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Home My WebLink About6.3 SeniorCtrFacilUsePermt CITY CLERK File # D~ffi~-[]rn AGENDA STATEMENT CITY COUNCIL MEETING DATE: December 6,2005 SUBJECT: ATTACHMENTS: RECOMMENDATION: 1. ~2. ~. ~: FINANCIAL STATEMENT: PUBLIC HEARING Senior Ccnter Facility U sc Policy Report hy Paul McCreary, Parks and Community Services Manager 1. 2. 3. Draft Senior Center Facility Use Policy Map of Senior Center Resolution adopting Senior Center Facility Use Policy and Rcntal Fcc Schcdulc Open Public Hearing Receive Staff Presentation and Public Commcnts Close Public Hearing and Deliberate Adopt Resolution establishing a Facility Use Policy and Rental Fee Schedule for the Dublin Senior Center It is estimated that during the remainder of Fiscal Year 2005-2006 the proposed fees would generate approximately $9,400 in rental rcvcnuc. DESCRIPTION: The City Council adopts Facility Use Policics for cach of the City's facilities or park areas that are available for rental by the community. The Facility Use Policies establish rules, regulations, procedures, and fees governing the use of the facilities. The primary purpose of the Dublin Senior Center is to provide programs, classes, services and cvcnts for seniors. When it is not being utilized for senior programs, other community classes and programs will bc held at the Senior Center. In addition the tacility will be made available for private rentals on a limited basis. The private rentals will provide additional revenue that will help reduce the costs of opcrating thc Senior Center. Staff has developed a Draft Senior Center Facility Use Policy, which is Attachment 1. The policy is bascd on the standard policies established for other City facilities. However, Staff is proposing several modifications specitlc to the rental of the Senior Center. These modifications are proposed to ensure the facility remains functional for senior programs, while maximizing the revenue potential from private rentals. Following is a summary of the key components ofthe Draft Facility Use Policy. ------------------------------------------------------------------------------------------------------------- COPY TO: Sr:nior Cl;;nt¡;;r Advisory Committee I Parks and Community ScrvÙ,;e~ Commission Page I of 4 ~.? G:\COlJNCIL\A.genda Stlllt::mt::nb\2005\ 12-6 Senior Center lhe Plllicy.doc ITEM NO. CLASSIFICATION AND PRIORITY OF USERS The first section of the policy establishcs classifications for the different typcs of facility users including public agencies, charitable and social welfare non·profit organizations, individuals or private groups, and commcrcial uses. The policy further di fferentiates the classifications by residency status. The classifications are used to assign priorities for making reservations. Additionally thc rental fees are different for each classification_ This ensures that residents and those serving the greater good of thc community havc priority for use and rcduccd rcntal fees. The draft policy allows Dublin residents and non-profit groups to make reservations up to one year in advance of the rental date. Reservations by non-residents and other grOllpS could be made nine· months in advance. Reservations for commercial uscs could be made six~months in advancc. AVAILABLE RENTAL HOURS As noted earlier, the primary purpose of the Dublin Senior Center is to provide programs and services for seniors. Therefore Staff is recommending limiting private rentals to Friday evenings, Saturdays and Sundays. This will ensure that the facility will continue to be available for senior programs and other City recreation class offerings. The facility would be available for rental rrom 5:00 P.M. to 10:00 P.M. on Fridays. It would be availablc on Saturdays and Sundays from 8:00 A.M. to 10:00 P.M. Staff recommends requiring rental parties to vacate the building by 10:00 P.M. to minimizc late night disturbances to the rcsidents at Wick low Square. Since event clean-up typically takes at least an hour, most events would end by 9:00 P.M. Due to the high demand in the local market for rental facilities, and the