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HomeMy WebLinkAboutReso 112-09 Meeting Rm Banquet FeeRESOLUTION NO. 112-09 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING COMMUNITY MEETING AND BANQUET FACILITY USE POLICY AND RENTAL FEE SCHEDULE FOR USE OF THE DUBLIN CIVIC CENTER, DUBLIN LIBRARY COMMUNITY ROOM, DUBLIN SENIOR CENTER, OLD ST. RAYMOND'S CHURCH, AND SHANNON COMMUNITY CENTER WHEREAS, the City of Dublin maintains and operates the Dublin Civic Center, Dublin Library Community Room, Dublin Senior Center, Old St. Raymond's Church, and Shannon Community Center; and WHEREAS, the aforementioned facilities are available for use by the public during such times that the City is not utilizing the facilities for City sponsored activities; and WHEREAS, it is necessary to have established Facility Use Policy and Rental Fees for use of the aforementioned facilities; and WHEREAS, the Facility Use Policy and Rental Fee Schedule for the aforementioned facilities have been updated and revised to reflect the current market conditions; and WHEREAS, the revisions proposed by Staff have been reviewed by the Parks and Community Services Commission on June 15, 2009. NOW, THEREFORE, BE IT RESOLVED that the City of Dublin does hereby adopt the Community Meeting and Banquet Facilities Use Policy and Rental Fees contained in "Exhibits A - F" attached hereto. BE IT FURTHER RESOLVED that the provisions established for the aforementioned facilities enacted in Resolutions 221-08, 220-05, 134-03, 193-02, 132-96 be superseded by this resolution effective August 1, 2009. PASSED, APPROVED AND ADOPTED this 21St day of July 2009 by the following vote: AYES: Councilmembers, Biddle, Hart, Scholz, and Mayor Sbranti NOES: None ABSENT: Vice Mayor Hildenbrand ABSTAIN: None ~~~ ~. Mayor ATTES n ~~ ~/ City Clerk Reso No. 112-09, Adopted 7-21-09, Item 6.2 Page 1 of 1 ,G~~~ ~ °~~~~ City of Dublin 19' .~~'~ Communit Ban uet and Meetin Facilit ~~~ Y q g Y ~~~C~. ~ Use Policy LIFOR The City of Dublin currently operates six community facilities. These facilities are used for recreational programs and classes, and civic purposes. Many of the City's facilities are available for rental when not being used for City sponsored programs or services. City of Dublin banquet and meeting facilities include: Dublin Civic Center Dublin Senior Center Dublin Public Library Shannon Community Center Old St. Raymond's Church The City of Dublin Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the facilities. Group 1. Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc. Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners Associations and Sports Leagues. Organized non-profit groups with current 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 membership must be at least 519'o Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of this classification. Regional and National non-profit groups that do not meet the 51% resident membership requirement may submit a letter addressed to the Parks & Community Services Department that demonstrates the direct community benefit of the facility use. Such letters will require the approval of the City Manager or his/her designee. Group 3. Individuals or Other Groups: Individuals or Groups who do not meet the criteria listed above and/or social 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 513'o Dublin residents) b) Non-Resident Group 4. Commercial Uses: Companies or individuals whose events have an admission fee or include the sales of goods or services. a} Resident (Company facility must be located within 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 ~ • • INITIAL: The security deposit is due when the application is submitted. The amount of the deposit varies by facility. The security deposit is refundable provided there are no violations of the Facility Use Policy. This deposit may be used to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or equipment, or cancellations. • . „ ~ ~ INITIAL: 1. Final payment of rental fees must be made no later than 30 days prior to the scheduled rental date. Payments not received by this deadline may result in cancellation of the rental and forfeiture of the deposit. 2. Security deposits will be refunded within 30 days after the rental date providing there are no violations of the Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility. 3. Payments may be made by check, cash, Visa or MasterCard. Make checks payable to the City of Dublin. EXHIBIT A Facility Use Policv -Pace 1 of 3 - : - - : • : - ~ - 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 served or sold, liquor liability coverage is also required and must be stated on the Certificate. 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. 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. If the proper insurance certificate and endorsement are not received seven business days prior to the rental, then event insurance must be purchased from the City of Dublin's insurance provider. 1. Cancellation requests must be made in writing by the applicant. Based on the date the cancellation request is received, all or part of the security deposit and/or fees will be forfeited. 2. Refunds are not issued for unused hours. 3. Facility Use Permits may not be transferred, assigned or sublet. 4. Any changes in the facility setup less than seven (7) days prior to rental date will be assessed a $25.00 fee per change. 5. Any changes in rental hours less than 30 days prior to rental date will be dependent on Staff availability. 6. 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. • ••~ Storage is unavailable before or after an event City equipment, including tables and chairs, may not be removed from the facility for use outside. Delivery and pickup of rental equipment must be incorporated within the hours scheduled and paid for. Applicants are responsible for the setup and takedown of any rental equipment. Easels, televisions, VCR's, and extension cords are not available. Rental equipment not provided by the City must be included on the setup diagram described below. • A plan showing the table/seating locations, exit ways and aisles must be submitted for approval at the time of final payment. 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. The use of additional amplification equipment, bands, or DJs is prohibited when the facility is open to the public. Amplification equipment is prohibited in outdoor areas. Alcohol may not be sold or consumed at an event officially designated as a "youth event" (an event at which a majority of the attendees are under 21 years of age. Youth events must be supervised at all times by two adults for each 20 minors. • • . . 1. Requests to sell alcohol must be submitted in writing to Dublin Polices Services, 100 Civic Plaza, Dublin, 94568. 2. If permission is granted, applicants must obtain the appropriate permit from the Alcoholic Beverage Control Board, 1515 Clay St, 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 in the courtyard and plaza areas adjacent to the building. It is prohibited to consume alcohol in any other area of the site (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. 5. Beer kegs are not permitted on carpeted areas. Kegs may also be setup outside in the courtyard and plaza areas adjacent to the building. ~~, 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 Facility Use Policv -Page 2 of 3 ~ ~ „ ~ 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 served or sold, liquor liability coverage is also required and must be stated on the Certificate. 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. 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. If .the proper insurance certificate and endorsement are not received seven business days prior to the rental, then event insurance must be purchased from the City of Dublin's insurance provider. 