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HomeMy WebLinkAboutReso 197-02 SportFieldUse&Fee RESOLUTION NO. 197 - 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE SPORTS FIELDS AT DUBLIN SPORTS GROUNDS, EMERALD GLEN AND TED FAIRFIELD PARKS WHEREAS, the City of Dublin assumed the responsibility for operation of the Dublin Sports Grounds from the Dublin San Ramon Services District on January 1, 1988; and WHEREAS, effective July 1, 1988, the title to the Dublin Sports Grounds was transferred from the Dublin San Ramon Services District to the City of Dublin; and WHEREAS, the City of Dublin has constructed sports fields at two new parks including Emerald Glen Park and Ted Fairfield Park; and WHEREAS, the City's sports fields are available for use by the public during such times that the City is not utilizing the sports fields 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 City's sports fields 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in Resolution 10-93 Establishing Policies, Procedures and Rental Rates for the use of the Dublin Sports Grounds be superseded by this resolution effective July 1, 2003.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 AT,ST: f Mayor "~- Dep~t/'y City Clerk G:\CC-MTGSk2002-qtr 4\OCTal 0~15*02kreso-Sports Fields.doc (Item 6.4) Sports Field Use Policy 6. The City reserves the right to book additional The City of Dublin has several sports fields events before or after an applicant's confirmed available for use by the community for soccer, rental time. baseball and softball on a permit basis. Fields available at the Dublin Sports Grounds, located on Dublin Blvd. at Civic Plaza, include five baseball fields (one 90' and four 60'-diamonds), six soccer Classification of Users fields (one lighted), and two lighted softball fields. Fields available at Emerald Glen Park, located on Group 1. City of Dublin Tassajara between Central Parkway and Gleason Drive, include two soccer fields and three baseball Group 2. Public Agencies (Agencies serving fields (one 90' and two 60'-diamonds). Ted the City of Dublin including Alameda Fairfield Park, located at North Dublin Ranch Drive County, Dublin-San Ramon Services · and Antone Way, features one 90' baseball District, Dublin Unified School District, diamond and one soccer field. The Sports Field etc.) Use Policy establishes rules, regulations, procedures and fees governing use of City sports Group 3. Dublin Sports League fields. Organizations (Organized sports league groups with current IRS non-profit status, How to Make a Reservation whose membership is open to the public. Please note that the City requires the applicant, not The organization's membership must be at another party, to complete all transactions and least51% Dublin residents.) provide the insurance required for the rental Group 4. Dublin Chamber of Commerce 1. To reserve a sports field, a Sports Field Use Application must be submitted for approval. Group 5. Dublin Charitable and Social Welfare organizations (organized non- Applications for continuous use (see definition profit groups with current 501(c)(3) or next column) must include complete schedules including dates, times and fields requested for 501(c)(4) IRS status, whose membership practices and games. Approval takes 3-5 is open to the public and whose primary days; notification of application status will be purpose is to serve the Dublin community. mailed. · The organization's memberShip must be 2. Applications must be submitted in person at at least 51% Dublin residents. An the Shannon Community Center, 11600 organizational file must be completed on Shannon Avenue, Dublin. Applications are an annual basis to receive the priority and accepted between the hours of 8:30 A.M. and fees of this classification.) 4:30 P.M, Monday through Friday, holidays Group6. Individuals or Other Groups excepted. (Groups who do not meet the criteria 3. In order to receive a resident rate, the listed above and/or activities such as applicant (i.e. the person responsible for the games or practices, etc.) activity, payment of fees and provision of a) Resident (Individuals must reside or own insurance) must live or own property within the property within Dublin City Limits; Groups Dublin City Limits. Verification of residence must have membership made up of at address will be required (valid California least 51% Dublin residents; current roster drivers license or current utility bill), must be submitted with application) 4. Groups applying under the Group 3 or 5 b) Non-Resident classification must have an "Organization Verification Form" on file, or submit one with Group 7. Commercial Uses (Companies, the