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HomeMy WebLinkAboutReso 054-84 Shannon Policies RESOLUTION NO. 54-84 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN A RESOLUTION ESTABLISHING POLICIES AND PROCEDURES FOR THE USE OF SHANNON COMMUNITY CENTER WHEREAS, the City of Dublin will be managing the Shannon Community Center effective July 1, 1984; and WHEREAS, this is a community facility and will be used to provide community programs; and WHEREAS, in addition to programs the City will lease the facility to public or private groups; and WHEREAS, the sound management of a facility requires written policies and procedures outlining the appropriate use of the building. NOW, THEREFORE, BE IT RESOLVED THAT THE City Council of the City of Dublin does hereby adopt the Policies and Rental Information contained in Exhibit A, which shall serve as the official guidelines in the management of the Shannon Community Center, while managed by the City of Dublin, until rescinded or amended by City Council action. PASSED, APPROVED AND ADOPTED this 29th day of May, 1984. AYES: Councilmembers Hegarty, Jeffery, Moffatt, Vonheeder and Mayor Snyder NOES: None ABSENT:None City Clerk PROPOSED POLICIES AND RENTAL INFORMATION SHANNON COMMUNITY CENTER City of Dublin Recreation Department The City of Dublin manages the Shannon Park Community Center. This facility is utilized much of the time by the Recreation Department for classes and programs for preschoolers, senior citizens, school children and adults of the area. When the Community Center is not being used for City run programs, some of the facilities are available for use by community organizations and individuals. This brochure contains all of the information you will need: what is available, who can use the facilities, when they are available, how to make a reservation, and what fees will be charged. A variety of rooms and equipment is available under specific conditions and restrictions. Please read this information carefully and feel free to use its pages as a work sheet. Mark areas of interest and circle the rooms and equipment items that you would like to use. After you have studied this material and are ready refer to RESERVATIONS Section and give us a call. Check off each step as completed WHEN Reservations will be accepted a maximum of one year in advance. We will open a monthly calendar, for the following year, on the first working day of each month. For example, if you want a date in May next year, give us a call any time after the first of May this year. Non-residents must wait until 5 working days after the first of the month. See Section entitled WHO for resident definition. HOW 1. Phone 829-4932 between 8:30 a.m. and 5:00 p.m., Monday through Friday. If your date is available you will be given a tentative reservation. 2. Your reservation will only be confirmed when you complete the application form for use of the facility to the fullest extent possible and mail or bring in with a $50 for resident public and $100 for all other groups a non- refundable deposit. (To be credited to your total rental fee). Your deposit must be received within 7 days after your tentative booking. If you miss this 7 day deadline you may lose your reservation. Make check payable to City of Dublin and mail or bring to Shannon Community Center, 11600 Shannon Avenue, Dublin, CA 94568. 3. We will process your form, filling in any special conditions and the fees. The amount you are charged may change if the time of use is more than that requested. We will return your copy of the completed form by mail. This completed form is your Use Permit. 4. The balance of your rental fees must be received no later than 3 weeks in advance of your date of facility use. Please confirm arrangement for gaining access to the building at the time of final payment. This may be done by telephone, if you are mailing the final payment. A staff person will be assigned to open and secure buildings for weekend bookings at time specified on application. WHO Restrictions are made and fees applied based upon who is using the facilities and for what purpose. The Community Center may be used by residents, non-residents, public groups and private groups. 1. "Residents" are individuals residing within the Cities of Dublin or San Ramon. Residency is determined by the location of the individual applicant's residence, not a business or organizational location. For wedding receptions, either the bride, groom, or parents of either must reside in the City limits. o 2. "Public" groups include non-profit, non-restrictive clubs, civic, religious, or service organizations and schools. 