1. Cancellation requests must be made in writing by the applicant. Based on the date the cancellation request is received, all or part of the security deposit and/or fees will be forfeited. 2. Refunds are not issued for unused hours. 3. Facility Use Permits may not be transferred, assigned or sublet. 4. Any changes in the facility setup less than seven (7) days prior to rental date will be assessed a $25.00 fee per change. 5. Any changes in rental hours less than 30 days prior to rental date will be dependent on Staff availability. 6. 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. Storage is unavailable before or after an event City equipment, including tables and chairs, may not be removed from the facility for use outside. Delivery and pickup of rental equipment must be incorporated within the hours scheduled and paid for. Applicants are responsible for the setup and takedown of any rental equipment. Easels, televisions, VCR's, and extension cords are not available. Rental equipment not provided by the City must be included on the setup diagram described below. A plan showing the table/seating locations, exit ways and aisles must be submitted for approval at the time of final payment. 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. The use of additional amplification equipment, bands, or D1s is prohibited when the facility is open to the public. Amplification equipment is prohibited in outdoor areas. • Alcohol may not be sold or consumed at an event officially designated as a "youth event" (an event at which a majority of the attendees are under 21 years of age. Youth events must be supervised at all times by two adults for each 20 minors. ~ ~ , 1. Requests to sell alcohol must be submitted in writing to Dublin Polices Services, 100 Civic Plaza, Dublin, 94568. 2. If permission is granted, applicants must obtain the appropriate permit from the Alcoholic Beverage Control Board, 1515 Clay St, 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 in the courtyard and plaza areas adjacent to the building. It is prohibited to consume alcohol in any other area of the site (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. 5. Beer kegs are not permitted on carpeted areas. Kegs may also be setup outside in the courtyard and plaza areas adjacent to the building. ,~. 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 Facility Use Policv - Paee 2 of 3 community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior _ __ approval. 1. The use of tacks, tape, nails, staples or putty on any walls is prohibited. Small thumbtacks may be used on the "fabric walls" in the Civic Center, Library Community Room, and Shannon Community Center. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign at the site (per City Ordinance). 2. All decorative materials must be either made of non-combustible substances or treated with State Approved flame-retardant. 3. Rice, birdseed, confetti, and similar materiels may not be thrown inside or outside the facility. 4. Any plants or shrubs brought into the building must be in waterproof containers. S. The use of decals, powders, wax paint, etc. are prohibited on the floor areas of the facility. , ~ ; ~ . INITIAL: The use of candles or open-flame devices in a public assembly poses an increased risk of fire hazard. The following rules serve to alleviate potential risks associated with the use of candles oropen-flame cooking devices in City rental facilities. The use of birthday-cake candles is strictly prohibited. The use of candles as a part of a ceremony, such as the use of candles in candelabra or pillar candle holders, requires a permit from the Fire Prevention Bureau located at the Dublin Civic Center, 100 Civic Plaza, Dublin, CA 94568, or by calling (925) 833-6606. Candle permits must be obtained at least 30 days before the event date. The use of charcoal burners, chafing dishes, LPG (propane) and other open-flame cooking devices requires a permit from the Fire Prevention Bureau located at the Dublin Civic Center, 100 Civic Plaza, Dublin, CA 94568, or by calling (925) 833-6606. Open-flame cooking devices(s) permits must be obtained at least 30 days before the event date. The facility must be left in the same condition it was found prior to the rental. Cleanup will include all areas used for the event, including outer courtyards and parking lot. Cleanup requirements include removal of afl decorations and rental equipment, wiping spills from the floor areas and bagging all garbage and debris. If a kitchen is included in the rental cleanup includes wiping all food spills on the countertops, stove top, inside the oven and microwave. All food, ice and beverage must be removed from the refrigerator/freezer and all dishes, glassware and utensils removed from the dishwasher. The disposal should be clean and free of all food debris. Garbage bags will be provided. The rental will be responsible for bagging all garbage. •~ ~ ~• ~ • 1. A responsible adult from the rental party must supervise the premises for proper use during rental hours. 2. SMOKING IS PROHIBITED within the interior of all City facilities and within 20 feet of every facility entrance (per City Ordinance). 3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 4. Applicant is fully responsible for scheduling and paying for hours to meet caterers' and other vendors' needs. Caterers and vendors may not request and/or pay for additional hours. 5. Containers of ice maybe placed in the facility, providing that the floor is protected. 6. Exterior fountains are not included in the rental package. Guarantees cannot be made regarding the operation of the fountains during a specific event. 7. Requests for exception to the Facility Use Policy must be submitted in writing to the Parks and Community Services Director, or his/her designee, no later than one month prior to the requested rental date. 8. The City reserves the right to book additional events before or after an applicant's confirmed rental time. 9. An additional 509 will be charged for use of the facility on holidays or designated City holidays pending availability of Staff. 10. Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time. 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. ADOPTED: JULY 21, 2009 Facility Use Policy -Page 3 of 3 G~`~t~F~B~ti Dublin Civic Center iii ~ 100 Civic Plaza, Dublin, CA 94568 19 (~=; =x,,82 ~~77 ~«~JJ!//'/ Application Submittal: ~` ~~~~R~`,` City of Dublin -Parks and Community Services Department 100 Civic Plaza, Dublin, California 94568 (925) 556-4500 The City requires the applicant, not another party, to complete alt transactions and provide the insurance required for the rental. The applicant is responsible for the activity, payment of fees and provision of insurance. 1. Applications must be submitted in person at the Parks and Community Services Department, Dublin Civic Center, 100 Civic Plaza, Dublin. Applications are NOT accepted via fax, phone or a-mail. Applications are accepted between the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, City holidays excepted. 2. The Facility Use Application and a $250 refundable security deposit must be submitted before the facility can be reserved. Approval takes 3-5 business days; notification of application status will be mailed. 3. The Facility Use Application and full payment are due at least 30 days before the rental date. If an Application is submitted less than 30 days before the rental date, a late charge of $25 will be assessed. Rental requests submitted less than two weeks before the requested rental date will NOT be accepted. 4. In order to receive a resident rate, the applicant 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). 5. Groups claiming Dublin residency must provide a current membership roster (Silo of membership must own property or reside in Dublin). ~ .