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HomeMy WebLinkAboutReso 220-05 Senior Center Fee Schedule RESOLUTION NO. 220 - 05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN "''''*''''''**** ESTABLISHING FACILITY USE POLICY AND RENTAL FEE SCHEDULE FOR USE OF THE DUBLIN SENIOR CENTER WHEREAS, the City of Dublin opened the new Dublin Senior Center on August 8, 2005; and WHEREAS, the former Dublin Senior Center was closed following the opening of the new Dublin Senior Center; and WHEREAS, the Dublin Senior Center was designed to serve as a focal point for the delivery of programs and services for senior citizens; and WHEREAS, the Dublin Senior Center is available for use by the public during such times that the City is not utilizing the Center for City sponsored activities; and WHEREAS, it is necessary to have established Facility Use Policies and Rental Fees for use of City facilities; and WHEREAS, the Facility Use Policy and Rental Fee Schedule for the Dublin Senior Center have been updated and revised to reflect the new facility; and WHEREAS, the revisions proposed by Staff have been reviewed by the Senior Center Advisory Committee and the Parks and Community Services Commission; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. attached hereto. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 9-93 establishing a Facility Use Policy and Fee Schedule for use of the Dublin Senior Center be superseded by this resolution effective January 1, 2006. PASSED, APPROVED AND ADOPTED this 6th day of December, 2006. AYES: Council members Hildenbrand, McCormick, Oravetz and Zika, and Mayor Lockhart NOES: None ABSENT: None ABSTAIN: None ATTEST: AUv--~ Reso #220-05, adopted 12/6/05, Item 6.3 10fl . Dublin Senior Center Facility Use Policy The Dublin Senior Center is located at 7600 Amador Valley Boulevard in Dublin. The Parks and Community Services Department utilizes the Senior Center for City sponsored senior classes and programs. Portions of the facility are available for rental by the community, when it is not being used for senior or other City programs. Available rental facilities include the Ballroom and Pre-Function Area, Catering Kitchen, Lounge, Game Room, Meeting Room and Outdoor Patios. The Dublin Senior Center Facility Use Policy establishes rules, regulations, procedures ana fees governing the use of the facility. Classification of Users Group 1. City if Dublin Group 2. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.) Group 3. Dublin Chamber if Commerce Group 4. Dublin-based Charitable and Social Welfare Organizations, Homeowner Associations and Sports Leagues (Organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. Group 5. Individuals or Other Groups (Groups who do not meet the criteria listed above andlor activities such as weddings, .receptions, anniversaries, birthday parties, etc.) a) Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership maae up of at least 51 % Dublin residents) b) Non-Resident Group 6. Commercial Uses (Companies, groups, or individuals whose events have the primary purpose of generating a profit such as training seminars, trade shows, auctions, etc.) a) Resident (Company facility must be located in the Dublin City Limits and have current City of Dublin Business License. If there is no company facility, person responsible for event must reside or own property within the Dublin City Limits) b) Non-Resident Priority of User Groups Groups I, 2, Group 3, Group 4 and Group 5 (Resident)- Reservations accepted one-year in advance of the requested rental date. Group 5 (Non-Resident) - Reservations accepted nine- months in advance of the requested rental date. Group 6 - Reservations accepted six-months in advance of the requested rental date. Hours of Rental Use 1. The Dublin Senior Center is available for rental on Fridays from 5:00 P.M. to 12:00 P.M., and Saturdays and Sundays from 8:00 A.M. to 12:00 P.M. Use of the patio areas adjacent to the parking lot is not allowed after 10:00 P.M. The minimum rental period is four (4) hours on Fridays or Sundays, and six (6) hours on Saturdays. Hours of use must include the amount of time needed for the function, setup and cleanup, including any time needed by the event staff such as the caterer, band, florist, coordinator, etc. The Center must be vacated by the time specified on the application and no later than 10:00 P.M. The Dublin Senior Center is not available for continuous use. An application and security deposit must be submitted for each rental date. 2. 3. 4. 5. How to Make a Reservation Please note that the City requires the appli~ant, not another party, to complete all transactions and provide the insurance requiredJor the rental.. 1 . To make a reservation, a Facility Use Application and $500 security deposit must be submitted for approval. Approval takes three to five working days; notification of application status will be mailed. The Cl't if Dublin reserves the right to deny the use 0 the Dublin Senior Center to any person or group i such use is deemed to be contrary to the best interest if the City, theJacility, andlor Dublin residents. 2. Applications must be submitted in person at the Parks and Community Services Department Office, Dublin Civic Center, 100 Civic Plaza. Applications are accepted from 8:00 A.M. to 4:30 ~.M, Monday through Friday, except on City holidays. 