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HomeMy WebLinkAboutReso 193-02 Civ Cntr Use Policy Fee RESOLUTION NO. 193 - 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE DUBLIN CIVIC CENTER WHEREAS, the Dublin Civic Center was occupied by the City of Dublin in October, 1989; and WHEREAS, the Center was designed to serve as the site for the Administrative Offices for the City of Dublin; and WHEREAS, the Center is enhanced by several areas which can be used for a variety of community events; and WHEREAS, the 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 Fee Schedules for use of City facilities; and WHEREAS, the Facility Use Policy and Fee Schedule for the Dublin Civic Center have been updated and revised to reflect changes proposed by Staff and 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 Fee Schedule contained in Exhibit A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 8-93 Establishing Policies, Procedures and Rental Rates for the use of the Dublin Civic Center be superseded by this resolution effective November 1, 2002. PASSED, APPROVED AND ADOPTED this 15th day of October, 2002. AYES: Councilmembers McCormick, Oravetz, Sbranti and Zika, and Mayor Lockhart NOES: None ABSENT: None ABSTAIN: None // .... - Mayor ATTEST: Deputy City Clerk G:\CC-MTGS~2002-qtr 4\OCTXl 0-15-02Xreso-Civic Center. doc (Item 6.4) EHXIBIT A - Dublin Civic Center Facility Use Policy The Dublin Civic Center, located at 100 Civic Plaza in Priority of User Groups Dublin, is the site of the administrative offices for the City of Dublin. The Civic Center also contains several Group 7 - Reservations accepted up to one calendar areas that can be reserved by the community yearin advanceofthe rental date. including the City Council Chambers, the Regional Meeting Room and the outdoor courtyard. The Dublin Group 2, Group 3, and Group 4 - Reservations Civic Center Facility Use Policy establishes rules, accepted three months in advance of the rental date regulations, procedures and fees governing the use of for use during business hours; four months in advance the Center. of rental date for evening and weekend use. Classification of Users Group $ and 6 - Reservations accepted two months in advance of rental date for use during business hours; Group 1. City of Dublin three months in advance of rental date for evening and weekend use. Group 2. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin- San Ramon Services District, Dublin Unified How to Make a Reservation School District, etc.) Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance required forthe rental. Group 3. Dublin Chamber of Commerce 1. To reserve the Dublin Civic Center, a Facility Use Group4. Dublin-based Charitable and Social Application and a $250 refundable security Welfare Organizations, Homeowner deposit must be submitted. Approval takes 3-5 Associations and Sports Leagues working days; notification of application status (Organized non-profit groups with current will be mailed. 501(c)(3) or 501(c)(4) IRS status, whose 2. Applications must be submitted in person at the membership is open to the public and Parks and Community Services Department whose primary purpose is to serve the Office, Dublin Civic Center, 100 Civic Plaza. Dublin community. The membership must Applications are not accepted via FAX, phone or be at least 51% Dublin residents. An e-mail. Applications are accepted between the organizational file must be completed on an hours of 8:30 A.M. and 4:30 P.M, Monday through annual basis to receive the priority and fees Friday, holidays excepted. of this classification.) 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, Group 5. Individuals or Other Groups (Groups who payment of fees and provision of insurance) must do not meet the criteria listed above and/or live or own property within the Dublin City Limits. activities such as weddings, receptions, Identification confirming residence address will anniversaries, birthday parties, etc.) be required (valid California drivers license or a) Resident (Individuals must reside or own current utility bill). property within Dublin City Limits; Groups 4. Groups who are applying under the Group 4 must have membership made up of at least classification must have a "Group 4 Organization 57% Dublin residents) Verification Form" on file, or submit a completed b) Non-Resident Verification Form and the following with the Facility Use Application: 1) Bylaws, and 2) Current Group6. Commercial Uses (Companies, groups, or I.R.S. Tax Exemption Letter. Groups claiming individuals whose events have the primary Dublin residency must provide a current purpose of generating a profit such as training seminars, trade shows, auctions, etc.) membership roster (51% of membership must a) Resident (Company facility must be located own property or reside in Dublin). Facility Use Applications will not be accepted without these within the Dublin City Limits and have current items. City of Dublin Business License. If there is no company facility, person responsible for 5. Applications submitted less than 30 days prior to event must reside or own property within the the requested rental date will not be accepted. Dublin CityLimits) 6. The City reserves the right to book additional events before or after an applicant's confirmed b) Non-Resident rental time. Hours of Rental Use Insurance Requirements 1. The Dublin Civic Center is available for rental All applicants shall provide the City of Dublin with a Sunday through Thursday from 8:00 A.M. to 10:00 valid