~ 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. This deposit may be used to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or equipment, or cancellations. Group 1. Public Agencies Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners Associations and Sports Leagues Group 3. Individuals or Other Groups Group 4. Commercial Uses Groups 1 and 2 -Reservations accepted three months in advance of the rental date for use during business hours (8 a.m. - 5 p.m., Monday- Friday); four months in advance of rental date for evening and weekend use. Groups 3 and 4 -Reservations accepted two months in advance of rental date for use during business hours (8 a.m. - 5 p.m., Monday -Friday); three months in advance of rental date for evening and weekend use. The Center is not available for continuous use. An application and security deposit must be submitted for each rental date. Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time. Groups 1 and 2 Public Agencies, Dublin Chamber of Commerce, Dublin- based Charitable and Social Welfare Organizations, Homeowners Associations, and Sports Leagues No Fee. The Security Deposit is also waived for conducting a meeting of the organization. Use for the Purpose of Fundraising $68.00/hour Grou 3 Resident Individuals or Other Groups $90.00/hour p Non-Resident Individuals or Groups $108.00/hour Grou 4 Dublin-based Business $120.00/hour p Non Dublin-based Business $144.00/hour A 20% fee reduction will be given when both the Regional Meeting Room and Council Chambers are utilized simultaneously. F:XHTR2T B Civic Center ~ ~ ~ Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: 90 da or more Between 90 - 31 da s 30 Da s or Less Security deposit refunded less Forfeit security deposit unless another user Forfeit security deposit and $25 processing fee. re-books the date. If the date is rebooked, one-half of the fees paid (or the deposit will be refunded less a $25 payable) rocessin fee. •~• ~ • ~•• Use of the Lobby or Courtyard outside of the City's regular business hours, 8 a.m. to 5 p.m., Monday -Friday, is included at no additional charge with use of either the Regional Meeting Room or the Council Chambers. 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. All capacities indicated conform to Fire Code Requirements. Applicants will not be permitted to exceed the Fire Code Capacity of any room. Overcrowding is forbidden and will result in cancellation of event and forfeiture of all fees paid. Council Chambers The Council Chambers features 142 theater-styled seats with flip-up desktops and 11 panel seats in the front of the room. Amenities in the Council Chambers include two podiums, a P.A. system, tape recorder, built-in projector with two built-in presentation screens, and four hearing impaired devices. -Food and beverages are NOT permitted in the Council Chambers. Capacity: 153 Regional Meeting Room The Regional Meeting Room is a 1,250 square foot rectangular carpeted room with a kitchenette and windows that look out to the Civic Center grounds and clock tower. The room has a built in presentation screen that drops down from the ceiling. Capacity: Assembly: -125 (Chairs only); Dining - 80 (Tables & chairs with no buffet/dance space) Available equipment: Rectangular Tables (3'x6') -12; Stacking Chairs (wood) - 90; Portable Podium -1 Courtyard The Courtyard offers a tranquil setting to hold small receptions. Located in the center of the Civic Center building, the Courtyard is highlighted by a mosaic the globe resting in a fountain. Park benches are situated amid beautiful mature landscaping. ~ ~ 1. The Dublin Civic 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. Minimum rental period is 2 hours. 2. The room(s) 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 for the extra time. 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. Civic Center OP DIjB ,,;~~~ ~~ Dublin Civic Center Rental Application 1;`~t~/~ 100 Civic Plaza, Dublin, CA 94568 `04LI~FOR ~~~ Application Submittal: City of Dublin -Parks and Community Services Department 100 Civic Plaza, Dublin, California 94568 (925) 556-4500 APPLICANT INFORMATION Last Name: First Name: Organization (if applicable): Address: Home Phone: E-Mail: Daytime Phone: City: Zip Code: Have you rented one of our facilities before? Yes No (please circle) O Group 1-Public Agencies l7 Group 3 -Resident Individuals or other Groups** O Group 2 -Dublin Chamber of Commerce, Dublin- O Group 3 -Non-Resident Individuals or other Groups based Charitable and Social Welfare O Group 4 -Resident Commercial Uses** Organizations, Homeowners Associations and O Group 4-Non-Resident Commercial Uses Sports Leagues* * Must submit the organization's roster (must be 51'Y Dublin residents), bylaws and current IRS tax exemption letter (must be 501c3 or 501c4) at the time of application. ** Proof of Dublin residency required at the time of application (valid California Driver's License/ID or current utility bill) Room: O Regional Meeting Room O Council Chambers Date requested: Day of week: SUN MON TUE WED THU FRI SAT Hours of use (Include set-up and clean-up time): From: am / pm -To: am / pm Name of function: Total anticipated attendance: Children in attendance: Type of function: OYouth Party OAdult Party OFundraiser O Equipment: OPodium O ROOM SETUP DIAGRAM: A B C D E F G Other (please circle) Will the function be catered? OYes* ONo Will admission fee be charged? OYes* ONo Will alcohol be served? OYes* ONo * If yes, liquor liability is required. Will alcohol be sold? OYes* ONo * If yes, liquor liability and a liquor license are required. Will candles be used? OYes* ONo * Birthday cake candles prohibited. All other candles require a Fire Permit. Will the function be open to the public? OYes ONo The undersigned, hereby agrees to be responsible for any damage to the facility occurring during and by this use, and agrees to be responsible for the conduct of all persons attending this function. Applicant further agrees to be responsible for any accident or injury occurring to anyone during and by this use, and agree that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss, except as arises from the sole willful act, omission or sole negligence of the City of Dublin, its officers or employees. The undersigned has received a copy of the Facility Use Policy, Clean-Up Requirements, and Rules and Regulations and agrees to comply with the rules and regulations listed therein. Signature of Applicant Organization (if applicable) Date Civic Center RESERVATION STATUS -FOR OFFICE USE ONLY FACILITY USE: O APPROVED D DENIED Parks and Community Services Staff Date ALCOHOL CONSUMPTION: O APPROVED D DENIED D N/A Parks and Community Services Staff Date O APPLICATION RECEIVED D SECURITY DEPOSIT DATE: O APPROVAL LETTER D SETUP DIAGRAM O INSURANCE CERTIFICATE RECEIVED D CITY ISSUED INSURANCE CERTIFICATE HAZARD, D CLEANUP SLIP & RULES AND REGULATIONS D LIQUOR LICENSE REQUIRED D RECEIVED D FIRE PERMIT REQUIRED D RECEIVED O FINAL PAYMENT DATE: O CONFIRMATION LETTER O REFUND ISSUED DATE: PAYMENT TYPE: RECEIPT LIQUOR DATE COMPLETED RECEIPT # CALCULATION OF FEES Deposit Fee $ ~I Rental Fee $ [# Hours ~ x [Fee 1 Rental Fee $ (# Hours ] x [Fee ] Insurance Fee $ [Homeowner's -or- City Insurance-] Extra Fee $ For Extra Fee $ For Total Fees $ Civic Center G~~~pFDp~~ Dublin Library Community Room ~p /,~~~\ ttt 200 Civic Plaza, Dublin, California 94568 19 (~3=' =7~) 82 `~ ~ ~ Application Submittal: ~'1LIFOR~~~ City of Dublin -Parks and Community Services Department 100 Civic Plaza, Dublin, CA 94568 (925) 556-4500 ~ ~ ~ ~ • The City requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. The applicant is responsible for the activity, payment of fees and provision of insurance. 1. Applications must be submitted in-person at the Parks and Community Services Department Office, Dublin Civic Center, 100 Civic Plaza, Dublin, CA 94568. Applications are NOT accepted via fax, phone or a-mail. Applications are accepted between the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, City holidays excepted. 