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SANFRANCISCO| LONGBEACH| SANDIEGO| NOVATO| CHICO| SACRAMENTO| SANLUISOBISPO www.DWKesq.comThis training is provided for educational, compliance and loss-prevention purposes only, and absent the express prior agreement of DWK, does not create or establish an attorney-client

relationship. The training is not itself intended to convey or constitute legal advice for particular issues or circumstances. Contact a DWK attorney for answers to specific questions.

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Civic Center Policies & Procedures -Proposed Updates

Board Meeting – Second Reading Dr. Dan Zaich, Senior Director of Capital Facilities Program

Jessika Johnson, Esq. - Dannis Woliver Kelley

SanRafaelCitySchoolsDecember12,2016

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• Overview&ImplementationTimeline• SummaryofPublicComments- Discussion• SecondReadingo BoardPolicy1330o AdministrativeRegulation1330o ExhibitE(1)1330– Terms&Conditionso ExhibitE(3)1330– Application&Agreement/UsePermit

• FeeSchedule- ExhibitE(2)1330

Agenda

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SRCS Civic Center Policies & Procedures –Overview of Proposed Updates

Summary Document ID#Update&modifyBoardPolicy1330 BP1330Establish&adoptAdministrativeRegulations1330 AR1330Replace SRCS’s 2001RegulationsdocumentwithcomprehensiveTerms&ConditionsforUseofDistrictFacilities&Grounds

E(1)1330

ReplaceSRCS’s 2000Application &PermitformwithupdatedApplication&Agreement andUsePermit form

E(3)1330

UpdateSRCS’s Civic CenterUseScheduleofFees E(2)1330SeparateImplementationTimeline:

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Board Policy 1330

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Key Updates to BP 1330

v EmphasisonBoardprinciplethatschoolfacilitiesareavitalcommunityresourcev Modificationsforpurposesofuniformity,District-wide

- RemovalofreferencestoGlenwoodSchoolFieldAgreement(sitespecific)

v Clarifications&“user-friendly”drivenrevisions- RelocationofprovisionsmoreappropriateforinclusionintheAR- Reorganization(UserGroupCategories;Fees)

v Updatesincompliancewithrecentchangesinthelaw- Youthrecreationalsportsleagues(AB1557)- Revisionsto“DirectCost”policies(SB1404)- ClarificationsreFeeSchedulecalculations&adjustments(5CCR 14037,etseq.)- Modificationsforconsistencywithrelevantcaselawandotherlegalauthority

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v Changestoprotectthecommunity’sinvestmentinschoolfacilities- Clarificationsrespecialoradditionallabororservices- Specificreferencestostatutorylimitations(Ed.Code,§38133)andotherapplicableDistrictPoliciesandAdministrativeRegulations

v Changestoreflectstaff&communityinput- “PriorityofUse”clarificationsandrevisions- Groupdescriptionclarificationsandmodifications- Establishesclearpolicyonnon-schooluseoffieldlights

KeyUpdatestoBP1330(Cont.)

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BP 1330: Priority of Users - UpdatesAdditional“Priority”GroupsListed:• Community-basedyouthprograms(atleast75%ofprogramparticipants

mustbechildrenresidingindistrictboundariesorattendingdistrictschools)

• CivicCenterUserswithalongstanding,goodrelationshipwithDistrict-Sameprogram &samefacilityhistoricallyused

• Non-profit orpublicagencyrecreationalsportsleaguesthatchargeparticipantsnomorethananominalfee

First-come,first-servepolicystillapplies!

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BP 1330 Updates: User Group Categories & Fees

Proposed User Group CategoriesGroup 1Group 2Group 3Group 4Group 5

Fees- Special Fee- Direct Costs- Fair Rental Value- Fair Market Value- Costs of Special or Additional Labor, Services

or Facilities

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BP 1330 Updates - User Group Categories: Group 1

• District/School SupportGroupso PTA,EducationalFoundations,booster

clubs,School-ConnectedOrganizations,&CommunityAdvisoryCommittees

• Non-ProfitCommunityYouthDevelopment&ServiceOrganizationso BoyScouts,GirlScouts,CampFire,YMCA

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BP 1330 Updates - User Group Categories: Group 2

• Community-basedrecreationalyouthsportsleaguesthatchargeparticipantsnomorethananominalfee- “NominalFee”=anaverageofnomorethan$60permonth- Includesregistrationfees,uniforms,equipment,volunteerfees,etc.

