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HomeMy WebLinkAbout6.2 Tennis Ct Fee ScheduleG~~~ OF DUB~~ 19r • ~~ ,82 ~`~~~i/ `~~~~~l STAFF REPORT CITY C L E R K DUBLIN CITY COUNCIL File # ^®©®-®,® DATE: February 16, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJEC Tennis Court Use Policy and Rental Fee Schedule Prepared By: Paul McCreary, Assistant Director of Parks and Community Services EXECUTIVE SUMMARY: The City Council will consider revisions to the Emerald Glen Tennis Court Use Policy which was last updated in 2001. Due to the opening of the Fallon Sports Park in summer 2010, Staff is proposing changes to add the new courts at Fallon Sports Park and clean up the policy language to make it consistent with other City rental policies. There are no fee increases proposed for the tennis courts. FINANCIAL IMPACT: None. RECOMMENDATION: Staff recommends that the City Council (1) Receive the Staff presentation; (2) Open the Public Hearing; (3) Take testimony from the public; (4) Close the Public Hearing and deliberate; (5) Adopt Resolution Establishing Facility Use Policy and Rental Fees for Use of Tennis Courts. ,~,~ Submitted by: Reviewed Parks and Community Services Director Assistant City Manager Page 1 of 3 ITEM NO. ~p ~ ~. ~ DESCRIPTION: The City Council adopts Facility Use Policies for all public park areas that are available for rental by the community. These Facility Use Policies establish the rules, procedures and fees governing the use of the facilities. The Emerald Glen Park Tennis Court Use Policy was adopted in April 2001. Due to the opening of the Fallon Sports Park in summer 2010, Staff is proposing changes to the Emerald Glen Tennis Court Use Policy to add the new courts at Fallon Sports Park and clean up the policy language to make it consistent with other City rental policies. The proposed new policy will cover all City tennis courts and will be called the City of Dublin Tennis Court Use Policy. Attachment 1 is the existing Emerald Glen Tennis Court Use Policy showing the proposed additions and deletions. Attachment 2 is the proposed resolution establishing the Facility Use Policy and Rental Fees for Use of Tennis Courts, with the proposed Tennis Court Use Policy (Exhibit A to Attachment 2). The following is a summary of the proposed changes to the existing Facility Use Policy. CLASSIFICATION OF USERS The Use Policy establishes user classifications that help determine the priority for making reservations and the rental fees charged. For both Use Policies, Staff proposes reducing the number of classifications as there is little difference between some of the classifications and the assigned reservation priorities and rental fees. The following table shows a comparison of the current and proposed user classifications. CURRENT USER GROUP CLASSIFICATIONS PROPOSED USER GROUP CLASSIFCATIONS Group 1-City of Dublin Group 1 -Public Agencies Group 2 - Public Agencies Group 2 -Dublin Chamber of Commerce, Dublin-based Group 3 - Dublin Chamber of Commerce Charitable and Social Welfare Organizations, and Homeowners Associations Group 4 -Community Groups Group 3 - Individuals or other Groups Group 5 - Private Individuals or Groups (Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions) Group 4 -Commercial Uses Group 6 - Commercial Groups (Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions) The proposed changes to the classifications are the same as those presented to the City Council last month in relation to the Sports Field and Gymnasium Use Policies and include: 1. Elimination of City of Dublin as a user group classification. 2. Combining the Chamber of Commerce with the other Dublin based charitable and social welfare organizations. 3. Modifying the definition of commercial uses. This makes the Group Picnic Area Facility Use Policy the same as other City rental policies. Page 2 of 3 PROPOSED TENNIS COURT USE POLICY MODIFICATIONS Staff is proposing minor housekeeping revisions to the Tennis Court Use Policy and adding the Fallon Sports Park to the list of courts available for rental. Staff also recommends loosening the regulations on security deposits and liability insurance to only require them from rentals for league play, tournaments or commercial uses. These types of applicants are typically charging a fee for participation and bringing more than a few of players to the courts. This increases the risk compared to a resident wanting to reserve a court for casual play. The only other proposed modification to the Tennis Court Use Policy is to remove the rental fee for court lights. Since the tennis court lights are on-demand and can be turned on by the general public for free, Staff recommends eliminating the light fee for court rentals. PARKS AND COMMUNITY SERVICES COMMISSION RECOMMENDATION The Parks and Community Services Commission considered the proposed modifications to the Tennis Court Use Policy and Rental Fee Schedule at its January 11, 2010 meeting. The Commission voted unanimously to recommend the Facility Use Policy and Rental Fee Schedule to the City Council as proposed by Staff. SUMMARY: The modifications proposed by Staff will help the City to continue to operate and maintain the facilities in a quality manner. Staff conducted a fee survey and found that the existing rental fees are within the market average. Therefore no changes are proposed to the rental fees. If approved by the City Council, the new Facility Use Policy would be effective for tennis court rental applications received on or after March 1, 2010. Rentals submitting applications prior to this date will be subject to the existing Facility Use Policy. