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STAFF REPORT CITY C L E R K
DUBLIN CITY COUNCIL File # ^^~ ^/ 0-[?~®
DATE: February 16, 2010
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJEC Emerald Glen Group Picnic Area 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 Group Picnic Area Use Policy and
Rental Fee Schedule which was last updated in 2006. Staff is proposing changes to the policy
to help streamline rental procedures and increase rental fees to better offset picnic area
maintenance costs.
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 the Emerald Glen
Group Picnic Area.
~c~~
Submitted by: Reviewed by:
Parks and Community Services Director Assistant City Manager
Page 1 of 5 ITEM NO. ~• ~ ~
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 Group Picnic Area Use Policy was first
adopted in May 2006 and has not been updated since. The picnic area can seat up to 200
people, and can be divided into three sections. Therefore rental applicants can rent one, two or
all three of the areas depending on the size of the event.
The Emerald Glen Group Picnic Area was the City's first rentable picnic area. Based on the
experiences during the first four years of picnic rentals, Staff is proposing changes to the policy
and rental fees to help streamline rental procedures and address minor problems that have
occurred.
Attachment 1 is the existing Emerald Glen Group Picnic Area Use Policy showing the proposed
additions and deletions. Attachment 2 is the proposed resolution establishing Facility Use
Policy and Rental Fees for Use of the Emerald Glen Group Picnic Area. Exhibit A to
Attachment 2 is the proposed Group Picnic Area Use Policy. 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 - Dublin-based Charitable and Social Welfare Group 3 - Individuals or other Groups
Organizations, Homeowners Associations and
Sports Leagues
(Resident and Non-Resident distinctions)
Group 5 - Individuals or other Groups Group 4 -Commercial Uses
(Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions)
Group 6 -Commercial Groups
(Resident and Non-Resident distinctions)
The proposed changes to the classifications are consistent with those presented to the City
Council last month relative 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.
Page 2 of 5
These modifications make the Group Picnic Area Facility Use Policy consistent with other City
rental policies.
SECURITY DEPOSITS AND INSURANCE REQUIREMENTS
Staff proposes eliminating the security deposit for the picnic area and requiring payment of
rental fees at the time of application. Currently rental applicants must pay a $100 security
deposit at the time the rental application is submitted and then pay the rental fees 30 days prior
to the rental date.
With over 140 bookings for the picnic area in 2009, processing security deposit refunds and
tracking rental payments is extremely time consuming to administer. Due to the durable nature
of the furnishings and equipment in the Picnic Area, there has not been one incident, despite
hundreds of rentals to date, where damage resulted in the need to retain the security deposit.
Staff also proposes modifying the liability insurance regulations to require insurance from
applicants that bring inflatable jump houses into the picnic area, or are granted vehicular access
to the park, which is discussed below.
VEHICULAR ACCESS
When the Group Picnic Area Use Policy was first adopted, language was included to regulate
vehicular access to the picnic area, which is located in the middle of the park. The regulations
required applicants to sign a special waiver and provide insurance to obtain a vehicle access
permit to display in the vehicle. Rental parties were limited to one vehicle at a time. They were
required to use the access path on the western edge of the park and exit the park area
immediately following delivery of equipment and supplies.
There have been on-going problems with groups not adhering to these regulations. This
includes having multiple vehicles accessing the picnic area and not exiting the park as required.
This becomes even more problematic when there are three groups renting the picnic area each
bringing two or more cars. Additionally drivers are not always following the approved access
path, and instead are driving past the children's playground which could be a potential liability
for the City.
Therefore, Staff recommends prohibiting vehicular access to the picnic area. Requests to
exception to this policy could be made to the Parks and Community Services Director, and
would only be considered for groups renting the entire picnic area. If vehicular access was
granted, a Facility Attendant fee of $15 per hour would be added to the rental fees to provide
City Staff to monitor the vehicular access.
RENTAL FEES
The group picnic area rental fees have not been adjusted since they were adopted in 2006.
