HomeMy WebLinkAbout8.2 HeritagePark&MuseumsFacilityUsePolicy19' C~~~ ,82
~~~~~ AGENDA STATEMENT
~~ V~~ ~/ PARKS AND COMMUNITY SERVICES COMMISSION
LIFOR MEETING DATE: September 19, 2011
SUBJECT: Heritage Park and Museums Facility Use Policy
Report by: Paul McCreary, Assistant Director of Parks and
Community Services and John Hartnett, Heritage and Cultural Arts
Manager
ATTACHMENTS: 1. Draft Heritage Park and Museums Facility Use Policy
2. Map of Heritage Park and Museums
RECOMMENDATION: Receive report and recommend approval of the draft Heritage Park
and Museums Facility Use Policy and Rental Fee Schedule to the
City Council or provide alternate recommendation.
FINANCIAL STATEMENT: None
BACKGROUND: The City Council adopts Facility Use Policies for each of the City's
facilities or park areas that are available for rental by the community. The Facility Use Policies establish
rules, regulations, procedures and fees governing the use of the facilities. There is a current Facility Use
Policy and Fee Schedule for the existing St. Raymond Church that was last updated in July 2009. The
City opened the new Kolb facilities at the Heritage Park and Museums this summer. The Kolb Sunday
School Barn and adjacent picnic area and front lawn are planned to be made available for rent. Staff
recommends adopting new policies based on the attributes of the new building and grounds.
The primary purpose of the Heritage Park and Museums is to provide heritage and cultural arts programs,
classes, and events for the community. When it is not being utilized for City programs, some of the
facilities will be made available for private rentals by the community. The private rentals will provide
additional revenue that will help partially offset the costs of operating the Heritage Park and Museums
and allow the community to enjoy the facility in a more private setting.
Staff developed a Draft Heritage Park and Museums Facility Use Policy, which is Attachment 1. The
policy is based on the policies established for other City facilities such as the Shannon Community
Center, Senior Center, Library and Civic Center. The rental rules have been developed to protect the
Heritage Park and Museums from damage and ensure they are in suitable condition for programs. Some
of these rules include: not allowing the furniture to be moved outdoors; no use of open flames in any of
the indoor facilities, restrictions on the hanging of decorations, use of rice, birdseed and confetti, etc. The
following is a summary of the key components of the Draft Facility Use Policy.
COPIES TO:
ITEM NO.: 8.2
G:\PARKS COMMISSION\AGNDSTMT\2011\9-19Item 8.2 Facility Use Policy -Heritage Park & Museums.doc
CLASSIFICATION AND PRIORITY OF USERS
The Facility Use Policies establish user classifications which help to determine priority for making
reservations and the amount charged for rental fees. The table below shows the current user
classifications.
CURRENT USER GROUP CLASSIFICATIONS
Group 1-Public Agencies
Group 2 - Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations,
Homeowners Associations and Sports Leagues
Group 3 - Individuals or other Groups
(Resident and Non-Resident distinctions)
Group 4 - Commercial Uses
and Non-Resident
The classifications are used to assign priorities for making reservations. Additionally, the rental fees are
different for each classification. This ensures that residents and those serving the greater good of the
community have priority for use and reduced rental fees. These are the same classifications used for
rental of other City facilities.
The draft policy for the Heritage Park and Museums allows Dublin residents and non-profit groups to
make reservations up to one-year in advance of the rental date for weekend rentals (Friday through
Sunday). Reservations by non-residents and other groups could be made nine months in advance for
weekend use. Reservations for commercial uses could be made six months in advance for weekend use.
Reservations for weekday use (Monday through Thursday) could be made up to three months in advance
for all classifications of users. This is the same reservation schedule specified in the Shannon Community
Center Use Policy. It is also the same as the Senior Center, except the Senior Center is not available for
weekday use at this time.
The City typically has provisions for continuous use, which is for groups that want to book the facility on
anon-going basis. However, continuous use is not currently allowed for St. Raymond Church and is not
being recommended for the Kolb Sunday School Barn and grounds. Additionally, since the Heritage Park
and Museums will serve as a primary location for classes and programs, it is necessary that the City have
first priority for scheduling before opening the facilities to ongoing use.
