Introducing CivicRec Registration Software  

The Tahoe City Public Utility District Parks and Recreation Department is excited to announce our transition to a new and improved recreation registration software with CivicRec Recreation Software Solutions. Our new CivicRec registration platform allows customers greater access to our recreation activities, leagues, Winter Sports Park reservations, and facility rentals. This transition represents our commitment to delivering an exceptional user experience and providing our community with efficient and user-friendly registration services.

Key features and benefits of the new recreation registration software include:

• Simplified Registration Process: CivicRec offers an intuitive and user-friendly interface, making it easier than ever for participants to register for their desired programs and activities. With streamlined steps and enhanced search capabilities, users can quickly find and enroll in the programs that best suit their interests.
• Mobile-Friendly Experience: Participants can conveniently access the registration platform from their smartphones or tablets, ensuring a seamless experience on the go.
• Enhanced Program Management: CivicRec provides robust program management features that empower TCPUD Parks & Recreation to efficiently organize and administer recreational activities & facility rentals. From automated notifications to integrated payment processing, the software simplifies backend operations, allowing our staff to focus on continuing to deliver high-quality programs.

Beginning this October, we will be no longer using the ActiveNet platform and excited to usher in our new era of CivicRec. We encourage all to preview our new system and create new accounts during the month of October before our Winter Programs and Winter Sports Park Reservations/Season Passes opens for registration on Thursday, November 2nd at noon.

We at the TCPUD Parks and Recreation department are excited to be joining our municipal partners, Truckee-Donner Recreation & Park District, North Tahoe Public Utility District, and City of South Lake Tahoe in joining CivicRec and efficiently serve your registration and facility rental needs!

 

New Accounts

1. You must create an online account to register for facility rentals.

• Access CivicRec to register a new account: https://secure.rec1.com/CA/tahoe-city-public-utility-district-ca/catalog
  • On desktop computers, click Log In/Create Account in the upper left corner, select Create Your TCPUD Account.
  • On mobile devices, select Account (the lock icon) in the upper right corner and select Sign Up.
• All asterisked (*) fields are required. 
• Address & Resident Rate: We need both your Mailing and Physical Address.  At Mailing Address, enter your P.O. Box and/or primary residency for mailing/billing. Address is your physical address (i.e. TCPUD Resident* Address, and/or Tahoe Truckee/Surrounding Areas address if applicable). Please Note: A P.O. Box is not a valid physical/residency address and will default as Non-Resident.
  • Resident Rate applies to customers who live and/or own property in the Tahoe Public Utility District (TCPUD) Water & Sewer service area. Residents within the service area receive reduced rates for many of our recreation fees, as a portion of their property taxes are used to support TCPUD parks and recreation services.

• Username & Password: Your username is your email address. Passwords must be at least 8 characters and include at least 3 of the following: Capital letter, lower case letter, number, special character. If you have forgotten your password, select "forgot password" to reset. If account assistance is needed, email rentals@tcpud.org.

2. Once your account has been established, proceed to Facility Rentals:

• Click on the Facility Rentals tab for a complete list, search by keywords/facility names, or click Reservation Request on any of our rentable Facilities.
• Click on the Facility Name to view details and
  • Select the facility you wish to rent
  • Scroll the calendar to find the date you want to rent
    • If the date is green, the day is fully available to rent; if the date is yellow, the date is partially available (available times will be listed on the right side of the calendar); and if the date is gray, it is not available.
  • Select the times you wish to rent the facility for
  • Click Add to Cart. Your rental fee plus the facility deposit will appear in your shopping cart.

3. At Checkout:

• Answer prompts and click Submit Responses.
• Acknowledge and sign TCPUD Facility Use Disclaimer Waivers and click Confirm Waiver Agreement.
• Payment: Add, edit, and remove items within your shopping cart. Click Continue to Payment to enter billing information.
  • You can click on Catalog or Browse Catalog to register for more programs or facility rentals before payment.
• Select Continue to Payment to enter and process payment. Note our refund and cancellation policies below.

Refunds & Cancellations:

Fees may be forfeited if the reservation is cancelled within two (2) weeks of the event. The Tahoe City Public Utility District cancellation policy is as follows:

• 30 or more days before the date of use, a 100% refund will be given
• 15-20 days before the date of use, a 50% refund will be given
• 7-14 days before the date of use, a 25% refund will be given
• 0-7 days, No refund will be given unless prior approval from the Parks & Recreation Director

Administration fee for cancellations: $50

Reservations are taken on a first-come, first-served basis and are not confirmed until the security deposit and full payment has been received. All rentals are a minimum of two hours.

Security Deposit:

A security deposit is required. Security deposits are fully refundable unless:

• the facility is not left clean
• the permit holder violates permit conditions
• the nature and size of the event or crowd do not match the rental request
• the event extends beyond reserved hours
• violation of posted rules and parking rules
• damage has occurred as a result of improper behavior or misuse of equipment/facilities during the event
• vandalism or improper conduct occurs during the event

Fees for additional hours, cleaning, damage repair, or any other violation will be deducted from the security deposit. Any balance of the security deposit will be refunded within 14 days of the event.