Staff has conducted a survey of fees charged by other municipalities in the Tri-Valley and found
that Dublin's fees for renting the picnic area have fallen below the market average as shown in
the table on the following page.
Page 3 of 5
CLASSIFICATION DUBLIN
CURRENT
COST PER
SEAT DUBLIN
PROPOSED
COST PER
SEAT SURVEY
AVERAGE
COST PER
SEAT
Grou s 1 and 2 Public A encies, Non-Profits, etc. $0.34 $0.42 $1.00
Grou s 1 and 2 for the ur ose of fundraisin $0.75 $0.94 $1.00
Grou 3A -Individuals and Other Grou s Resident $1.00 $1.25 $1.25
Grou 3B -Individuals and Other Grou sNon-Resident $1.20 $1.50 $1.57
Grou 4A -Commercial Uses Resident $1.34 $1.67 $1.94
Grou 4B -Commercial Uses Non-Resident $1.60 $2.00 $1.94
Therefore, Staff recommends the following fee increases.
DUBLIN DUBLIN
GROUP # PICNIC AREA DESCRIPTION CURRENT PROPOSED
Public Agencies, Dublin Chamber of Commerce, Dublin Charitable, and
Groups 1 & 2: Social Welfare Organizations
Area A (seats 56) $19.00 $23.00
Area B (seats 48) $16.00 $20.00
Area C (seats 96) $32.00 $40.00
All Areas (seats 200) $67.00 $83.00
Use for Purposes of Fundraising
Area A (seats 56) $42.00 $53.00
Area B (seats 48) $36.00 $45.00
Area C (seats 96) $72.00 $90.00
All Areas seats 200 $150.00 $188.00
Group 3A Individuals/Other Groups -Resident (BASE RATE _ $1.25 PER SEAT)
Area A (seats 56) $56.00 $70.00
Area B (seats 48) $48.00 $60.00
Area C (seats 96) $96.00 $120.00
All Areas seats 200 $200.00 $250.00
Group 36 Individuals/Other Groups -Non-Resident
Area A (seats 56) $67.00 $84.00
Area B (seats 48) $58.00 $72.00
Area C (seats 96) $115.00 $144.00
All Areas (seats 200) $240.00 $300.00
Group 4A Commercial Uses -Resident
Area A (seats 56) $75.00 $93.00
Area B (seats 48) $64.00 $80.00
Area C (seats 96) $128.00 $160.00
All Areas (seats 200) $267.00 $333.00
Group 4B Commercial Uses -Non-Resident
Area A (seats 56) $90.00 $112.00
Area B (seats 48) $77.00 $96.00
Area C (seats 96) $153.00 $192.00
All Areas seats 200 $320.00 $400.00
Page 4 of 5
For a Dublin resident the proposed rental fees equate to a base rate of $1.25 per seat, or $0.25
more per seat than the current fee. Similar to the City's other rental fees Dublin non-profits
receive a 66% discount or 25% for fundraising events. Non-residents pay 20% more, and
Commercial Uses are 33% more than the base rate.
PARKS AND COMMUNITY SERVICES COMMISSION RECOMMENDATION
The Parks and Community Services Commission considered the proposed modifications to the
Picnic Area 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. The proposed rental fees remain affordable for public facilities in
the Tri-Valley. If approved by the City Council, the new rental policies and fees would be
effective for rental applications received on or after March 1, 2010. Rentals submitting
applications prior to this date would be charged the existing rental rates that were quoted at the
time the application was approved.
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 Group Picnic Area Use Policy
showing the proposed additions and deletions
2. Resolution Establishing Facility Use Policy and Rental Fees for
Use of the Emerald Glen Group Picnic Area, with the proposed
Use Policy attached as Exhibit A
Page 5 of 5
i~ ~i
DRAFT Emerald Glen Park Group Picnic Area Use Policy and Fee Schedule
The City of Dublin has several Picnic Areas available for use by the community. Use of most picnic areas
does not require a reservation and is on a first come, first served basis. The large Group Picnic Area at
Emerald Glen Park must be reserved in advance. The Picnic Area Use Policy establishes rules,
regulations, procedures and fees governing use of the Emerald Glen Group Picnic Area.