AVAILABLE RENTAL HOURS
Under the current policy, only St. Raymond Church is available for rental. The Church is available for
rental Sunday through Thursday from 8:00 A.M. to 10:00 P.M., and Friday and Saturday from 8:00 A.M.
to 12:00 Midnight. The minimum rental period on all days is currently two hours.
With the addition of the Kolb Sunday School Barn and grounds, Staff anticipates that the facilities will
provide an ideal location for weddings, private parties and fundraisers. Since Saturday rentals are at a
premium and since it is felt that it would be difficult to conduct two separate weddings/private parties on
the same day, Staff is recommending that during the peak season of May through September, the
minimum rental period on Saturdays be established as a six hour "Private Package" rental in which both
facilities, as well as a portion of the park grounds would be included or an optional package that doesn't
include rental of the church. This will maximize the revenue potential from private rentals scheduled
during the high demand seasons.
2of5
FACILITIES AVAILABLE FOR RENTAL
Of the facilities at the Heritage Park and Museums, Staff proposes that only St. Raymond Church and the
Kolb Sunday School Barn be available for rental. If desired, the picnic facilities and front lawn will be
available for use with rental of the Kolb Sunday School Barn. For reference, Attachment 2 is a map of
the facilities indicating the building names.
St. Raymond Church is California's oldest wooden church, originally constructed in 1860 and is now
listed on the National Register of Historic Places in California. The facility can be used for weddings,
funerals, baptisms, private functions and special events. The church has a capacity of 84 and includes
stationary pews, an altar, a bride's dressing room, a sixty inch Big Screen TV and abuilt-in sound system.
Additionally, a paved Courtyard/Gazebo adjacent to the Church is available to groups as part of the rental
agreement.
The Kolb Sunday School Barn has a comparable capacity of 88 for dining and approximately 120 for
audience-style seating. The facility includes a large open room and a stage with abuilt-in lighting and
sound system. Rental of the Kolb Sunday School Barn would include the use of the picnic facilities
which can accommodate 80 for seating and the Heritage Park front lawn, which has a large grass area
facing Donlon Way that can accommodate an outdoor tent. The Kolb House would not be available for
rental but would still remain open on weekdays and weekends and be accessible to the public during
regular business hours. Available parking at the Heritage Park and Museums is 77 parking spots during
the weekday and 92 parking spots on the weekend, as well as nine handicap spots.
POLICIES FOR CATERING
The facilities at the Heritage Park and Museums do not have a useable kitchen. If rental applicants are
using a commercial caterer, they will be required to use a caterer on the City's Approved List of Caterers.
This is not a list of "preferred" caterers, but instead a list of caterers that have gone through a process
open to any caterer that ensures they have the proper qualifications. An Approved List of Caterers has
already been established for the Senior Center and Shannon Community Center.
EVENT CLEANUP AND FACILITY CONDITIONS
Given the historical nature of the facilities, there will be a high expectation to keep the facilities intact and
damage free. Following an event, the rental party will be expected to leave the facility as it was found. A
pre-rental and post-rental checklist will be developed to evaluate the condition of the facility before and
after the event to ensure the cleaning is completed and no damage has been done during the rental.
Facility users will be required to pay a refundable $250 Security Deposit for St. Raymond Church and a
$500 Security Deposit for the Kolb Sunday School Barn to pay for any repair of damages or additional
cleaning required as a result of the rental.
RENTAL FEES
Historically, when establishing rental fees for a facility, Staff has completed a fee survey of other cities
with similar facilities. Staff conducted a market survey of the rental fees of five similar "historical"
municipal/private facilities in the East Bay.
Staff recommends that the rental rate for St. Raymond Church remain the same since the rates were
recently increased in 2009. The current Base Rate for the Church is $60 per hour. For the Kolb Sunday
School Barn, the survey included facilities with a variety of dining capacities, amenities and grounds.
The average rental cost per person per hour for a facility (based on the maximum dining capacity) was
$2.08. Therefore, based on a maximum capacity of 88 dining for the Kolb Sunday School Barn, Staff
recommends a base rate of $170 per hour, or approximately $1.93 per person per hour.
3 of 5
The $170 rental rate includes use of the Kolb Sunday School Barn, the picnic area and front lawn area, a
sound and lighting system and portable staging. Staff believes that including more amenities at a
reasonable cost should make the facility more marketable in the region, and increase revenues. It should
be noted that Staff recommends that a portion of the park grounds only be rentable in conjunction with the
Kolb Sunday School Barn, and not rentable as a separate facility.