2. The Facility Use Application and a $250 refundable security deposit must be submitted before the facility can be reserved. Approval takes 3-5 business days; notification of application status will be mailed. 3. The Facility Use Application and full payment are due at least 30 days before the rental date. If an Application is submitted less than 30 days before the rental date, a late charge of $25 will be assessed. Rental requests submitted less than two weeks before the requested rental date will NOT be accepted. 4. In order to receive a resident rate, the applicant 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). 5. Groups claiming Dublin residency must provide a current membership roster (5190 of membership must own property or reside in Dublin). Facility Use Applications will not be accepted without these items. 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. This deposit may be used to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or equipment, or cancellations. Groups 1. Group 1A. Library and Group 16. Public Agencies Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners Associations and Sports Leagues Group 3. Individuals or Other Groups Group 4. Commercial Uses Group 1A -Reservations accepted up to nine months in advance of the rental date. Groups 16 and 2 -Reservations accepted three months in advance of the rental date for use during business hours (8 a.m. - 5 p.m., Monday -Friday); six months in advance of rental date for evening and weekend use. Groups 3 and 4 -Reservations accepted two months in advance of rental date for use during weekdays; four months in advance of rental date for use during weekends. • • Applicants applying for more than one day of use on a single application are considered Continuous Users. The following reservation schedule applies to Continuous Use: Groups 16 and 2: Reservations are accepted on a quarterly basis as follows: • Summer (tun-Aug) -Accepted starting April 15. • Fall (Sep-Dec) -Accepted starting July 15. • Winter (Jan-Mar) -Accepted starting November 15. • Spring (Apr-May}-Accepted starting February 15. Groups 3 and 4: Continuous use of the Dublin Public library Community Room is not permitted for Group 3 and 4 users. 1. The Library Community Room 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. Minimum rental period is 2 hours. 2. The room must be vacated by the time specified on the Facility Use Application. 3. Hours of use must include the amount of time needed for the setup, function and cleanup, including any time needed by the caterer, band, florist, coordinator, etc. EXHIBIT C Library Community Room Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time. Public Agencies, Dublin Chamber of Commerce, No Fee. Dublin-based Charitable and Social Welfare The Security Deposit is also waived for conducting a Groups Organizations, Homeowners Associations, and meeting of the organization, unless the podium 1 and 2 Sports Leagues audio/visual components and /or the piano will be used. Deposit payable at time of application. Use for the Purpose of Fundraising $68.00/hour G 3 Resident Individuals or Other Groups $90.00/hour roup Non-Resident Individuals or Groups $108.00/hour 4 G Dublin-based Business $120.00/hour roup Non Dublin-based Business $144.00/hour • ~ Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: 90 da s or more Between 90 - 31 da 30 Da s or Less Security deposit refunded less Forfeit security deposit unless another user Forfeit security deposit and $25 processing fee. re-books the date. If the date is rebooked, one-half of the fees paid (or the deposit will be refunded less a $25 payable) rocessin fee. The Community Room is a 1,830 square foot rectangular, carpeted room with a kitchenette and windows that look out to the Dublin Sports Grounds. The room is equipped with a built in PA system, VCR, video projection system with inputs for a laptop (applicants must provide their own laptop and VGA cable with male connectors on both ends), hearing impaired devices and a presentation screen that drops down from the ceiling. The kitchenette features a refrigerator, microwave, sink with disposal and countertops. Use of the Library Lobby is included with use of the Community Room for uses scheduled outside of the Library's regular business hours (check for current Library schedule). Every effort will be made to provide the number of tables and chairs indicated. Applicant is responsible for providing equipment needed in addition to the equipment available from the City. Tables and chairs provided by the City may not be removed from the facility. All capacities indicated conform to the City Fire Code Requirements. Applicants will not be permitted to exceed the Fire Code Capacity. Overcrowding is forbidden and will result in cancellation of the event and forfeiture of all fees paid. Capacity: Assembly -122; Dining - 80 (tables & chairs) Available Equipment: Rectangular Tables (30" x72") -40; Stacking Chairs (wood) -122; One Podium (w/AV equipment) Library Community Room ~ OF Dpi ~~~~~ ^ ~~ Dublin Library Community Room Rental Application t9 ~~~,.~~/~ ~a/z 200 Civic Plaza, Dublin, CA 94568 ~` ~~' ~/ Application Submittal: O`~II~R~~~ City of Dublin -Parks and Community Services Department 100 Civic Plaza, Dublin, CA 94568 (925) 556-4500 APPLICANT INFORMATION Last Name: Organization (if applicable): Address: Home Phone: E-Mail: Have you rented one of our facilities before? Yes First Name: City: Daytime Phone: No (please circle) Code: D Group 1-Public Agencies D Group 3 -Resident Individuals or other Groups** D Group 2 -Dublin Chamber of Commerce, Dublin- D Group 3 -Non-Resident Individuals or other Groups based Charitable and Social Welfare D Group 4 -Resident Commercial Uses** Organizations, Homeowners Associations and D Group 4-Non-Resident Commercial Uses Sports Leagues* * Must submit the organization's roster (must be 51% Dublin residents), bylaws and current IRS tax exemption letter {must be 501c3 or SOlc4) at the time of application. ** Proof of Dublin residency required at the time of application (valid California Driver's License/ID or current utility bill) Date requested: Day of week: SUN MON TUE WED THU FRI SAT am / pm To: Hours of use (Include set-up and clean-up time): From: Name of function: Total anticipated attendance: Children in attendance: Type of function: DYouth Party DAdult Party OFundraiser D uipment: DPodium D Will the function be catered? DYes* DNo Will admission fee be charged? DYes* DNo Will alcohol be served? DYes* DNo * If yes, liquor liability is required. am / pm Will alcohol be sold? DYes* DNo * If yes, liquor liability and a liquor license are required. Will candles be used? DYes* DNo * Birthday cake candles prohibited; All other candles require a Fire Permit. Will the function be open to the public? DYes DNo ROOM SETUP DIAGRAM: A B C D E F G (please circle) The undersigned, hereby agrees to be responsible for any damage to the facility occurring during and by this use, and agrees to be responsible for the conduct of all persons attending this function. Applicant further agrees to be responsible for any accident or injury occurring to anyone during and by this use, and agree that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss, except as arises from the sole willful act, omission or sole negligence of the City of Dublin, its officers or employees. The undersigned has received a copy of the Facility Use Policy, Clean-Up Requirements, and Rules and Regulations and agrees to comply with the rules and regulations listed therein. Signature of Applicant Organization (if applicable) Date Library Community Room RESERVATION STATUS -FOR OFFICE USE ONLY FACILITY USE: O APPROVED O DENIED Parks and Community Services Staff ALCOHOL CONSUMPTION: O APPROVED O DENIED O N/A Parks and Community Services Staff Date Date O APPLICATION RECEIVED O SECURITY DEPOSIT DATE: PAYMENT TYPE: O APPROVAL LETTER O SETUP DIAGRAM ~ O INSURANCE CERTIFICATE RECEIVED i O CITY ISSUED INSURANCE CERTIFICATE HAZARD i O CLEANUP SLIP & RULES AND REGULATIONS O LIQUOR LICENSE REQUIRED O RECEIVED O FIRE PERMIT REQUIRED O RECEIVED O FINAL PAYMENT DATE: RECEIPT# O CONFIRMATION LETTER O REFUND ISSUED DATE: LIQUOR DATE COMPLETED CALCULATION OF FEES Deposit Fee $ Rental Fee $ [# Hours 1 x [Fee 1 Insurance Fee $ [Homeowner's -or- City Insurance_~ Extra Fee $ For Extra Fee $ For Total Fees $ RECEIPT # Library Community Room G`~-~~~~~~ Dublin Senior Center 4~ ~ ~, t~ 7600 Amador Valley Boulevard, Dublin, CA 94568 `~~~1~ Application Submittal: ~~6i~~~~ City of Dublin -Shannon Community Center 11600 Shannon Avenue, Dublin, California 94568 (925) 556-4500 ~ • ~ ~ ~ • The City requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. The applicant is responsible for the activity, payment of fees and provision of insurance. 1. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, Dublin. Applications are NOT accepted via fax, phone or a-mail. Applications are accepted between the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, City holidays excepted. 2. The Facility Use Application and a $500 refundable security deposit must be submitted before the facility can be reserved. Approval takes 3-5 business days; notification of application status will be mailed. 3. The Facility Use Application and full payment are due at least 30 days before the rental date. If an Application is submitted less than 30 days before the rental date, a late charge of $25 will be assessed. Rental requests submitted less than two weeks before the requested rental date will NOT be accepted. 4. In order to receive a resident rate, the applicant 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). S. Groups claiming Dublin residency must provide a current membership roster (51Yo of membership must own property or reside in Dublin). A $500.00 security deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy. This deposit may be used to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or equipment, or cancellations. Group 1. Public Agencies Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners Associations and Sports Leagues Group 3. Individuals or Other Groups Group 4. Commercial Uses Groups 1 and 2: Reservations accepted one year in advance of the requested rental date. Group 3 Residents: Reservations accepted one year in advance of the requested rental date. Group 3Non-Resident: Reservations accepted nine (9) months in advance of the requested rental date. Group 4: Reservations accepted six (6) months in advance of the requested rental date. The Center is not available for continuous use. An application and security deposit must be submitted for each rental date. • • 1. The Dublin Senior Center is available for rental on Fridays from 5:00 p.m. to 12:00 midnight, and Saturdays from 1:00 p.m. to 12:00 midnight, and Sundays from 8:00 a.m. to 12:00 midnight. Use of patio areas not allowed after 10:00 p.m. 2. The minimum rental period is six (6) hours on Saturdays, and four (4) hours on Fridays and Sundays. 3. The hours of use must include the amount of time needed for the function, setup and cleanup, including any time needed by the event staff such as the caterer, band, florist, coordinator, etc. 4 The Center must be vacated by the time specified on the Facility Use Application and no later than 12:00 midnight. Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time. Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: 6 months or more Between 6 months and 46 da s 45 Da s or Less Security deposit refunded Forfeit security deposit unless another user re-books Forfeit security deposit and less $25 processing fee. the date. If the date is rebooked, the deposit will be one-half of the fees paid (or refunded less a $25 processing fee. payable) EXHIBIT D senlorce~ter ,~ Hourly Fees Ballroom Lounge Classroom Meeting (Events that exceed the scheduled hours charged twice hourly rate) A Room Public Agencies, Dublin Chamber of Commerce, Dublin- $46 $12 $9 $4 Groups based Charitable and Social Welfare Organizations, 1 and 2 Homeowners Associations, and Sports Leagues Use for the Purpose of Fundraising $139 $36 $28 $13 Grou 3 Resident Individuals or Other Groups $185 $48 $37 $17 p Non-Resident Individuals or Groups $222 $58 $44 $20 G 4 Dublin-based Business $246 $64 $49 $22 roup Non Dublin-based Business $296 $77 $59 $27 ••~ ~ • ~•~ All capacities indicated conform to the City's Fire Code Requirements. Applicants will not be permitted to exceed the Fire Code Capacity of any room. C-vercrowding is forbidden and will result in cancellation of event and forfeiture of all fees paid. 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. Ballroom and Pre-Function Area The Ballroom is a 4,270 square-foot room with bamboo wood floors, a raised platform stage, casual seating nook, drop- down video screen, public address system and access to two outdoor patios. The Ballroom can be divided in half if needed. However, only one rental party will be allowed use of the facility at a time. Use of the Pre-Function Area adjacent to the Ballroom is included in the rental of the Ballroom. The Pre-Function Area is a large space suitable for a social hour prior to an event or locating a grand buffet. Capacities: Assembly - 248; Dining -208 (Tobles & chairs with dance space). Available Equipment: Round (5') Tables- 32; Rectangular (30" x 6') Tables - 6; Chairs (Wine Colored/Padded) - 256 Lounge Area The Lounge Area is a 740 square-foot carpeted room with a fireplace and lounge furniture. The Area is suitable for a social hour before an event. The Lounge Area is not available for dining. The Lounge Area may only be rented in conjunction with the Ballroom. Capacity: 49 Available Equipment: Square Wood (42" x 42") Tables -14; Padded Wood Chairs with Arms - 52 Game Room The Game Room is a 950 square-foot carpeted room adjacent to the lounge. This is ideal space for offering additional activities besides dining as part of your event. The Game Room is not available for dining. The Game Room may only be rented in conjunction with the Lounge Area and Ballroom. Capacity: 63 Meeting Room The Meeting Room is a 400 square-foot carpeted room adjacent to the Pre-Function Area. The room is suitable as an event staging area or Bridal Party Room. The Meeting Room may only be rented in conjunction with the Ballroom. Capacity: 26 Available Equipment: Square Wood (48" x 48")Tables - 3; Conference Chairs -12 Patio Available Equipment: White Patio Chairs - 48; Square (42" x 42") Patio Tables -12 Catering Kitchen The Kitchen is a 950 square-foot functional restaurant kitchen that is adjacent to the Ballroom. The Kitchen may only be rented in conjunction with the Ballroom. The Kitchen features a large commercial refrigerator and freezer units, combination convection/steamer oven, eight-burner gas stove and oven, and griddle. The center island features steamer tables, soup warmers, two microwaves and a heating lamp. There is a full featured dishwashing area as well. Applicant must provide trays for steamer table and soup warmer units. 1. The Catering Kitchen serves as a functional restaurant kitchen for the Senior Center's daily meal program. The Kitchen may only be utilized by a professional catering company that is on the City's list of approved caterers. All caterers must possess a current County Food Handling Certificate, valid City of Dublin Business License. Approved caterers must also have a certificate of liability insurance and endorsement listing the City of Dublin as additionally insured. 2. Catering companies or facility renters that do not properly clean, or cause damage, will be removed from the City's approved list of kitchen users. 