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Home My WebLink About4.12 Mt. Diablo Rose Society Fee Waiver CITY CLERK File # D[2J~[g-[][] AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 19, 2006 SUBJECT: Request from the Mount Diablo Rose Society for Renewal of Fee Waiver Under the Civic Center Facility Use Policy Report Prepared by Erin Lamberger, Administrative Analyst I ATTACHMENTS: Itinerary for upcoming Annual Rose Show RECOMMENDATION: rJY <" i". Consider the request made by the Mount Diablo Rose Society and grant the renewal of the fee waiver for use of the Civic Center for monthly meetings in exchange for caretaking services of the City's rose garden at Emerald Glen Park. FINANCIAL STATEMENT: Value of Volunteer Hours *: Lost Fee Revenue: Net Savings: $4,782 $2,106 $2,676 * The value of the volunteer hours is based on the cost for the City's maintenance contractor (MCE) to perform these services. DESCRIPTION: On April 19, 2005, the City Council granted a fee waiver to the Mount Diablo Rose Society (MDRS) for use of the Regional Meeting Room at the Civic Center for monthly meetings in exchange for caretaking services of the City's rose garden at Emerald Glen Park. The MDRS is now requesting a renewal of the fee waiver for Fiscal Year 2006-2007. Volunteer time is specified as the care and removal of spent blooms from spring to fall and an annual pruning and demonstration at the Emerald Glen Park rose garden in January. Minor alterations to the fee waiver request include removing the stipulation of use ofthe Regional Meeting Room for the Annual Rose Show. The current Facility Use Policy sets forth criteria regarding user group classifications and grants free use of the Dublin Civic Center to resident charitable organizations that serve the Dublin community. Although several members of the MDRS are Dublin residents, this does not meet the requirement that membership be comprised of 51 % Dublin residents in order to qualify for free use of the facility. ------------------------------------------------------------------------------------------------------------- COpy TO: Christine Mateer, MDRS ITEM NO. 4-. \ L Page 10f2 G:\AGENMISC\agst MDRS 9-15-06.doc According to the Facility Use Policy, the Mount Diablo Rose Society is classified as a Group 5 - Individual or Other Group. The fee for this classification to use the Regional Meeting Room is $78 per hour. Based on 9 monthly meetings at 3 hours each, the annual cost for the MDRS to use the Regional Meeting Room is $2,106. A refundable $250 Security Deposit and evidence of liability insurance covering bodily injury and property damage at a minimum limit of $1,000,000 per occurrence are also required. Before last year's proposal, the City Council had granted no waivers since the adoption of the current Facility Use Policy in October 2002. In spring 2005, the City Council voted in favor of the fee waiver proposed by the MDRS. Since that time, the MDRS has successfully fulfilled its obligations as set forth by the City. The rose garden located at Emerald Glen Park contains 170 roses. The care of roses includes cane pruning and dead heading (removing spent blooms), the heaviest of which takes place in December/January. Despite significant precipitation, the MDRS fulfilled its obligations this past January, presenting a thorough training in rose pruning and care, and removing one-third of the canes and dead heading. Approximately 9 volunteer instructors and 6 resident attendees donated their time towards this successful endeavor. The Northern California- Nevada-Hawaii District of the American Rose Society is holding its Fall