unique style and architectural appeal of the Senior Center, Staff anticipates the Senior Center wil1 be a popular rental facility throughout the year. Since the number of rentals will bc limited, Staff rccommends establishing a minimum rental period of six-hours on Saturdays and four-hours on Fridays. This will maximi<le the revenue potential from privatc rentals. GENERAL RENTAL RULES Rental rules have been developed to protect the Senior Center rrom damage and ensure it is kept in sllitable condition for senior programs and services. Some of these rules include not allowing the furniturc to movcd outdoors; measures to protcct the wood floor and carpets from damage; restrictions on the hanging of decorations and use of rice, birdseed, confetti, etc.; and, additional requirements for youth- focllsed events. USE OF CATERING KITCHEN The Senior Center Catering Kitchen will be made available for rental in conjunction with the Ballroom. Bccausc thc kitchen is a ccrtificd as a restaurant kitchen for thc City's mcal programs, StatT is proposing several requirements for use of the kitchen to ensure it is kept in suitable condition and used in a safc manner. Rental applicants will be reqllired to use a caterer on the City's Approved List of Caterers. This is not a list of "preferred" caterers, but instead a list of caterers that have gone through a process open to any catcrcr that cnsurcs they havc the proper qualifications and training to usc thc kitchcn in a manner that mects health and safety standards. An exception will be made for Dublin non-profit groups. Many of thcsc groups conduct fundraiscrs and do thcir own cooking for cvcnts such as pancakc brcakfasts, crab fecds, and barbccucs. These groups would be allowcd to use the kitchcn as long as thcy participate in a kitchen orientation and training, and abide by all Alameda County Health Department requirements. If these groups choose to use a caterer, the caterer must be on the City's approved list. Page 2 of4 ROOMS A V AILABLE FOR RENTAL Several rooms arc proposcd for rental in thc facility including the Ballroom, Prc-Function Area, Lounge, Game Room, Meeting Room and Catering Kitchen. For reference, Attachment 2 is a map of the facility indicating the room names. In order to rent any of the rooms, an applicant must first rent the Ballroom which includes use of the Lohby and Pre-Function areas. The rental can be expanded to include the other arcas idcntificd. An additional fee would be chargcd for cach room rcscrvcd to cover the additional costs for setup and takedown, and additional attendant staff to monitor the use of the building during the evcnt. EVENT CLEANUP AND FACILITY MAINTENANCE Following an cvcnt, the rcntal party will be expected to leave the facility as it was found. A prc-rcntal and post-rental checklist will be developed to evaluate the condition of the facility before and after the cvcnt to ensure the cleaning is completed and no damage has been done during the rental. Facility users will be rcquircd to pay a $500 Sccurity Deposit to pay for any damagcs or additional cleaning required. In addition Staff proposes charging a Carpet Cleaning Fee for use of the rooms with carpeting. This will mitigate the impacts that large social gatherings could have on the carpets and keep them in like new condition. RENTAL FEES Historically, when establishing rental fees for a facility, Staff has completed a fee survey of other cities with similar facilities. This infonnation and the facility operating costs are analyzed to determine thc basc rate, which is charged to users classified as "Individuals or Other Groups". The base rate is then used to calculate the rates for other user group classifications. Additionally, non-residents in each user group classification are charged 20% more than residents. The proposed fees were calculated using the same formulas, except where noted in this report. Staff conducted a thorough market survey of the policies and rental fees of twelve other rental facilities in the Tri- Vaney area. The survey included a mixture of privately operated facilities and publicly operated facilities with varying capacities and facility amenities. Table I is a summary of the rental fee survey. TABU: I -IŒYI'.