3. In onfer to receive a resident rate, the applicant (Le. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin City Limits. Identification confirming residence address will be required (valid California driver's license or current utility bill). 4. Groups who are applying as a Group 4 classification must nave a "Charitable and Social WelIare Organization Verification Form" on file, or submit a completed form and the group's Bylaws and I.R.S. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51 % of membershlp must own property or resiae in Dublin). 5. Applications submitted less than 30-days prior to the requested rental date will not be accepted. t:.. Th"", rHo" 1"""""oe",,,-r1:r,p," +h"", nn'h. +4'"\ hnn{.. ."rJrll-Mf"'I'J"I.."l ":Iou,,,"n." Insurance Requirements I INITIAL: l All applicants shall provide the City of Dublin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of $1,000,000 per occurrence. If alcohol is to be sold, liquor liability coverage is also required. The applicant must be specified as tlle insured. The Certificate shall name the City of Dublin as an "additional insured" in conformance with the hold harmless agreement as outlined in the Facility Use Application and must specify that the applicant's insurance snall be primary to any insurance carned by the City. The certificate shall be properly executed with the original signature of the autliorizing insurance agent. An Additional Insured Endorsement must accompany the Certificate (no exceptions). The Certificate is due at the time flD.al payment is made. Please contact your insurance provider to check if your homeowner's policy may be extended to cover the rental. In the event that coverage is not available, the City has event insurance available for purchase. Please discuss your insurance needs with the reservation staff. General Rental Information 1. A responsible adult from the rental party must supervise the premises for proper facility use during all rental hours. 2. SMOKING IS PROHIBITED inside the building and within IS-feet of any entrances (per City Ordinance). 3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 4. Tables and chairs provided by the City may not be removed from the facility and used outdoors. 5. Storage is not available either before or after the event/meeting. 6. Applicant is fully responsible for scheduling and paying for hours to meet catering and event vendor needs. Caterer's may not request andlor pay for additional hours. This must be done by the applicant. 7. The use of decals, powders, wax, paint, etc. are prohibited on the floor areas of the facility . 8. Beer kegs are only permitted in the Pre-Function area on the tile. Kegs may also be setup outside on the patio areas adjacent to the building. 9. Containers of ice may be placed in the Pre-Function Area, providing that the floor and carpet are protected. 10. A Public Address system is avaiJable for speaking purposes. Amplification equipment needed for a band or Oisc-jockey must be provided by the applicant or entertainment vendor. 11. Sound amplification equipment is prohibited on the outdoor patio areas. 11. Requests for exception to the Facility Use Policy must be submitted in writing to the City Manager, or his designee, no later than one month prior to the date of use requested. Youth Events 1 . Groups composed of minors must be supervised at all times by two adults for each twenty minors. 2. Alcohol may not be sold or consumed at an event officially designated as a "youth event" (Le. an event at which a majority of the attendees are individuals under twenty-one years of age). Alcoholic Bever~es 1. Written requests to sell alcohol must be submitted to Dublin Pollces Services. If permission is granted, applicants must obtain a permit from the Alcoholic Beverage Control Board, 1515 Clay Street, Suite 2208, Oaldana, 94612 (510-639-0628). Evidence of approval is due at the time of final payment. 2. Alcohol must be consumed inside or on the patios areas next to the Center. It is prohibited to consume alcohol on any other portion of the Senior Center property . 3. Alcohol may neither be sold nor served to or by those under 21-years of age at any time. Decorations and SiWls 1. The use of tacks, tape, nails, staples or putty on any walls is prohibited. 2. All decorative materials must be either made of non- combustible substances or treated with State Approved flame-retardant. 3. Candles may only be used after applicant has obtained a permit from the Fire Prevention Bureau, Dublin Civic Center, 100 Civic Plaza, Dublin (925-833-6606). 4. Rice, birdseed, confetti, or other materials may not be thrown inside or outside the facility . 5. Any plants or shrubs brought into the building must be in waterproof containers. 6. It is prohibited to paste, tack, or post any sign, placard, or advertisement, or erect any sign on the exterior of the building or the Senior Center grounds. Use of Caterin~ Kitchen 1. The Catering Kitchen is only available for rental in conjunction with the rental of the Ballroom. 