Certificate of Liability written through carriers P.M., and Friday and Saturday from 8:00 A.M. to acceptable to the City of Dublin. Such certificate shall 12:00 Midnight. provide Bodily Injury and Property Damage Liability 2. The minimum rental period is two (2) hours, protection in the amount of $1,000,000 per 3. Hours of use must include the amount of time occurrence. If alcohol is, to be sold, liquor liability needed for the function, setup and cleanup, coverage is also required. The applicant must be including any time needed by the caterer, band, specified as the insured. The Certificate shall name the florist, coordinator, etc. City of Dublin as an "additional insured" in 4. The Center must be vacated by the time specified conformance with the hold harmless agreement as on the Facility Use Application. outlined in the Facility Use ApplicatiOn and must 5. The Dublin Civic Center is not available for specify that the applicant's insurance shall be primary continuous use. An application and security to any insurance carried by the City. The certificate deposit must be submitted for each rental date. shall be properly executed with the original signature of the authorizing insurance agent. The Certificate is Cancellations, Changes and Refunds dUe at the time final payment is made. 1. Cancellation requests must be made in writing by Note: Please contact your insurance provider to check if your homeowner's the applicant. Refunds will be handled as follows: policy may be extended to cover your facility rental. In the event that a) If the request is received three (3) months or coverage is not available, the City has special event insurance available for more prior to the rental date the deposit will purchase. Please discuss yoUr insurance needs wi~ the reservation staff. be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant Alceholi¢ Beverages within 30 days of receipt of the written 1. Requests to sell alcOhol must be submitted in cancellation request, writing to Dublin Polices Services, 100 Civic Plaza, b) If the request is received between three Dublin, CA94568. monthS and thirty days prior to the rental 2. If permission is granted, applicants must obtain date the applicant will forfeit deposit unless the appropriate permit from the Alcoholic another user rebooks the date. If the date is Beverage Control Board, 1515 Clay Street, Suite rebooked the deposit will be refunded less a 2208, Oakland, 94612 (510,639-0628). Evidence $25.00 processing fee. of approval is due at the time of final payment. c) If the request is received less than thirty (30) 3. Alcohol must be consumed inside the facility or in days prior to the rental date the applicant the courtyard and plaza areas adjacent to the will forfeit the deposit and one-half of the building. It is prohibited to consume alcohol in fees paid (or payable), any other area of the site (City Ordinance Chapter 2. Refunds are not issued for unused hours. 5.100, Section 150). 3. Facility Use Permits may not be transferred, 4. Alcohol may neither be sold nor served to or by assigned or Sublet. individuals under 21 years of age at any time. 4. Any changes in rental hours less than thirty (30) days prior to rental date will be assessed a $25.00 Youth Events fee per change. 5. Occasionally it may be necessary to reschedule, 1. Groups composed of minors must be supervised relocate or cancel a request previously approved, at all times by two adults for each twenty minors. In this event, the group or individual will be given 2. Alcohol may not be sold or consumed at an event as much advance notice as possible, offiCially designated as a "youth event" (i.e. an event at which a majority of the attendees are Payment Schedule individuals under twenty-one years of age). 1. At the time the application is submitted, a $250 refundable security deposit is required. Decorations and Signs 2. Final payment of rental fees must be made no 1. The use of tacks, tape, nails, staples or putty on later than one month (30 days) prior to the any walls is prohibited. Small thumbtacks may be scheduled rental date. Please call the Parks and used on the "fabric walls" in the Regional Meeting Community Services Department at 925-833-6645 Room and Council Chambers. to schedule an appointment. Payments not 2. All decorative materials must be either made of received by this deadline may result in non-combustible substances or treated with State cancellation of the rental and forfeiture of the Approved flame-retardant. deposit. 3. Candles may only be used after applicant has 3. Security deposits will be returned by mail within obtained a permit from the City of Dublin Fire 30 days of the function date providing there are Prevention Bureau at (925) 833-6606. no violations of the Facility Use Policy, the rental 4. Rice, birdseed, confetti, and similar materials may hours exceeded, excessive cleaning required, or not be thrown inside or outside the facility. damages to the facility. 