugar Land (exception: casino trips)
6 – 10 hours long
Multi day
Trips 2 or more hours driving distance from Sugar Land
Trips could include out of state
Staffing
A staff person trained in AED, CPR and First Aid must accompany any sponsored city adventure. If driving a van, person must be over 25.
Additional staffing for 2nd van: a staff person trained in AED, CPR and First Aid over the age of 25 can drive.
Additional bus - a staff person trained in AED, CPR and First Aid over the age of 18
Pricing
Per City Council approved Fee Policy
Minimums/Maximums
Based on the transportation type.
Single van – minimum 8 and maximum of 12 (not including driver). Maximum is based on the number of seniors that can comfortably sit in the van. If a 2nd van is used minimums and maximums double
Bus – Minimums are based on the number of participants needed for the group tour rate or needed for the hotel rate. Maximums are based on the bus size or the maximum that a tour or restaurant can handle.
Registration
Mini and day adventures have open registration
No deposit required
Multi day adventures have open registration
A deposit is due at the time of registration (if trip cost less than $75 full payment is due at the time of registration.
Residents
Residents will be allowed to register one week prior to nonresidents.
Payment
Mini/day adventures: full payment is due 2 weeks prior to the adventure date
Multi-day adventures: Payment balance is due one-month prior to adventure date.
If registration is made within 2 weeks of a mini/day adventure or within 1 month of a multi-day adventure, full payment is due at the time of registration.
Cancellations
Mini/day adventures that do not meet minimum number of participants two weeks prior will be canceled.
Multi-day adventures that do not meet minimum number of participant’s one-month prior will be canceled.
Senior Ambassadors
It is the
goal of the City of Sugar Land to have the Senior Center staffed by volunteers
Monday through Friday from 8 a.m. – 5 p.m.
To achieve that goal the City has established a Senior Ambassadors program intended to provide an increased level of customer
service to the active older adult population by serving as a senior center greeter’s during business hours. The main
responsibility of the Senior Ambassadors is to orientate new seniors and
welcome them to the Senior Center. Other
duties will include the dissemination of information to seniors and families
about programs, facilities, health care, and other
pertinent issues related to seniors.
As part of the program we
would fit seniors to needs of the center (volunteer instructors, tax aide,
customer service, etc).
To become a Senior Ambassador the senior must complete
an application, which are available at the Parks and Recreation
Department. Applicants will be required
to interview and attend a training program.
Job Duties:
Minimum 2-hour commitment per week
Greet customers – entry and exit
Answer phones – provide information on the Senior Center as well as disseminate information for the Office of Senior Citizens
Senior Center tours – introduce potential visitors to the center and other seniors
Information gathering
Other duties as needed
Non-SLPARD usage of the Sugar Land Senior Center
Procedure
for Becoming a “Recognized” AARP Organization
The following criteria will determine a “recognized” AARP Organization:
1.
Non–profit status: Senior Citizen group must have a letter of determination from the IRS that identifies them
as a 501c3 or 501c4 non-profit organization.
2.
Sugar Land Based
Organization: - Organization must be based
in Sugar Land
3.
Sugar Land Resident Registration: Senior
Citizen group must have a minimum of 51% residents residing within the
corporate city limits of Sugar Land.
4.
AARP Chapter Designation: Senior Citizen group must be an officially
recognized group by the AARP National Organization with copy of the chapter
designation on file with the City of Sugar Land.
Conditions for Use
All recognized groups will adhere to the policies and procedures identified herein.
Any recognized group will be required to submit written
requests for use of facilities to the Parks and Recreation Department at least
thirty (30) days prior to the beginning of any anticipated facility use. Written requests shall be accompanied by a
list of the Group’s Board of Directors with
appropriate addresses and telephone numbers and meeting dates with an IRS
non-profit status form. “Recognized” status will not be granted if requested
information is not submitted.
Recognized groups shall designate one (1) person and one (1) alternate person to act as the contact for their group and shall submit the persons, name, title, address, e-mail address (if applicable), and telephone number to the Parks and Recreation Department. Recognized groups are responsible for updating their contact information as changes occur. The Director of Parks and Recreation or designee shall act as the City of Sugar Land's liaison to all of the recognized groups.
Recognized groups seeking reserved use of Sugar Land Senior Center may do so under the following conditions:
1. Individual submitting the application is a Sugar Land resident.
2. All members of the group are 50 years or older.
3. Times and dates do not conflict with City of Sugar Land Programming.
4. Reservations will be limited to twelve (12) times per year and may be no longer than two (2) consecutive days or four (4) hours per day.
5. Application is made no more than one (1) year in advance and no less than five (5) working days before requested date.
