HomeMy WebLinkAboutReso 221-08 Shannon Fee ScheduleRESOLUTION NO. 221- 08
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
ESTABLISHING A FACILITY USE POLICY AND RENTAL FEE SCHEDULE FOR USE OF THE
SHANNON COMMUNITY CENTER
WHEREAS, the City of Dublin had to close the former Shannon Community Center and is opening the
new Shannon Community Center during winter 2009; and
WHEREAS, the Shannon Community Center was designed to serve as a focal point for the delivery of
recreational and cultural arts programs and services for residents; and
WHEREAS, the Shannon Community 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 Shannon Community Center have
been updated and revised to reflect the new facility; and
WHEREAS, the revisions proposed by Staff have been reviewed by 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 194-02 establishing a
Facility Use Policy and Fee Schedule for use of the Shannon Community Center be superseded by this
resolution effective January 1, 2009.
PASSED, APPROVED AND ADOPTED this 16th day of December, 2008, by the following vote:
AYES: Councilmembers Hart, Hildenbrand, and Scholz and Mayor Sbranti
NOES: None
ABSENT: None
ABSTAIN: None
ATT T:
_ ~~
City Clerk
Mayor
Reso No. 221-08, Adopted 12-16-08, Item 6.2 Page 1 of 1
/%~ ~~\~~ Shannon Community Center Facility Use Policy
19 ~V/' ~~I•) 82
~ `~ 1/l// 11600 Shannon Avenue, Dublin, California, 94568 • 925-556-4500 • www.ci.dublin.ca.us
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The Shannon Community Center is located at 11600
Shannon Avenue (at San Ramon Road). The Parks and
Community Services Department utilizes the Community
Center for City sponsored classes and programs. When the
facility is not in use for City programs it is available for
rental by the community. Available rental facilities include
Ambrose Hall (a large Banquet Hall including aPre-Function
Area, Kitchen and Patio Area), a Multipurpose Roam and a
Classroom. The Shannon Community Center Facility Use
Policy establishes rules, regulations, procedures and fees
governing the use of the Center.
• ~
Group 1: City of Dublin
Group 2: Public Agencies (Agencies serving the City of
Dublin including Alameda County, Dublin-San
Ramon Services District, Dublin Unified School
District, etc.)
•• • •s
Group 1-Reservations accepted:
Monday-Thursday: One year in advance of rental date
Friday-Sunday: One year in advance of rental date
Groups 2, 3, 4 and 5 (Resident) -Reservations accepted:
Monday-Thursday: Three months in advance of rental
Friday-Sunday: One year in advance of rental date
Group 5 (Non-Resident).- Reservations accepted:
Monday-Thursday: Three months in advance of rental
Friday-Sunday: Nine months in advance of rental date
Group 6 -Reservations accepted:
Monday-Thursday: Three months in advance of rental
Friday-Sunday: Six months in advance of rental date
Group 1-Reservations accepted up to one calendar year in
advance of requested dates of use.
Group 3: Dublin Chamber of Commerce
Group 4: Dublin-based Charitable and Social Welfare
Organizations, Homeowner Associations and
Sports Leagues (Organized non-profit groups with
currerit 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 519'° Dublin residents. An
organizational file must be completed on an
annual basis to receive the priority and fees of
this classification.)
Group 5: Individuals or Other Groups (Groups who do not
meet the criteria listed above and/or 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 made up of at least
51% Dublin residents)
b) Non-Resident
3roup 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
Group 2, Group 3, and Group 4 -Reservations are accepted
on a quarterly basis as follows:
• Summer (Jun-Aug) Accepted starting April 15.
• Fall (Sep-Dec) Accepted starting July 15.
• Winter (!an-Mar) Accepted starting November 15.
• Spring (Apr-May) Accepted starting February 15.
Group 5 -Reservations are accepted on a quarterly basis as
follows:
• Summer (Jun-Aug) Accepted starting May 1.
• Fall (Sep-Dec) Accepted starting August 1.