As discussed earlier in the report, Staff is recommending that a Special Private-Party Package (includes
weddings, private parties and fundraisers) for those in the Group 3 category be established. This package
would replace the current "Special Wedding Package" for St. Raymond Church of $300 for afive-hour
rental. The Private-Party Package would include the St. Raymond Church, Kolb Sunday School Barn,
picnic area, front lawn and both restroom facilities for a six hour period at a Base Rate of $1,240 for
residents, which represents a 10% discount when compared to renting the facilities separately ($1,380 full
price). Any additional hours of rental beyond the special six-hour rate will be charged at the non-
discounted fee. Additionally, if a resident applicant only wishes to rent the Kolb Sunday School Barn and
facilities and not the Church under the Private-Party Package, the six hour rate will be a Base Rate of
$918, which also represents a 10% discount of the full price.
Calculation of Fees for Different User Groups
The proposed base rate of $170 per hour for the Kolb Sunday School Barn would be charged to users
classified as Group 3 Resident Individuals or Other Groups. Historically the City has used a formula to
calculate the discounted fees for non-profit groups and public agencies, and the increased fees charged to
non-residents and for commercial uses. The proposed fees for the new facilities were calculated using the
same formulas. Following are the proposed rental fees:
Classification of Rental Use Discount /Increase from Kolb Barn
Base Rate
Groups 1 and 2 (Public Agency, Chamber Setup/Takedown Fee Only Setup/Takedown Fee Only
of Commerce, Dublin Charitable of $14 per hour per Facility of $14 per hour per Facility
Organizations, Homeowners Associations Attendant. Attendant.
and Sports Leagues) Number of Attendants Number of Attendants
Use During Business Hours depends on facilities used depends on facilities used
(M-F, Sam-SpmJ and the setup needs. and the setup needs.
Groups 1 and 2
Use outside of regular Business Hours 75% discount $43
Groups 1 and 2
Use for the Purpose of Fundraising 25% discount $128
Group 3 (Dublin Resident) BASE RATE $170
Group 3 (Non-Resident) 20% increase $204
Group 4 (Dublin Based Business)
Use for Commercial Purposes 33% increase $227
Group 4 (Non Dublin-Based Business)
Use for Commercial Purposes
60% increase $272
4 of 5
Discount /
Classification of Rental Use Increase from St. Raymond Church
Base Rate
Groups 1 and 2
Use during regular business hours 100%
discount Fee Waived
Groups 1 and 2
Use outside of regular business hours 75% discount $15
Groups 1 and 2
Use for the Purpose of Fundraising 25% discount $45
Group 3 (Dublin Resident) BASE RATE $60
Group 3 (Non-Resident) 20% increase $72
Group 4 (Dublin Based Business)
Use for Commercial Purposes 33% increase $80
Group 4 (Non Dublin-Based Business)
Use for Commercial Purposes 60% increase $96
.. ..• •.
Classification of Rental Use
BASE RATE
All Facilities Package (6 Hours)
Group 3 (Dublin Resident) 10% discount $1,240
Group 3 (Dublin Resident) 10% discount Kolb Sunday School Barn Only (6 Hours)
Group 3 (Dublin Resident) 10% discount $918
Group 3 (Dublin Non-Resident) 10% discount All Facilities Package (6 Hours)
Group 3 (Dublin Non-Resident) 10% discount $1,488
Group 3 (Dublin Non-Resident) 10% discount Kolb Sunday School Barn Only (6 Hours)
Group 3 (Dublin Non-Resident) 10% discount $1,101
A summary of the proposed rental rates is found on page five of the Draft Heritage Park and Museums
Facility Use Policy (Attachment 1).
SUMMARY
The Draft Facility Use Policy establishes rules and regulations to protect the investment the City has
made in the buildings. It also maximizes the revenue potential from private rentals which will provide a
revenue source to reduce the costs of operating the facility. Once the Facility Use Policy is adopted by the
City Council, Staff recommends accepting rental applications starting January 1, 2012 for reservations
beginning May 1, 2012. Staff also requests flexibility to, on a case-by-case basis, approve and implement
rental applications that are requested prior to May 1St
At the meeting of September 8, 2011, the Heritage and Cultural Arts Commission was presented the draft
Facility Use Policy. The Commission unanimously recommended approval of the Facility Use Policy and
Rental Fee Schedule, with no additions or changes, to the City Council.
