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Home My WebLink About5.1 RideForTheBlindEvent CITY CLERK File # DLJJe:J~ -L1J~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 5, 2004 SUBJECT: WRITTEN COMMUNICA nONS Request from Dublin Lions Club to reserve Emerald Glen Park for a special event, "Ride for the Blind" Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: I) Correspondence from Rick Raymond, President RECOMMENDATION: ~ ~ 1) Consider request from Dublin Lions Club 2) If approved, determine if authorization should be given to serve beer at the barbecue; if Central Parkway or Gleason Drive should be used for motorcycle parking; and if the Lions Club should be billed the cost of staff time incurred for the event. FINANCIAL STATEMENT: Not yet determined DESCRIPTION: The Dublin Lions Club has requested use of Emerald Glen Park on Saturday, June 4, 2005 for their "Ride for the Blind" special event (Attachment 1). The Ride for the Blind is a Motorcycle Poker Run and is the first of what the Dublin Lions Club hopes will become an annual event. A "Poker Run" is an organized tour along a specified route, typically 60 to 100 miles in length. The route would have five locations at which cards would be drawn, inclusive of the start and end points, thereby forming a 5-card poker hand. Prizes are awarded for the highest, and often, lowest hands. Typically small groups ride together along the route with departures and arrivals spaced over a two-hour period. Although neither the starting point nor the route have been finalized, the Lions Club would like to have Emerald Glen Park be the ending point where a barbecue for the participants would be held. Additionally the Lions Club would like to serve beer and would like to utilize a portion of the surrounding streets for motorcycle parking. Staff has analyzed the request of the Dublin Lions Club and has addressed the issues relating to their request below. Reservation of Emerald Glen Park The Use Policy for Emerald Glen Park only addresses use of the athletic fields and not the other areas of the park. All other use is on a first-come, first-serve basis. In order for the Lions Club to move forward in the planning for the "Ride for the Blind" special event, they need to be guaranteed a space in the park and have therefore requested that the City assist them with reserving an area of the park. -------------------------------------~----------------------------------------------------------------------- COPIES TO: Rick Raymond, Dublin Lions Club President G:\COUNCIL\Agenda Statements\2004\1O-5 Lions Poker Run.doc I ~ ITEM NO. 5.L u Because Dublin Little League typically uses the baseball fields at Emerald Glen Park in June, Staff contacted President Sheri Schaaf to inquire whether they would be using the fields and if there would be a conflict. Ms. Schaaf indicated that there would probably be games scheduled on June 4th but as the Lions Club is a big supporter of Dublin Little League, they would be willing to work around their needs. At this time the exact area of the park for the Lions Club barbeque has not been identified. If approved, Staffwill coordinate the use of Dublin Little League and the Lions Club to avoid potential space conflicts. Serving of Alcoholic Beverages Chapter 5.100 Section 150 of the Dublin Municipal Code prohibits the consumption of alcoholic beverages in City Parks unless expressly authorized by the Director. This has been done for the City sponsored Day on the Glen and in 1989 for the Shamrock Potato Festival at the Dublin Sports Grounds. The Lions Club would like to serve beer only with the barbeque meal. Street Parking of Motorcycles The streets bordering the park, Gleason Drive, Tassajara Road and Central Parkway are all designated as "no parking". For Day on the Glen, the City covers the no parking signs and allows on-street parking for the weekend. Because of the limited parking at Emerald Glen particularly if Dublin Little League has games, the Lions Club would like to park motorcycles on either Central Parkway or Gleason Drive (depending on which area of the park they use for the barbeque). Dublin Police Services and Public Works have indicated that on-street parking of motorcycles could be accommodated without disrupting traffic flow. Potential Cost to City As there is not a Use Policy for an event such as this, there is not fee schedule in place to recover any costs that the City may incur. Until the particulars ofthe event are finalized, it is difficult to determine the cost to the City. Staff anticipates that there would be staff time associated with blocking off the street for motorcycle parking, having a Maintenance Worker at the park to oversee set-up and take-down of the event and possible Police Service costs associated with oversight of the on-street motorcycle parking. In order to recover the cost to the City, Staff recommends that the Lions Club be billed the direct cost for these services after the event. Staff also recommends that the Lions Club be required to provide the City with a certificate of liability insurance and place a $250 refundable security deposit as required by the Sports Field Use Policy for Emerald Glen Park. RECOMMENDATION: Emerald Glen Park, Phase III includes a group picnic area for up to 200 people. Prior to completion of the improvements, Staff will be developing a Facility Use Policy and Fee Schedule for use of this area. If the Ride for the Blind becomes an annual event, the planned group picnic area would accommodate the associated Lions Club barbeque. In the meantime it is the recommendation of Staff that the City Council consider the request of the Dublin Lions Club to reserve an area of the park for the Ride for the Blind barbeque, to authorize the serving of beer and to authorize the use of either Central Parkway or Gleason Drive for motorcycle parking. If approved, Staff recommends that the City Council determine whether the Lions Club should be billed the cost for staff time incurred by the City for the event. -2- OJ.) tÀ DUBLIN LIONS CLUB ) 't\ P.O. Box 2035 Dublin, CA 94568 Diane Lowart, Parks & Community Services Director City of Dublin 100 Civic Plaza Dublin, CA 94568 Dear Diane: The Dublin Host Lions Club woukf like to organize what we hope to be our first annual "Motorcycle- Poker Run" to be held on Saturday, June 4, 2005. We intend to name the event "Ride For the Blind" since the majority of the revenues we raise are used for sight related causes. A "Poker Run" is an organized tour along a specified route, typically 60 to 100 miles in length. The route would have 5 locations at which cards would be drawn, inclusive of the start and end points, thereby forming a 5 card poker hand. Prizes are awarded for the highest, and often, lowest hands. Typically, small groups would ride together along the route, with the departures and arrivals spaced over a 2 hour period. The run would have "Welcome and Registration" period at an as yet undecided starting point within Dublin and we would like to terminate at Emerald Glen Park. The majority of the ride would be outside the boundaries of Dublin. We anticipate starting the registration process at 9:00 AM and completing it at 11 :00. Riders would begin arriving at Emerald Glen Park after the completion of their tour at approximately 12:00 and the last riders should reach the park by 2:00PM. We plan on providing a meal and serve beer to the participants at the park and should be finished by 4:00 PM. It is our understanding that there is currently not a reservation system in place for Emerald Glen Park but that it is on a first come first serve basis. We also understand that consumption of alcoholic beverages is prohibited unless authorized by the Director. We would like consideration to waive these items in order to be able to reserve an area of the park and serve beer. Also, because of the limited parking at the park, we would like to have a portion of the street surrounding the park marked and designated as parking for the participants. Allowing parking along the side of the street would allow a localized area for the participants and the community to enjoy looking at the varied styles of motorcycles. While in this first year we are concentrating on the "Poker Run" itself and making it a fun and safe event, our goal is to make this an annual event that can eventually support the sale of booth space for vendors and other possible revenue sources. We believe a reasonable target for participation the first year would be 150 to 200 participants. Than~ yo~for considering our plans. ~ ~~)r- RickRaymond - President, Dublin Host Lions Club IC· $ "'0'1 ~. t ATTACHMENT 1