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.)
Group 2 4. Dublin Chamber of Commerce. Dublin-based Charitable and Social Welfare Organizations,
Homeowner 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 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. Reeional and National non-profit eroups that do not meet the 51% resident membership
reauirement 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 reauire the approval of
the City Manaeer or his/her designee.
Group 3 ~ Individuals or Other Groups (Individuals or eroups who do not meet the criteria listed above
and/or social activities such as picnics, family reunions, awards ceremonies, birthday parties, etc.)
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 eroup facility must be located in the Dublin City Limits and have current
City of Dublin Business License. If there is no company oror eroup facility, the person responsible
for the event must reside or own property within the Dublin City Limits)
b) Non-Resident
PRIORITY OF USER GROUPS
Groups 1, 2, Group 3A, (Resident) -Reservations accepted one-year in advance of
the requested rental date.
Group 3B~ (Non-Resident) and Group 4-b -Reservations accepted three-months in advance of the
requested rental date.
ATTACHMENT 1
a~,~
HOURS OF RENTAL USE
1. The City's Picnic Areas are available for rental from 8:00 A.M. until dusk.
2. The Picnic Area must be cleaned and vacated by dusk.
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 make a reservation, a Picnic Area Use Application ^^^' c, ^^ °^~~~~~+•~ ~'^~^°~+ must be submitted for
approval. Approval takes three to five business-days; notification of application status will be mailed.
2. Applications must be submitted in person at the °~~~° ~^~' ~^w,w,.,^~+„ ~°r,,;^°° ^on,r+.Y,oh+ nnnou
~;~ce~~t ^""'~^ °~~"'~~ L+b;~~~C-w~~=a Shannon Community Center, 11600 Shannon Avenue.
Applications are accepted from 8:00 A.M. to 4:30 P.M, Monday through Friday, except on City holidays.
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 City Limits. Identification
confirming residence address will be required (valid California driver's license or current utility bill).
4. Groups who are applying as a Group 2~ classification must have a "Charitable and Social Welfare
Organization Verification Form" on file, or submit a completed form and the group's Bylaws and I.R.S.
Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51%
of membership must own property or reside in Dublin).
5. Applications submitted less than five (5) business-days prior to the requested rental date will not be
accepted.
PAYMENT SCHEDULE
1. Payment of rental fees must be made at the time the application is submitted;
.............., ... ........,... .....,~ . ............................a ....~........., ... .,........a..., _.. ...~ ....,....,.
2.~ Payments may be made by check, VISA, MasterCard, money order or cash. Please make checks or
money orders payable to the City of Dublin.
Page 2 of 6
CANCELLATIONS, CHANGES AND REFUNDS
v ~ ~'
1. Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows:
a) If the request is received two months or more prior to the rental date the rental feesy
d•e~e~i~ 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 two months and 30-days prior to the rental date the
applicant will forfeit one-half of the rental fees +"^ °^^~ ~~~*~~ ~'^^^°~+ unless another user rebooks
the date. If it is rebooked the rental feesi~ will be refunded less a $25.00 processing fee.
c) If the request is received less than 30-days prior to function the applicant will forfeit ##e
^,.....+„ ,~^^^°;+ ~^.~ one-half of the rental fees paid (or payable).
2. Reservation fees will not be refunded for events which are cancelled due to rain. Notification of
cancellation must be communicated to the Parks and Community Services Department on the day of the
reserved use by 10:00 A.M. Notification can be made by calling 925-556-4500 and leaving a message.
Events cancelled due to rain may be rescheduled for a future use to occur within one-year of the
cancelled date of use. Failure to cancel a reserved use by the stated time or failure to reschedule a
cancelled use within one-year will result in forfeiture of the rental fees paid.
3. Permits may not be transferred, assigned or sublet.
4. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. If
the Picnic Area becomes unavailable due to extenuating circumstances, the City reserves the right to
cancel the Facility Use Permit. In this situation, the group or individual will be given as much advance
notice as possible.