RECOMMENDATION: Staff recommends that the Parks and Community Services Commission
receive the report and recommend approval of the draft Heritage Park and Museums Facility Use Policy
and Rental Fee Schedule to the City Council or provide alternate recommendation.
5 of 5
°~ U~~~ City of Dublin
...~~ '$z Herita a Park & Museums
<~~~ 9
~~~rT ~~ ~ Facility Use Policy
The City of Dublin operates the Dublin Heritage Park & Museums located at 6600 Donlon Way, Dublin. The City
currently utilizes the site and facilities for recreational and cultural programs, classes, and civic purposes. When
not being used for City sponsored programs or services, two of these facilities are available for rental by the
community:
St. Raymond Church and the Kolb Sunday School Barn & Grounds
The City of Dublin Facility Use Policy establishes rules, regulations, procedures and fees governing the use of
these facilities.
• •
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,
Homeowners Associations and Youth 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 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 & 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 weddings, receptions, anniversaries, 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: Individuals, groups, or companies whose events have an admission fee, include the
sales of goods or services, or generates revenue while utilizing the facility.
a) Resident (Company facility must be located within the Dublin City Limits and have current City
of Dublin Business License. If there is no company facility, person responsible for event must
reside or own property within the Dublin City Limits)
b) Non-Resident
~ . ~ INITIAL:
The security deposit is due when the application is submitted. The amount of the deposit varies by facility. The
security deposit is refundable provided there are no violations of the Facility Use Policy. This deposit may be
used to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or
equipment, or cancellations.
. , ~ INITIAL:
1. Final payment of rental fees must be made no later than 30 days prior to the scheduled rental date.
Payments not received by this deadline may result in cancellation of the rental and forfeiture of the
deposit.
2. Security deposits will be refunded within 30 days after the rental date providing there are no violations of
the Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility.
3. Payments may be made by check, cash, Visa, MasterCard, American Express or Discover Card. Please make
checks payable to the City of Dublin.
ATTACHMENT 1
nnnarFn acatxxxx ~m i
I.JFQITA(;'F DADV P. 1.AI ICC111.Af Cnf II ITICC D+.... 'I ..FC
INITIAL: L
~ :~~ • ~~ ~
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. If alcohol is served or sold, liquor liability coverage is
also required and must be stated on the Certificate. 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 in the Facility Use 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. Please contact your insurance provider to check if your
homeowner's policy may be extended to cover your facility rental. In the event that coverage is not available,
the City has special event insurance available for purchase. If the proper insurance certificate and endorsement
are not received seven business days prior to the rental, then event insurance must be purchased from the City of
Dublin's insurance provider.
1. Cancellation requests must be made in writing by the applicant. Based on the date the cancellation request
is received, atl or part of the security deposit and/or fees will be forfeited.
2. Refunds are not issued for unused hours.
3. Facility Use Permits may not be transferred, assigned or sublet.
4. Any changes in the facility setup less than seven (7) days prior to rental date will be assessed a $25.00 fee
per change.
5. Any changes in rental hours less than 30 days prior to rental date will be dependent on Staff availability.
6. 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.
• ~~~
Storage is unavailable before or after an event. Delivery and pickup of rental equipment must be incorporated
within the hours scheduled and paid for. Applicants are responsible for the setup and takedown of any rental
equipment. Easels, televisions, VCR's, and extension cords are not available. Rental equipment not provided by
the City must be included on the setup diagram.
~ .
City equipment, including tables and chairs, may not be removed from the facility for use outside. A diagram
showing the table/seating locations, additional equipment, exit ways and aisles must be submitted for approval
at the time of final payment. 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. The use of additional equipment, furniture, props, outdoor
cooking equipment, etc. requires written approval by the Parks and Community Services Director, or designee.
Amplification equipment, bands, or DJs are prohibited in outdoor areas unless approved in advance by the Parks
and Community Services Director, or designee, in advance, as part of a rental request.
•
Alcohol may not be sold or consumed at an event officially designated as a "youth event" (an event at which a
majority of the attendees are under 21 years of age). Youth events must be supervised at all times by two adults
for each 20 minors.
~ ~ ~.