3. "Private" groups include promotional and private events, such as business meetings, anniversary parties, political fund raisers and receptions. FEES What you pay will depend upon the facilities used, how long they are used, the type of use, the equipment used, and any damages. Possible fees are: 1. Non-refundable deposit 2. Refundable clean-up/damage deposit 3. Hourly room rental 4. Hourly building attendants 5. Certificate of Insurance 6. Alcohol fee 7. Cancellation fee 8. Additional costs incurred, not covered by your deposit Rates are computed by the full hour and will not be pro- rated. All fees and use regulations are effective July 1, 1984, and are subject to changae. CANCELLATIONS Cancellations must be made in writing. Refunds and service fees will be handled as follows: 1. 30 days or more prior to use date - forfeit deposit only. 2. Less than 30 days prior to use date - forfeit deposit and pay one half of the total charges listed on the Use Permit. Occassionally, it may be necessary to reschedule, relocate or deny a request previously approved. In this event, the group or individual will be given as much advance notice as possible. DAMAGES DEPOSIT A Cleaning/Damage Deposit of $50 for resident public groups and $100 for all other groups is due with all other rental fees. Refund of this deposit will be made by mail within three weeks following your facility use. Charges against the Cleaning/Damage Deposit will be made for any costs including but not limited to, damages to floors, walls, furnishings and landscaping, extra cleaning of the facilities and furnishings both inside and outside, overtime charges, and any other unusual costs incurred. You will be billed for any damages not covered by your deposit. ALCOHOL Applicants requesting permission to sell alcoholic beverages must obtain a one-day sales license from the State of California Beverage Control Board. Call 464-0865 for information. INSURANCE 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 Damange Liability protection at a minimum limit of $500,000 per occurrence. The Certificate of Insurance shall name the City of Dublin as an additional insured in conformance with the Hold Harmless Agreement as outlined in the Facility Rental Agreement. The Certificate of Insurance is due at the time of final payment. WHAT YOU MUST DO 1. You must provide your own coffee servers, cooking utensils, silverware, plates, ash trays, ets. 2. Barbequing is permitted only with advance approval. o 3. The changing of furniture arrangements must be approve-d in advande. 4. You must set up your own decorations and all other preparations necessary for your function. Time for this preparation must be included in your rental hours. 5. Decorations must be of flame-retardent material. The use of nails, tacks, staples, etc. is prohibited. 6. You are responsible for the removal of all decorations, taking down all special physical arrangements, the removal of trash from the building, the placement of all trash in the garbage dumpsters provided, and complete cleaning of the kitchen. 7. Tables, chairs, and other equipment may not be removed from the buildings. 8. Storage is not available either before or after your event. 9. Rice, birdseed, etc., may not be thrown inside or outside at the Community Center. You will be charged an extra fee of $10 if this rule is violated. 10. Tickets may not be sold at the door as an admission charge unless approved in advance. 11. Serving tables may not be placed on carpeted areas. RESPONSIBILITY You are solely responsible and answerable financially for any and all accidents or injuries to persons or property resulting from your use of City facilities. You shall be responsible for the control and supervision of all people in attendance during your usage of the facility and shall take care to see that no damage is done to the facility, and that everyone conducts himself in an orderly manner. If damages or behavior of your group warrant, you may be denied further use of the facilities. THE BUILDING ATTENDANT IS RESPONSIBLE FOR THE FACILITY AND MAY REQUEST POLICE ASSISTANCE AT ANY TIME TO PREVENT ABUSE OF PRIVILEGES AND TO ENFORCE FACILITY RULES AND REGULATIONS. WHAT WE WILL DO 1. A building attendant will open the facilities for your use at the time you request on the application form. Be sure that the time you request includes all of the time you will need to set up put up decorations, or prepare any food planned. 2. We will provide table and chair service (set up and take down only). Time for this service must be included in your rental hours. 3. A building attendant will be on duty in the Community Center during your entire use of the facility. This person will be available ~o answer questions and help you as necessary. The services of the building attendant are not available for waiting tables, serving, kitchen help, ets. 4. It is the responsibility of the building attendant to enforce all of the facility use regulations. 5. If you have 200 or more people are are serving food (coffee excepted) and/or alcoholic beverages we will assign a second building attendant and charge you an additional $7.00 per hour. This fee will be charged and on-call staff contacted if your actual attendance goes over 200.