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HomeMy WebLinkAboutReso 196-02 Stager Gym Use& Fee RESOLUTION NO. 196 - 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE STAGER COMMUNITY GYMNASIUM WHEREAS, the City of Dublin and the Dublin Unified School District are parties to an agreement dated October 21, 1997 regarding joint funding of a community use gymnasium; and WHEREAS, the agreement provides that the City will schedule all use of the gym for City and community use during times that the City has exclusive use of the gym; and WHEREAS, the agreement provides that the City may impose, collect and retain facility use fees for City and/or community use of the gym during hours that the City has exclusive use of the gym; and WHEREAS, a Facility Use Policy for the community gymnasium was adopted by the City Council on December 15, 1998; and WHEREAS, it is necessary to have established Facility Use Policies and Fee Schedules for use of community facilities; and WHEREAS, the Facility Use Policy and Fee Schedule for the Stager Community Gynmasium 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in Resolution 5-99 Establishing Policies, Procedures and Rental Rates for the use of the Stager Community Gynmasium be superseded by this resolution effective July 1, 2003. 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 AT,ST: Deputy City Clerk G:\CC-MTGSX2002-qtr 4\OCTal 0-15-02~reso-Stager Gym.doc (Item 6.4) Stager Community Gymnasium FaCility Use Policy b) Non-Resident The Stager Community Gymnasium is located at 6901 York Drive at Valley High School. During Priority of User Groups those times when the Gym is not used for City or School District activities, it is available for rental by Group 1 - Reservations accepted up to one the community. The Facility Use Policy establishes calendar year in advance of requested dates of rules, regulations, procedures and fees governing use. the use of the Gym. Use is limited to sports practices and events typicallyheld in gymnasiums. Group 2 - Reservations accepted up to nine months in advance of requested dates of use. Classification of Users Group 3 - Reservations accepted up to six months Group 1. City of Dublin in advance of requested dates of use. Group 2. Public Agencies (Agencies serving the Group 4, Group 5 and Group 6 (Resident) - City of Dublin including Alameda County, Reservations accepted four months in advance of Dublin-San Ramon Services District, Dublin requested dates of use. Unified School District, etc.) Group 3. Dublin Sports League Group 6 (Non-Resident) and Group 7 - Organizations (Organized. sports league Reservations accepted two months in advance of groups with current IRS non-profit status, requested dates of use. whose membership is open to the public. The organization's membership must be at least How to Make a Reservation 51% Dublin residents.) Please note that the City requires the applicant, not Group 4. Dublin Chamber of Commerce another party, to complete all transactions and provide the insurance required for the rental Group 5. Dublin Charitable and Social Welfare Organizations (Organized non- 1. To reserve the Stager Community profit groups with current 501(c)(3) or Gymnasium, a Facility Use Application and 501(c)(4) IRS status, whose membership is $250 refundable security deposit must be open to the public and whose primary purpose submitted for approval. Approval takes 3-5 is to serve the Dublin community. The working days; notification of application status organization's membership must be at least will be mailed. 51% Dublin residents. An organizational file 2. Applications must be submitted in person at must be completed on an annual basis to the Shannon Community Center, 11600 receive the priority and fees of this Shannon Avenue. Applications are accepted classification.) between the hours of 8:30 A.M. and 4:30 P.M, Monday through Friday, holidays excepted. Group6. Individuals or Other Groups 3. In order to receive a resident rate, the (Groups who do not meet the criteria listed applicant (i.e. the person responsible for the above and/or activities such as games or activity, payment of fees and provision of practices.) insurance) must live or own property within the a) Resident (individuals must reside or own Dublin City Limits. Identification confirming property within Dublin City Limits; Groups residence address will be required (valid must have membership made up of at California drivers license or current utility bill). least 5~% Dublin residents and submit 4. Groups who are applying under the Group 3 or current roster at time of application) 5 classification must have an "Organization b) Non-Resident Verification Form" on file, or submit a Group 7. Commercial Uses (Companies, completed Verification Form and the following groups, or individuals whOse events have the with their Facility Use Application: 1) Bylaws, primary purpose of generating a profit such as and 2) Current I.R.S. Tax Exemption Letter. tournaments, fee based training programs and Groups claiming Dublin residency must provide camps, etc.) a current membership roster (51% of a) Resident (Company facility must be membership must own property or reside in located within the Dublin City Limits and Dublin). Facility Use Applications will not be have current City of Dublin Business accepted without these items. License. If there is no company facility, 5. Applications submitted less than 10 working person responsible for event must reside days prior to the requested rental date will not or own property within the Dublin City be accepted. Limits) 6. The City reserves the right to book additional "additional insured" in conformance with the hold events before or after an applicant's confirmed harmless agreement as outlined in the Facility Use rental time. Application and must specify that the applicant's insurance shall be primary to any insurance carried by the City and/or the Dublin Unified [I INITIAL: J School District. The certificate shall be properly Payment Schedule executed with the original signature of the 1. At the time the application is submitted, a $250 authorizing insurance agent. The Certificate is due refundable security deposit is required, at the time final payment is made. 2. Final payment of rental fees must be made no later than one month (30 days) prior to the scheduled rental date. If an application is submitted less than 30 days prior to the rental General Rental Information then payment of rental fees must be made at 1. A responsible adult from the rental must the time of application. Payments not supervise the premises for proper facility use received by this deadline may result in during all rental hours. Groups composed of cancellation of the rental and forfeiture of minors must be supervised at all times by two the deposit, adults for each twenty minors. 