1. Requests to sell alcohol must be submitted in writing to Dublin Polices Services, 100 Civic Plaza, Dublin,
94568.
2. If permission is granted, applicants must obtain the appropriate permit from the Alcoholic Beverage Control
Board, 1515 Clay St, Suite 2208, Oakland, 94612, (510) 622-4970. Evidence of approval is due at the time of
final payment.
3. Alcohol must be consumed inside the rental facilities or in the picnic area adjacent to the Kolb Sunday School
Barn. Additionally, alcohol can be consumed inside the perimeter of an outdoor tent, when provided by
renter. It is prohibited to consume alcohol in any other area of the site (City Ordinance Chapter 5.100,
Section 150).
4. Alcohol may neither be sold nor served to or by individuals less than 21 years of age at any time.
5. Beer kegs and ice containers are not permitted in St. Raymond Church.
ADOPTED XXXXXXXX, 2011 HERITAGE PARK & MUSEUMSFACILITIES -Page 2 of 6
~•.
A fundraiser is a rental at which admission is granted upon payment of a designated amount, a donation of an
amount left to the discretion of the patron, or a rental at which funds are collected through any type of auction,
raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a
community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior
approval.
~ • • ~ • INITIAL:
1. The use of tacks, tape, nails, staples or putty on any walls is prohibited. It is prohibited to paste, tack, glue or
post any sign, placard, advertisement or inscription or erect any sign at the site (per City Ordinance).
2. All decorative materials must be either made of non-combustible substances or treated with State Approved
flame-retardant.
3. Rice, birdseed, confetti, glitter, and similar materials may not be thrown inside or outside the facilities.
4. Any plants or shrubs brought into the building must be in waterproof containers.
5. The use of decals, powders, wax paint, etc. are prohibited on the floor areas and windows of the facilities.
6. Fireworks are prohibited at the Heritage Park & Museums site.
. • ~ • ~ • • ~ ~ INITIAL:
Due to the historic significance of the Kolb Sunday School Barn, and St. Raymond Church as California's oldest
wooden church, all candles and open-flame devices are prohibited during any and all uses of the Kolb Sunday
School Barn and St. Raymond Church. Open flame devices are permitted outside when using the barbecues
adjacent to the picnic area or by an approved Catering Company when preparing meals for a rental group.
•
The facility must be left in the same condition it was found prior to the rental. Cleanup will include all areas used
for the event, including the park grounds and parking lot. Cleanup requirements include removal of all
decorations and rental equipment, wiping spills from the floor areas and bagging all garbage and debris. Garbage
bags will be provided. The rental will be responsible for bagging all garbage.
•• •• ~ •
1. A responsible adult from the rental party must supervise the premises for proper use during rental hours.
2. SMOKING IS PROHIBITED within the interior of all City facilities and within 20 feet or a reasonable and
safe distance from every facility entrance (per City Ordinance).
3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. No vehicular access
is allowed within the grounds of the Heritage Park & Museums without prior approval from the Parks and
Community Services Director, or designee. Approved caterers, rental and equipment companies, florists,
DJ's and other types of businesses, when servicing a rental group, are allowed to park four vehicles in two
designated parking areas adjacent to the Kolb Sunday School Barn.
4. Applicant is fully responsible for scheduling and paying for hours to meet caterers' and other vendors' needs.
Caterers and vendors may not request and/or pay for additional hours.
5. Containers of ice may be placed in the Kolb Sunday School Barn, provided that the floor is protected. No ice
containers are allowed in St. Raymond Church.
6. Requests for exception to the Facility Use Policy must be submitted in writing to the Parks and Community
Services Director, or designee, no later than one month prior to the requested rental date. Approval of
exceptions will only be made in writing from the Parks and Community Services Director.
7. The City reserves the right to book additional events before or after an applicant's confirmed rental time.
8. An additional 50% will be charged for use of the facility on holidays or designated City holidays pending
availability of Staff.
9. Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time.
The City of Dublin reserves the right to deny the use of the Heritage Park & Museums facilities 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.
ADOPTED XXXXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILJTlES -Page 3 of 6
il'i~ti' ~~ "~~ Dublin Heritage Park & Museums
"' ~~~ 6600 Donlon Wa Dublin CA 94568
`` // Application Submittal:
C'~ ~1~" City of Dublin -Shannon Community Center
LIFOR
.11600 Shannon Avenue, Dublin, California 94568
(925) 556-4500
• • ~ ~ ~ •
The City requires the applicant, not another party, to complete all transactions and provide the insurance required for the
rental. The applicant is responsible for the activity, payment of fees and provision of insurance.
1. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, Dublin.
Applications are NOT accepted via fax, phone ore-mail. Applications are accepted between the hours of 8:00 a.m. and
5:00 p.m., Monday through Friday, City holidays excepted.
2. The Facility Use Application and the refundable security deposit must be submitted before the facility can be reserved.
Approval takes 3-5 business days; notification of application status will be mailed.
3. The Facility Use Application and full payment are due at least 30 days before the rental date. If an Application
is submitted less than 30 days before the rental date, a late charge of $25 will be assessed. Rental requests
must be submitted at least ten business days before the requested rental date. Rental requests submitted
less than ten business days before the requested date will NOT be accepted.
4. In order to receive a resident rate, the applicant 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). For weddings,
resident rate applies only to the bride, groom or parents of the bride or groom.
5. Groups claiming Dublin residency must provide a current membership roster that shows that at least 51% of the
group's membership owns property or resides in Dublin).
The security deposit is due when the application is submitted. The security deposit is refundable provided there are no
violations of the Facility Use Policy. This deposit may be used to cover charges for additional clean-up, exceeding the
scheduled time, damage to the facility or equipment, or cancellations. The amount of the security is based on the facility
requested:
• St. Raymond Church: $250
• Kolb Sunday School Barn: $500
Group 1. Public Agencies
Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners
Associations and Youth Sports Leagues
Group 3. Resident or Non-resident Individuals or Other Groups
Group 4. Commercial Uses by Residents or Non-residents
.. ~. ~ .~
Group Weekend Use (Friday -Sunday) Weekday Use (Monday -Thursday)
Classification
Group 1, 2, Up to twelve (12) months in advance of rental
and 3 date
Resident
Group 3 Up to nine (9) months in advance of rental date Up to three (3) months in advance of rental date
Non-resident
Group 4 Up to six (6) months in advance of rental date
Continuous use of St. Raymond Church or the Kolb Sunday School Barn is not permitted.
ADOPTED XXXXX',(XX, 2011 WERITAGE PARK & MUSEUMS FACILITIES -Page 4 of 6
Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time.
Group Classification St. Raymond Church Kolb Sunday School Barn
(includes use of the park grounds)
Groups 1 and 2 Setup/Takedown Fee Only of
Use During Business Hours (M - F, Sam-5pm) $14 per hour per Facility Setup/Takedown Fee Only of $14 per
Attendant. Number of hour per Facility Attendant. Number of
Attendants dependent on Attendants dependent on facilities
facilities used and the setup used and the setup needs.
needs.
Groups 1 and 2
Use Outside of Regular Business Hours
$15 per hour
$43 per hour
Groups 1 and 2
Use for the Purpose of Fundraising
$45 per hour
$128 per hour
Group 3 Resident $60 per hour $170 per hour
Group 3Non-resident $72 per hour $204 per hour
Group 4 (Commercial Use) Resident $80 per hour $227 per hour
Group 4 (Commercial Use) Non-resident $96 per hour $272 per hour
-•
Private Party Package Rental Fees
The Private Party Package (includes weddings, private parties, receptions and anniversaries) includes the use of St.
Raymond Church, the Kolb Sunday School Barn, the picnic area and front lawn, and the restroom facilities (restrooms are
open to park users as well). Additionally, a discounted package is also available for those choosing to rent all facilities
except the church. The package includes a minimum of six hours. When required, services of a Building Attendant and
Custodial Staff are included in the fee charged.
6-hour Package
All Facilities Security Deposit Hourly Fee
After Six (6) Hours
Group 3 Resident $1,240 $750 $230
Group 3Non-Resident $1,488 $750 $276
6-hour Package -Kolb
Sunday School Barn Only Security Deposit Hourly Fee
After Six (6) Hours
Group 3 Resident $918 $750 $170
Group 3Non-Resident $1,101 $750 $204
~ ~
Cancellation re uests must be made in writin b the a licant. Refunds will be handled as follows:
180 Da s or more 45 da s or more Less than 45 da s
Security Deposit refunded less $25 Forfeit security deposit unless Forfeit security deposit and one-half
processing fee. another user re-books the date. If of the fees paid (or payable)
the date is rebooked, the deposit will
be refunded less a $25 processing
fee.
