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HomeMy WebLinkAboutReso 194-02 Shannon Use Polcy Fee RESOLUTION NO. 194 - 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE SHANNON COMMUNITY CENTER WHEREAS, the City of Dublin assumed the responsibility for operation of the Shannon Community Center from the Dublin San Ramon Services District on July 1, 1984; and WHEREAS, effective July 1, 1988, the title to the Shannon Community Center was transferred from the Dubliri San Ramon Services District to the City of Dublin; 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 Shannon Community 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in Resolution 12-93 Establishing Policies, Procedures and Rental Rates for the use of the Shannon Community Center be superseded by this resolution effective November 1, 2002.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 ATTEST: Deputy City Clerk G:\CC-MTGSL2002-qtr 4\OCTXl 0-15-02~reso-Shannon.doc (Item 6.4) Shannon Community Center Facility Use Policy b) Non-Resident The Shannon Community Center is located at 11600 Shannon Avenue (at San Ramon Road) in Dublin. The Parks and Community Services Department utilizes the Community Center for City sponsored classes and programs. The facility is Priority of User Groups also available for rental by the community. Available rental facilities include a large social hall, Group ~ - Reservations accepted up to one three smaller meeting rooms, a kitchen and a calendar year in advance of requested dates of gazebo. The Shannon Community Center Facility use. Use Policy establishes rules, regulations, procedures and fees governing the use of the Group 2, Group 3, Group 4 and Group 5 Center. (Resident)- Reservations accepted three months in advance of requested date for weekday use; one Classification of Users year in advance of requested date for weekend Group 1. City of Dublin ~ use. Group 2. Public Agencies (Agencies serving Group 5 (Non-Resident) - Reservations accepted the City of Dublin including Alameda three months in advance of requested date for County, Dublin-San Ramon Services weekday use; nine months in advance of requested District, Dublin Unified School District, date for weekend use. etc.) Group 6- Reservations accepted three months in Group 3. Dublin Chamber of Commerce advance of requested date for weekday use; six Group 4. Dublin-based Charitable and months in advance of date for weekend use. Social Welfare Organizations, Homeowner Associations and Sports Priority of Users for Continuous Use Leagues (Organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS Group 1 - Reservations accepted up to one status, whose membership is open to the calendar year in advance of requested dates of public and whose primary purpose is to use. serve the Dublin community. The organization's membership must be at Group 2, Group 3, and Group 4 - Reservations least 51% Dublin residents. An are accepted on a quarterly basis as follows: organizatiOnal file must be completed on · Summer (Jun-Aug)-Accepted starting April 15. an annual basis to receive the priority and · Fall (Sep-Dec)-Accepted starting July 15. fees of this classification.) · Winter (Jan-Mar)- Accepted starting November 15. Group 5. Individuals or Other Groups · Spring (Apr-May) -Accepted starting February (Groups who do not meet the criteria 15. listed above and/or activities such as weddings, receptions, anniversaries, Group 5 - Reservations are accepted on a birthday parties, etc.) quarterly basis as follows: a) Resident (Individuals must reside or own · Summer (Jun-Aug) - Accepted starting May 1. property within Dublin City Limits; Groups · Fall (Sep-Dec) - Accepted starting August 1. must have membership made up of at · Winter (Jan-Mar)-Accepted starting December least 5 ~ % Dublin residents) 1. b) Non-Resident · Spring (Apr-May) -Accepted starting March 1. Group6. Commercial Uses (Companies, Group 6 - Continuous use of the Shannon groups, or individuals whose events have Community Center is not permitted for Group 6 the primary purpose of generating a profit users. such as training seminars, trade shows, ~ auctions, etc.) a) Resident (Company facility must be Hours of Rental Use located in the Dublin City Limits and have 1. The Shannon Community Center is available current City of Dublin Business License. If for rental Sunday through Thursday from 8:00 there is no company facility, person A.M. to 10:00 P.M., and Friday and Saturday responsible for event must reside or own from 8:00 A.M. to 12:00 Midnight. property within the Dublin City Limits) 2. The minimum rental period is two (2) hours. 