GENERAL RENTAL INFORMATION
1. Rental permits will only be issued to adults. A responsible adult from the group must supervise the
picnic area for proper use during rental hours. Groups composed of minors must be supervised by two
(2) adults for each twenty (20) minors at all times while they are using the picnic area.
2. Park facilities other than the reserved picnic areas are open to the general public.
3. To use the soccer fields, cricket field or ball diamonds, you must obtain a Sports Field Use Permit from
the Parks and Community Services Department Annex office at the Dublin Public Library, 200 Civic Plaza.
The sports fields are closed from December 15 through March 1.
4. The bocce ball courts adjacent to the picnic area are not included in the rental, and are available on a
first-come, first-served basis only.
5. The consumption, serving and/or selling of alcoholic beverages is not permitted in the park. Glass
containers, including bottles, are not permitted.
6. Barbecues are provided in picnic areas. No portable barbecues are allowed in the park. Coals and
ashes are NOT to be dumped in trash receptacles.
7. Campfires/bonfires are not permitted in the park.
8. The use of generators is prohibited. Electrical outlets are available in the picnic area.
9. Dunk tanks, animal rides and petting zoos are not permitted in the park.
Page 3 of 6
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10. Bringing additional equipment (such as tables, chairs, tents, stages, etc.) to augment the amenities of
the Group Picnic Area must be approved by the Parks and Community Services Director.
11.
^^^~'~~+^'~• {^"^~••~^^ ~'^'~~•^~~^°. Rental parties are prohibited from driving vehicles in the nark to access
the picnic area. Reauests for exception to this aolicv must be submitted in writing to the Parks and
Community Services Director. and will only be considered for applicants rentine the entire picnic area. If
vehicular access is eranted the rental applicant will need to provide liability insurance namine the Citv as
additionally insured. An Attendant fee of S15 per hour would be added to the rental fees.
12. Dogs are to be restrained by a substantial leash not to exceed six feet in length. Persons with dogs
must dispose of waste immediately.
13. SMOKING IS PROHIBITED within 2-5 100 feet of any children's playground area sports field. sport
courts and picnic areas.
14. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect
any sign in the park.
15. Selling, vending, or peddling items is prohibited.
16. Use of amplification equipment is not allowed without written approval from the Parks and
Community Services Director.
17. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited.
18. Storage is not available for events.
19. Use of the picnic area shall be in accordance with all current applicable ordinances, regulations and
laws.
20. Requests for exception to the Picnic Area Use Policy must be submitted in writing to the City
Manager, or his designee, no later than 45-days prior to the date of use requested.
INFLATABLE JUMP HOUSES AND OTHER EQUIPMENT
As noted in the General Rental Information, setting up additional equipment in the Group Picnic Area
must be approved by the Parks and Community Services Director. For inflatable jump houses, the
vendor providing the equipment must have an application and liability insurance on file with the City of
Dublin. If the jump house is owned by the rental applicant, then the applicant must provide the
certificate of liability insurance. If the rental applicant has a company providing equipment such as tents,
canopies or stages, then the vendor must have an application and liability insurance on file with the City.
For specific insurance requirements, please refer to the next section.
INSURANCE REQUIREMENTS
For rentals ~••~+" ^^+^.+~;^^^^^+ ~°..^" ~~ , "~^.~ ^.- ^" that are granted vehicular access to the picnic
area. and/or have inflatable iumo houses the applicant shall provide the City of Dublin with a valid
Certificate of Liability Insurance 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
Page 4 of 6
s~ ~~
as an "additional insured" in conformance with the hold harmless agreement as outlined on the
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. An Additional Insured Endorsement must accompany the Certificate (no exceptions).
The Certificate is due at the time final payment is made.
If you will have an inflatable jump house, or be setting up other additional equipment, the vendor
providing the equipment will need to have an application on file with the City and be subject to the
above insurance requirements.
Applicants and vendors should contact their insurance provider to check if their policy may be extended
to cover the rental. In the event that coverage is not available, the City has event insurance available for
purchase.