~~• ~ ~ "`
Built by Dublin pioneers in 1859, St. Raymond Church is the oldest wooden church in Alameda County. No longer
functioning as a religious institution, the little church stands in its original setting, its bell proudly pealing over the
community. The St. Raymond Church is available for community and private use. The intimate, historical setting is ideal for
small weddings, baptisms, recitals, funerals, memorials and lectures. Rental of the Church includes use of the adjacent
paved Courtyard/Gazebo. All capacities indicated conform to Fire Code Requirements. Capacity: 84
The Kolb Sunday School Barn includes a large open room and a stage with abuilt-in lighting and sound system. Rental of
the Kolb Sunday School Barn includes the Heritage Park front lawn area, which includes a large grass area facing Donlon
Way that can accommodate an outdoor tent (tents require approval of the Parks and Community Services Director or
designee; depending of the size of the tent a permit may be required from the Fire Prevention Division). The grounds also
include ten (10) picnic tables situated between the Kolb Sunday School Barn and the Kolb Hay Barn that can accommodate
AI1l1DTFI'1 vvv vvvvX 7!117 ..r n.rw.-"--.,..,v o . ...~.-. ...... ... .,.. .-'. ~.. .._ .. r
80 persons. Kolb Sunday School Barn Capacity: Dining - 88, Assembly -120. Number of tables available: 12. Number of
chairs available: 120.
Note: The Kolb House is not available for rental and would remain open and accessible to the public during regular business
hours. The Heritage Park & Museums park grounds are only available in conjunction with the rental of the Kolb Sunday
School Barn. The park grounds cannot be rented separate from the facility.
Applicants will not be permitted to exceed the Fire Code Capacity of any room or rental area. Overcrowding is forbidden
and will result in cancellation of event and forfeiture of all fees paid. Events with attendance exceeding 180 people will
not be permitted.
~ ~
1. The facilities are available for rental Sunday -Thursday from 8:00 a.m. to 10:00 p.m., and Friday -Saturday from 8:00
a.m. to 12:00 midnight. In general, the minimum rental period is 2 hours; however, on Saturdays from May through
September, the Private Party package is required, in which the minimum rental period is six (6) hours and could include
both facilities and the specified park grounds or the Kolb Sunday School Barn and specified grounds without the St.
Raymond Church.
2. The facilities must be vacated by the time specified on the Facility Use Application. Events that exceed the scheduled
hours will be charged twice the hourly rate for the extra time, with the exception of the Party Package.
3 Hours of use must include the amount of time needed for the function, setup and cleanup, including any time needed
by the caterer, band, florist, coordinator, etc.
4. Any changes in rental hours within ten (10) working days of function date will be dependent on Staff availability.
The total number of parking spaces at the Heritage Park & Museums is 77 standard spaces during the weekday and 92
standard spaces on the weekend, as well as nine (9) accessible spaces at all times.
Restroom facilities for St. Raymond Church are located in the rear of the Old Murray Schoolhouse across the parking lot
from the Church. Restroom facilities for the Kolb Sunday School Barn are located in the Old House directly north of the
Kolb Sunday School Barn.
Due to the historic significance of the Dublin Heritage Park & Museums facilities, all candles and open-flame devices are
prohibited during any and all uses of St. Raymond Church and Kolb Sunday School Barn.
n nnor~n vwvvvvv on~~ .;«~:.~ .....:......: .. . .. ... ~::_
v
C~
a
+..
a
O
O
0
L
m
A ~
ro ~
2 Q'
s
o
Y
paena~nog u~~gna
O
_
.0
~
~
` ~
~
V1 ~ ~
= O
~, o+
a ~ r-
V ~
a
~ ^ 0 ~'
V p O
2~
~ ~
y ~,
~ o O
Y
Q ~_
. ~~~ ~
V C ~ ~
Q
a ~
L
~a
m
0
u~
~ O
~ ~
.
.
~ ~
Z
w
~ ra ' ' s
'a
,~ '~ 3 ,_
O- N V
W ''C O
O_~ Q~
~ '~~ ~
a ~
V m ,~ ~
~+
R
C
O
c
0
D
ATTACHMENT 2