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HomeMy WebLinkAboutReso 05-10 Stager Gym Fee Schedule RESOLUTION NO. 5 -10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND RENTAL FEES 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; and WHEREAS, it is necessary to have established Facility Use Policies and Rental Fees for use of City facilities; and WHEREAS, a new Facility Use Policy and Rental Fees for the Stager Community Gymnasium was adopted by the City Council on October 15, 2002; and WHEREAS, the Facility Use Policy and Rental Fees for the Stager Community Gymnasium have been revised to reflect changes proposed by Staff and the Parks and Community Services Commission. NOW, THEREFORE, the City Council of the City of Dublin does RESOLVE to hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 196-02 be superseded by this Resolution effective for rentals occurring on July 1, 2010 or after. PASSED, APPROVED AND ADOPTED this 19th day of January, 2010, by the following vote: AYES: Councilmembers Biddle, Hart, Hildenbrand, Scholz, and Mayor Sbranti NOES: None ABSENT: None ABSTAIN: None ~i~--- . Mayor ATT ST: P~~- City Clerk Reso No. 5-10, Adopted 1-19-10, Item 6.1 Page 1 of 1 0~~~ OF DUB~~ EXHIBIT A -Stager Community Gymnasium 19`V1~82 ~ % Facility Use Policy LIFOR The Stager Community Gymnasium is located at 6901 York Drive at Valley High School. When the Gym is not used for City or School District activities, it is available for rental by the community. The Facility Use Policy establishes rules, regulations, procedures and fees for use of the Gym, which is limited to sports practices and events typically held in gyms. Classification of Users Group 1. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.j Group 2. Dublin Sports League Organizations (Organized sports groups with current IRS non-profit status, whose membership is open to the public. The organization's membership must be at least 51% Dublin residents.) Group 3. Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations (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 organization's membership must be at least 51% 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 to the Parks & Community Services Department that demonstrates the direct community benefit of the facility use. Such letters require approval of the City Manager or their designee.) Group 4. Individuals or Other Groups (Groups who do not meet the criteria listed above and/or activities such as games or practices, etc.) aJ Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51% Dublin residents; current roster must be submitted with application) bJ Non-Resident Group 5. Commercial Uses (Companies, groups or individuals whose practices, clinics, camps and games have an admission fee or include the sales of goods or services, including those contracted by any facility lessees, regardless of classification). aJ Resident (Organization or individual must be located within the Dublin City Limits and have current City of Dublin Business License. If there is no organization facility, person responsible for event must reside or own property within the Dublin City Limits) bJ Non-Resident Priority of User Groups Group 1 -Reservations accepted up to nine months in advance of requested dates of use. Group 2 -Reservations accepted up to six months in advance of requested dates of use. Group 3, and Group 4 (Resident) -Reservations accepted four months in advance of requested dates of use. Group 4 (Non-Resident) and Group 5 -Reservations accepted two months in advance of requested dates of use. How to Make a Reservation Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. 1. To reserve the Stager Community Gymnasium, a Facility Use Application and $250 refundable security deposit must be submitted for approval. Approval takes three to five business days; notification of application status will be e-mailed. 2. Applications must be submitted in person at the Dublin Civic Center, 100 Civic Plaza. Applications are accepted between the hours of 8:30 A.M. and 4:30 P.M, Monday through Friday, holidays excepted. 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin's City Limits. Verification of residence address will be required (valid California driver's license or current utility bill). 4. Groups applying under the Group 2 or 3 classification must have an "Organization Verification Form" on file, or submit one with the following: 1) Bylaws, and 2) Current I.R.S. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51% of membership must reside in Dublin). Applications will not be accepted without these items. 5. Applications submitted less than five business days prior to the requested rental date will not be accepted. 6. The City reserves the right to book additional events before or after an applicant's confirmed rental time. Payment Schedule INITIAL: 1. At the time the application is submitted, a $250 refundable security deposit is required. 2. Final payment of rental fees must be made no later than 30 days prior to the scheduled rental date. If an application is submitted less than 30 days prior to the rental, then payment of rental fees must be made at the time of application. Payments not received by this deadline may result in cancellation of the rental and forfeiture of the deposit. 