-\L FEE SII[{VI<:\' RESULTS Fee Type Similar Sized Full Market Facilities City Facilities Average Average Average $229 $141 $108 $254 $165 $134 $277 $207 $180 $284 $221 $194 $287 $227 $201 RENTAL RATES Non-Profit Hourly Rate Resident Hourly Rate (base rate) Non-Resident Hourly Rate Commercial Resident Hourly Rate Commercial Non-Resident Hourly Rate ADDITIONAL CHARGES Damage/Cleaning Deposit (refundable) Kitchen Fee Carpet Cleaning Fee $567 $106 $50 $654 $106 $50 $578 $106 $50 The survey fesults were used to determine a base rate of $135 per hour for rental of the Ballroom by individuals Of private groups that are Dublin residents_ Table 2 summarizes how rcntal fees for the Ballroom would be calculated for othCf uscrs. Page 3 of4 TABLE 2 - RE'1iT AI, FEE CALC{J[ ATlONS User Group Classification Dublin Non-Profit Groups Dublin Non-Profit Groups for the purpose of Fundraising Resident Individuals or other Groups (base rate) Non-Resident Individuals or other Groups Resident Commercial Uses Non-Resident Commercial Uses Diff. from Base Rate -66% -25% 100% +20% +33% +60% Prooosed Hourly Rate $45 $101 $135 $162 $180 $216 The rates for the remaining rooms were caleulated based on the percentage of capacity of those rooms compared to the Ballroom. For example, the Lounge will hold approximately 25% of the capacity of the Ballroom. Therefore the hourly rental fee for the Lounge is approximately 25% of the Ballroom fee. A summary of the proposed rental rates is found on page 4 of the Draft Senior Center Facility Use Policy (Attachment I). Thc Senior Center Advisory Committee revicwed the draft policy on November 3. Thc Committee suggested that a 25% discount should be given to residents who are 55 years and older (Group 5 Classification). The Parks Commission reviewed the draft policy on November 21 and considered the Advisory Committee's recommcndation. The Commissioncrs discussed that implementing the discount could be problematic and thcrcfore recommcndcd thc Council adopt the Facility Use Policy as presented. Staff concurs with the Commission's recommendation. SUMMARY The Draft Scnior Center Facility Usc Policy cstablishcs rulcs and regulations to protcct thc investment the City has made in the building. It also maximizes the revenue potential rrom private rentals which will provide a revenue source to reduce the costs of operating the Scnior Ccntcr. Attachmcnt 3 is a Rcsolution adopting the Scnior Ccntcr Facility Use Policy. If the Resolution is adopted by the Council, Staff anticipates accepting reservations starting in January 2006. RECOMMENDATION Staff recommends the Council open the Public Hearing, receive public comments, close the Public Hearing and deliberate, and adopt the resolution establishing a Facility Use Policy and Rental Fee Schcdulc for the Dublin Senior Ccntcr. Page 4 of 4 Dublin Senior Center DRAFT Facility Use Policy TIle Dublin Senior Center is located at 7600 Amador Valley Boulevard in Dublin. The Parks and CUIIlfntU1!ty Services Department utilizes the Senior Center for Cil)' sponsored s~nif)r da:;;:;;cs and programs. Portions of the facility arc available for rental by the community, when it is not being used for senior or other City prograrns. Available n:ntal facilitic¡; include the Hallroom and Prc-Funçtion Area, Catering Kitchen, LUW1¡(e, Game Room, Meeting Room and Outcloor Patios. The Duhlin Senior Center Facility Use Policy establishes nùe" regulations, procedures and fces governing the use of the facility. Classification of Users Group 1. City of Dublin Group 2. Public Aaencie., (AgencIes serving the City of Duhlin including Alameda County, Duhlin-San Ramon Serviec, District, Dublin Unified School District, etc_) Group 3. Dublin Chamber <if Commerce Croup 4. Dublin-based Charitable and Social Welfare OroanizatiODS, Homeowner Associations and Sports Leaaues (Organized non-profit groups with current >01(e)(3) or >01(e)(4) lRS status, whose mcmhcrship is open to the puhlic and whose primary purpose is to serve the Duhlin