3. Hours of use must include the amount of time Policy, the rental hours exceeded, excessive needed for the function, setup and cleanup, cleaning required, or damages to the facility. including any time needed by the caterer, 4. Payments may be made by check, money band, florist, coordinator, etc. order or cash. Make checks or money orders 4. The Center must be vacated by the time payable to the City of Dublin. specified on the Facility Use Application. 5. The Gazebo may be scheduled during the hours the room is reserved. Use prior to or after the rental hours will be at the discretion of the applicant (no attendant on-site). How to Make a Reservation Please note that the City requires the aPplicant, not I another party, to complete all transactions and Cancellations/Changes/Refunds INITIAL: provide the insurance required for the rental 1. Cancellation requests must be made in writing by the applicant. Refunds will be handled as 1. To reserve the Shannon Community Center, a follows: Facility Use Application and $250 refundable a) If the request is received six (6) months or security deposit must be submitted for more prior to the function date the deposit will approval. Approval takes 3-5 working days; be refunded, less a $25.00 processing fee. notification of application status will be mailed. Refunds will be mailed to the applicant within 2. Applications must be submitted in person at 30 days of receipt of the written cancellation the Parks and Community Services request. Department Office, Dublin Civic Center, 100 b) If the request is received between six months Civic Plaza. Applications are accepted and thirty (30) days prior to the function date between the hours of 8:30 A.M. and 4:30 P.M, the applicant will forfeit deposit unless another Monday through Friday, holidays excepted, user rebooks the date. If the date is rebooked 3. In order to receive a resident rate, the the deposit will be refunded less a $25.00 applicant (i.e. the person responsible for the processing fee. activity, payment of fees and provision of c) If the request is received less than thirty (30) insurance) must live or own property within the days prior to function the applicant will forfeit Dublin City Limits. Identification confirming the deposit and one-half of the fees paid (or residence address will be required (valid payable). California drivers license or current utility bill). 2. Refunds are not issued for unused hours. 4. Groups who are applying under the Group 4 3. Facility Use Permits may not be transferred, classification must have a "Charitable and assigned or sublet. Social Welfare Organization Verification Form" 4. Any changes in rental hours less than thirty on file, or submit a completed Verification (30) days prior to confirmed event will be Form and the following with their Facility Use assessed a $25.00 fee per change. Application: 1) Bylaws, and 2) Current I.R.S. 5. Occasionally it may be necessary to Tax Exemption Letter. Groups claiming Dublin reschedule, relocate or cancel a request residency must provide a current membership previously approved. In this event, the group roster (51% of membership must own property or individual will be given as much advance or reside in Dublin). Facility Use Applications notice as possible. will not be accepted without these items. 5. Applications submitted less than 30 days prior Insurance Requirements ~ INITIAL: to the requested rental date will not be All applicants shall provide the City of Dublin with a accepted, valid Certificate of Liability written through carriers 6. The City reserves the right to book additional acceptable to the City of Dublin. Such certificate events before or after an applicant's confirmed shall provide Bodily Injury and Property Damage rental time. Liability protection in the amount of $1,000,000 per Payment Schedule [ INITIAL: I occurrence. If alcohol is to be sold, liquor liability coverage is also required. The applicant must be 1. At the time the application is submitted, a $250 specified as the insured. The Certificate shall refundable securitydepositis required, name the City of Dublin as an "additional 2. Final payment of rental fees must be made no insured" in conformance with the hold harmless later than one month (30 days) prior to the agreement as outlined in the Facility Use scheduled rental date. Please call the Parks Application and must specify that the applicant's and Community Services Department at 925- insurance shall be primary to any insurance 833-6645 to schedule an appointment, carried by the City. The certificate shall be Payments not received by this deadline properly executed with the original signature of the may result in cancellation