3. Security deposits will be returned by mail 2. SMOKING IS PROHIBITED within the interior within 30 days of the function date providing of the Gymnasium and outside on the school there are no violations of the Facility Use property. Policy, the rental hours exceeded, excessive 3. Parking is permitted in painted parking stalls cleaning required, or damages to the facility, only. Vehicles parked illegally will be cited. 4. Payments may be made by check, money 4. Tables and chairs provided by the City may not order or cash. Make checks or money orders be removed from the facility. payable to the City of Dublin. 5. Storage is not available either before or after the event/meeting. Cancellations/Changes/Refunds [ INITIAL: ] 6. The use of decals, glitter, powders, wax, paint, 1. Cancellation requests must be made in writing etc. are prohibited in the gymnasium. by the applicant. Refunds will be handled as 7. Only water may be brought into the follows: gymnasium. Food and drink are not allowed. a) If the request is received three months or more 8. Containers of ice may not be placed in the prior to the rental date the deposit will be gymnasium. refunded, less a $25.00 processing fee. 9. The consumption, serving and/or selling of Refunds will be mai/ed to the applicant within alcoholic beverages is not permitted. 30 days of receipt of the written cancellation 10. P.A. Systems, microphones, TVNCRs, stand- request, up podiums and extension cords are not b) If the request is received between three available. months and 30 days prior to the rental the 11. The scoreboard is only available for use during applicant wi//forfeitthe deposit unless another official league games. user rebooks the date. If the date is rebooked 12. Tickets may not be sold at the door as an the deposit wi// be refunded less a $25.00 admission charge unless approved in advance. processing fee. 13. Only athletic shoes may be worn on the court. c) If the request is received less than thirty (30) Street shoes are not permitted. days prior to the rental date the applicant will 14. The gymnasium has heating but no air forfeit the deposit and one-half of the fees paid (or payable), conditioning. 2. Refunds are not issued for unused hours. 15. The bleachers are electric and must not be 3. Facility Use Permits may not be transferred, pulled or moved by the user. A Gym Attendant assigned or sublet, will be responsible for setting up the bleachers. 4. Any changes in rental hours less than ten (10) 16. All exit doors must be operable and no part of working days prior to the rental date will be any hallway, corridor, or exit may be used in a assessed a $25.00 fee per change, way that obstructs its use as an exit. 5. Occasionally it may be necessary to 17. The capacity of the gymnasium is 1,428 and is reschedule, relocate or cancel a request posted in the building. Overcrowding is previously approved. In this event, the group forbidden and will result in cancellation of or individual will be given as much advance event andforfeiture of all fees paid. notice as possible. 18. School and City property must be protected from damage and undue wear. Users shall be Insurance Requirements [ INITIAL: responsible for the condition of the facility and equipment. The Gym Attendant will record the All applicants shall provide the City of Dublin with a condition of the facility and equipment before valid Certificate of Liability written through carriers and after each rental. The rental applicant acceptable to the City of Dublin. Such certificate shall pay for repairs to property or equipment shall provide Bodily Injury and Property Damage damaged during a rental. Liability protection in the amount of $1,000,000 per 19. Requests for exception to the Facility Use occurrence. The applicant must be specified as Policy must be submitted in writing to the City the insured. The Certificate shall name the City of Manager, or his designee, no later than one Dublin and the Dublin Unified School District as month prior to the date of use requested. Decorations and Signs 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. Confetti or similar materials may not be thrown inside or outside the facility. 4. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign on the building. Hours of Use The Stager Community Gymnasium is available for Current Rental Fees rental during the following hours when not scheduled for City or School District sponsored Group 2: Dublin Sports League Organizations activities: Group 3: Public Agencies When School is in Session Group 4: Dublin Chamber of Commerce Monday-Friday 3:00 P.M.-10:00 P.M. Group 5: Dublin Charitable and Social Welfare Saturday 8:00 A.M.-10:00 P.M. Organizations Sunday 10:00 A.M.-10:00 P.M. Resident Fee Only $22.00 per hour When School is Not in Session Group 6 - Individuals or Other Groups Monday-Saturday 8:00 A.M.-10:00 P.M. Resident $33.00per hour Sunday 10:00 A.M.-10:00 P.M. Non-Resident $38.00per hour I I Group 7- Commercial Groups Security Deposit INITIAL: I I Resident $44.00per hour A $250.00 Security Deposit is due when the Non-Resident $51.00perhour application is submitted. The Security Deposit is refundable Provided there are no violations of the New Rental Fees (Effective 71112003) Facility Use Policy and/or excessive cleaning or damages to the facility. Group 2: Dublin Sports League Organizations Group 3: Public Agencies ..................................................................................... ~. ............................................................................................................................. Group 4: Dublin Chamber of CommerCe The City of Dublin reserves the right to Group 5: Dublin Charitable and SOcial Welfare deny the use of the Stager Community Organizations Gymnasium to any person or group if such Resident Fee Only $30.00 per hour use is deemed to be contrary to the best Group 6- Individuals or Other Groups interest of the City, the facility, and/or Resident $45.00perhour Dub#n residents. Non-Resident $54.00per hour Group 7- Commercial Groups Applicants should thoroughly review the Resident $60.00perhour Facility Use Policy to become familiar with Non-Resident $72.00per hour all rental fees, policies and procedures. General Notes Regarding Fees 1. An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff. 2. All rental fees are based on a two-hour minimum rental period.