6. Facilities will be reserved “as is”. Other arrangements (meeting set up, cleaning, etc) will be made by the applicant and at their expense.
7. Applicant must make arrangements to leave the facility in condition it was found.
8. The City will be responsible for locking the facility for the applicant.
9. Applicant must sign a waiver of liability.
10. The person signing the application must handle all transactions, inquiries and changes.
11. The meeting must be open to all seniors.
Recognized groups with an approved application on file may add dates in writing in person or via e-mail. No reservation shall be considered confirmed without written confirmation from the Parks and Recreation Department.
The applicant is required to be present at the facility and available to City personnel during the entire course of the event for which the applicant made a reservation. If the applicant, or alternate contact on file is not at the function the event will be cancelled and all attendees will be required to leave.
Recognized groups using the Senior Center shall comply with all City ordinances and Federal and State laws. In accordance with City fire codes, all exits and doorways must remain clear and unlocked during functions, and access to hallways and all fire extinguishers shall remain clear. All marked fire lanes will be kept open at all times, please do not park in these areas. Applicant agrees to abide by the posted maximum capacities at each facility.
Alcohol, Smoking and Gambling are strictly prohibited in the Senior Center.
At no time shall a reserving party assign its reservation to another group or organization. Use of the Senior Center shall not be for any purpose other than what was stated on the application.
Determining
Facility Use
Recognized groups will be granted secondary use of the Senior Center by the City of Sugar Land on a yearly basis: however, all other meeting rooms will remain open for public use.
Storage
The Senior Center has limited storage. The use of the storage space shall be determined the by the SLPARD.
Trash
All seniors and recognized groups will be responsible for picking up all trash and removing it from the Senior Center. All trash, debris, and litter can be deposited in the trashcans in the senior center.
Enhancements
Seniors and recognized groups will not install or perform any type of facility or property improvements without the express written consent of the City of Sugar Land. Requests for improvements must be submitted in writing to the Parks and Recreation Director at least thirty (30) days prior to the desired date of performing the improvement. All requests require approval of the Director of Parks & Recreation or designee.
Signage
Recognized group signs will only be allowed during the groups meeting. Any signage left up after the meeting will be removed.
Set Up
Recognized
groups will be responsible for the setting up and breaking down of meetings or
programs. The groups will bear the cost for repairs to city property caused by
the groups.
The Recognized group shall furnish and maintain their own equipment,
materials, and/or supplies such as coffee, refreshments, and decorations for
their meetings.
The amount of time needed to set-up, hold the function and clean up shall be included in the amount of time scheduled for the event.
Applicants are responsible for the securing of the equipment in the building during the reserved time. All
property missing during this time will be charged to the reserving party. The applicant must be present and available during the entire rental period.
Applicants renting the facility are limited to the hours specified on their application.
Stacks of chairs are to be moved by chair dollies if provided.
Electrical outlets are 110 volt only.
Open Flame - No person shall bring in to or use an open flame, flame producing device, or any flammable or combustible material, to included but not limited candles, incense, tea lights, and charcoal. Sterno heating elements are permitted.
Decorations may be secured to the walls in the meeting rooms of the Sugar Land Senior Center with long straight pins or tape only. Nails and staples are prohibited. No decorations will be attached or hung from the ceiling or light fixtures at any building. All decorative materials must be in accordance with COSL fire codes. As in accordance with City fire codes, all exits and doorways must remain clear.
“Recognized
Group”
STATEMENT OF COMPLIANCE
I, , representative for
(SELF)
PLEASE PRINT
the , have received
(ASSOCIATION/APPLICANT)
PLEASE PRINT
and agree to abide by procedures and guidelines as established in the document
City of Sugar Land “Senior Center Policies”.
SIGNED: DATE: _______________________
“Recognized Group”
WAIVER OF LIABILITY
The undersigned applicant, individually, and/or as agent for the organization known as
,
does agree to hold harmless the City of Sugar Land, its officers and employees, from any claim of any nature growing out of the use of City of Sugar Land facilities; and in the event a claim would be made by any third party, including a member of an organized team, the undersigned individually, and/or as agent of any organization as herein named, agrees to fully cooperate with the City of Sugar Land, its insurance carriers or any other person or organization designated by the City to investigate such claims, and to provide such information as shall reasonably be necessary and/or required. In connection herewith, the organization also agrees to obtain from each member of the organized [CH1]team [CH2]a signed statement agreeing to hold the City of Sugar Land harmless from any claim whatsoever growing out of the use of City facilities.
SIGNATURE OF APPLICANT: ____________________________________________
ORGANIZATION: DATE: ____________
SEASON: _______________________________________________________________