AB1557LegislativeHistory(2016):“The [nominal] fee is used to differentiate between sports leagues that are local and community-based and those that are competitive … [t]he programs that are intended to be covered by the bill are programs that are run by volunteers, are local, do not pay coaches, and may be affiliated with local high schools. They charge only a nominal fee to pay for necessities, such as uniforms, equipment, facilities, snack bars, and trophies, compared with competitive sports teams that may charge thousands for participation, pay coaches, and travel outside a region for competitions.”

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BP 1330 Updates - User Group Categories: Group 3

• Non-profit,public,andreligiousorganizationswithacommunity-focusedprogram,suchascultural,civic,service,recreational,community,orpublicaffairsgroups(notfor-profituses),e.g.:o homeowners’groups,publicagencymeetings,seniorcitizengroups,veterans’groups,

non-profitorpublicagencyadultrecreationprograms,etc.o Allothernon-profitorpublicagencyyouthprogramsoractivitieso Individualfamilyuseforone-timeevents(picnics;birthdayparties)o Religiousorganizationsforservices

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BP 1330 Updates - User Group Categories: Groups 4 & 5

Group4• Commercialorfor-profitactivities• Useforentertainmentormeetingswhere

admissionischarged,salescompleted,orcontributionssolicited

Group5• Usesoutsidethescopeofthepurposesofthe

CivicCenterAct

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BP 1330 Updates - Fees§ Cost of Special or Additional Labor, Facilities, or Services

§ Direct Costs: Operational Direct Costs + Capital Direct Costs* (SB 1404)

§ Special Fee: Capital Direct Costs + discounted Operational Direct Costs

§ Fair Rental Value: Direct Costs (Capital & Operational) + Amortized Costs§ Fair Market Value

* subject to applicable exceptions

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BP 1330 Updates - User Group Categories & Fees

User GroupCategory

Add’l CostsIncurredbyDistrict**

SpecialFee DirectCosts FairRentalValue

FairMarketValueOperational

DirectCostsCapitalDirect

Costs*OperationalDirectCosts

CapitalDirectCosts*

Group1 Ifapplicable

Group2 Ifapplicable Discounted%

X

Group3 Ifapplicable X X

Group4 Ifapplicable X

Group5 Ifapplicable X

*Exceptionsapply**Costsofspecialoradditionallabor,facilities,orservices

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Administrative Regulation 1330

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Updates to AR 1330v Adopt anAdministrativeRegulationgoverninguseofschoolfacilities

(currentlynoARinplace)v Updatesincompliancewithrecentchangesinthelaw

-e.g.,prohibitionon useofvaporized/e-cigarettes

v Clarifiesapplication&appealprocessv Paveswayfortransitiontoonlineapplicationsystemv Betterprotectscommunity’sinvestmentinschoolfacilities

-Clarifiesinsurance,liability,&indemnificationrequirements-Expands/clarifiesregulationsonprohibiteduses(useofhazardousmaterials,usesundulydisruptivetoneighbors,etc.)

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Terms & Conditions – E(1) 1330

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Updates to Terms & Conditions E(1) 1330

§ Replaces “Regulations” document from 2001

§ Updates in compliance with changes in the law over past 15 years

§ BP & AR provide the broad picture, whereas Terms & Conditions set forth the necessary specific details regulating Civic Center use of SRCS’s facilities and grounds

§ More user-friendly format

§ Applies District-wide, BUT allows for inclusion of additional conditions of approval (i.e., site specific and/or use specific regulations and requirements)

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Application & Agreement; Use Permit – E(3) 1330

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Updates to Application & Agreement; Use Permit Form E(3) 1330

v Streamlines SRCS’s Civic Center permitting process- Requested additional information enables District to better accommodate

applicant’s desired use, date, time, & location, and determine applicable Group, priority, etc.

- Facilitates uniform implementation of SRCS policies and procedures v Better protects community’s interest in school facilities

-Requires applicant to review and agree to applicable BPs, ARs, Schedule of Fees, and Terms & Conditions

- Notifies applicant up front of required payment of fees and additional conditions of use, if any

v Updatesincompliancewithchangesinthelawoverpast16years

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Fee Schedule – E(2) 1330Refer to handout for discussion

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SANFRANCISCO

LONGBEACH

SANDIEGO

NOVATO

CHICO

SACRAMENTO

SANLUISOBISPO

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Questions?