of the rental and authorizing insurance agent. The Certificate is due forfeiture of the deposit, at the time final payment is made. Note: Please 3. Security deposits will be returned by mail contact your insurance provider to check if within 30 days of the function date providing your homeowner's poficy may be extended to there are no violations of the Facility Use cover your facility rental In the event that coverage is not available, the City has special 13. Requests for exception to the Facility Use event insurance available for purchase. Please Policy must be submitted in writing to the City discuss your insurance needs with the Manager, or his designee, no later than one reservation staff, month prior to the date of use requested. Alcoholic Beverages Decorations and Signs 1. Written requests to sell alcohol must be 1. The use of tacks, tape, 'nails, staples or putty submitted to Dublin Polices Services. on any walls is prohibited. Thumbtacks may 2. If permission is granted, applicants must be used on the "brown trim" in the Social hall. obtain the appropriate permit from the 2. All decorative materials must be either made of Alcoholic Beverage Control Board, 1515 Clay non-combustible substances or treated with Street, Suite 2208, Oakland, 94612 (510-639- State Approved flame-retardant. 0628). Evidence of approval is due at the time 3. Candles may only be used after applicant has of final payment, obtained a permit from the Fire Prevention 3. Alcohol must be consumed inside the facility or Bureau, City of Dublin, 100 Civic Plaza, Dublin, on the patio area adjacent to the building. It is CA. (925) 833-6606. prohibited to consume alcohol in any area of 4. Rice, birdseed, confetti, or other materials may the park (City Ordinance Chapter 5.100, not be thrown inside or outside the facility. Section 150). 5. Any plants or shrubs brought into the building 4. Alcohol may neither be sold nor served to or must be in waterproof containers. by individuals under 21 years of age at any 6. It is prohibited to paste, tack, glue or post any time. sign, placard, advertisement or inscription or Youth Events ereCt any sign in the park (per City Ordinance). 1. Groups composed of minors must be supervised at all times by two adults for each Equipment Setup twenty minors. 1. All exit doors must be operable and no part of 2. Alcohol may not be sold or consumed at an any stairway, hallway, corridor, or exit may be event officially designated as a "youth event" used in a way that obstructs its use as an exit. (i.e. an event at which a majority of the 2. A plan showing the table/seating locations, exit attendees are individuals under twenty-one ways and aisles must be submitted and years of age). approved at the time of final payment. 3. Capacities for each room are listed on the next General Rental Information column. Overcrowding is forbidden and will 1. A responsible adult from the rental party must resultin cancellation of event and forfeiture supervise the premises for proper facility use of all fees paid. during all rental hours. 2. SMOKING IS PROHIBITED within the interior Room Descriptions and Capacities of the Center and within 15 feet of the facility All capacities indicated conform to the City Fire entrance (per City Ordinance). Code Requirements. Applicants will not be 3. Parking is permitted in painted parking stalls permitted to exceed the Fire Code Capacity of only. Vehicles parked illegally will be cited, any room. 4. Tables and chairs provided by the City may not Social Hall be removed from the facility. The Social Hall is a 3,200 square foot (40'x80') 5. Storage is not available either before or after room on the upper level of the Community Center the event/meeting, with windows looking out to a garden and doors 6. The City of Dublin does not supply ladders for that access a deck overlooking the creek. The the applicant's use. room has vinyl tile floor and access to the kitchen. 7. Applicant is fully responsible for scheduling Fire Code Capacity: and paying for hours to meet caterer's needs. Caterer's may not request and/or pay for · Assembly: 480 · Dining: 200 (Tables & chairs with no dance space) additional hours. NOTE: After dining, ask Attendant on duty to 8. The use of decals, powders, wax, paint, etc. remove tables and chairs for dance space. are prohibited on the floor areas of the facility. Attendant may require assistance. 