RENTAL FEES
Group 1-~: Public Agencies,
~~,,,.~ ~: ~.,~~;., ~-,.,.,.,~„r „~ ~„w,~,,,.-,.,,~ and
Group 2~: Dublin Chamber of Commerce. Dublin Charitable, Social Welfare and Sport League
Organizations
Area A (seats 56)
Area B (seats 48)
Area C (seats 96)
All Areas (seats 200)
c,~ 23.00 per day
~-AA- 20.00 per day
c~ 40.00 per day
s9 83.00 per day
Use for Purposes of Fundraising:
Area A (seats 56) c^~ 53.00 per day
Area B (seats 48)
Area C (seats 96)
All Areas (seats 200)
~-BA 45.00 per day
~ 90.00 per day
~ 188.00 per day
A fundraiser is a rental at which admission is granted for payment of a designated amount, a
donation of an amount left to the discretion of the guest, or a rental at which funds are collected
through auctions, raffle/door prize activity, or other means designated to generate monies to
offset costs or to benefit a community or charitable agency of cause.
Page 5 of 6
~ 11
Group 3A § Individuals/Other Groups -Resident
Area A (seats 56)
Area B (seats 48)
Area C (seats 96)
All Areas (seats 200)
~-5Fi-AA 70.00 per day
X48-98 60.00 per day
~9~-99 120.00 per day
~A9-99 250.00 per day
Group 3B ~ Individuals/Other Groups -Non-Resident
Area A (seats 56)
Area B (seats 48)
Area C (seats 96)
All Areas (seats 200)
~~99 84.00 per day
~-58:9A 72.00 per day
c~ 144.00 per day
~'~ 300.00 per day
Group 4A g Commercial Uses -Resident
Area A (seats 56)
Area B (seats 48)
Area C (seats 96)
All Areas (seats 200)
~5-9A 93.00 per day
~64:~9 80.00 per day
c,~ 160.00 per day
x:99 333.00 per day
Group 4B g Commercial Uses -Non-Resident
Area A (seats 56)
Area B (seats 48)
Area C (seats 96)
All Areas (seats 200)
X39-99 112.00 per day
x-99 96.00 per day
c~ 192.00 per day
~~A:-A9 400.00 per day
The City of Dublin reserves the right to deny the use of City Picnic Areas 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 Emerald Glen Group Picnic Area Use Policy to become familiar
with all rental fees, policies and procedures.
Be sure to bring your approved Group Picnic Area Use Permit with you on the day of your event to
confirm that you reserved the designated picnic area.
Page 6 of 6
7~ I~
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 THE
EMERALD GLEN GROUP PICNIC AREA
WHEREAS, in 2006 the City of Dublin completed construction of Phase III of Emerald Glen
Park; and
WHEREAS, Phase III included the construction of a Group Picnic Area that was designed to
serve as a focal point for hosting picnics and other events for the community; and
WHEREAS, in May 2006 the City Council adopted a Facility Use Policy to allow for rental of
the Group Picnic Area by the community; 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 76-06 be
superseded by this Resolution effective for rental applications received on or after March 1,
2010.
PASSED, APPROVED AND ADOPTED this 16t" day of February, 2010, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 2
EXHIBITA $~~ ~~
Emerald Glen Park Group Picnic Area
Use Policy and Fee Schedule
The City of Dublin has several Picnic Areas available for use by the community. The use of most picnic areas does not
require a reservation and is on a first come, first served basis. The large Group Picnic Area at Emerald Glen Park must
be reserved in advance. The Picnic Area Use Policy establishes rules, regulations, procedures and fees governing use of
the Emerald Glen Group Picnic Area.
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.)
Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowner
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
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 orhis/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 picnics, family reunions, awards ceremonies, birthday parties, etc.
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
Priority of User Groups
Groups 1, 2, 3A (Resident) -Reservations accepted one-year in advance of the requested rental date.
Group 38 (Non-Resident) and Group 4 -Reservations accepted three-months in advance of the requested rental date.