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of the Staff Report was distributed to the Parks and Community Services Commission. ATTACHMENTS: 1. Copy of existing Emerald Glen Tennis Court Use Policy showing the proposed additions and deletions 2. Resolution Establishing Facility Use Policy and Rental Fees for Use of Tennis Courts, with the proposed Use Policy attached as Exhibit A Page 3 of 3 iq9 rnnrnni n ~i cni onuv CITY OF DUBLIN TENNIS COURT USE POLICY }ANN~C ,.,.....}~ The Citv of Dublin oaerates tennis courts at Emerald Glen Park. Fallon Snorts Park and Kolb Park. There are four lighted tennis courts at both Emerald Glen and Fallon Snorts Park. and two lighted courts at Kolb Park. During those times when the tennis courts at Emerald Glen and Fallon Sports Park are not used for City sponsored programs, they are available for walk-on use or rental by the community e~for casual. league or tournament Ida t r°N+.,~ ~,., +~° ,.,,N,N....N.+., The courts at Kolb Park are not available for rental. The rN~^~~'^' '='°N °^~'' Tennis Court Use Policy establishes rules, regulations, procedures and fees governing the use of the tennis courts. Use of the tennis courts is for tennis activities only. CLASSIFICATIONS 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.) Group 2 4. Dublin Chamber of Commerce Dublin-based Charitable and Social Welfare Or anizations. and Homeowner Associations: Organized non-arofit grouas with current 5011c113) or 501(c)14) IRS status. whose membershia is oxen to the aublic and whose armarv auraose is to serve the Dublin community. The organization's membershia must be at least 51% Dublin residents. An organizational file must be comaleted on an annual basis to receive the ariority and fees of this classification. Regional and National non-arofit groups that do not meet the 51% resident membershia reauirement may submit a letter addressed to the Parks and Community Services Deaartment that demonstrates the direct community benefit of the facility use. Such letters will reauire he aaaroval of the Citv Manager or his/her designee. 0 mss} h~P~k~„-r2side+~ Group 3 Ss Ike-Individuals or Other Groups (Individuals or groups who do not meet the criteria listed above N.`~1 /.+:/./~! A .'. W\A! ,+CC°N~.hI~AC A+I. ) a) Resident (Individuals must reside or own property within the Dublin City Limits Groups must have membershia made ua of at least 51% Dublin residents) b) Non-resident Group 46. Commercial Uses 6~e~as-(companies, groups, or individuals whose events have an admission fee or include the sales of goods or services ATTAC H M E N 1 a ~ a) Resident (company or rou facility must be located in the Dublin City Limits and have current City of Dublin business license. elf there is no company or croup facility, the person responsible for the event must reside or own property within the Dublin City Limits) b) Non-resident RESERVATION PROCEDURE Reservations will be accepted on a quarterly basis as follows: Summer -June, July, August ^ Group 1-~, Group 2~ and Group 3A~(Resident) -Applications accepted starting April 15. ^ Group 3B~ (Non-resident), and Group 4 -Applications accepted starting May 1. Fall -September, October, November, December ^ Group 1-~, Group 2-~ and Group 3A-4-(Resident) -Applications accepted starting July 15. ^ Group 3B-4 (Non-resident) and Group 4 -Applications accepted starting August 1. Winter- January, February, March ^ Group 1-~, Group 2~ and Group 3A-4-(Resident) -Applications accepted starting November 15. ^ Group 3B~ (Non-resident), and Group 4 -Applications accepted starting December 1. Spring -April, May ^ Group 1-~, Group 2~ and Group 3A-4(Resident) -Applications accepted starting February 15. ^ Group 3B-4 (Non-resident): and Group 4-6~e~a-6 -Applications accepted starting March 1. 1. In order to reserve the Emerald Glen Park Tennis Courts, a Tennis Court Use Application must be submitted for approval. Approval takes three to five working days; applicants will be notified by mail as to the application status. 2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue. The applicant must be the "user" of the facility. Identification confirming residence address will be required for those applicants claiming resident status. 3. Applications are accepted at the Shannon Community Center during the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, holidays excepted. 4. Applications submitted less than ten working days before the date requested will not be accepted. CANCELLATIONS 1. The person listed as applicant on the Tennis Court Use Application must make cancellations in writing. Refunds will be handled as follows: a) 60 days or more prior to use date -the deposit and any collected use fees will be refunded. Page 2 of 5 3 a$ q b) Less than 60 days prior to use date -the deposit less 50% and any collected use fees will be refunded. c) Credit will be issued for cancellations due to rain if the office is notified within 48 hours after scheduled use date. 