HomeMy WebLinkAboutItem 5.1 Rotary Club Use
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CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: March 25, 1991
SUBJECT
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Request from the Dublin Rotary CLub for use of
the Dublin Sports GrQunds for the 5th Annual
Shamrock Ascoe Concours d'Elegance (Report by
Diane Lowart, Recreation Director)
@ Correspondence from Larry Buchheit, President
Consider Request
EXHIBITS ATTACHED ~ Ii.!
RECOMMENDATION ~. ~;
FINANCIAL STATEMENT :
Cost to City:
Lost fee revenue:
$600 - $800
$660
I
DESCRIPTION : The Dublin Rotary Club has requested exclusive
use of the Dublin Sports Grounds for the 5th Annual Shamrock Ascot
Concours d'Elegance on Sunday, August 18, 1991. In addition to
exclusive use of the Dublin Sports Grounds, the Rotary Club has
requested City support of the Concours as follows:
1. Waive the use fees for the Dublin Sports Grounds.
2. Provide Public Works personnel to assist with traffic
control and site maintenance.
3. Use of City Banner poles from August 5-19, 1991
4. permission to place advertisements in the public right-of-
way and on the baseball backstops facing 1-580 and Dublin
Boulevard. .
5. permission to charge an admission fee to the event and sell
food and alcohol.
6. permission to allow overnight camping of security personnel.
Background
Since incorporation, the City celebrated Founders Week with a Mayors
reception to honor pioneer families, a merchants arts and crafts
fair, and a barbecue and dance at the Heritage Center sponsored by the
Dublin Historical Preservation Association. In 1987, representatives
from local service clubs joined together to expand the scope of
Founders Week, creating the Dublin Shamrock Festival and Shamrock
Concours d'Elegance. The purpose of the festival was to raise funds
for Dublin based non-profit corporations and service clubs that (a)
promote and enkindle a sense of community pride in Dublin, (b)
promote Dublin's history as an integral part of pride in community,
(c) promote Dublin as a regional retail business center, and (d)
allocate festival proceeds for needed Dublin community services.
For the next two years, the Festival and Concours
conjunction with the other to promote the ideals
previously. In 1990, the Festival and Concours
independently of the other on two consecutive weekends.
Concours will be sponsored solely by the Dublin Rotary
Festival will not be held.
worked in
referred to
were held
For 1991, the
Club and the
Field Use Fees
In previous years the Field Use Fees
basis for the waiver of fees was
combined were a collaborative effort
community groups. This, however, is
were waived for the event. The
that the Festival and Concours
between a vari~ty of DUblin based
no longer the case.
If the Dublin Sports Grounds were made available exclusively to the
Dublin Rotary for this event, the city could conceivably lose $660 in
Field Use Fee revenue. A breakdown of the costs are shown on Page Two.
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ITEM NO.~ COPIES TO: Dublin Rotary Club
~ ,(~O-20
AGENDA STATEMENT - Request for use of Dublin Sports Grounds
March 11, 1991
Page Two
Field Use Fees continued
August 17
August 18
12noon - 7:00pm
7:00pm - 10:00pm
6:00am - 6:00pm
7 hours @ $ 5.00/hour x 6 fields
3 hours @ $15.00/hour x 2 fields
12 hours @ $ 5.00/hour x 6 fields
$210
$ 90
$360
TOTAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $660
Public Works Assistance
The cost associated with providing staff from the Public Works
Department to assist with traffic control and site maintenance is
approximately $600-$800. This will provide two Landscape Laborers for
10-14 hours and supplies.
Promotion
The Dublin Rotary has requested use of the City's banner poles,
permission to place advertisi~g in the public right-of-way, and
permission to place banners at the Dublin Sports Grounds.
The banner poles are available as requested for a fee of $50.00. This
fee can not be waived per city of Dublin Resolution 1-90. As was done
last year, Staff recommends against allowing advertising in the public
right-of way. Signs in the median strips are easily damaged and
dislodged by wind and water. Banners placed on the backstops at the
Sports Grounds are acceptable to Staff provided they are securely
fastened and do not interfere with use of the fields by other groups.
Exceptions To Ordinance 16-88
Per City of Dublin Ordinance 16-88, the following acts are prohibited
in City park and recreation areas and facilities:
1. Expose or offer for sale any article or thing.
2. Camp, lodge, or remain overnight.
3. Give, present or engage in any exhibition, show, play,
performance, dance or concert for money.
4. Use electrical amplifying equipment.
5. Ride, drive, or park any automobile, truck, motorcycle, motor
scooter, or any other motor-powered vehicle except upon the
roads, driveways and parking lots provided and designated for
such use.
6. Consume any alcoholic beverage in parks.
The Dublin Rotary Club requests exceptions to Ordinance 16-88 in order
to charge admission to the Concours, drive cars on the fields, allow
security personnel to camp overnight, sell food and alcohol, and use a
public address system.
Maintenance Concerns
In past years, the Concours and Festival were held no later than the
first weekend in August between baseball and soccer seasons. Although
the fields were heavily stressed due to the extensive use related to
these events, there was adequate time to prepare the fields prior to
the start of soccer season. with the Concours scheduled just two
weeks before the beginning of the soccer season, Staff would recommend
that the following precautions be taken to protect the fields from
damage.