Hours of Rental Use
1. The City's Picnic Areas are available for rental from 8:00 A.M. until dusk.
2. The Picnic Area must be cleaned and vacated by dusk.
How to Make a Reservation
Please note that the City requires the applicant, not another party, to complete all transactions and provide the
insurance if required for the rental.
1. To make a reservation, a Picnic Area Use Application must be submitted for approval. Approval takes three to five
business-days; notification of application status will be mailed.
2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue.
Applications are accepted from 8:00 A.M. to 4:30 P.M, Monday through Friday, except on City holidays.
3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment~,~f fs an~
provision of insurance) 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).
4. Groups who are applying as a Group 2 classification must have a "Charitable and Social Welfare Organization
Verification Form" on file, or submit a completed form and the group's Bylaws and I.R.S. Tax Exemption Letter.
Groups claiming Dublin residency must provide a current membership roster (51% of membership must own
property or reside in Dublin).
5. Applications submitted less than five (5) business-days prior to the requested rental date will not be accepted.
Rental Fees
Group 1: Public Agencies, and
Group 2: Dublin Chamber of Commerce, Dublin Charitable, Social Welfare and Sport League Organizations
Area A (seats 56) $23.00 per day
Area B (seats 48) $20.00 per day
Area C (seats 96) $40.00 per day
All Areas (seats 200) $83.00 per day
Use for Purposes of Fundraising:
Area A (seats 56) $53.00 per day
Area B (seats 48) $45.00 per day
Area C (seats 96) $90.00 per day
All Areas (seats 200) $188.00 per day
A fundraiser is a rental at which admission is granted for payment of a designated amount, a donation of an amount
left to the discretion of the guest, or a rental at which funds are collected through auctions, raffle/door prize activity,
or other means designated to generate monies to offset costs or to benefit a community or charitable agency of
cause.
Group 3A Individuals/Other Groups -Resident
Area A (seats 56) $70.00 per day
Area B (seats 48) $60.00 per day
Area C (seats 96) $120.00 per day
All Areas (seats 200) $250.00 per day
Group 38 Individuals/Other Groups -Non-Resident
Area A (seats 56) $84.00 per day
Area B (seats 48) $72.00 per day
Area C (seats 96) $144.00 per day
All Areas (seats 200) $300.00 per day
Group 4A Commercial Uses -Resident
Area A (seats 56) $93.00 per day
Area B (seats 48) $80.00 per day
Area C (seats 96) $160.00 per day
All Areas (seats 200) $333.00 per day
Group 48 Commercial Uses -Non-Resident
Area A (seats 56) $112.00 per day
Area B (seats 48) $96.00 per day
Area C (seats 96) $192.00 per day
All Areas (seats 200) $400.00 per day
Payment Schedule
1. Payment of rental fees must be made at the time the application is submitted. .r
2. Payments may be made by check, VISA, MasterCard, money order or cash. Please make checks or money orders
payable to the City of Dublin.
Cancellations, Changes and Refunds
Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows:
a) If the request is received two months or more prior to the rental date the rental fees 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 two months and 30-days prior to the rental date the applicant will forfeit
one-half of the rental fees unless another user rebooks the date. If it is rebooked the rental fees will be
refunded less a $25.00 processing fee.
c) If the request is received less than 30-days prior to function the applicant will forfeit one-half of the rental
fees.
2. Reservation fees will not be refunded for events which are cancelled due to rain. Instead a credit will be placed on
the customer's account if notification of rain cancellation was communicated to the Parks and Community Services
Department on the day of the reserved use by 10:00 A.M. Notification can be made by calling 925-556-4500 and
leaving a message. Events cancelled due to rain may be rescheduled for a future use to occur within one-year of
the cancelled date of use. Failure to cancel a reserved use by the stated time or failure to reschedule a cancelled
use within one-year will result in forfeiture of the rental fees paid.
3. Permits may not be transferred, assigned or sublet.
4. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. If the Picnic
Area becomes unavailable due to extenuating circumstances, the City reserves the right to cancel the Facility Use
Permit. In this situation, the group or individual will be given as much advance notice as possible.