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. PAYMENT SCHEDULE 1. At the time the application is submitted, the 100 security deposit is required (see Fee Schedule) 2. Payment is due within two weeks after receipt of invoice and approved application. 3. Payments not received within .the two-week deadline may result in cancellation of the use and forfeiture of the deposit. 4. Security deposits will be returned by mail within 30 days of use providing there are no violations of the Tennis Court Use Policy and/or excessive cleaning or damages to the Tennis Courts. 5. Payment can be made by check, money order or cash. Checks or money orders must be made out to the City of Dublin. If paying by check, the check must be drawn on the account of the person or organization shown on the Tennis Court Use Application. COURT AVAILABILITY With the limited number of public courts in the City, two of the four courts must be available for walk-on use unless special arrangements are made in advance with the Parks and Community Services Director. Additionally, availability of the courts for rental is limited as follows: ^ A maximum of two groups will be allowed to reserve the courts for weekday play per week. ^ A maximum of two groups will be allowed to reserve the courts for weeknight play per week. ^ A maximum of one group will be allowed to reserve the courts for weekend play per week. ^ A maximum of three hours per day will be available for rental by groups. The tennis courts are available for rental by groups during the following hours: ^ Weekday Use ^ Weeknight Use ^ Weekend Use 7:00 a.m. - 5:00 p.m. 5:00 p.m. - 10:00 p.m. 7:00 a.m. - 10:00 p.m. Individual groups are limited to one time period per week. The minimum reservation accepted is one hour. Hours of use must include the amount of time needed for use, including set-up and clean up. Refunds are not given for hours not used. The Tennis Courts must be vacated by the time specified on the Tennis Court Use Application. Page 3 of 5 u~9 INSURANCE CERTIFICATE For rentals that are for leaeue alav. a tournament or commercial uses. applicants shall provide insurance liability information on the City of Dublin's form evidencing such coverage. Such certificate shall provide bodily injury and property damage liability protection at a minimum limit of S-SAA,AAA 1000 000 per occurrence. The certificate of insurance shall name the City of Dublin, their officers and employees-as the additional insured in conformance with the hold harmless agreement as outlined in the Tennis Court Use Application, and must specify that the user groups insurance shall be primary to any insurance carried by the City. The certificate shall be properly executed with an original signature of an authorized agent of the insurance company and is due ten working days prior to use. GENERAL REGULATIONS AND INFORMATION 1. Tennis Courts are for tennis use only. Bikes, skateboards and other uses are prohibited. 2. Only non-marking tennis shoes allowed on courts. 3. For walk-on use there is a game limit of two consecutive sets or a maximum of one hour of play when players are waiting. Children and adults have equal priority. 4. Storage is not available either before or after use. 5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 6. The consumption of alcoholic beverages is not permitted. TENNIS COURT RENTAL FEE SCHEDULE Group 1-~. Public Agencies ..................................................................................$ 5 per hour/per court Group 2~. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, and Homeowner Associations a) Resident .................................................................................$ 5 per hour/per court b) Non-resident .........................................................................$ 6 per hour/per court Group 33. ~~Individual or Other Groups a) Resident ...............................................................................$ 10 per hour/per court b) Non-resident .......................................................................$ 12 per hour/per court Group 4-6. Commercial Usesys a) Resident ...............................................................................$ 15 per hour/per court b) Non-resident .......................................................................