1. Encourage use of the West end of the Dublin Sports Grounds.
2. Route traffic along the perimeter of the soccer fields instead of
through the fields.
3. Eliminate all unnecessary access to the fields by vehicles.
AGENDA STATEMENT - Request for use of Dublin Sports Grounds
March 11, 1991
Page Three
It should be noted that with the elimination of the Shamrock Festival,
the turf and grounds will not be impacted as heavily as in previous
years. However with the anticipated cutbacks in water due to the
drought, it is difficult to adequately assess the condition that the
fields may be in by August.
Summary
A summary of the issues before the City Council for consideration is
shown as follows:
1.
Should the Dublin Rotary Club be granted exclusive use
Dublin Sports Grounds from noon on August 17, 1991 until
on August 18, 1991 for the purpose of conducting the 5th
Shamrock Ascot Concours d'Elegance?
of the
6:00pm
Annual
2. Should the Field Use Fees be waived for this event?
3. Should the City provide Public Works personnel at no cost to the
Dublin Rotary Club for this event?
4. Should advertising be allowed in the public right-of-way and at
the Dublin Sports Grounds for this event?
5.
Should portions of Ordinance
accommodate the request for use
event?
16-88 be waived
by Dublin Rotary
in order to
Club for this
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FE8 27 1991
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Ans'd........... .
FEBRUARY 21, 1991
CITY OF DUBLIN
PARKS AND RECREATION DEPT.
100 CIVIC PLAZA
DUBLIN, CALIF.
ATTENTION: DIANE LOWART
DEAR DIANE:
THE DUBLIN ROTARY CLUB WOULD LIKE TO REQUEST THE EXCLUSIVE USE
OF THE DUBLIN SPORTS GOUNDS FOR THE PURPOSE OF HOLDING OUR FIFTH
ANNUAL SHAMROCK ASCOT CONCOURS D~ELEGANCE ON SUNDAY AUGUST 18, 1991.
WE ARE ASKING THAT THE CITY WAIVE THE USE FEE'S AS WE ARE A'NON-
PROFIT SERVICE ORGANIZATION.
THE DUBLIN ROTARY CLUB WILL NEED USE OF THE FIELD ON SATURDAY,
AUGUST 17th, AT NOON FOR THE PURPOSE OF SETTING UP THE FIELD FOR
THE EVENT. WE WILL HAVE SECURITY THERE OVERNIGHT. ON SUNDAY THE
18th, WE WILL BE AT THE FIELD AT 6:00 A.M. AND WILL BE FINISHED
WITH CLEANUP OF THE FIELD BY 6:00 P.M.
WE WILL NEED THE FOLLOWING:
1. THE GATES UNLOCKED FOR CARS TO ENTER AND LEAVE.
2. USE OF THE BATHROOMS.
3. USE OF THE PARKING LOTS.
4. GARBAGE RECEPTACLES AND A DUMPSTER AREA.
5. TRAFFIC CONTROL, FOR CARS GETTING ON AND OFF THE FIELD.
6. PERMISSION TO PLACE DIRECTIONAL AND ADVERTISEMENT SIGNS IN THE
MEDIAN ISLAND ON DUBLIN STREETS ONE WEEK PRECEEDING THE EVENT.
7. USE OF THE CITY BANNER ACROSS!SAN RAMON BLVD. TWO WEEKS BEFORE
THE EVENT.
8. ADVERTISING BANNER ON THE BASEBALL BACKSTOP FACING 1-580.
9. ADVERTISING BANNER ON THE BASEBALL BACKSTOP FACING DUBLIN BLVD.
CONCOUR GUIDELINES SUGGEST THAT THE FIELDS BE MOWED ON THURSDAY
BEFORE THE EVENT AND NOT WATERED UNTIL AFTER THE EVENT TO PREVENT
DAMAGE TO THE FIELD.
WE ARE ORDERING A CERTIFICATE OF INSURANCE FOR THE EVENT WHICH WILL
EXTEND TO THE BANNER WHICH WILL BE HUNG OVER SAN RAMON VALLEY ROAD
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FOR THE TWO~WEEKS PRECEDING THE EVENT. THIS CERTIFICATE WILL
NAME THE CITY OF DUBLIN AS ADDITIONAL INSURED. PLEASE LET ME KNOW
IF ANYTHING FURTHER IS REQUIRED.
YOUR SUPPORT OF THIS EVENT IS IMMENSELY APPRECI~TED AND INDEED,
WITHOUT IT, THERE WOULD BE NO SHAMROCK ASCOT CONCOURS D'ELEGANCE.
WE WILL COOPERATE IN EVERY WAY POSSIBLE TO MAKE THIS A SUCCESSFUL
EVENT FOR BOTH THE CITY OF DUBLIN AND OUR SERVICE CLUB.
PLEASE FEEL FREE TO CALL WITH ANY CONCERNS OR QUESTIONS YOU MAY
HAVE.
SINCERELY,
~~
LARRY BUCHHEIT
PRESIDENT DUBLIN ROTARY
4~2i6.482
(/MJ4 O.~. d.
CHRIS. KINZ::! '
PRESIDENT ELECT, DUBLIN ROTARY
463-0611
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