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Home My WebLink About1993-08-11 PRC Regular Meeting Agenda Packet AGENDA PALM DESERT PARKS AND RECREATION COMMISSION WEDNESDAY, AUGUST 11, 1993 9 :00 A.M. - COMMUNITY SERVICES CONFERENCE ROOM 73-510 FRED WARING DRIVE ***************************************************************** I . CALL TO ORDER II . APPROVAL OF MINUTES : June 9 , 1993 III . DISCUSSION ITEMS: A. ART-IN-THE-PARK Presentation by Catherine Sass B. Civic Center Ballfields C . Update of Odekirk Facility D. Ironwood Park Equipment E . Hahn Amphitheater Policy IV. ORAL COMMUNICATIONS : 1 . Any person wishing to discuss any item not otherwise on the agenda may address the commission at this point by stepping to the lectern and giving his/her name and address for the record. Remarks shall be limited to a maximum of five minutes unless additional time is authorized by the commission. 2 . This is the time and place for any person who wishes to comment on non-hearing agenda items . It should be noted that at commission discretion, these comments may be deferred until such time on the agenda as the item is discussed. Remarks shall be limited to a maximum of five minutes unless additional time is authorized by the commission. V. ADJOURNMENT ***************************************************************** DECLARATION OF POSTING I , Donna Bitter, of the City of Palm Desert, do hereby declare that the foregoing agenda for the Parks and Recreation Commission meeting of Wednesday, August 11 , 1993, was posted on the bulletin board by the outside entry to the Council Chamber, 73-510 Fred Waring Drive, Palm Desert, on Friday, August 6 , 1993 . D.ted: August 6 , 1993 t ceet„ DONNA C. BITTER Senior Office Assistant City of Palm Desert, California CO CD N a)a_ ro x _ Z o c O Co O co RSQ N a =- 0 0 1- Oo F- 3 a o 3j� u) i-x co U c c z 09 W aa � uwiopvN, co a) c"a0 _ , LL1 ! nn co o c � �' J r E _ Q _ - U as m 4 W '7 Q♦— = (0 J Z 1._ - c J p m o w U _ '' _ c) �.L >, _ W .Q Q Q Q N . .I �, �, _ �, o -Q O c W Z < . = co ya U C � uiWO .awO _mco _OD Z .0OZC 0 w G w W CO IL W 0 W x CDLLI S CO Z Q w w � w z i_ U ¢ 2 W f-- OD O d w m -cn U pwc� � � Jvowa )- � z cl E0w '= f rwWQOWOWQO cc QQ � Q, o � I- 2pmpa0prOz0aQ 'w ' 1 1 1 1 ,- CV c+) v LC) CD 1�. ao rn 0 •.-- ' l T T• T� T T T ` w p i II r1 i 141i CIVIC CENTER TOUR MAP r �n ,II ui, 4 0 )4,07.7-- . , li'' t I1111111111 Ht! Ili] 111111111111 >1� M ia�.ii..{{ss RR I'�i I I I I 1 If I I . ---1 .� - 1 . l�TP� Ri I I �! ill I ril4 11 11 11111111111 .,.,., 0 . ~- I 1 11111111111 iI !',� C.:1111111r 1 � IIIIIIillll ET Ir Q ' 1, _ 1 /OA: r—— .. 0 Nage M-71 ! frl 9 I es ilitii0 . ,, z 1 i , v) 1 --I\k.\ .—4...._ I ,is�rle s\\ 1lib' , ?"" i --4 1 r -� cmj AP g _d .� 4 Lz, 111 .c 2 i ' -.. 1., ),.. _ - .....-ri--F--- - 6 11.25 p -,.--.7 _.-TiE,.. rfflffil ,,, min-' , 1.3 p,..__._,_1- • _ ,i y ... ._, ____dif , FRED W AR ING DR iil ,�, ��i. .i 1•. �r.y,'u'ji ii ��,�,iri "li., n ow,n. I:.'.I rh I'd .P 1 I'i ., ii. CITY OF PALM DESERT HAHN AMPHITHEATER POLICY 1 . Facility: The Ernest Hahn Amphitheater at the Palm Desert Civic Center Park provides a basic setting for the presentation of various events . The facility consists of a permanent stage, tiered grass spectator area and lighting and audio technical pads with outlets . Spectator accommodation is estimated to be 1500 persons . A detailed stage plan, site electrical plan and specifications are available. Persons using the facility will need to provide all audio and lighting equipment, patch and electrical cords and personnel required for set up/tear down, cleanup, event management, security, dressing facilities, backdrops and props . The facility was designed as a public arena and does not lend itself to restricted access events . 2 . Use: Any group or individual may apply to use the amphitheater in accordance with the provisions set forth in this policy. The amphitheater can be used Monday through Sunday between the hours of 9 : 00 a.m. to 9 : 30 p.m. exclusive of set up and tear down. The city shall not be liable if the facilities are deemed unusable for a scheduled event for any reason. 3 . Charging Admission or Requesting Donations : The user of the athriLitheater may charge admission or r,4-.:.: donations of attendees upon specific use approval of the City Manager. If admission is charged or donations requested, a specific area must be identified and separated and admission or donations collected solely from persons within that area. Page 2 If admission or donations are charged or collected, the user shall pay the city 10 percent of the gross collections for usage of the facility in addition to other fees or charges set forth herein. This requirement may be waived by the City Manager for qualified non-profit organizations . 4 . Application: Applications for use of the amphitheater shall be filed at least 30 days before a proposed event. The applicant shall provide the following information: 1 . Name and address of the group or person submitting the application. 2 . Name and phone number of contact person. 3 . Date and times of use. 4 . Description of the performance or activity to include: * Any admission or donation collection and use of funds . * Age group performance is directed to . * Anticipated size of audience. * Proposed sound and lighting equipment. * Proposed event management. * Time outline for set up, performance and tear down. * Any other informaLion the city may require to evaluate the application. Page 3 APPROVAL: 5 . Process : Copies of the application shall be reviewed and processed by Public Works, Community Development, Police, Fire, City Clerk and City Manager. Other city departments may review the application as needed. The applicant shall be solely responsible for consequences resulting from promotion, advertising, ticket sales , etc . prior to receiving written notification that an event has been approved. The City Manager shall be responsible for the final approval of all applications . The application shall be evaluated on the following criteria: * Conflicting scheduling. * Other activities scheduled within the Civic Center Park. * Availability of parking for anticipated audience. * Proposed crowd control and security measures . * Unique requirements of the requesting user needed for the activity or performance. The application may be approved, rejected, or approved with conditions . Should the application be rejected applicant shall be notified by letter. The letter shall state why the application is being denied. In the event that more than one application is made for a given time, the application filed earliest shall be consiu ad first. City sponsored events shall be given preference. No application for the use of the amphitheater shall be transferable without the written consent of the City Manager. Page 4 6 . Usage Charges and Deposits : User shall bear the cost of police security and city staff time needed to oversee the activity. A deposit shall be made to cover costs prior to the event. The amount shall be calculated based on personnel required to oversee the event, insurance, if obtained through the city and use fee. Any portion of the deposit remaining after expenses shall be returned to the user. The applicant shall agree to reimburse the city for any additional costs incurred for unusual clean up, facility repair and additional services provided. All deposits shall be paid in full two weeks prior to the event. 7 . Insurance: Any person or group holding an event at the amphitheater shall provide evidence of current insurance with the city named as an additional insured, insuring the city from any and all liability for injury to persons or property resulting from the activity. In the event the applicant cannot provide the necessary insurance coverage for the event, insurance may be obtained through the city based on the current schedules and rates .