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• MEMO TO: CHUCK WHITING, ADMINISTRATOR FROM: MARY SAARION, DIRECTOR Gj I PARKS, RECREATION& FORESTRY DATE: AUGUST 29, 1996 SUBJECT: COMMUNITY GROUP RULES AND REGULATIONS FOR USE OF THE BEL RAE BUILDING The following are rules and regulations for use of the Bel Rae building by community groups. Examples of community groups would be school groups, scouts, Lions, Lionesses, athletic associations, neighborhood watch groups, homeowner associations, daycare providers groups, and similar groups that support the community with programs. These rules and regulations are similar to the ones used for Park building use, City Hall use and picnic facility use. Staff would be hard pressed to remember a time when community groups have not been responsible for the upkeep of a facility which is being used. Staff has experienced a very careful and conscientious public that takes responsibility for the care of facilities being used. To ensure responsibility, a $100 deposit is required to ensure the care and cleanup of facilities. Staff • has also found that the more a facility is used, the better the upkeep and less vandalism. We have found that users look out for the well-being of facilities that they use, notify staff when something is wrong, and certainly are"guards on duty" when using a facility for a positive purpose. Therefore, staff believes that use of the Bel Rae especially by community service groups will provide a degree of community stewardship for the building. The Bel Rae facility has been installed in the facility manager computer program. It can be easily reserved, with duplicate permit forms for both the user and staff. Careful distribution of keys are managed through a key distribution program that accounts for each key, requiring a $50.00 deposit and signed forms. Again, the distribution of keys to City Hall and park buildings has not been a problem. Parks and Recreation staff are prepared to begin scheduling community group use of the Bel Rae as soon as a directive is given. Several community service groups listed above have already requested use of the Bel Rae building especially-for large group meetings and special large group special events or gatherings. Staff knows and has worked with each and every group listed above and is very comfortable and confident that each of these groups are responsible and conscientious regarding the stewardship of facilities. •