cUIIlHlunÎty. The urganizaûon's tlw.rnbership ttmst he at least S P% Duhfln re~idents. Group>. lnelividuals or Other Groups (Group' who ùu not meet the criteria listed above awl/ or aclivities such as weddings, receptiüns¡ annIversaries, birtbday part.ies, etc.) a) Re,ident (Individuals must residc or own property within Dublin City Limits; Groups must have mernhcrship mad.e up of at least > 1 % Dublin residcnts) h) Non.Resiclcnt Group 6. Commercial Use.'ii (Companies¡ groups, or inclivicluals whose evcnts have the primary purpose of gencrating a profìt such as training seminars, trade shows~ aU(;tlOns~ etc.) a) Resident (Compaoy facility must be locateù in the Dublin Cit} Limits and have current City of Dublin Business Licensc. If Ùlcrc is nu company facility, person responsible lor event must reside or own property w.idÜn t.hc Dublin City Limit,) h) Non-Resiclent ATTACHMENT 1 /6Q/.D Priority of User Groups . Groups 1, Z, Group 3. Group 4 anel Group.5 (Resident)- Reservatiuns accepted one-year in advance of the requested rental elate. Group 5 (Non-Re.\·ident) . Reservations. acc.cptccl nine- months jn aclvance of the requested rent.al elate. Group 6 - Reservations ac.cepted ~ix-months in advance of the reque'ted rcntal date. Hours of Rental Use L The Dublin Senior Center is availahle for rcntal on Fridays from S;OO P.M. to 10;00 P.M., and Saturùays and Sundays from 8:00 A.M. to 10:00 P.M. The minimum rental period b four (4) hours on Fridays or Sundays, and six (6) hours on Saturclays. Hours of use must include the ammmt of tiIIle needed for the function, setup and cleanup, including any time needed hy the event staff such a~ the caterer, bandj ilorist, coordinator, etc. The Center must be vacateù by the time ~peciHcrl on the application and no fater than 10:00 P.M. The Dublin Senior Center is not available for continuous use. An application and sl~curil y deposit IIIu,t be ,ubmitted for each rental datc. 2. 3. 4. S. How to Make a Reservation Please note that the City reqaires the applicant, not another party, to complete all transaction:;: and provide the insurance required Jor the rental. 1. Tu make a. reservati?n a Facility U~e Application and $ 500 secunty deposIt must be submlttecf for approval Arproval tak~~ tI1ree to five working days; notification o application status will be mailed. The Ciy. <if Dub/m reserves the riaht tQ deny the use <! the Dublin Senior Center to any person or aroup ifsuch u.~e is deemed to be contrary to the best interest oj the City, thefacitity, and/or Dublin residents. 2. Applications rnUst be suLln.itted .in person at the Parks and Community Services Department OHke, Duhlin Civic Center, 100 Civic Plaza. Applieations arc acceptecl from 8:00 A.M. to 4:10 -r.M, Monda)' through Friday, cxcept on Cit)' holidays. 3. In urdlT to receive a resident ratc~ lhe applicant (i.c. the person responsible for lhc activity, payment of fees and provi~ion of insurance) must live or own property within the Dublin City Limits. 1dentilkation confirming resiùence address will be required (valid California ctrivcr¡~ Ikensc or current ut.ility 1i1J). 4. Groups who are aEplying a; a Group 4 classification must have a 'Charitable and Social Welfare Organization VeritÌcation form" on filc or suhmit a eomplctcd form and the group's Bylaws aIlù I.R.S. Tax Exemption Letter. Groups claiming Duhlin residcncy must provide a current mc=mhcrship roster (.5 1 % of IBt'mbC'rsh.ip must o\'t'n property or rc~lde in Duhlin). >. Applications submitted lc" than 30·ùays prior to the rcquested r~ntal da.te will not be acccptecl, 6. The City reserves thc right to hook additional events befure or after an applicant's conf.ir.rncd renlal time. (.Q\~ n..- CD-DS' Insurance Requirements INITIAL: All applicants shall provide the City' of Dublio with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Duhlin. Such certificate shalf provide Bodily Injury anù Property Damage LiabHity protection in the amount of $1,000,000 per occurn.::ncc. If alcohol is to be sold, liquor liahility coverage is also required. The applicant mu~t he spcdtìcd as th~ insured. Th~ Certificate shall name thc City of Dublin as an "addi rional insured" in confurrnancc with the hold har.rnlc~.s agn:"cIIlcnt as outlined in the racilit) Use Application and must specify that the applicant's insurance shall be primary to any insurance C<1rried by the City. TIle certificate shaH be properly executed with the original signature of the authorizing insurance agent. An Additional In....