• Winter (Jan-Mar) Accepted starting December 1.
• Spring (Apr-May) Accepted starting March 1.
Group 6 -Continuous use of the Shannon Community
Center is not permitted for Group 6 users.
• ~
1. When not in use for City programs, the Shannon
Community Center is available for rental Sunday
through Thursday from 8:00 A.M. to 10:00 P.M., and
Friday and Saturday from 8:00 A.M. to 12:00 Midnight.
2. The minimum rental period on Fridays, Saturdays and
Sundays is six (6) hours, and two (2} hours the
remainder of the week.
3. Hours of use must include the amount of time needed
for the function, setup and cleanup, including any time
needed by the caterer, band, florist, coordinator, etc.
4. The Center must be vacated by the time specified on
the Facility Use Application. Events that exceed the
scheduled hours will be charged twice the hourly rate
or the extra time.
EXHIBIT A
Due to parking constraints the total number of guests in
attendance at a rental may not exceed 300. Exceptions to
this policy must be approved by the Parks and Community
Services Director. Exceeding the Fire Code Capacity of any
room will result in immediate cancellation of the rental
event.
Ambrose Hall (Banquet Halll
Ambrose Hall is 5,940 square-feet (90'x66') with ceiling to
floor windows looking out to the creek and park. The
rental of this room includes use of the Pre-Function Area
(1,490 square-foot lobby), Catering Kitchen and the
adjacent outdoor Patio Area. Amenities included in the
rental fee comprise use of the Public Address and Video
presentation system, cake table and portable bar. A
portable wood dance floor is available for an additional fee
of $100 per rental.
• Dining Capacity: 300 (with tables & chairs including
dance space)
• Assembly: 300
Multipurpose Room
The Multipurpose Room is 1,275 square-foot (51'x25') with
windows facing northeast to picturesque Mount Diablo.
The room has tiled floors, as well as ballet bars and mirrors.
Must be rented with Ambrose Hall Friday through Sunday.
• Dining/Classroom: 85
• Assembly: 182 (without tables & chairs)
Classroom
The Classroom is 546 square-feet (21'x26') and carpeted. It
features abuilt-in video projection system and screen.
Must be rented with Ambrose Hall Friday through Sunday.
• Dining/Ctassroom:37
• Assembly: 78 (without tables & chairs)
Caterine Kitchen
Use of the Kitchen is only available for use in conjunction
with the rental of the Ambrose Hall. The Kitchen is a 638
(18'x35') square-foot functional catering kitchen adjacent
to Ambrose Hall. The Kitchen features large commercial
refrigerator and freezer units, ice maker, an eight-burner
gas stove and oven, with griddle. The center island
features steamer tables, soup warmers, two microwaves
and a heating lamp. There is a full dishwashing area, and
two sinks with garbage disposals. Applicants/caterer must
provide trays for steamer table units.
1. Use of Kitchen is only available for use in conjunction
with the rental of Ambrose Hall.
2. If the- kitchen will be utilized by a professional catering
company, they must be on the City's list of approved
caterers. All caterers must possess a current county
Food Handling Certificate and valid City of Dublin
Business License. Approved caterers must also have a
certificate of liability insurance and endorsement listing
the City of Dublin as an "Additional Insured".
3. Catering companies or facility renters that do not
properly clean or causes damage will be removed from
the City's approved list of kitchen users.
Classification of Rental Use Ambrose Hall Multipurpose Room Classroom
Groups 2, 3, and 4 Setup/Takedown Fee Only of $14 per hour per Facility Attendant
Use Durinq Business Hours (Mon-Fri, 8:00-5:00) Number of Attendants depends on rooms used and setup needs.
