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HomeMy WebLinkAbout6.3 Heritage Pk Facility Use G`~y OF DUB~ti a`~;~~~ STAFF REPORT CITY CLERK C~ CITY COUNCIL Flle #295-10 04GIFOR~~ DATE: October 4, 2011 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager '~a~..., C~J SUBJECT: PUBLIC HEARING: Dublin Heritage Park and Museums Facility Use Policy Prepared by Paul McCreary, Assistant Director of Parks and Community Services and John Hartnett, Heritage and Cultural Arts Manager EXECUTIVE SUMMARY: The City Council will consider adopting the Heritage Park and Museums Facility Use Policy and Rental Fee Schedule, which will allow for community use and private rentals of the Kolb Sunday School Barn and St. Raymond Church. FINANCIAL IMPACT: This Fiscal Year 2011-2012 budget estimates $7,100 in revenue will be collected from rentals of the Barn and Church. RECOMMENDATION: Staff recommends the City Council take the following actions: 1) Open the Public Hearing; 2) Receive the Staff presentation and public comments; 3) Close the Public Hearing and deliberate; and 4) Adopt the Resolution establishing a Facility Use Policy and Rental Fee Schedule for use of the Kolb Sunday School Barn and St. Raymond Church at the Dublin Heritage Park and Museums. Submitted By Reviewed By Director of Parks and Assistant City Manager Community Services Page 1 of 6 ITEM NO. 6.3 DESCRIPTION: The City Council adopts Facility Use Policies for each of the City's facilities and 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 (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. 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 (Resident and Non-Resident distinctions) 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 Page 2 of 6 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 an on-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. 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 Page 3 of 6 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. Apre-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. The $170 per hour 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. Page 4 of 6 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 Kolb Barn from Base Rate Groups 1 and 2 (Public Agency, Setup/Takedown Fee Setup/Takedown Fee Chamber of Commerce, Dublin Only of $14 per hour per Only of $14 per hour per Charitable Organizations, Facility Attendant. Facility Attendant. Homeowners Associations and Number of Attendants Number of Attendants Sports Leagues) depends on facilities depends on facilities Use During Business Hours used and the setup used and the setup (M-F, Sam-5pm) needs. needs. Groups 1 and 2 75% discount $43 Use outside of regular Business Hours Groups 1 and 2 25% discount $128 Use for the Purpose of Fundraising Group 3 (Dublin Resident) BASE RATE $170 Group 3 (Non-Resident) 20% increase $204 Group 4 (Dublin Based Business) 33% increase $227 Use for Commercial Purposes Group 4 (Other Businesses) 60% increase $272 Use for Commercial Purposes Discount / Classification of Rental Use Increase St. Raymond Church from Base Rate Groups 1 and 2 100% Fee Waived Use during regularbusiness hours discount Groups 1 and 2 75% $15 Use outside of regular business hours discount Groups 1 and 2 25% $45 Use for the Purpose of Fundraising discount Group 3 (Dublin Resident) BASE $60 RATE Group 3 (Non-Resident) 20% $72 increase Group 4 (Dublin Based Business) 33% $80 Use for Commercial Purposes increase Group 4 (Other Businesses) 60% $96 Use for Commercial Purposes increase Classification of Rental Use BASE All Facilities Package (6 Hours) RATE Page 5 of 6 Group 3 (Dublin Resident) 10% $1,240 discount Group 3 (Dublin Resident) 10% Kolb Sunday School Barn Only (6 discount Hours) Group 3 (Dublin Resident) 10% $918 discount Group 3 (Dublin Non-Resident) 10% All Facilities Package (6 Hours) discount Group 3 (Dublin Non-Resident) 10% $1,488 discount Group 3 (Dublin Non-Resident) 10% Kolb Sunday School Barn Only (6 discount Hours) Group 3 (Dublin Non-Resident) 10% $1,101 discount 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 Facility Use Policy establishes rules and regulations to protect the investment 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. Additionally, at the meeting of September 19, 2011, the Parks and Community Services Commission reviewed 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. NOTICING REQUIREMENTS/PUBLIC OUTREACH: Notice of this Public Hearing was published in the Valley Times on September 24, 2011 and September 29, 2011, as well as posted at the Dublin Civic Center, Dublin Public Library and Dublin Senior Center. The Public Hearing notice was also mailed to those on the City's Public Hearing interest list. A copy of the Staff Report was sent to the Heritage and Cultural Arts Commission and the Parks and Community Services Commission. ATTACHMENTS: 1. Map of Heritage Park and Museums 2. Resolution establishing a Facility Use Policy and Rental Fee Schedule for use of the Kolb Sunday School Barn and St. Raymond Church at the Dublin Heritage Park and Museums, with draft Facility Use Policy as Exhibit A Page 6 of 6 paena~no8 ui~gna ~I f l r RESOLUTION NO. -11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING THE FACILITY USE POLICY AND RENTAL FEE SCHEDULE FOR USE OF THE KOLB SUNDAY SCHOOL BARN AND ST. RAYMOND CHURCH AT THE DUBLIN HERITAGE PARK AND MUSEUMS WHEREAS, the City of Dublin maintains and operates the St. Raymond Church and Kolb Sunday School Barn at the Dublin Heritage Park and Museums; and WHEREAS, the aforementioned facilities are available for use by the public during such times that the City is not utilizing the facilities for City sponsored activities; and WHEREAS, it is necessary to have established Facility Use Policy and Rental Fees for use of the aforementioned facilities; and WHEREAS, the Facility Use Policy and Rental Fee Schedule for the aforementioned facilities have been updated and revised to reflect the addition of the Kolb Sunday School to the site and the current market conditions; and WHEREAS, the revisions proposed by Staff have been reviewed by the Heritage and Cultural Arts Commission and the Parks and Community Services Commission and both Commissions unanimously recommended approval to the City Council. NOW, THEREFORE, BE IT RESOLVED that the City of Dublin does hereby adopt the Heritage Park and Museums Facility Use Policy and Rental Fees contained in Exhibit A attached hereto. BE IT FURTHER RESOLVED that the provisions established for St. Raymond Church enacted in Resolution 221-08 be superseded by this resolution effective October 4, 2011. PASSED, APPROVED AND ADOPTED this 4t" day of October 2011. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk -1- ATTACHMENT 1 EXHIBIT A - ~g ~ Heritage Park & Museums 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 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 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. ADOPTED XXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILITIES -Page 1 of 6 ~ INITIAL: 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 INITIAL: Based on the date the cancellation request is received, all 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 & MUSEUMS FACILITIES-Page 2 of 6 • 1 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 FACILITIES-Page 3 of 6 Dublin Heritage Park & Museums ~ ~ 6600 Donlon Way, Dublin, CA 94568 ~ Application Submittal: City of Dublin -Shannon Community Center 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 or a-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 XXXXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILITIES-Page 4of 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 used facilities used and the setup 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 Security Deposit Hourly Fee All Facilities After Six (6) Hours Group 3 Resident $1,240 $750 $230 Group 3Non-Resident $1,488 $750 $276 6-hour Package -Kolb Security Deposit Hourly Fee Sunday School Barn Only 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 80 persons. ADOPTED XXXXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILITIES-Page 5 of 6 Kolb Sunday School earn 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. ADOPTED XXXXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILITIES-Page 6of 6