General Rental Information
1. Rental permits will only be issued to adults. A responsible adult from the group must supervise the picnic area for
proper use during rental hours. Groups composed of minors must be supervised by two (2) adults for each twenty
(20) minors at all times while they are using the picnic area.
2. Park facilities other than the reserved picnic areas are open to the general public.
3. To use the soccer fields, cricket field or ball diamonds, you must obtain a Sports Field Use Permit from the Parks and
Community Services Department at the Shannon Community Center, 11600 Shannon Avenue. The sports fields are
closed from December 15 through March 1.
4. The bocce ball courts adjacent to the picnic area are not included in the rental, and are available on a first-come,
first-served basis.
5. The consumption, serving and/or selling of alcoholic beverages is not permitted in the park. Glass containers,
including bottles, are not permitted.
6. Barbecues are provided in picnic areas. No portable barbecues are allowed in the park. Coals and ashes are NOT to
be dumped in trash receptacles.
7. Campfires/bonfires are not permitted in the park.
8. The use of generators is prohibited. Electrical outlets are available in the picnic area.
9. Dunk tanks, animal rides and petting zoos are not permitted in the park.
10. Bringing additional equipment (such as tables, chairs, tents, stages, etc.) to augment the amenities of the Group
Picnic Area must be approved by the Parks and Community Services Director.
11. Rental parties are prohibited from driving vehicles in the park to access the picnic area. Requests for exception to
this policy must be submitted in writing to the Parks and Community Services Director, and will only be considered
for applicants renting the entire picnic area. If vehicular access is granted the rental applicant will need to provide
liability insurance naming the City as additionally insured. An Attendant fee of $15 per hour would be added to the
rental fees.
12. Dogs are to be restrained by a substantial leash not to exceed six feet in length. Persons with dogs must dispose of
waste immediately.
13. SMOKING IS PROHIBITED within 100 feet of any children's playground area, sports fields, sport courts and picnic
areas.
14. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect )ny~n ~n the
park.
15. Selling, vending, or peddling items is prohibited.
16. Use of amplification equipment is not allowed without written approval from the Parks and Community Services
Director.
17. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited.
18. Storage is not available for events.
19. Use of the picnic area shall be in accordance with all current applicable ordinances, regulations and laws.
20. Requests for exception to the Picnic Area Use Policy must be submitted in writing to the City Manager, or his
designee, no later than 45-days prior to the date of use requested.
Inflatable Jump Houses and Other Equipment
As noted in the General Rental Information, setting up additional equipment in the Group Picnic Area must be approved
by the Parks and Community Services Director. For inflatable jump houses, the vendor providing the equipment must
have an application and liability insurance on file with the City of Dublin. If the jump house is owned by the rental
applicant, then the applicant must provide the certificate of liability insurance. If the rental applicant has a company
providing equipment such as tents, canopies or stages, then the vendor must have an application and liability insurance
on file with the City. For specific insurance requirements, please refer to the next section.
Insurance Requirements
For rentals that are granted vehicular access to the picnic area, and/or have inflatable jump houses, the applicant shall
provide the City of Dublin with a valid Certificate of Liability Insurance 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 as an "additional insured" in conformance with the hold harmless agreement as outlined on the 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. An Additional Insured
Endorsement must accompany the Certificate (no exceptions). The Certificate is due at the time final payment is
made.
If you will have an inflatable jump house, or be setting up other additional equipment, the vendor providing the
equipment will need to have an application on file with the City and be subject to the above insurance requirements.
Applicants and vendors should contact their insurance provider to check if their policy may be extended to cover the
rental. In the event that coverage is not available, the City has event insurance available for purchase.
The City of Dublin reserves the right to deny the use of City Picnic Areas 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 Emerald Glen Group Picnic Area Use Policy to become familiar with all rental
fees, policies and procedures.
Be sure to bring your approved Group Picnic Area Use Permit with you on the day of your event to confirm that you
reserved the designated picnic area.