·ured Endorsement must accompany the Certificare (no exceptions). The Ccrti1Ìcatc is Juc at the time final pa)'IIlcnt is made. Please contact your immrance provider to chel'k if your homeowner's policy may be extended to cover the renlal. In the e¥ent that cMuage is nor a¥ailable, the City has event insurance available for purchase. PJe"se di,çCU-'t... your insurance need.'i with the resErvation stall General Rental Information I. A responsible adult Irom the rental party must supervise the premises fur proper faeilil y use during all rental hours. SMOKING IS PROHIHITIòD in,ide the building and witbin IS-feer of any entrances (per City Ordinance). Par. king is permiUeù in painted parking stalls only. Vehicle, parkeù illegally will be eiteù. Table, and chairs provided by the City may not be r~rnov~cI from the facility and uscr! outdoors, Storage is not available cither before or afrer the cvcnt/mc~ting. Applicant is fully responsible for scllCduling and paying for hours to meet catering and event vendor needs. Caterer's may not request and/or pay for arlclitiona1 bours. This must hc done hy the applicant. The use of dccals~ powders, wax, paint, etc. arc probibiteù un the /luur area, uf the facility. Becr kegs are unly permitted in the Pre-Fum.tiuIl area on the tile. Kegs may also be setup outside on the patio areas adjacent to thc building. Cuntainers of ice may he placed in the Pre-Functiun Area, providing thar the 1100r and carpet are protceted. A Public Aùùress 'ystem is available for speaking purposc:,;. Amplification equipment nced~rl for a banil or disc-jockey must be provided hy tbe applicant or cntcrtaiIlIIlcnt vendur. Sound amplification equipment is prohibited on the outcloor p¡.1t.io ;çlreas. Reyuests for cxception to the Facility Use Policy musr be submitted in writing to the City Manage-r1 ur his designee, no later than one month prior to thc date of use rc.questecl. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. II. Youth Events I. Groups composed of minors must be supervised at all times by twu adult.s for e-ach twenty rninors. 2, Akohol may not he solrl or consumed at an event officially designateù as a "youth event" (i.c. an event at which a majority of the attendees arc individuals tutder twenty -one yoars of age). Alcoholic Beverages d.1fb lo . 1. Wnttcn re9tlcsts tu sell alcu~lül must be suhmltted to Dublin Polices Services. It penni:oìsion is granted¡ applicants must obrain a permit from tbe Alcoholic Beverage Control Hoard, 1515 Clay Street, Suite 2208, Oakland, 94·612 (SIO-639-0628). eviùcnee of approval is due at the time uf final payment. 2. Alcohol must he consumed inside or on the patios areas next to th~ Center, It ì:oì prohihitcci to COnSUlnc alcohol on any other portion of the Senior Center property. 3. Akuhol Inay neither be suld nul' served to or hy those under 21'years of age at an}' time. Decorations and Signs I. The use of tacks, tape, nails, staples or putty un an)' walls ¡s prohibitcù. 2. AI.I decorative materials must he cither madc of non- combustible substances or treated with State Approved flame-retardant. 3. Candles may only he osed after applicant has obrailleù a permit from the Fire Prevention Bureau, Dublin Civic Center, 100 Chic Plaza, Dublin (925 833 6606). 4. Rice, birdseed, confetti, or other materials may not be thrown inside or outside the facility. S. Any plants or shrub, brought into the building must he in waterproof containers. 6. It is prohibited to paste, tack, or pu,t any sign, placard, or advertisement~ or erect an}' sign on the exterior of the building or the Senior Center grounds. Use of Catering Kitchen 1. The Catering Kitchen is unly available for rental in conjunction with the rental of the Ballroom. 