HomeMy WebLinkAboutReso 171-11 Heritage Pk Use Fee RESOLUTION NO. 171 - 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enacted in Resolution 221-08 be superseded by this resolution effective October 4, 2011.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 4th day of October 2011, by the following vote:
AYES: Councilmembers Biddle, Hart, Hildenbrand, Swalwell, and Mayor Sbranti
NOES: None
ABSENT: None
ABSTAIN: None
.
Mayor
ATTES
Y~>"P City Clerk
Reso No. 171-11, Adopted 10-4-11, Item 6.3 Page 1 of 1
EXHIBIT A -
>.9 m ~ 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. '
e e
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 SOl(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 Sl% 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 Si% 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
~ • e 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 XXXX%X, 2011 HERBAGE PARK & M USEU MS FACILITIES -Page 1 °f 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.
o e
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.
~ o~
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.
n •
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.
0
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. i
o e ~
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 HERfrAGEPARK'& MOSEUMS;F~'
A~CIL
TIES- Page 2 of 6
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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.
• e • • • a 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.
• s ~ a e ~ • ~ 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.
0
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. i
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. I
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. I
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~YXXXXXX, 2011 H K(T'AG~PARK?&MUSEUMS~EACILITIE~;-Page 3of6
Dublin Heritage Park & Museums
~ A ~ 6600 Donlon Way, Dublin, CA 94568 .
Application Submittal: .
City of Dublin -Shannon Community Center •
11600 Shannon Avenue, Dublin, California 94568
(925) 556-4500
e o s
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 $26 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).
~ •e
The security deposit is due when the application is submitted. The security deposit is refundable provided there are n
violations of the Facility Use Policy. This .deposit may be used to cover charges for additional clean-up, exceeding t~
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
o o . . . .
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
• o• ® •e
Group Weekend Use (Friday-Sunday) Weekday Use (Monday-Thursday)
Classification
Group 1, 2; Up to twelve (1Z) 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
e e
Continuous use of St. Raymond Church or the Kolb Sunday School Barn is not permitted.
ADOPTED xXXX)ODCX, 2011 ~ HERITA_G,EPARK&~MUSEIIMS;FAGILI71E5-Page4of6
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)
roups 1 and 2 Setup/Takedown Fee Only of
Use During Business Hours (M - F, Sam-Spm) $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 ~
0 0
Cancellation re nests 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.
' -eo ~ a
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 i
paved Courtyard/Gazebo. All capacities indicated conform to Fire Code Requirements. Capacity: 84 ,
The Kalb Sunday School Barn includes a large open room and a stage with abuilt-in lighting and sound system: Rental of the
~b Sunday School Barn includes the Heritage Park front lawn area, which includes a large grass area facing Donlon Way ~
t 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.
ADOPTE D XXXXXX7FY„ 2011 HERITAGEPAN ,s&jiNU5EUM5~AGTLtTIES-Page 5 of 6
I
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 forbidd~
and will result in cancellation of event and forfeiture of all fees paid. Events with attendance exceeding 180 people will
not be permitted.
0 o M - -
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.
D 0 D 0 D 0
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 xXXXX%XX, 2011 HERITAGE PARK~-& MUSEItMSfAnE~IES-Page 6 of 6