2. The Catering Kitchen serves as a functional restaurant kitchen for the Senior Center's daily meal program. Therefore, the Kitchen may only be utilized by a professional catering company that is on the City's list of approved caterers. All caterers must possess a current County Food Handling Certificate, valid City of Dublin Business License and have received an orientation and training on the use of the kitchen equipment. Caterers are charged a one-time fee of $75 for the caterer orientation. Approved caterers must also have a certificate of liability insurance and endorsement listing the City of Dublin as additionally insured. 3. Non-Profit Organizations meeting the Group 4 requirements may utilize the kitclien on their own without a professional caterer. However a representative from the group must have received an orientation and training on the use of the kitchen equipment. Non-Profit groups are charged a per event fee of $25 for the kitchen orientation. lf a Non-Profit Group is using a catering company for the event, the caterer must meet the requirements listed in item two (2) above. 4. Catering companies or non-profit groups that do not }lroperly clean, or cause damage, will be removed from the City's approved list ofkitclien users. Room Descriptions and Capacities All capacities indicated conform to the City's Fire Code Requirements. Applicants will not be permitted to exceed the Fire Code Capacity if any room. Ballroom and Pre-Function Area The Ballroom is a 4,270 square-foot room. The room features bamboo wood floors, a raised platform stage, casual seating nook, drop-down video screen, public address system and access to two outdoor patios. The Ballroom can be divided in half if needed. However, only one rental party will be allowed use of the facility at a time. Use of the Pre- Function Area adjacent to the Ballroom is included in the rental of the Ballroom. The Pre-Function Area is a large space suitable for a cocktail hour prior to an event or locating a grand buffet. . Dining and Assembly Capacity o 24& o 208 (Tables & chairs with dance space) Lounae Area The Lounge Area is a 740 square-foot room with a fireplace and lounge furniture. The room is carpeted and suitable for a cocktail hour before an event. The Lounge Area is not available for dining. The Lounge Area may only be rented in conjunction with the Ballroom. . Fire Code Capacity: 49 Game Room The Game Room is a 950 square-foot room adjacent to the Lounge. The room is carpeted. This is ideal space for offering additional activities besides dining as part of your event. lhe Game Room is not available for dining. Fire Code Capacity: The Game Room may only 6e rented in conjunction with the Lounge Area and Ballroom. . Fire Code Capacity: 63 Meeting Room The Meeting Room is a 400 square-foot room adjacent to the Pre-Function Area. The room is carpeted and is suitable as an event staging area or Bridal Party Room. The Meeting Room may on1yoe rented in conjunction with the Ballroom. . Fire Code Capacity: 26 (with tables & chairs) Caterina Kitchen The Kitchen is a 950 square-foot functional restaurant kitchen that is adjacent to the Ballroom. The Kitchen may only be rented in conjunction with the Ballroom. The KitChen features a large commercial refrigerator and freezer units, combination convection/steamer oven, eight-burner gas stove and oven, and griddle. The center island features steamer tables, soup warmers, two microwaves and a heating lamp. There is a full featured dishwashing area as weI[ Applicantslcaterer must provide traysfor steamer table and soup warmer units. Available Equipment Every effort will be made to provide the number of tables and chairs indicated. Applicants are responsible for providing equipment needed in addition to the equipment available from the City. Ballroom Equipment . Round Tables (5') . Rectangular Tables (30" x 6') . Chairs (Wine Colored/Padded) Lounge &. Game Room Equipment . Square Wood Tabfes (42" x 42") . Padded Wood Chairs with Arms Meeting Room Equipment . Square Wood Tables (48" x 48") . Conference Chairs Patio Equipment . Square Patio Tables (42" x 42") . White Patio Chairs 32 6 256 14 52 3 12 12 48 Please Note: Equipment may not be removed from the facility for use outside. Delivery and pickup if rental equipment must be incorporated WIthin the hours scheduled and paid for. Storage is unavailable before or after an event. Applicants are responsible for the setup and takedown if any rental equipment. Equipment Setup 1. All exit doors must be operable and no part of any hallway, corridor, or exit may be used in a way that obstructs its use as an exit. 2. The City has several standard plans showing the options for table/seating locations, exit ways and aisles. The plan must be selected at the time of final payment. Minor changes, such as decreasing the number of tables, can be made to the City's standard setup diagrams at that time. If the applicant needs to make changes to the diagram after that time, a $25 fee will be charged per change. 3. If applicants wish to have their own personal custom floor plans reviewed for Fire Code compliance, there will be a $25 charge per review. Custom floor plans must be submitted at the time of fmal payment. 