2. The Catering Kitchen serves as a functional restaurant kirehen for the Senior Center's dail) meal program. Therefore, the Kitchen may only be utilized by a professional catering company thar is on the City's list of approved caterers. All {,.'atercrs must possess a CUl'rent County Food Handling Certilkate, valid City uf Duhlin Business License and have received an orient.at.ion and training on t.he use of the kitchen eyuipmenr. Caterers arc charged a olle-time fee of S75 for the caterer orientation. Approved caterers must also have a certificate uf liability inSllrancc= and endorsement listing the City of Duhlin as addirionally insured. 3. Non-Prolìt Organizations meeting the Group 4 rcqulre:rncnts may' utilize the kitJien on their own without a professional caterer. However a representative from the group must have reed ved an oricmation and training on thc use of Ùle kitehcn equipment. Nun-Profit gruups arc charged a per event lee of $25 for the kitchen orientation. if a Non-Profit Group is using a cat.ering company for the event, the caterer nlllst :rned d\c rcquireme:rlts listed in item two (2) ahove. 4. Catering companies or non-profit groups that do not properly clean, or cause damage, will be retrloved from the City's approveù list ufkitencn users. Room Desçriptions and Capa.cities All capadties indicated conform t.o the Cit/ s Hre Corle Requirements. Applicants will noC be permitted to exceed the Fire Code Cap<lcÜy oj any room. Ballroom and Pre-Function Are<l The Ballroom is a 4,270 square-foot room. The room features bamboo wood floors, a raised platform stage, casual seating nouk, drup-down vidco screen! public address ~y~tem and access to two outdoor patios. The Ballroom can he divided in half if nccrlcd, However, only one rental party will he allowed use of the facility at a time. Use of the Pre- Functiun Area adjacent to the Ballroorn 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 248 o 208 (Tahles & chairs with dance and huffet space) Lounge Area The Lounge Area is a 740 square .foot room with a fireplace and lounge fumiture. Thc room is carpeted and suitahfe for a cocktail hOllr before an event. The LOlllige Area is not available for dining. The Lounge Area may only be rented in çonjl,lnçtion with fhe Hallroorn. · Fire Code Capacity: 49 Game Room The Game RUUln i.s a 9.50 square-fuot ruuln adjat:ent to the Lounge. The room is carpeted. This is ideal space for offering additional activities besides dining as part of your evcnt. '-:I'hc Game Room is not availahle tor dining. Fire Codc Capacity: The Game Room may only be rented in cunjunctiun with the Luunge Area amI Ballroom. · Fire Codc Capacity: 63 Meeting Room The Meeting Room is a 400 square-foot room adjacent to the Pre-Fum.::t.ion Area. The room is carpeted and is suitable as an event staging area or Bridal Party Room. The Meeting Room may only be rented in conjunction with the Ballroom. · Fire Code Capacity: 26 (with tahles & chairs) C<lterin¡J Kitchen The Kitchen is a 950 square-fout ftUlctional restaurant kitchen that is adjacent to the Rallr'oom. The Kitchen may only be rented in eunjunction wiù, ù>e Ballroom. TI>e Kitçhen features a large commercial refrigerator and treezer units, cumbination eunvection/steamcr ovcn~ tight-burner gas stove and oven, and. griddle. The center island features steamer tahles, s.oup warrn.crs, two microwaves ane! a heating lamp. TI>ere is a full featured dish washing area as well. Applicants/cclterer D?ust provide trays/or steamer table and soup warmer unIts. Available E Ul ment \,Q Every cHart wi II he made to provido t.he num er of table, and chairs indicated. Applicants are responsible for providing equipment needed in addition tu the equipment available from the City. B<llIroom Equipment · Round Table, (5') 32 · Rcctangular Tahles (30" x 6') 6 · Chair. (Wine Colored/Padded) 256 Lounae 0\ Game Room Equipment · Sqnare Wood Tables (42" x 42") 14 · Padded Wood Chairs with Arms 52 Meeting Room Equipment · Square W ood Table. (48" x 48") 3 · Conference Chairs 12 P<ltio Equipment · Square Patio Tables (42" x 42") 12 · White Patio Chairs 48 Please Note: Equipment may