following: 1) Bylaws, and 2) Current I.R.S. groups, or individuals whose events have Tax Exemption Letter. Groups claiming Dublin the primary purpose of generating a profit residency must provide a current membership such as tournaments, fee based training roster (51% of membership must reside in programs or camps, etc.) Dublin). Applications will not be accepted a) Resident (Company facility must be without these items, located within the Dublin City Limits and 5. Applications for continuous use or tournaments have current City of Dublin Business submitted less than 30 days prior to the rental License. If there is no company facility, date will not be accepted. Applications for person responsible for event must reside casual use submitted less than one week prior or own property within the Dublin City to the rental date will not be accepted. Limits) b) Non-Resident Casual and Continuous Use An application with no more than three dateS ~ ~ Payments may be made by check, money use, and only one field for each date of use, will be order or cash. Make checks or money orders considered "Casual Use". An application with more payable to the City of Dublin. Checks must than three dates of use and/or more than one field be drawn on the account of the person listed in use at a time will be considered "Continuous as the applicant. Use". Continuous Use includes leagues, tournaments and other special events. Priority of User Groups Group '1 Reservations accepted up to one calendar year in advance of requested dates of use. Cancellations, Changes and Refunds Group 2 and Group ,3 - Reservations accepted up 1. Field use fees are not refundable. Credit will to six months in advance of requested dates of be issued if the field(s) will not be used as use. For use from March l-July '15, Dublin Little scheduled if written notice is received ten League will have priority for use of the fields at working days or more prior to the scheduled Dublin Sports Grounds and Emerald Glen Park; date of use. The credit expires one year after Dublin United Soccer will have priority at Ted the date of issue and can only be used for field Fairfield Park. For use from July '16-December rentals. 15, Dublin United Soccer League will have priority 2. In the event the field is not available due to for use of the fields at Dublin Sports Grounds and rain or wet field conditions, a credit will be Emerald Glen Park; Dublin Little League will have issued if the office is notified in writing within priority at Ted Fairfield Park. 96 hours after the scheduled date of use. The credit expires one year after the date of issue Group 4, Group 5 and Group 6 (Resident)- and can only be used for field rentals. Reservations accepted four months in advance of 3. Refunds are not issued for unused hours. requested dates of use. 4. Sports Field Use Permits may not be transferred, assigned or sublet. Group 6 (Non-Resident) and Group 7 5. Occasionally it may be necessary to Reservations accepted two months in advance of reschedule, relocate or cancel a request requested dates of use. previously approved. In this event, the group or individual will be given as much advance Hours of Rental Use notice as possible. 1. The City's sports fields are available for rental from 8:00 A.M. to 10:00 P.M., March 1 through Insurance Requirements December 15. All appliCants for continuous use shall provide the 2. The minimum rental period is one (1)hour. City of Dublin with a valid Certificate of Liability 3. Hours of use must include the amount of time written through carriers acceptable to the City of needed for the event, setup and cleanup. Dublin. Such certificate shall provide Bodily Injury 4. The field must be Vacated by the time specified and Property Damage Liability protection in the on the Facility Use Application. amount of $1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate shall name the City of Dublin as an Payment Schedule "additional insured" in conformance with the hold 1. For casual use: harmless agreement as outlined in the Facility Use a) A security deposit and insurance are not Application and must specify that the applicant's required for casual use of City fields, insurance shall be primary to any insurance b) Rental fees are payable at the time the carried by the City. The certificate shall be Field Use Application is submitted, properly executed with the original signature of the 2. For continuous use: authorizing insurance agent. The Certificate is due a) At the time the application is submitted, a at the time final payment is made. Note: Please $250 refundable security deposit is contact your insurance provider to check if required, your