HomeMy WebLinkAboutReso 27-10 Emrld Glen Picnic FeesRESOLUTION NO. 27 - 10
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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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superseded by this Resolution effective for rental applications received on or after March 1,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 16th day of February, 2010, by the following
vote:
AYES: Councilmembers Biddle, Hart, Hildenbrand, Scholz, and Mayor Sbranti
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
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City Clerk
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Mayor
Reso No. 27-10, Adopted 2-16-10, Item 6.3 Page 1 of 1
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`~ C~ ~ Use Policy and Fee Schedule
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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 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 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 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 fps an'd
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.
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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
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 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 any4~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
ror 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 polity maybe 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 brim your anoroved Groun Picnic Area Use Permit with you on the day of your event to confirm that you
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