3. The use of food frying equipment is strictly prohibited at all City facilities. Senior Center ~q OE DUB ~ I ,,;~ ~ ~~~ Dublin Senior Center Rental Application t`~~~ll 7600 Amador Valley Boulevard, Dublin, CA 94568 `C~Lt~~`~~ Application Submittal: City of Dublin -Shannon Community Center 11600 Shannon Avenue, Dublin, California 94568 (925) 556-4500 APPLICANT INFORMATION Last Name: Organization (if applicable): Address: Home Phone: E-Mail: Have you rented one of our facilities before? Yes No (please circle) ~ ~ ~ .. , O Group 1-Public Agencies O Group 3 -Resident Individuals or other Groups** ~ Group 2 -Dublin Chamber of Commerce, Dublin- O Group 3 -Non-Resident Individuals or other Groups based Charitable and Social Welfare Organizations, O Group 4 -Resident Commercial Uses** Homeowners Associations and Sports Leagues* O Group 4 -Non-Resident Commercial Uses * Must submit the organization's roster (must be 51~o Dublin residents), bylaws and current IRS tax exemption letter (must be 501c3 or 501c4) at the time of application. ** Proof of Dublin residency required at the time of application (valid California Driver's License/ID or current utility bill) OBallroom/Pre-Function Area OCaterers Kitchen 17Meeting Room Date requested: Hours of use: Setup: Day of week: SUN am/pm- Function: am / pm - Cleanup: am / pm - Name of function: OLounge Area OGame Room OPatio MON TUE WED THU FRI SAT am / pm Anticipated attendance: am / pm Children in attendance: am/pm Room Setup Diagram: A B C D E Equipment: OPA system OPodium O Type of function: OYouth Party OAdult Party OFundraiser O Will the function be catered? OYes* ONo *If yes, by whom? Will admission fee be charged? OYes* ONo *If yes, purpose of fee? Will alcohol be served? OYes* ONo * If yes, liquor liability is required. Will alcohol be sold? OYes* ONo * If yes, liquor liability and a liquor license are required. Will candles be used? OYes* ONo * Birthday cake candles prohibited; All other candles require a Fire Permit. Will the function be open to the public? OYes ONo The undersigned, hereby agrees to be responsible for any damage to the facility occurring during and by this use, and agrees to be responsible for the conduct of all persons attending this function. Applicant further agrees to be responsible for any accident or injury occurring to anyone during and by this use, and agree that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss, except as arises from the sole willful act, omission or sole negligence of the City of Dublin, its officers or employees. The undersigned has received a copy of the Facility Use Policy, Clean-Up Requirements, and Rules and Regulations and agrees to comply with the rules and regulations listed therein. Signature of Applicant Organization (if applicable) Date First Name: Daytime Phone: City: Zip Code: Senior Center ~~ ~~ RESERVATION STATUS -FOR OFFICE USE ONLY FACILITY USE: O APPROVED O DENIED Parks and Community Services Staff PAYMENT TYPE: ALCOHOL CONSUMPTION: O APPROVED O DENIED O N/A Parks and Community Services Staff Date O APPLICATION RECEIVED O SECURITY DEPOSIT DATE: O APPROVAL LETTER O SETUP DIAGRAM O INSURANCE CERTIFICATE RECEIVED O CITY ISSUED INSURANCE CERTIFICATE O CLEANUP SLIP & RULES AND REGULATIONS Date RECEIPT # HAZARD LIQUOR DATE COMPLETED O LIQUOR LICENSE REQUIRED O RECEIVED O FIRE PERMIT REQUIRED O RECEIVED O FINAL PAYMENT DATE: RECEIPT O CONFIRMATION LETTER O REFUND ISSUED DATE: CALCULATION OF FEES Deposit Fee $ Rental Fee $ [# Hours 1 x [Fee j Rental Fee $ [# Hours ] x [Fee 1 Rental Fee $ (# Hours j x [Fee i Insurance Fee $ [Homeowner's -or- City Insurance. 1 Extra Fee $ For Extra Fee $ For Total Fees $ Senior Center ~~~OFDU~~ Dublin Heritage Center Old St. Raymond's Church ~' ~ ~~ 6600 Donlon Way, Dublin, CA 94568 ~9`~,~~ Application Submittal: ~46ttnR~~~ City of Dublin -Shannon Community Center 11600 Shannon Avenue, Dublin, California 9456 (925) 556-4500 The City requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. The applicant is responsible for the activity, payment of fees and provision of insurance. 1. .Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, Dublin. Applications are NOT accepted via fax, phone or a-mail. Applications are accepted between the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, City holidays excepted. 2. The Facility Use Application and a $100 refundable security deposit must be submitted before the facility can be reserved. Approval takes 3-5 business days; notification of application status will be mailed. 3. The Facility Use Application and full payment are due at least 30 days before the rental date. If an Application is submitted less than 30 days before the rental date, a late charge of $25 will be assessed. Rental requests submitted less than two weeks before the requested rental date will NOT be accepted. 4. In order to receive a resident rate, the applicant 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). For weddings, resident rate applies only to the bride, groom or parents of the bride or groom. 5. Groups claiming Dublin residency must provide a current membership roster (51% of membership must own property or reside in Dublin). A $100.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy. This deposit may be used to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or equipment, or cancellations. Group 1. Public Agencies Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners Associations and Sports Leagues Group 3. Individuals or Other Groups Group 4. Commercial Uses .. ~. ~ .~ Groups 1, 2, 3 and 4 (Residents) -Reservations accepted three months in advance of the rental date for weekday use; one year in advance of requested date for weekend use. Groups 3 and 4 (Non-Residents) -Reservations accepted three months in advance of the rental date for weekday use; nine months in advance of requested date for weekend use. • • Continuous use of Old St. Raymond's Church is not permitted. Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time. Groups 1 and 2 Public Agencies, Dublin Chamber of Commerce, Dublin- based Charitable and Social Welfare Organizations, Homeowners Associations, and Sports Leagues Use during regular business hours -Fee Waived Use outside of regular business hours - $15 /hour Use for the Purpose of Fundraising $45 Grou 3 Resident Individuals or Other Groups $60 p Non-Resident Individuals or Groups $72 Grou 4 Dublin-based Business $g0 p Non Dublin-based Business $96 EXHIBIT E pldSt.Raymond'sChurch -. Special Wedding Package The Wedding Package is all inclusive and includes the use of the Church and the restrooms in the Old Murray Schoolhouse. ' The package includes a maximum of five hours: two hours for setting up, one hour for the wedding ceremony, one hour post-ceremony, and one hour for the rehearsal. Services of the Building Attendant, Custodial Staff and the Site coordinator are included in the fee charged. 5-hour Package Security Deposit Group 3 Resident $300 $100 Group 3Non-Resident $360 $100 ~ ~ • ~ Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: 30 da s or more Less than 30 da s Forfeit security deposit unless another user re-books the Forfeit security deposit and one-half of the fees paid date. If the date is rebooked, the deposit will be refunded (or payable) less a $25 processing fee. ~ • ~ • ~ ~ Built by Dublin pioneers in 1859, Old St. Raymond's Church is the oldest wooden church in California. No longer functioning as a religious institution, the little church stands in its original setting, its bell proudly pealing over the community. The Old St. Raymond's Church is available for community and private use. The intimate, historical setting is ideal for small weddings, baptisms, recitals, funerals, memorials and lectures. Applicants are responsible for providing equipment needed in addition to the equipment available from the City. All capacities indicated conform to Fire Code Requirements. Applicants will not be permitted to exceed the Fire Code Capacity of any room. Overcrowding is forbidden and will result in cancellation of event and forfeiture of all fees paid. Capacity: 84 • • 1. Old St. Raymond's Church is available for rental during those hours when it is not scheduled for City sponsored activities. The Church must be vacated by 10:00 p.m. Sunday through Thursday, and 12:00 midnight on Friday and Saturday. Minimum rental period is 2 hours. 