Groups 2, 3, and 4
Use Outside of Regular Business Hours
$85 per hour
$24 per hour
$14 per hour
Groups 2, 3, and 4
Use for the Purpose of Fundraising*
$188 per hour
$53 per hour
$23 per hour
Group 5 (Dublin Resident) $250 per hour $70 per hour $30 per hour
Group 5 (Non-Resident) $300 per hour $84 per hour $36 per hour
Group 6 (Dublin Based Business)
Use for Commercial Purposes
$332 per hour
$93 per hour
$40 per hour
Group 6 (Non Dublin-Based Business)
Use for Commercial Purposes
$400 per hour
$112 per hour
$48 per hour
*A fundraiser is a rental at which admission is granted upon payment of a designated amount, a donation of an amount left to
the discretion of the patron, or a rental at which funds are collected through any type of auction, raffle/door prize activity, or
other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets
may not be sold at the door unless applicant has received prior approval.
General Notes Reeardine Fees
1. Use of the portable dance floor is an additional fee of
$100 per rental.
2. An additional 509'o will be charged per hour for rentals
on City holidays pending availability of City staff.
3. Rental of Ambrose Hall includes use of the Lobby,
Kitchen and Patio Area. The Lobby, Kitchen and Patio
Area may not be rented alone.
1. The City has developed several equipment setup
plans for the rooms. A final plan showing the
table/seating locations, exit ways and aisles must be
submitted and approved at the time of final payment.
Changes to the standard layouts will require review
and approval for compliance with all codes.
2. 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.
. .; ~
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.
• Rectangular Tables (36" x 72") 20
• Round Tables (71" Diameter} 40
• Banquet Chairs 300
• Portable Wood Bar (72"} 1
• Round Cake Table (48") 1
• Portable Dance Floor 1
(Maximum size is 20'x28' in 4'x4' sections, which is
enough space for 140 dancers)
Equipment may not be removed from the facility for use
outside. Delivery/pickup of rental equipment must be
included within the scheduled rental hours. Storage is
unavailable before or after an event. Applicants are
responsible for setup and takedown of rental equipment.
Additional rental equipment must be included on the
setup diagram.
• ~ ~ ~ ~ •
Please note that the City requires the applicant, not
another party, to complete all transactions and provide
the insurance required for the rental.
1. A Facility Use Application and a $750 refundable
security deposit must be submitted for approval.
Approval takes 3-5 working days.
2. Applications must be submitted in person at the
Shannon Community Center (11600 Shannon Ave.)
between the hours of 8:30 A.M. and 4:30 P.M.
Monday through Friday, holidays excepted.
3. In order to receive a resident rate, the applicant (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. Applicants under the Group 4 classification must have
a "Charitable and Social Welfare Organization
Verification Form" on file, or submit a completed
form with their: 1) Bylaws, 2) Current I.R.S. Tax
Exemption Letter, and 3) Membership Roster (51% of
membership must own property or reside in Dublin).
Facility Use Applications will not be accepted without
these items.
S. Applications submitted less than 30 days prior to the
requested rental date will not be accepted.
6. The City reserves the right to book additional events
before or after an applicant's approved rental time.
INITI~~
1. A $750 refundable security deposit is required with
the rental application. The deposit is refundable
provided there are no violations of the Use Policy
and/or excessive cleaning or damages to the facility
or equipment.
2. Final payment of rental fees must be made no later
than 30 days prior to the rental date. Please call the
Shannon Community Center at 555-4500 to schedule
an appointment. Payments not received by this
deadline may result in cancellation of the rental and
forfeiture of the deposit.
3. Security deposits will be returned within thirty (30)
days of the event date providing there are no
violations of the Facility Use Policy, the rental hours
exceeded, excessive cleaning required, or damage.
4. Events that exceed the scheduled hours will be
chareed twice the hourly rate for the extra time.
5. Payments may be made by Check, Cash, VISA or
MasterCard. Checks are payable to the City of Dublin.
INITIAL:
• ~
1. Cancellation requests must be made in writing by the
a plicant. Refunds will be handled as follows:
180 Days
or More 179 - 46 Days 45 Days or
Less
Security Forfeit the deposit Forfeit the
Deposit unless another user eposit and one
refunded rebooks the date. If the half of the fees
less $25 City rebooks the date paid (or
processing the deposit will be payable).
fee. refunded less a $25
rocessin fee.