4. Capacities for each room are listed below. Overcrowding is forbidden and will result in cancellation of event andforfeiture if allfees paid. Clean-up Requirements The facility must be left in the same condition it was found prior to the rental. Cleanup will include all areas used for the event (Ballroom and Pre-Function Area, Lounge, Game Room and Meeting Room) including the outer courtyards. Cleanup requirements include removal of all decorations and rental equipment, wiping spills from the floor areas and bagging all garbage ana debris. The Caterers Kitchen cleanup inCludes wiping all food spills on the stove top, inside the oven and microwave. All fooa, ice and beverage must be removed from the refrigerator I freezer and all dishes, glassware and utensils removed from the dishwasher. The disposal should be clean and free of all food debris. Garbage bags will be provided. The rental will be responsible for takirig all garbage to the back dumpster. Rental Fees Group 2: Public Agencies. Group 3: Dublin Chamber if Commerce, and Group 4: Dublin Charitable, Social Welfare and Sport League Organizations Ballroom ana Pre-Function Area $45.00 per hour Lounge $11.00 per hour Game Room $9.00 per hour Meeting Room $4.00 per hour Kitchen $ 150.00 per event Use for Purposes of Fundraising: Ballroom and Pre-Function Area $101.00 per hour Lounge $26.00 per hour Game Room $20.00 per hour Meeting Room $9.00 per hour Kitchen $150.00 perevent A fundraiser is a rental at which admission is granted for payment if a designated amount, a donation oj an amount left to the discretion if the guest, or a rental at which Junds are collected through auctions, ra.ff1e I door prize activit;}'. or other means designated to generate monies to <1Jset costs or to benqit a community or charitable agency oj cause. Tickets may not be sold at the door unless prior approval is granted. Group 5 Resident -Individuals or Other Groups Ballroom and Pre-Function Area $135.00 per hour Lounge $34.00 per hour Game Room $27.00 per hour Meeting Room $ 12.00 per hour Kitchen $ 150.00 per event Group 5 Non-Resident -Individuals or Other Groups Ballroom and Pre-Function Area $162.00 per hour Lounge $41.00 per hour Game Room $32.00 per hour Meeting Room $14.00 per hour Kitchen $150.00 perevent Group 6 Resident- Commercial Uses Ballroom and Pre-Function Area $ 180.00 per hour Lounge $45.00 per hour Game Room $36.00 per hour Meeting Room $16.00 per hour Kitchen $150.00 perevent Group 6 Non-Resident - Commercial Uses Ballroom and Pre-Function Area $216.00 per hour Lounge $54.00 per hour Game Room $43.00 per hour Meeting Room $ 19.00 per hour Kitchen $150.00 perevent General Notes Regarding Fees 1 . The minimum rental period is four (4) hours on Fridays or Sundays, and six (6) hours on Saturdays. 2. There is an additional 50% charge for rentals on City holidays pending availability of City staff. 3. The Lounge, Game Room, Meeting Room and Kitchen areas may only be reserved in conjunction with the Ballroom. 4. Use of the adjacent outdoor patio areas is included in the Ballroom rental fee. . Cl . D . I INITIAL: I Secunty/Dama~el eamn~ eposlt ' A $500 Security Deposit is due at the time the Facility Use Application is submitted.. Th~ Security Dep<:>~it is refund~le provided there are no Violations of the FaClhty Use Policy, extended hours of use, andlor excessive cleaning or damages to the facility. Carpet Cleaning Fees A carpet cleaning fee will be assessed for each room that has carpeting as follows: Lounge Game Room Meeting Room $35.00 per event $50.00 per event $25.00 per event Payment Schedule 1. At the time the application is submitted, a $500 security depoMtisrequired. 2. Final payment of rental fees must be made no later than 45-days prior to the scheduled rental date. Please call the ParkS and Community Services Department at 833- 6645 to schedule an appointment. Payments not received by this deadline may result in cancellation of the rental and forfeiture if the security deposit and one-half if the rental fees paid or payable. 3. The secUrity deposit will be refunded within 30-days of the rental date providing there are no violations of ~e Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility. 4. Payments may be made by check, VISA, MasterCard, money order or cash. Please make checks or money orders payable to the City of Dublin. Cancellations/Changes/Refunds I INITIAL: I 1 . Cancellation requests must be made in writing by the applicant. Refwids will be handled as follows: a) If the request is received six (6). months .or ~ore prior to the rental date the secunty depOSit will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant within 30-days of receipt of the written cancellation request. b) If the request is received between six months and 45-days prior to the rental date the applicant will forfeit the security deposit unless another user rebooks the date. If it is rebooked the deposit will be refunded less a $25.00 processing fee. c) If the request is received fess than 45-days prior to function the applicant will forfeit the se.curity deposit and one-half of the rental fees paid (or payable) . 2. Refunds are not issued for unused hours. 3. Permits may not be transferred, assigned or sublet.. 4. Any changes in rental hours less tlian 45-days pnor to the confirmed event date will be assessed a $25.00 fee per change. 5. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. if the building becomes unavailable due to extenuating circumstan~e~, the City r~serves th.e right to cancel the FacIlIty Use PermIt. In this situation, the group or individual will be given as much advance notice as possible.