$ 18 per hour/per court Page 4 of 5 SECURITY DEPOSIT 5~ q For rentals that are for leaeue alav. a tournament or commercial uses. a $100.00 Security Deposit is due at the time that the application is submitted. The Security Deposit is refundable provided that there are no violations of the Tennis Court Use Policy and/or excessive cleaning or damages to the tennis courts. Any request for exception to the policy must be submitted in writing to the Parks and Community Services Director no later than one month prior to the date of use requested. The City of Dublin reserves the right to refuse to grant use of the Emerald Glen Park Tennis Courts to any person or group if such use is deemed to be contrary to the best interest of the City and/or its residents. Page 5 of 5 RESOLUTION NO. XX -10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND RENTAL FEES FOR USE OF TENNIS COURTS WHEREAS, Emerald Glen Park was opened to the public in August 2000; and WHEREAS, Emerald Glen Park includes a variety of recreational amenities for the community including four lighted tennis courts; and WHEREAS, in April 2001 the City Council adopted a Facility Use Policy to allow for rental of the Emerald Glen Tennis Courts by the community; and WHEREAS, Fallon Sports Park will open to the public in summer 2010 and include four lighted tennis courts; and WHEREAS, in order to accommodate reservations for casual, league and tournament play, it is necessary to add the Fallon Sports Park Tennis Courts to the established Facility Use Policy; and WHEREAS, the Facility Use Policy and Rental Fees for the Group Picnic Area have been revised by Staff and reviewed by 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 51-01 be superseded by this Resolution effective for rental applications received on or after March 1, 2010. PASSED, APPROVED AND ADOPTED this 16th day of February, 2010, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 2 EXHIBIT A CITY OF DUBLIN TENNIS COURT USE POLICY ~~ The City of Dublin operates tennis courts at Emerald Glen Park, Fallon Sports Park and Kolb Park. There are four lighted tennis courts at both Emerald Glen and Fallon Sports Park, and two lighted courts at Kolb Park. During those times when the tennis courts at Emerald Glen and Fallon Sports Park are not used for City sponsored programs, they are available for walk-on use or rental by the community for casual, league or tournament play. The courts at Kolb Park are not available for rental. The Tennis Court Use Policy establishes rules, regulations, procedures and fees governing the use of the tennis courts. Use of the tennis courts is for tennis activities only. CLASSIFICATIONS 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.) Group 2 Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, and Homeowner Associations: 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 addressed to the Parks and 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. a) Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51% Dublin residents) b) Non-Resident Group 4 Commercial Uses: Companies, groups, or individuals whose events have an admission fee or include the sales of goods or services. a) Resident (Company or group facility must be located in the Dublin City Limits and have current City of Dublin Business License. If there is no company or group facility, the person responsible for the event must reside or own property within the Dublin City Limits) b) Non-Resident RESERVATION PROCEDURE Reservations will be accepted on a quarterly basis as follows: Summer -June, July, August • Group 1, Group 2 and Group 3 (Resident) -Applications accepted starting April 15. • Group 3 (Non-resident), Group 4 -Applications accepted starting May 1. Fall -September, October, November, December • Group 1, Group 2 and Group 3 (Resident) -Applications accepted starting July 15. • Group 3 (Non-resident), Group 4 -Applications accepted starting August 1. Winter -January, February, March • Group 1, Group 2 and Group 3 (Resident) -Applications accepted starting November 15. • Group 3 (Non-resident), Group 4 -Applications accepted starting December 1. Spring -April, May • Group 1, Group 2 and Group 3 (Resident) -Applications accepted starting February 15. • Group 3 (Non-resident), Group 4 -Applications accepted starting March 1. O 1. In order to reserve the Emerald Glen or Fallon Sports Park Tennis Courts, a Tennis Court Use Application must be submitted for approval. Approval takes three to five working days; applicants will be notified by mail as to the application status. 2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue. The applicant must be the "user" of the facility. Identification confirming residence address will be required for those applicants claiming resident status. 3. Applications are accepted at the Shannon Community Center during the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, holidays excepted. 4. Applications submitted less than ten working days before the date requested will not be accepted. CANCELLATIONS 1. The person listed as applicant on the Tennis Court Use Application must make cancellations in writing. Refunds will be handled as follows: a) 60 days or more prior to use date -any collected deposit or use fees will be refunded. b) Less than 60 days prior to use date -any collected deposit or use fees less 50% will be refunded. c) Credit will be issued for cancellations due to rain if the office is notified within 48 hours after scheduled use date. 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. PAYMENT SCHEDULE 1. At the time the application is submitted, the $100 security deposit is required (see Fee Schedule). 2. Payment of rental fees is due within two weeks after receipt of invoice and approved application. 