Conference and Rose Show in San Ramon on October 6 through 8, 2006, and will offer lectures regarding rose care, in addition to the Rose Show competition and festivities. This event is open to the public at no cost. In last year's agreement, the City's Maintenance Supervisor estimated the value of volunteer hours at $4,642. The City's maintenance contractor (MCE) received a 3% wage increase this past fiscal year; therefore, the value of volunteer hours for Fiscal Year 2006-2007 increases $140 to approximately $4,782. Last year, the estimated rental revenue ($3,315) for use of the Regional Meeting Room included both the monthly meetings and the Annual Rose Show. Due to the close proximity to the National Show held this year in San Ramon (see attached itinerary), the MDRS will not require the use of the Civic Center Lobby for its Annual Rose Show in the next fiscal year. The rental revenue estimated for FY 2006-2007 ($2,106) reflects this change. The services described in the paragraph above offset the rental revenue; a net savings of$2,676 is provided to the City, an increase over last year's net savings of$I,327. Staff will continue to provide annual review of the services to the rose garden and use of the facility. Based on continued satisfactory fulfillment of the contract, it is Staffs intention to continue requesting renewal of the partnership in subsequent years. Staff recommends that the City Council consider the request made by the Mount Diablo Rose Society and grant the renewal of fee waiver for the use of the Civic Center for monthly meetings in exchange for caretaking services of the City's rose garden at Emerald Glen Park. Page 2 of2 'elk.:,...., ~ C~fd,f'u{/ l rv:t1dl ,,-,;. "~I /"".::i). ....... ~'....~. ~:t "\.~.. p'~7'..t~~lJ...~ .. ...;~;.....t 1ft..... ..- '1' .;frit .:r ~ :~~ .;'1 I ::: ..: :~~~ ::< "'~... .,. NCNH District Fall Conference and Rose Show Hosted by Mount Diablo Rose Society October 6 ""' 8th, 2006 oj; '..i' ..tc:' " Fridav. Oct. 6th - 8:00 AM Air Co.nditio.ned Ro.se sto.rage o.pen until 10:00 PM. 2:00 PM Arrangements Ro.o.m o.pen (Ro.o.m 1105). 4:00 to' 9:00 PM Registratio.n 6:00 to. 9:00 PM Receptio.n and "Welco.ming by Christine Mateer MDRS President and San Ramo.n's Mayo.r Abram Wilso.n". Saturday. Oct. 7th - 4:30 AM Ro.se Sho.w Entry o.pen. 9:30 AM Ro.se Sho.w Entries Clo.sed 10:00 AM Judging begins. 9:30 to. 12:00 Mo.rning Pro.grams. 9:30 Welco.me - Christine Mateer, President MDRS. 9:45 to. 11:00 To.m Carruth and Mike McCray o.fWeeks Ro.ses will present a pro.gram o.n "Fro.m Po.llen to. Market". 11: 15 Caro.lvn Parker, autho.r o.f Ro.ses fro. m A to. Z 10:00 to. 5:00 PM Market Place Open. 12:00 to. 1:15 PM Lunch o.n Yo.ur Own 1:00 to. 5:00 PM Ro.se Sho.w Open to. Public. 1:15 TO 4:00 PM Afterno.o.n Pro.grams. 1:15 to. 2:00 Clair Martin. Curato.r o.fthe Huntingto.n Ro.se Garden 2:15 to. 3:15 Mike Cunninl!ham, UCD - Ro.se Virus Update. 3:30 to. 4:30 Richard Evans. UCCE - "Fertilizing fo.r the Perfect Blo.o.m'. f }fE -i]. ~ ~'::qr~~;tdn-;~: ~-'duf'-ahon (f{\{h.t ..,:~n b{J ;~f\ttn t'nt CJ(~l \ l~i\{f )rf~U{ J~rl-~ 4:30 PM Ro.se Sho.w Awards. 5:00 PM Ro.se Sho.w Breakdo.wn. 6:00 to. 7:00 PM No.-Ho.st Co.cktails. 7:00 to. 9:30 PM Awards Banquet & Keyno.te Speaker - Ro.bert Martin, Jr. District Directo.rs Receptio.n Fo.llo.ws. Sunday. Oct. 8th - 8:00 to. 8:45 AM Breakfast Buffet. 8:45 to. 10:15 AM District Business Meeting 10:30 to. 11:30 AM "The Magical Wo.rld o.f Ro.ses" fo.r 2007 and beyo.nd, To.m Carruth o.f Weeks Ro.ses .and Bill De V o.r o.f Greenheart Farms. 11 :30 District Raffle 12:00 to. 4:00 PM Garden To.urs. ~ .' n 0 {1,; 0 b '.{)v. .