The District reserves the right to impose any necessary requirements after reviewing this application. Should the TCPUD believe that there is a potential danger to persons on property or a violation of local, state and/or federal laws or TCPUD regulations, based on activities at a given function, then TCPUD reserves the right to terminate the function immediately or while it is in progress.

Conditions For Use of Facility:

We are in a high-fire danger area. Fire restrictions may be imposed without notice by the North Tahoe Fire Protection District. You are responsible for following all fire restrictions.

To the extent permitted by law, APPLICANT shall indemnify and hold harmless and defend Tahoe City Public Utility District (DISTRICT), it's directors, officers, employees, and authorized volunteers from and against any liability, loss, damage, expense, costs (including without limitation costs and fees of litigation), of any kind or nature arising out of or in connection with APPLICANT'S use of facilities or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of DISTRICT, or its directors, officers, employees, or authorized volunteers.

Insurance:

The APPLICANT shall procure and maintain, for the duration of the use of the facility, insurance against claims for injuries or death to persons or damage to property that may arise from or in connection with the use of the facilities and the activities of the APPLICANT, guests, agents, representatives, employees or subcontractors. The APPLICANT shall provide and maintain the following insurance and liquor liability insurance:

• Coverage - Coverage shall be at least as broad as the following:
  1. Homeowner Insurance: One million dollars ($1,000,000 per occurrence) ($2,000,000 general aggregate), if used) applicable per location. The Homeowner's Policy shall also be endorsed with the DISTRICT, its directors, officers, employees, and authorized volunteers as an Additional Insured. Email insurance certificate and endorsements to the District at rentals@tcpud.org.
  2. Liquor Liability (if applicable): Two million dollars ($2,000,000) per occurrence or the full per occurrence limits of the policies available for bodily injury and property damage. If a form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the event (with the ISO CG 2503, or ISO CG 2504, provided to DISTRICT) or the general aggregate limit shall be twice the required occurrence limit. Email insurance certificate & additional insured endorsement to the District at rentals@tcpud.org.

If the APPLICANT maintains broader coverage and/or higher limits than the minimums shown above, the DISTRICT requires and shall be entitled to the broader coverage and/or higher limits maintained by the APPLICANT. Any available insurance proceeds an excess of the specified minimum limits of insurance and coverage shall be available to the DISTRICT.

Required Provisions: The Homeowner and Liquor Liability policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status: DISTRICT, its directors, officers, employees, and authorized volunteers are to be given insured status (at least as broad ISO Form CG 20 12), with respect: to liability arising out of the use of the facilities, work or activities performed by or on behalf of the APPLICANT including materials, parts, or equipment furnished in connection with such work or operations, and automobiles owned, leased, hired or borrowed by the APPLICANT. The coverage shall contain no special limitations on the scope of protection afforded to the DISTRICT, its directors, officers, employees, and authorized volunteers. The Tahoe City Public Utility District must be listed as additionally insured/certificate holder. Each rental facility will need to identify the property owner as additionally insured, in addition to the TCPUD - i.e. Placer County or California State Parks, depending on the property.

TCPUD/Placer County or California State Parks

Name of Facility Being Rented (i.e., Commons Beach)

Address of Facility (i.e., 400 North Lake Blvd.(specific facility address)

City, State, and Zip Code of Facility (i.e., Tahoe City, CA 96145)

Primary Coverage: For any claims related to this facility's use, the APPLICANT'S insurance coverage shall be primary at least as broad as ISO CG 20 01 04 13 with respect to the DISTRICT, its directors, officers, employees, and authorized volunteers. Any insurance or self-insurance maintained by the DISTRICT, its directors, officers, employees, and authorized volunteers shall be in excess of the APPLICANT'S insurance and shall not contribute with it.

Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the DISTRICT.

Acceptability of Insurers: Insurance is to be placed with insurers having a current A.M. Best rating of no less than A: VII or as otherwise approved by the DISTRICT.

The APPLICANT agrees, and he/she will comply with such provisions before commencing the event. All of the insurance shall be provided on policy forms and through companies satisfactory to the DISTRICT. DISTRICT reserves the right to require complete, certified copies of all required insurance policies, including policy Declaration pages and Endorsement pages. Failure to continually satisfy the Insurance requirements is a material breach of contract. 

Verification of Coverage: The APPLICANT shall furnish the DISTRICT with certificates and  amendatory endorsements affecting coverage required by the above provisions. All certificates and endorsements are to be received and approved by the DISTRICT two weeks before the APPLICANT'S use of facilities commences activities. All fees, insurance forms, permits, and licenses are due two (2) weeks before the event date. If not received by the required date, reservations may be cancelled.

Insurance can be obtained through your personal insurance provider or online at www.theeventhelper.com.