3. Payments not received within the two-week deadline may result in cancellation and forfeiture of the deposit. 4. Security deposits will be returned by mail within 30 days of use providing there are no violations of the Tennis Court Use Policy and/or excessive cleaning or damages to the Tennis Courts. 5. Payment can be made by VISA, MasterCard, check, money order or cash. Checks or money orders must be payable to the City of Dublin. If paying by check, the check must be drawn on the account of the person or organization shown on the Tennis Court Use Application. COURT AVAILABILITY With the limited number of public courts in the City, two of the four courts at each park must be available for walk-on use unless special arrangements are made in advance with the Parks and Community Services Director. Additionally, availability of the courts for rental is limited as follows: - A maximum of two groups will be allowed to reserve the courts for weekday play per week. - A maximum of two groups will be allowed to reserve the courts for weeknight play per week. - A maximum of one group will be allowed to reserve the courts for weekend play per week. - A maximum of three hours per day will be available for rental by groups. The tennis courts are available for rental by groups during the following hours: - Weekday Use 7:00 a.m. - 5:00 p.m. - Weeknight Use 5:00 p.m. -10:00 p.m. - Weekend Use 7:00 a.m. -10:00 p.m. 1. Individual groups are limited to one time period per week. 2. The minimum reservation accepted is one hour. 3. Hours of use must include the amount of time needed for use, including set-up and clean up. 4. Refunds are not given for hours not used. 5. The Tennis Courts must be vacated by the time specified on the Tennis Court Use Application. -2- INSURANCE CERTIFICATE ,~ For rentals that are for league play, a tournament or commercial uses, applicants shall provide insurance liability information on the City of Dublin's form evidencing such coverage. Such certificate shall provide bodily injury and property damage liability protection at a minimum limit of $1,000,000 per occurrence. The certificate of insurance shall name the City of Dublin, their officers and employees as the additional insured in conformance with the hold harmless agreement as outlined in the Tennis Court Use Application, and must specify that the user groups insurance shall be primary to any insurance carried by the City. The certificate shall be properly executed with an original signature of an authorized agent of the insurance company and is due ten working days prior to use. GENERAL REGULATIONS AND INFORMATION 1. Tennis Courts are for tennis use only. Bikes, skateboards and other uses are prohibited. 2. Only non-marking tennis shoes allowed on courts. 3. For walk-on use there is a game limit of two consecutive sets or a maximum of one hour of play when players are waiting. Children and adults have equal priority. 4. Storage is not available either before or after use. 5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 6. The consumption of alcoholic beverages is not permitted. 7. The use of generators is prohibited. 8. SMOKING IS PROHIBITED within 100 feet of any playground area, sports fields, sport courts and picnic areas. 9. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect any sign in the park. 10. Selling, vending, or peddling items is prohibited. 11. Use of amplification equipment is not allowed without written approval from the Parks and Community Services Director. TENNIS COURT RENTAL FEE SCHEDULE Group 1 Public Agencies .................................................................................................... $ 5 per hour/per court Group 2 Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, and Homeowner Associations ......................................................................................................... $ 5 per hour/per court Group 3. Individuals or Other Groups Resident ....................................................................................................... $ 10 per hour/per court Non-resident ................................................................................................ $ 12 per hour/per court Group 4. Commercial Uses Resident ....................................................................................................... $ 15 per hour/per court Non-resident ................................................................................................ $ 18 per hour/per court SECURITY DEPOSIT For rentals that are for league play, a tournament or commercial uses, a $100.00 Security Deposit is due at the time that the application is submitted. The Security Deposit is refundable provided that there are no violations of the Tennis Court Use Policy and/or excessive cleaning or damages to the tennis courts. Any request for exception to the policy must be submitted in writing to the Parks and Community Services Director no later than one month prior to the date of use requested. The City of Dublin reserves the right to refuse to grant use of the City's tennis courts to any person or group if such use is deemed to be contrary to the best interest of the City and/or its residents. -3-