2. The rooms} 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 for the extra time. 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. Any changes in rental hours within ten (10) working days of function date will be dependent on Staff availability. • • • ~ • Restroom facilities for Old St. Raymond's Church are located in the rear of the Old Murray Schoolhouse across the parking lot from the Church. The parking lot and driveway adjacent to the Church are currently not paved and are composed of gravel. Due to the historic significance of Old St. Raymond's Church as California's oldest wooden church, all candles and open- flamedevices are prohibited during all uses of Old St. Raymond's Church. Old St. Raymond's Church ~ OF_ D~8 ,,;~` ~ ~;~ Dublin Heritage Center Old St. Raymond's Church , i9 ~ ~'a,~ 6600 Donlon Way, Dublin, CA 94568 \`` ~ /'/ Application Submittal: 04L/i"OR~~~ City of Dublin -Shannon Community Center 11600 Shannon Avenue, Dublin, California 94568 (925) 556-4500 Rental # •• ~ •• ~ ~ Last Name: Organization (if applicable): Address: Home Phone: E-Mail: First Name: City: Zip Code: Daytime Phone: Have you rented one of our facilities before? Yes No (please circle} ~ ~ ... , D Group 1-Public Agencies D Group 3 -Resident Individuals or other Groups** D Group 2 -Dublin Chamber of Commerce, Dublin- D Group 3 -Non-Resident Individuals or other Groups based Charitable and Social Welfare Organizations, D Group 4 -Resident Commercial Uses** Homeowners Associations and Sports Leagues* D Group 4 -Non-Resident Commercial Uses * Must submit the organization's roster (must be 51% Dublin residents), bylaws and current IRS tax exemption letter (must be 501c3 or 501c4) at the time of application. ** Proof of Dublin residency required at the time of application (valid- California Driver's License/ID or current utility bill) •• ~ • Date requested: Day of week: SUN MON TUE WED THU FRI SAT Hours of use (Include set-up and clean-up time): From: Name of function: Total anticipated attendance: m / pm -To: Children in attendance: am/pm Type of function: DWedding DFuneral/Memorial DFundraiser DLecture DRecital D Will the function be catered? DYes* DNo Will admission fee be charged? DYes* DNo Will alcohol be served? DYes* DNo * If yes, liquor liability is required. Will alcohol be sold? DYes* DNo * If yes, liquor liability and a liquor license are required. Will the function be open to the public? DYes DNo All candles and open-flame devices are strictly prohibited in Old St. Raymond's Church. Initials of Applicant The City of Dublin has tried to preserve its historical legacy by preserving buildings of special significance and beuty for the use of its residents. The Old St. Raymond's Church that you would like to use for your rental was first constructed in 1860, and is designated as a historical site. To maintain it as close to its original appearance and function as possible, the building has not been retrofitted to current building codes for seismic safety, and may not provide the protection of a more modern building in the event of an earthquake. The building has a legal exemption under the state building code. By signing this rental agreement you are acknowledging this information and understand that you and your guests could be exposed to injury in the event of a significant earthquake should it occur at the time of your rental. The undersigned, hereby agrees to be responsible for any damage to the facility occurring during and by this use, and agrees to be responsible for the conduct of all persons attending this function. Applicant further agrees to be responsible for any accident or injury occurring to anyone during and by this use, and agree that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss, except as arises from the sole willful act, omission or sole negligence of the City of Dublin, its officers or employees. The undersigned has received a copy of the Facility Use Policy, Clean-Up Requirements, and Rules and Regulations and agrees to comply with the roles and regulations listed therein. Signature of Applicant Organization (if applicable) Date Old St. Raymond's Church RESERVATION STATUS -FOR OFFICE USE ONLY FACILITY USE: D APPROVED D DENIED Parks and Community Services Staff Date ALCOHOL CON5UMPTION: D APPROVED D DENIED D N/A Parks and Community Services Staff Date O APPLICATION RECEIVED O SECURITY DEPOSIT DATE: PAYMENT TYPE: O APPROVAL LETTER D SETUP DIAGRAM D INSURANCE CERTIFICATE RECEIVED D CITY ISSUED INSURANCE CERTIFICATE HAZARD D CLEANUP SLIP & RULES AND REGULATIONS D LIQUOR LICENSE REQUIRED O RECEIVED D FIRE PERMIT REQUIRED D RECEIVED D FINAL PAYMENT DATE: RECEIPT# D CONFIRMATION LETTER O REFUND ISSUED DATE: RECEIPT LIQUOR DATE COMPLETED, CALCULATION OF FEES Deposit Fee $ Rental Fee $ [# Hours ] x [Fee 1 Rental Fee $ [# Hours ] x [Fee 1 Insurance Fee $ [Homeowner's -or- City Insurance 1 Extra Fee $ For Extra Fee $ For Tota! Fees S Old St. Raymond's Church G`~oF~B~y Shannon Community Center i9~(..~~. ~~ 11600 Shannon Avenue, Dublin, CA 94568 ``Jell Application Submittal: \ ~ ~ ~~~ City of Dublin -Shannon Community Center 4~IFp~~ 11600 Shannon Avenue, Dublin, California 94568 (925) 556-4500 ,~ ~ • ~ ~ ~ ~ The City requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. The applicant is responsible for the activity, payment of fees and provision of insurance. 1. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, Dublin. Applications are NOT accepted via fax, phone ore-mail. Applications are accepted between the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, City holidays excepted. 2. The Facility Use Application and a $750 refundable security deposit must be submitted before the facility can be reserved. Approval takes 3-5 business days; notification of application status will be mailed. 3. The Facility Use Application and full payment are due at least 30 days before the rental date. If an Application is submitted less than 30 days before the rental date, a late charge of $25 will be assessed. Rental requests submitted less than two weeks before the requested rental date will NOT be accepted. 4. In order to receive a resident rate, the applicant 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). 5. Groups claiming Dublin residency must provide a current membership roster (51% of membership must own property or reside in Dublin). ~ .~ A $750.00 security deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy. This deposit may be used to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or equipment, or cancellations. Group 1. Public Agencies Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners Associations and Sports Leagues Group 3. Individuals or Other Groups Group 4. Commercial Uses •~ • ~~ Group Monday -Thursday Friday -Saturday Groups 1, 2, 3 Resident One year in advance Group 3Non-Resident Three (3) months in advance Nine (9) months in advance Group 4 Six (6) months in advance Continuous use applications are accepted on a quarterly as indicated by the dates in the table below: Group Jun -Aug Sep -Dec Jan -Mar April -May Groups 1 and 2 Starting April 15 Starting July 15 Starting November 15 Starting February 15 Group 3 Starting May 1 Starting August 1 Starting December 1 Starting March 1 Group 4 Continuous use of the Shannon Community Center is not permitted for Group 4 users. 1. 