homeowner's policy may be extended to b) Final payment of rental fees must be cover your facility rental In the event that made no later than one month (30 days) coverage is not available, the City has special after receipt of an approved schedule and event insurance available for purchase. Please invoice. Payments not received by this discuss your insurance needs with the deadline may result in cancellation of reservation staff. the rental and forfeiture of the deposit. c) Security deposits will be returned by mail within 30 days of the function date The City of Dubfin reserves the right to providing there are no violations of the Facility Use Policy, the rental hours deny the use of City Sports Fields to any exceeded, excessive cleaning required, or person*or group if such use is deemed to damages to the facility. 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. Current Rental Fees Group 2: Public Agencies Group 3: Dublin Sports League General Rental Information Organizations 1. A responsible adult from the rental group must Group 4: Dublin Chamber of Commerce supervise the premises for proper use during Group 5: Dublin Charitable and Social Welfare all rental hours. Organizations 2. Groups composed of minors must be Per Field Charge $5.00 per hour supervised by two (2) adults for each twenty Soccer Field Lighting Fee $20.00 per hour (20) minors at all times while they are using Softball Field Lighting Fee $10.00 per hour the field(s). 3. It is prohibited to paste, tack, glue or post any Group 6 - Individuals or Other Groups sign, placard, advertisement or inscription or Per Field Charge (Resident) $10.00 per hour erect any sign in the park (per City Ordinance). Per Field Charge (Non-Resident) $12.00 per hour 4. SMOKING IS PROHIBITED within 25 feet of Soccer Field Lighting Fee (Resident)S20.00 per any children's playground area (per City hour Ordinance). Soccer Field Lighting Fee (Non-Res.)$24.00 per 5. Parking is permitted in painted parking stalls hour only. Vehicles parked illegally will be cited. Softball Field Lighting Fee (Resident)S10.00 per 6. Storage is not available either before or 'after hour the event/meeting. Softball Field Lighting Fee (Non-Res.)$12.00 per 7.. Facility Use Permits cannot be transferred, hour assigned or sublet. 8. The consumption, serving and/or selling of Group 7-Commercial Groups alcoholic beverages is not permitted. Per Field Charge (Resident) $15.00 per hour 9. No practice or play is permitted if the rain Per Field Charge (Non-Resident) $18.00 per hour indicator light is on. Leagues are responsible Soccer Field Lighting Fee (Resident)S20.00 per for assuring that their teams observe this rule. hour 10. Softballs must be rated "Restricted Flight". Soccer Field Lighting Fee (Non-Res.)$24.00 per 11. Bases, equipment and field preparation (drag, hour water, lines, etc.) are not provided. Softball Field Lighting Fee (Resident)S10.00 per 12. Requests for exception to the Sports Field Use hour Policy must be submitted in writing to the City Softball Field Lighting Fee (Non-Res.)$12.00 per Manager, or his designee, no later than one hour month prior to the date of use requested. New Rental Fees (Effective 7/112003) Security Deposit A $250.00 Security Deposit is due when the Group2: Public Agencies application is submitted. The Security Deposit is Group 3: Dublin Sports League refundable provided there are no violations of the Organizations Facility Use Policy and/or eXcessive cleaning or Group 4: Dublin Chamber of Commerce damages to the field. Group 5: Dublin Charitable and Social Welfare Organizations Per Field Charge $7.50 per hour Soccer Field Lighting Fee $26.00 per hour Softball Field Lighting Fee $13.00 per hour Group 6 - Individuals or Other Groups Per Field Charge (Resident) $15.00 per hour Per Field Charge (Non-Resident) $18.00 per hour Soccer Field Lighting Fee (Resident)S26.00 per hour Soccer Field Lighting Fee (Non-Res.)$31.00 per Softball Field Lighting Fee (Resident)S13.00 per hour hour Softball Field Lighting Fee (Resident)S13.00 per Softball Field Lighting Fee (Non-Res.)$16.00 per hour hour Softball Field Lighting Fee (Non-Res.)$16.00 per hour General Notes Regarding Fees 1. Hourly rental fees will apply for each field Group 7- Commercial Groups reserved. Per Field Charge (Resident) $23.00 per hour 2. Teams participating in the City of Dublin Adult Per Field Charge (Non-Resident) $28.00 per hour Softball League will be charged $7.50 per hour Soccer Field Lighting Fee (Resident)S26.00 per to utilize softball fields for team practices (use hour of lights will be charged at the full rate). Soccer Field Lighting Fee (Non-Res.)$31.00 per hour