not be removedjrom the J<leility Jor use outside. Delivery <lnd pickup oj rentat equipment IDU!i't be incorporated within the hours ."heduled <lnd p<lid for. Stor<lge i.s un<lv<liJabJe b~fore or aJter an event. AypJiC<lnts are responsible for the setup and tc1kedovvn qj any rental equipment. . Equipment Setup I. All exit doors mu,t be uperable and no part of any hallway, corridor, or exit may he used in a way that obstruct~ its use as an exit. 2. Tbe City has ,everal ,tandard plans ,buwing the options for table/scating lü(..::aûuns~ exit ways and aisle~. Thc pJan must be selected at the time of fìnal p'ymcnt. Minor changest such as decreasing the number of tables, can be madc to the City's standard ,etup diagrams at that time. If the applicant need. to make ehangcs to the diagram after that time, a $2'> I.,. will he charged per change. .3. If applicants wisb to bave their own pcrsonal cu,tum floor plans reviewed for Fire Code eumplianee, there will be a $2.5 charge per review. Cu.tom 1100r plans must be submitted at the time of !Ìnal payment. 4. Capacities fur each ruum are H~ted hc1ow. Overcrowdina is forbidden and will result in c<lncel/ation <if event and Jorfeiture oj <lnJces paid. Clean-up Requircmcnts The facility must be left in the same condition it ;:., found prior to the rental. Cleanup will inelude all areas used for the event (Ballroom and Pre-Function Area, Luunge, Game Room and Meeting RuUlu) including the outer courtrarrls. Clc=anup requirements include removal of all decorations and rental equipment, wiping spills from the floor areas and bagging all garbage and dcbris. TIle Caterer, Kiteben de~nup includes wipi~g all fuod ,fill, o~ thc stove top, lIls1de the ovcn and m1crOWaVe. AI food, 1ce and beverage must be removed frUIn ÙIC refrigerator / frecz~r and all dishes, glassware and utensi.ls rcmoved from the disbwasher. Tbe disposal should be clean and free of all food debris. Garbage bags will be provided. The rental will bc responsihle for taking all garbage to the haçk dumpster. Rental Fces Group 2: Publi, Aeendes Group 3: Dublin Chamber '!.f Commerce Group 4: Dublin Charitable, Social We!!"re and Sport l.ea9ue OroonîzatÎons Ballroom and Pre-Function Area $4.5.00 per hour Lounge $ 11 .00 per hour Game Room $9.00 per h"ur Meeting Room $4.00 per hour Kitchen $1.50.00 pcrcvent Use for Purpose:;; of I-'unrlraising; Ballroom and Pre-FwJCtion Area $ 101.00 per hour L"unge $ 26.00 per hour Game Room $ 20.00 per hour Meeting Room $9.00 per hour Kitchen $150.00percvent A fundraiser is a rental at which admission is eranted for payment oj 11 desianate:d amount, a donat'ion <?f an Qmount left to the discretion oj the 9ue~t, or a rental at which funds are collected throueh auctJons, ra.ff1e / door prize activity, or other means designated to ne~erate monÎes to off yet costs or to beneJlt a commußlty or charitable aeency of cause. Tickets may not be sold at the door unless prior approval i.~ oranted. Group 5 Resident - Individuals or Other Groups Ballroom and Pre-Function Arca $ t 35.00 per hour Lounge $34.00 pCI' hour Game Room $27.00 per hour Meeting Room $12.00 per hour Kitchen $150.00 pcrcvcnt Group 5 Non-Resident - Individuals or Other Group.< Ballro"m and Pre·Functi"n Area $162.00 per hour Lounge $41.00 per hour Game Room 532.00 pcr hour Meeting Room $ 14.00 pCI' hour Kitchen $150.00 pcrcvcnt Group 6 Resident - Commercial Uses Ballroom and Pre-Function Area $ t80.00 per hour Loungc $45.00 pCI' hour Gamc Room $36.00 per hour Meeting Room $16.00 per hour Kitchen $150.00 pCI' evcnt Group 6 Non-Resident - Commercial Uses Mailroom and Pre-Func.tion Area $216.00 per hour Lounge $.54.00 per hour Gamc R,,"m $43.00 per hour Meeting Room $ 19.00 per h"ur Kit(hen $1.50.00 per event Generat Notes Reeardine hes L The minimum rental period is four (4) hours on fridays or Sundays, and six (6) hours on Saturdays. 2. There is an additional .50% dlarge lor rentals on City holidays pending availahility "f City stafT. 3. The Lounge, Game Room, Meeting Room and Kitchen arc.as may only he rcs~rvcd in cOnjUnctIOn WIth the BallruUlIl . 