9. Beer kegs are only permitted in the kitchen. Kegs may also be setup outside on the patio West Room areas adjacent to the building. The West Room is a 1,200 square foot (40'x30') 10. Containers of ice may be placed in the facility, room on the upper level of the Community Center providing that thefloor/carpet is protected, with windows looking out to the gazebo and 11. Exterior fountains are not included in the rental beautiful western hills. The room is carpeted. package. Guarantees cannot be made Fire Code Capacity: regarding the operation of the fountains during · Assembly: 100 a specific event. · Dining: 48 (Tables & chairs with no dance space) 12. P.A. Systems, microphones, easels, 'I'VNCRs, NOTE: After dining, ask Attendant on duty to stand-up podiums and extension cords are not remove tab/es and chairs for dance space. available. Rental equipment must be included Attendant may require assistance. on the setup diagram. East Room The East Room is a 1,000 square foot (20'x50') room on the upper level of the Community Center. The room has hardwood floors, as well as ballet bars and mirrors. Fire Code Capacity: · Assembly: 80 · Dining/Classroom: 38 (Tables & chairs) Kitchen The Kitchen is located on the upper level adjacent to the Social Hall. The Kitchen features large commercial refrigerator and freezer units, two sinks with garbage disposals, dishwasher, gas cooking range/oven, microwave and two steamer table units. Applicants/caterer must provide trays for steamer table units. 5. The Gazebo can only be reserved in conjunction with the rental of a room within the Rental Fees facility. Group 2: Public Agencies Group 3: Dublin Chamber of Commerce Group 4: Dublin Charitable, Social Welfare and Security Deposit INITIAL: Sport LeagueOrganizations A $250.00 Security Deposit is due when the Use during regular business hours: application is submitted. The Security Deposit is Any Room No Hourly refundable provided there are no violations of the Rental Fee Facility Use Policy and/or excessive cleaning or Setup/Takedown $12.00 per hour per damages to the facility. Attendant Use outside of regular business hours: Available Equipment Social Hall $30.00per hour Every effort will be made to provide the number of West Room $16.00perhour tables and chairs indicated. Applicants are East Room $12.00perhour responsible for providing equipment needed in Kitchen $10.00per day* addition to the equipment available from the City. Use for Purposes of Fundraising: · Rectangular Tables (8'x30") 25 Social Hall $68.00per hour · Rectangular Tables (3'x5') 13 West Room $36.00per hour · Round Tables (5') 15 East Room $27.00per hour · Chairs (Brown Folding) 185 Kitchen $15.00per day* · Stage Unit (8'x12') with Black Skirting A fundraiser is a rental at which admission is Please Note: Equipment may not be removed granted upon payment of a designated amount, from the facility for use outside. Delivery and a donation of an amount left to the discretion of pickup of rental equipment must be the patron, or a rental at which funds are incorporated within the hours scheduled and collected through any type of auction, paid for. Storage is unavailable before or after raffle/door prize activity, or other means an event. Applicants are responsible for the designated to generate monies to offset costs setup and takedown of any rental equipment. or to benefit a community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior approval. The City of Dublin reserves the right to Group 5-Individuals or Other Groups deny the use of the Shannon Community Social Hall (Resident) $90.00per hour Center to any person or group if such use Social Hall (Non-Resident) $108.00perhour is deemed to be contrary to the best West Room (Resident) $48.00per hour interest of the City, the facility, and/or West Room (Non-Resident) $56.00per hour East Room (Resident) $36.00per hour Dubfin residents. East Room (Non-Resident) $43.00per hour Kitchen (Resident) $18.00perday* Applicants should thoroughly review the Kitchen (Non-Resident) $22.00per day* Facility Use Po#cy to become familiar with Group 6 - Commercial Groups all rental fees, policies and procedures. Social Hall (Resident) $120.00per hour Social Hall (Non-Resident) $144.00per hour West Room (Resident) $64.00per hour West Room (Non-Resident) $77.00per hour East Room (Resident) $48.00per hour East Room (Non-Resident) $58.00per hour Kitchen (Resident) $24.00per day* Kitchen (Non-Resident) $29.00per day* General Notes Regarding Fees 1. Hourly and setup/takedown 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. The rental rates for the West Room and East Room will be discounted 20% when the room is rented in conjunction with the Social Hall. 4. *Rental of the Social Hall includes use of the Kitchen. A daily fee is charged if the Kitchen is used in conjunction with the rental of the other rooms in the facility. The Kitchen may not be rented by itself.