HomeMy WebLinkAboutReso 171-98 Gym Facility Use PolicRESOLUTION NO. 171 - 98
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
ESTABLISHING FACILITY USE POLICY
FOR COMMUNITY GYMNASIUM AT VALLEY HIGH SCHOOL
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, in order to commence scheduling of the gym, it is necessary to have an established
Facility Use POlicy in place for the gym.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
adopt the Facility Use Policy for the Community Gymnasium at Valley High School as contained in
Exhibit A.
PASSED, APPROVED AND ADOPTED this 15th day of December, 1998.
AYES:
Councilmembers HoWard, Lockhart, McCormick, Zika, & Mayor Houston
NOES: None
ABSENT: None
ABSTAIN: None
G:\CC-MTGS\98-QTR4\DEC\ 12-15-98~reso-gym policy.doc
Community Gym at Valley High School
GYMNASIUM USE POLICY
The Community Gym is located at 6901 York Drive in Dublin. During those times when the Gymnasium is not
used for City or School District sponsored programs, it is available for rental by the community.
The Gymnasium Use Policy establishes rules, regulations, procedures and fees governing the use of the Gym.
Use of the gym is limited to sports practices and events typically held in gymnasiums.
CLASSIFICATIONS OF USERS
Group 1.
Group 2.
Group 3.
Group 4.
Group 5.
Group 6.
City of Dublin
Public Agencies (agencies serving the City of Dublin including Alameda County, Dublin-San
Ramon Services District, Dublin Unified School District, etc.)
Dublin Chamber of Commerce
Community Groups (organized non-profit groups whose membership is open to the public
and whose primary purpose is to serve the community)
a) Resident (51% of membership must reside or own property within the Dublin City
Limits)
b) Non-resident
Private Individual or Groups (groups whose membership is not open to the public and/or
activities such as team practices or games, assemblies, etc.)
a) Resident (resides or owns property within the Dublin City Limits)
b) Non-resident
Commercial Groups (companies, groups, or individuals whose events have the primary
purpose of generating a profit such as tournaments, sports camps, etc.)
a) Resident (company facility must be located within the Dublin City Limits, or if there is
no company facility, person responsible for event must reside or own property within
the Dublin City Limits)
b) Non-resident
RESERVATION PROCEDURE
In order to reserve the Community Gymnasium, a Gymnasium Use Application must be submitted for
approval. Applications for one-time use will be approved or disapproved when submitted.
Applications for multiple uses will be approved or disapproved within 3-5 working days; you will be
notified by mail as to the status of your application.
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.
Applications are accepted at the Shannon Community Center during the hours of 8:00 a.m. and 5:00
p.m., Monday through Friday, holidays excepted.
Applications submitted less than ten working days prior to the date requested will not be accepted.
Applications are accepted as follows:
For Use Durin~ the School Year (September 1 - lune 15)
Group 1 Reservations accepted up to one year in advance.
Group 2 and 3 Reservations accepted beginning August 1.
Group 4 and 5 (Resident) Reservations accepted beginning August 1.
Group 4 and 5 (Non-Resident) Reservations accepted beginning September 1.
Group 6 Reservations accepted beginning October 1.
EXHIBIT A
For Use Durinl~ the Summer (lune 16 - August
Group 1 Reservations accepted up to one year in advance.
Group 2 and 3 Reservations accepted beginning April 1.
Group 4 and 5 (Resident) Reservations accepted beginning April 1.
Group 4 and 5 (Non-Resident) Reservations accepted beginning May 1.
Group 6 Reservations accepted beginning June 1.
CANCELLATIONS ~
1. The person listed as applicant on the Gymnasium Use Application must make cancellations in writing.
Refunds will be handled as follows:
a)
b)
30 days or more prior to function date - forfeit deposit unless another user rebooks date.
Less than 30 days prior to function date - forfeit deposit and one-half of fees paid.
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 security deposit is required (see Fee Schedule).
2. Payment for one-time use of the gym is due at the time the application is submitted. Payment for
multiple uses of the gym will be billed and is due no later than two weeks after receipt of invoice.
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
Gymnasium Use Policy and/or excessive cleaning or damages to the Gym.
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 Gymnasium Use Application.
HOURS OF USE
1. The Community Gymnasium is available for rental during the following hours when not scheduled for
City or School District sponsored activities:
For Use When School Is In Session
Mondayto Friday 3:00 p.m. to 10:00 p.m.
Saturday 8:00 a.m. to 10:00 p.m.
Sunday 10:00 a.m. to 10:00 p.m.
For Use When School Is Not In Session (Holidays And Summer Break)
Monday to Saturday 8:00 a.m. to 10:00 p.m.
Sunday 10:00 a.m. to 10:00 p.m.
3.
4.
5.
6.
The minimum reservation accepted is two hours.
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.
Within ten working days of use, requests for changes in hours are subject to availability of staff.
The Gymnasium must be vacated by the time specified on the Gymnasium Use Application.
INSURANCE CERTIFICATE
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
$500,000 per occurrence. The certificate of insurance shall name the City of Dublin and the Dublin Unified
School District, their officers and employees as the additional insured in conformance with the hold harmless
agreement as outlined in the Gymnasium Use Application, and must speci~ that the user groups insurance
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shall be primary to any insurance carried by the City and/or the Dublin Unified School District. 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. Groups composed of ~ninors must be supervised by two (2) adults for each twenty (20) minors at all
times while they are using the gym.
2. Gymnasium Use Applications cannot be transferred, assigned or sublet.
3. Storage is not available either before or after use.
4. Tickets may not be sold at the door as an admission charge unless approved in advance.
5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited.
6. The consumption, serving and/or selling of alcoholic beverages is not permitted.
7. Smoking is prohibited in the gym or on school grounds.
B. Only athletic shoes can be worn on the court, no street shoes.
9. Use of tacks, nails, staples or putty on any walls or bleachers is prohibited.
10. Climate of gym is controlled by the School District and is not readily adjustable.
11. Bleachers are electric and MUST NOT be pulled or moved by the user. A Gym Attendant will be
responsible for moving:bleachers.
12. Only water maybe brought into the gym; food and drink other than water are not allowed inside the
gym.
PROPERTY DAMAGE BY USER
School and City property must be protected from damage or undue wear and tear. Each user of such
property shall be responsible for the condition in which it leaves the building and equipment. Damage to
School and/or City property and/or equipment during use shall be paid for by the user. The Gym Attendant
will record the condition of the facility and equipment used prior and after a use. The user will be billed for
any damages exceeding the dqposit and may forfeit future use of the facility.
Any request for exception to the poficy must be submitted writing to the City Manager, or his
designee, 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 Community Gymnasium to any person or group if
such use is deemed to be contrary to the best interest of the City and/or its residents.
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