4, Use of the adjacent outdoor patio areas is indudcd in the- Hallroom rental fee. , t.\ riblo, ¡INITIAL: I Security/Damage/Cleamng DeposIt A $500 Security Deposit is due at the time the [-acility Use Application is suhmitted.. Th~ Secu~ity Dep~~it is rehmdable provided thcrc arc no vIOlatIOns of the Faclluy Use Po!.cy, extended hours of usc! and/ Or cx(;c~~ivc cleaning or damages to the facility. Carpet Cleaning Fees A carpet cleaning fee ,·...ill be assessed for eaçh room that has carpeting as follows: Lounge Came Room Meeting Room $ 3.5.00 pCI' event $50.00 pel' event $2.5.00 per event Payment Schedule 1. At thc timc the application is submitted, a $500 seeurity deposit is required. 2. Final payment of rental fco, mu,t he made no later than 45-days prior to the scheduled rental date. Please call the Parks and Community Services Department. at 833- 664.5 to schedule an appointment. Payments not received by this deadline may result in cancellation of the rental and forfeiture of the security deposit and one-half of the rental fees paid or payable. . 3. The security deposit will be refw,ded within 30 do)" of the rental datc pro,¡jding there arc no vio1ation~ or the fadlity Use Policy, the rental hours exeecded, excessive cleaning rcquircd, or clarnagcs to the facility. 4. Payments may be made by (heck, VISA, MasterCard, mone)" order or cash. Please make checks or money orders payahle to the City of Duhlin. Cancellations/Changes/Refunds IINITIAt: 1, Cancellation requests must be made in writ.ing by the applicant. Refunds will be handled as follows: a) If the request is received six (6), months ,0r ~norc prior to the rental date the ,ecurlty depoSit wtll be refunded, less a $2.5.00 proeessin~ fce. RcfllIlds will be mai1cd to the applicant Within 30-day' of receipt of the written cancellation request. h) If thç request is received between six months anJ 4.5-el~ys prior to ~he rental. elate the applicant will forfeit the securIty deposIt unlcss another user rebooks the date. If it is rebookcd the dep",it will he rofunded less a $25.00 processing fee. c) If the regucst is received less than 45-da)" pri"r to function thc applicant win forfeit the 'ec\>rity deposit and one-half of' the remal fees paid (or payable). 2. Refunds arc not issued for unused hours. 3. Permits may not he transferred, assigned or sublet. 4. Any changes in rental hours less than 45-da)" prior to the conlìrmed event date will be assessed a $2';.00 fee per change. 5. Oecasionally it may be necessary to resehedule, relocate or cancel a request previously approved. ~f the buildins becomes unavailable due to extenuatinn cÎrcum.ytance:;;:, the City reserves the risht to wncel the Facility Use Permit. In thi., situation, the aroup or individual will be Biven (15 much advance notice as possible. :g <11 <1I..c ro ..... ro ..... « c: "'0 ro QJ QJ > c::: "'0 ro ..... ro ..... .P ..s:::;0- V) c: v E o o c:: <11 E ro l.? 1 0 ''¡:¡ ro C'I Cl.. c: E ..... ''¡:¡ 0 0 QJ 0 0 <11 c::: "'0 ~ ..... ::J 0 ~ ~~ 'yO I!!I IIII E ..... 0 0 0 0 0 "'0 ..... ..... ..... ro ::J Cl.. ro 0 cc Catering Kitchen 60òlSJ I , , , mJ I!JJ iii 1m ATTACHMENT 2 I£¡ 0ò Lo RESOLUTION NO. - 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 opcncd the ncw Dublin Scnior Center on August 8, 2005; and WHEREAS, thc former Dublin Senior Center was closed following the opening of the new Dublin Senior Ccntcr; and WHEREAS, the Dublin Scnior Ccntcr was dcsigncd to serve as a focal point for the delivery of programs and services for senior citizens; and WHEREAS, the Dublin Senior Ccntcr 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 havc cstablishcd Facility Use Policies and Rental Fees for use of City facilities; and WHEREAS, the Facility Use Policy and Rental Fcc Schedule for the Dublin Senior Center have bccn 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 ofthe City of Dublin does hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. 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 supersedcd by this resolution effective January 1,2006. PASSED, APPROVED AND ADOPTED this 6th day of December, 2006. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 3