3. Security deposits will be returned by mail within 30 days of the function date providing there are no violations of the Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility. 4. Payments may be made by check, money order or cash. Make checks or money orders payable to the City of Dublin. Cancellations/Changes/Refunds INITIAL: 1. Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: a) If the request is received three months or more prior to the rental date the deposit will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant within 30 days of receipt of the written cancellation request. b) If the request is received between three months and 30 days prior to the rental the applicant will forfeit the deposit unless another user rebooks the date. If the date is rebooked the deposit will be refunded less a $25.00 processing fee. c) If the request is received less than 30 days prior to the rental date the applicant will forfeit the deposit and one-half of the fees paid (or payable). 2. Refunds and credits are not issued for unused hours. 3. Facility Use Permits may not be transferred, assigned or sublet. 4. Any changes in rental hours less than five working days prior to the rental date will be assessed a $25.00 fee per change. 5. 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. Insurance Requirements 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. The applicant must be specified as the insured. The Certificate shall name the City of Dublin and the Dublin Unified School District as "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 and/or the Dublin Unified School District. The certificate shall be properly executed with the original signature of the authorizing insurance agent. The Certificate is due at the time final payment is made. General Rental Information 1. A responsible adult from the rental must supervise the premises for proper facility use during all rental hours. Groups composed of minors must be supervised at all times by two adults for each twenty minors. 2. SMOKING IS PROHIBITED within the interior of the Gymnasium and outside on the school property. 3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 4. Tables and chairs provided by the City may not be removed from the facility. 5. Storage is not available. 6. The use of decals, glitter, powders, wax, paint, etc. are prohibited in the gymnasium. 7. Only water may be brought into the gymnasium. Food and drink are not allowed. 8. Containers of ice may not be placed in the gymnasium. 9. The consumption, serving and/or selling of alcoholic beverages is not permitted. 10. P.A. Systems, microphones, TV/VCRs, stand-up podiums and extension cords are not available. 11. The scoreboard is only available for use during official league games. 12. Hitting or kicking balls onto the walls or against the building is prohibited. 13. Tickets may not be sold at the door as an admission charge unless approved in advance. 14. Only athletic shoes may be worn on the court. Street shoes are not permitted. 15. The gymnasium has heating but no air conditioning. 16. The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be responsible for setting up the bleachers. The bleachers are only available for league games or special events. Chairs will be provided when requested. 17. 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. 18. The capacity of the gymnasium is 1,428 and is posted in the building. Overcrowding is forbidden and will result in cancellation of event and forfeiture of all fees paid. 19. School and City property must be protected from damage and undue wear. Users shall be responsible for the condition of the facility and equipment. The Gym Attendant will record the condition of the facility and equipment before and after each rental. The rental applicant shall pay for repairs to property or equipment damaged during a rental 20. Requests for exception to the Facility Use Policy must be submitted in writing to the City Manager, or their designee, no later than one 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 rental during the following hours when not scheduled for City or School District sponsored activities: When School is in Session Monday-Friday 3:00 P.M.-10:00 P.M. Saturday 8:00 A.M.-10:00 P.M. Sunday 10:00 A.M.-10:00 P.M. When School is Not in Session Monday-Saturday 8:00 A.M.-10:00 P.M. Sunday 10:00 A.M.-10:00 P.M. Security Deposit INITIAL: A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy and/or excessive cleaning or damages to the facility. Rental Fees Current Effective 07/01/2010 Group 1: Public Agencies Group 2: Dublin Sports League Organizations Group 3: Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations Resident Only Charge per hour $30.00 $40.00 Group 4 -Individuals or Other Groups Resident Charge per hour $45.00 $60.00 Non-Resident Charge per hour $54.00 $72.00 Group 5 -Commercial Groups Resident Charge per hour $60.00 $80.00 Non-Resident Charge per hour $72.00 $96.00 Volleyball Net Rental fee (per rental) N/A $10.00 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. A minimum of two hours will be required per rental application. 3. Hours of use must include the amount of time needed for the event, including setup and cleanup. The City of Dublin reserves the right to deny the use of the Stager Community Gymnasium 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.