5. Any plants or shrubs brought into the building 4. Payments may be made by check, money order or must be in waterproof containers. cash. Make checks or money orders payable to 6. It is prohibited to paste, tack, glue or post any the City of Dublin. sign, placard, advertisement or inscription or erect any sign at the site (per City Ordinance). Equipment Setup Room Descriptions and Capacities 1. All exit doors must be operable and no part of any All capacities indicated conform to the City Fire Code stairway, hallway, corridor, or exit may be used in Requirements. Applicants will not be permitted to a way that obstructs its use as an exit. exceedthe Fire Code Capacity of any room. 2. A plan showing the table/seating locations, exit ways and aisles must be submitted and approved Council Chambers atthetime of final payment. The Council Chambers features theater-style seating 3. Capacities for each room are listed on the next (142 seats) with flip-up desktops and panel seating (11 column. Overcrowding is forbidden and will seats) in the front of the room. Amenities in the result in cancellation of event and forfeiture of Council Chambers include two podiums, a P.A. system all fees paid. and tape recorder, a two built-in presentation screens. Food and beverages are not permitted in the General Rental Information Council Chambers, Fire Code Capacity: 1. A responsible adult from the rental party must · Assembly: 153 supervise the premises for proper facility use dUring all rental hours. Regional Meeting Room 2. SMOKING IS PROHIBITED within the interior of the The Regional Meeting Room is a 1,250 square foot Center and within 15 feet of the facility entrance rectangular room with a kitchenette and windows that (per City Ordinance). look out to the Civic Center grounds and clock tower. 3. Parking is permitted in painted parking stalls only. The room has a built in presentation screen that drops Vehicles parked illegally will be cited, down from the ceiling. The room is carpeted, 4. Tables and chairs provided by the City may not be Fire Code Capacity: removed from the facility. · Assembly: 125 5. Storage is not available either before or after the · Dining: 80 (Tables & chairs with no buffet/dance event/meeti ng. space) 6. The City of Dublin does not supply ladders for the applicant's use. Courtyard 7. Applicant is fully responsible for scheduling and The Courtyard offers a tranquil setting to hold small paying for hours to meet caterer's needs, receptions. Located in the center of the Civic Center Caterer's may not request and/or pay for building, the Courtyard is highlighted by a mosaic tile additional hours, globe resting in a fountain. Park benches are situated 8. The use of decals, powders, wax, paint, etc. are amid beautiful mature landscaping. The Courtyard is prohibited on the floor areas of the facility, available for use in conjunction with a room rental at 9. Food and beverages are prohibited in the Council no additional charge. Chambers. Beer kegs are not permitted on carpeted areas. Kegs may also be setup outside in Available Equipment the courtyard and plaza areas adjacent to the Every effort will be made to provide the number of building, tables and chairs indicated. Applicants are responsible 10. Containers of ice may be placed in the facility, for providing equipment needed in addition to the providing that the floor is protected, equipment available from the City. 11. Exterior fountains are not included in the rental · Rectangular Tables (3'x6') 12 package. Guarantees cannot be made regarding · Stacking Chairs (wood) 90 the operation of the fountains during a specific ° Portable Podium 1 event. Please Note: Equipment may not be removed from the facility for 12. Easels, televisions, VCR's, and extension cords are not available. Rental equipment not provided by use outside. Delivery and pickup of rental equipment must be the City must be included on the setup diagram, incorporated within the hours scheduled and paid for. Storage is 13. Requests for exception to the Facility Use Policy unavailable before or after an event. Applicants are responsible for must be submitted in writing to the City Manager, thesetup and takedown of any rental equipment. or his designee, no later than one month prior to the date of use requested. The City of Dublin reserves the right to deny the use of the Dublin Civic 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 Policy to become familiar with all rental fees, policies and procedures. Rental Fees Group 2: Public Agencies Group 3: Dublin Chamber of Commerce Group 4: Dublin Charitable and Social Welfare Organizations, Homeowner Associations, and Sports Leagues Use for Conducting a Meeting of the Organization: Council Chambers No Fee* Regional Meeting Room No Fee* *The Security Deposit is also waived for conducting a meeting of the organization at the Civic Center. Use for Purposes of Fundraising: Council Chambers $44.00 per hour Regional Meeting Room $44.00 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. Group 5 - Individuals Or Other Groups Council Chambers (Resident) $65.00 per hour Council Chambers (Non-Resident) $78.00 per hour Regional Meeting Room (Resident) $65.00 per hour Regional Meeting Room (Non-Res.) $78.00 Per hour Group 6 - Commercial Groups Council Chambers (Resident) $87.00 per hour Council Chambers (Non-Resident) $104.00 per hour Regional Meeting Room (Resident) $87.00 per hour Regional Meeting Room (Non-Res.) $104.00 per hour General Notes Regarding Fees 1. Hourly rental fees will apply for each room reserved. 2. An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff. 3. A 20% reduction in fees will be given when both ,the Regional Meeting RoOm and the Council Chambers are utilized simultaneously. 4. Use of the Lobby or Courtyard is included with use of either the Regional Meeting Room or the Council Chambers for uses scheduled outside of the City's regular business hours (Monday through Friday, 8:00 A.M. to 5:00 P.M.) Security DePosit A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy and/or damages to the facility or excessive cleaning.