2. Refunds are not issued for unused hours.
3. Facility Use Permits may not be transferred, assigned
or sublet.
4. Any changes in rental hours less than forty-five (45)
days prior to approved event will be assessed a
$25.00 fee per change.
S. Occasionally it may be necessary to reschedule,
relocate or cancel a request previously approved. In
this event, the group or individual will be given as
much advance notice as possible.
~ ~
1. Written requests to sell alcohol must be submitted to
the Dublin Police Department.
2. If permission is granted, applicants must obtain the
appropriate permit from the Alcoholic Beverage
Control Board, 1515 Clay Street, Suite 2208, Oakland,
94612, 510-622-4970. Evidence of approval is due at
the time of final payment.
3. Alcohol must be consumed inside the facility or on
the patio area adjacent to the building. It is
prohibited to consume alcohol in any area of the park
(City Ordinance Chapter 5.100, Section 150).
4. Alcohol may neither be sold nor served to or by
individuals less than 21 years of age at any time.
INITIAL:
•• ~
All applicants shall provide the City of Dublin with a valid
Certificate of Liability 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 the 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 shall be primary to any
insurance carried by the City. The certificate shall be
properly executed with the original signature of the
authorizing insurance agent. The Certificate is due at the
time final payment is made. Note: Please contact your
insurance provider to check if your homeowner's policy
may be extended to cover your facility rental. In the event
that coverage is not available, the City has special event
insurance available for purchase. Please discuss your
insurance needs with the reservation staff.
•~ ~• ~ •
1. A responsible adult from the rental party must
supervise the premises for proper facility use during
all rental hours.
2. SMOKING IS PROHIBITED within the interior of the
Center and within 20 feet of the facility entrance (per
City Ordinance).
3. Parking is permitted in painted parking stalls only.
Vehicles parked illegally will be cited or towed.
4. Tables and chairs provided by the City may not be
removed from the facility and may not be placed
outside of the facility.
5. Storage is not available either before or after the
event/meeting.
6. The City of Dublin does not supply ladders for the
applicant's use.
7. Applicant is fully responsible for scheduling and
paying for hours to meet caterer's needs. Caterer's
may not request and/or pay for additional hours.
8. The use of decals, powders, wax, paint, etc. are
prohibited on the floor areas of the facility.
9. Beer kegs are only permitted in the kitchen or on the
plastic pad under the portable bar. Kegs may also be
setup on the patio areas adjacent to the building.
10. Containers of ice and/or kegs may only be placed in
kitchen, on the rubber mat under the portable bar, or
the outside patio areas.
11. Exterior fountains are not included in the rental
package. Guarantees cannot be made regarding the
operation of the fountains during a specific event.
12. P.A. System, video projection system, microphones,
podium, portable bar, and a cake table can be
provided upon request.
13. Requests for an exception to the Facility Use Policy
must be submitted in writing to the Parks &
Community Services Director, or designee, no later
than forty-five (45) days prior to the date of use.
1. Groups composed of minors must be supervised at all
times by two (2) adults for each twenty (20) minors.
2. Alcohol may not be so{d or consumed at an event
officially designated as a "youth event" (i.e. an event
at which a majority of the attendees are individuals
less than twenty-one years of age).
~ ~ . ~ ~ ~ INITIAL:
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,
City of Dublin, 100 Civic Plaza, 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, glue or post any sign,
placard, advertisement or inscription or erect any
sign in the park or outside of the facility (per City
Ordinance).
The City of Dublin reserves the right to deny
the use of the Shannon Community Center to
any person or group if such use is deemed to
be contrary to the best interest of the City,
the facility, and/or Dublin residents.
Applicants should thoroughly review the
Facility Use Polio to become familiar with all
rental fees, pollees and procedures.
OUTDOOR PATIO