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 is six (6) hours Friday through Sundays, and two (2) hours the remainder of the week. 3. The hours of use must include the amount of time needed for the function, setup and cleanup, including any time needed by the event staff such as the caterer, band, florist, coordinator, etc. 4 The Center must be vacated by the time specified on the Facility Use Application and no later than 12:00 midnight. Events that exceed the scheduled hours wil! be charged twice the hourly rate for the extra time. EXHIBIT F Shannon Community Center ' Hourly Fees Ambrose Hall Multipurpose Classroom (Events that exceed the scheduled hours charged twice hourly rate) Room Public Agencies, Dublin Chamber of Commerce, Dublin- Setup/Takedown Fee Only of $14 per hour per based Charitable and Social Welfare Organizations, Facility Atte ndant. Number of Attendants Groups Homeowners Associations, and Sports Leagues depends on rooms used and s etup needs. 1 and 2 Use During Business Hours (Mon-Fri, Sam -SpmJ Use Outside of Regular Business Hours $85 $24 $14 Use for the Purpose of Fundraising $188 $53 $23 G 3 Resident Individuals and Groups $250 $70 $30 roup Non-Resident Individuals and Groups $300 $84 $36 4 G Dublin Based Business $332 $93 $40 roup Non-Dublin Based Business $400 $112 $48 . ~ ~ Cancellation requests must be made in writine by the aoolicant. Refunds will be handled as follows 180 da s or more 179 - 46 da s 45 Da s or Less Security deposit refunded Forfeit security deposit unless another user re-books Forfeit security deposit and less $25 processing fee. the date. If the date is rebooked, the deposit will be one-half of the fees paid (or refunded less a $25 rocessin fee. a able ••• ~ • ••~ Due to parking constraints the total number of guests in attendance at a rental may not exceed 300. Exception to this policy must be approved by the Parks & Community Services Director. Applicants will not be permitted to exceed the Fire Code Capacity of any room. Overcrowding is forbidden and will result in cancellation of the event and forfeiture of all fees paid. Ambrose Hall (Banquet Hall) Ambrose Hall is 5,940 square feet (90'X66') with ceiling to floor windows looking out to the creek and park. Rental of this room includes use of the Pre-Function Area (1,940 square-foot lobby), Catering Kitchen, and the adjacent outdoor Patio Area. Amenities included in the rental fee are use of the PA and Video presentation systems, podium, cake table, and portable bar. A portable wood dance floor is available of an additional fee of $100 per rental. Staging is also available for an additional fee of $100. Capacity: Dining and Assembly: 300 Multipurpose Room The Multipurpose Room is 1,275 square-foot (51'x25') with windows facing northeast to picturesque Mount Diablo. It has tiled floors, as well as ballet bars and mirrors. This room must be rented with Ambrose Hall Friday through Sunday. Capacities: Dining/Classroom (with tables and chairs): 85. Assembly: 182 (without tables & chairs) Classroom The Classroom is 546 square-feet (21'x26') and carpeted. It features a built-in video projection system and screen. The Classroom must be rented in conjunction with Ambrose Hall Friday through Sunday. Capacities: Dining/Classroom: 37 (with tables and chairs J. Assembly: 78 (without tables & chairs) Catering 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 a six-burner gas stove with two ovens and a griddle, two microwaves, large commercial refrigerator and freezer units, ice maker, full dishwashing area, five sinks including one with garbage disposal, and electric countertop food warmers. Applicants must provide trays for steamer units. If the kitchen will be utilized by a professional catering company, the company 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." Catering companies or facility renters that do not properly clean or cause damage will be removed from the City's approved list of kitchen users. The use of food frying equipment is strictly prohibited at all City facilities. . .: • Every effort will be made to provide the number of tables, chairs, and equipment indicated. Rectangular Tables (36"x72") - 20 Round Tables (71") -40 Banquet Chairs - 300 One Portable Wood Bar (72") One Round Cake Table (48") One Podium One Portable Dance Floor- maximum size is 20'x28' in 4'x4' sections that can accommodate up to 140 dancers. One Portable Stage -maximum size is 16'x16' in 4'x8' sections. Shannon Community Center OF Dlj~ ,,;~~~ ~~ Shannon Community Center Rental Application i9 ~(~~ az 11600 Shannon Avenue, Dublin, CA 94568 `~ v ~ ~ Application Submittal: 4LtFipR~ City of Dublin -Shannon Community Center 11600 Shannon Avenue, Dublin, California 94568 (925) 556-4500 (APPLICANT INFORMATION Last Name: Organization (if applicable): Address: Home Phone: E-Mail Have you rented one of our facilities before? Yes First Name: City: Daytime Phone: No (please circle) O Group 1-Public Agencies O Group 3 -Resident Individuals or other Groups** O Group 2 -Dublin Chamber of Commerce, Dublin- O Group 3 -Non-Resident Individuals or other Groups based Charitable and Social Welfare O Group 4 -Resident Commercial Uses** Organizations, Homeowners Associations and O Group 4 -Non-Resident Commercial Uses Sports Leagues* * Must submit the organization's roster (must be 51% Dublin residents), bylaws and current IRS tax exemption letter (must be 501c3 or 501c4) at the time of application. ** Proof of Dublin residency required at the time of application (valid California Driver's License/ID or current utility bill) Room Requested: O Ambrose Hall OMulti-Purpose Room OClassroom OOutside Patio Date requested: Day of week: SUN MON TUE WED THU FRI SAT Total Hours of use (Include time needed for setup & cleanup): am / pm - am / pm Name of function: Anticipated attendance: Equipment: O Dance Floor Children in attendance: OPortable Stage OPodium ^Portable Bar OCake Table OPiano Type of function: OYouth Party OAdult Party OFundraiser O Will the function be catered? OYes* ONo *If yes, by whom? Will admission fee be charged? OYes* ONo *If yes, purpose of fee? Will alcohol be served? OYes* ONo * If yes, liquor liability is required. Will alcohol be sold? OYes* ONo * If yes, liquor liability and a liquor license are required. Will candles be used? OYes* ONo * Birthday cake candles prohibited; All other candles require a Fire Permit. Will the function be open to the public? OYes ONo The undersigned, hereby agrees to be responsible for any damage to the facility occurring during and by this use, and agrees to be responsible for the conduct of all persons attending this function. Applicant further agrees to be responsible for any accident or injury occurring to anyone during and by this use, and agree that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss, except as arises from the sole willful act, omission or sole negligence of the City of Dublin, its officers or employees. The undersigned has received a copy of the Facility Use Policy, Clean-Up Requirements, and Rules and Regulations and agrees to comply with the rules and regulations listed therein. Signature of Applicant Organization (if applicable) Date Zip Code: Shannon Community Center RESERVATION STATUS -FOR OFFICE USE ONLY FACILITY USE: O APPROVED O DENIED ALCOHOL CONSUMPTION: O APPROVED O DENIED O N/A Parks and Community Services Staff Date Date O APPLICATION RECEIVED O SECURITY DEPOSIT DATE: PAYMENT TYPE: O APPROVAL LETTER O SETUP DIAGRAM O INSURANCE CERTIFICATE RECEIVED O CITY ISSUED INSURANCE CERTIFICATE HAZARD- O CLEANUP SLIP & RULES AND REGULATIONS O LIQUOR LICENSE REQUIRED O RECEIVED O FIRE PERMIT REQUIRED O RECEIVED O FINAL PAYMENT DATE: O CONFIRMATION LETTER O REFUND ISSUED DATE: RECEIPT # LICIUOR DATE COMPLETED RECEIPT # CALCULATION OF FEES Deposit Fee $ Rental Fee $ [# Hours 1 x [Fee 1 Rental Fee $ (# Hours ] x [Fee 1 Rental Fee $ [# Hours ] x [Fee 1 Insurance Fee $ [Homeowner's -or- City Insurance l Extra Fee $ For Extra Fee $ For Total Fees $ Parks and Community Services Staff Shannon Community Center