HomeMy WebLinkAbout8.2 Stager Comm Gymnasium Use Policy & Rental Schedule Of DU���
i91 82 AGENDA STATEMENT
PARKS AND COMMUNITY SERVICES COMMISSION
��trFOR��e MEETING DATE: December 14, 2009
SUBJECT: Stager Community Gymnasium Use Policy and Rental Fee Schedule
Report by Rich Jochner, Recreation Supervisor
ATTACHMENTS: 1. Draft Gymnasium Use Policy
2. Fee Survey
RECOMMENDATION: Receive report and recommend approval of the proposed Stager
Community Gymnasium Use Policy to the City Council or provide
alternate recommendation.
FINANCIAL STATEMENT: None.
DESCRIPTION: The City Council adopts Facility Use Policies for all public
buildings or park areas that are available for rental by the community. These Facility Use Policies
establish the rules, regulations, procedures and fees governing the use of the facilities. Staff is proposing
changes to the Stager Community Gymnasium Facility Use Policy. The policy and fees were last updated
in 2003. Attachment 1 is the proposed Stager Community Gymnasium Use Policy. Following is a
summary of the proposed changes to the existing Facility Use Policy.
CLASSIFICATION OF USERS
The Use Policy establishes user classifications that help determine the priority for making reservations
and the amount charged for rental fees. Staff proposes reducing the number of classifications as there is
little difference between some of the classifications and the assigned reservation priorities and rental fees.
The table below shows a comparison of the current and proposed user classifications.
CURRENT USER GROUP CLASSIFICATIONS PROPOSED USER GROUP CLASSIFCATIONS
Group 1— City of Dublin Group 1— Public Agencies
Group 2— Public Agencies Group 2—Dublin Sports League Organizations
Group 3— Dublin Sports League Organizations Group 3— Dublin Chamber of Commerce, Dublin-based
Group 4— Dublin Chamber of Commerce Charitable and Social Welfare Organizations
Group 5— Dublin Charitable/Social Welfare Org. Group 4—Individuals or other Groups
Group 6— Individuals or other Groups (Resident and Non-Resident distinctions)
(Resident and Non-Resident distinctions) Group 5— Commercial Uses
Group 7— Commercial Uses (Resident and Non-Resident distinctions)
(Resident and Non-Resident distinctions)
COPIES TO: Youth Sports Liaison Committee
ITEM NO.: 8.2
G:APARKS COMMISSION\AGNDSTMT\2009\12-14 Gym Facility Use Policy.doc
Elimination of City of Dublin as User Group Classification
Staff proposes eliminating the "City of Dublin" as a user group classification. The Use Policy is a "rental
policy" and applies to the uses that are accommodated when the gymnasium is not being used for City or
School District programs or events. The Use Policy states that the City can make "reservations"up to one
year in advance of the "rental date". However, many times the City may book events further than one
year out. Therefore, Staff recommends eliminating the City as a user group classification.
Modifications to Chamber of Commerce and Dublin Based Charitable and Social Welfare Groups
Currently the Chamber of Commerce is listed as its own user group classification in the policy. However
the Chamber of Commerce receives the same priority and is charged the same rental fees as current user
Group 3 and Group 5. Therefore, Staff recommends combining the Chamber with the other charitable
and social welfare organizations. This would not adversely affect the Chamber of Commerce's access to
City facilities or rental costs. This change would also make the Stager Community Gymnasium Facility
Use Policy the same as other City rental policies.
The City receives requests from a variety of regional or national non-profit organizations that serve the
community. However the current definition of Dublin-based charitable and social welfare organizations
in the Facility Use Policies does not allow them to qualify for that status. Following is the definition:
Organized non-profit groups with a current 501(c)(3) or 401(c)(4) IRS status, whose
membership is open to the public and whose primary purpose is to serve the Dublin
community. The organization's membership must be at least 51% Dublin residents.
Examples of organizations that technically do not qualify as Dublin based non-profits include the
American Cancer Society Relay for Life, Senior Support of the Tri-Valley and Child Care Links. Staff
recommends adding a line to the definition indicating that regional and national non-profit groups that do
not meet the 51% resident membership requirement could qualify by submitting a letter to the City
demonstrating the direct community benefit of the facility use. Those requests would be approved by the
City Manager or her/his designee. Currently Staff must bring those requests to City Council for
consideration. This change would also make the Stager Community Gymnasium Facility Use Policy the
same as other City rental policies.
Commercial Uses
Staff also recommends modifying the definition of"Commercial Uses", which are currently defined as:
Companies, groups, or individuals whose events have the primary purpose of generating
a profit such as tournaments, fee based training programs and camps, etc.
The City receives many rental applications from groups for events where they are charging admission fees
or making sales onsite, however they claim it is only to "cover costs". It is difficult for Staff to really
determine if an event generates a profit. Therefore Staff proposes changing the definition to:
Companies, groups or individuals whose practices, clinics, camps and games have an
admission fee or include the sales of goods or services, including those contracted by any
facility lessees, regardless of classification.
This definition will provide clarification towards the use of outside vendors who profit from use of public
property and therefore should pay the full cost of the rental and not receive a discounted rate. All such
uses should be classified as commercial use. This would not apply to tournaments sponsored by Dublin
2 of 4
Sports Groups. However, it would apply to clinics or camps sponsored by any group that charges a fee
and uses an outside vendor to provide the service regardless of who collects the fee.
PRIORITY OF USER GROUPS
To order to accommodate the Dublin Sports League Organizations with specific league schedules, Staff
recommends adding:
The City reserves the right to reschedule use to accommodate Dublin Sports League
Organizations.
Staff also recommends increasing from two months to three months the amount of time in advance Group
4 (non-resident) and Group 5 can submit applications. This will better help these groups to plan and
publicize events. All other groups still have one to eight months of priority (depending on classification)
in turning in their applications in advance of Group 4 (non-resident) and Group 5.
RENTAL FEES
In October 2009, Staff conducted a survey of the fees charged by cities, school districts and special
districts for use of gymnasiums in the Tri-Valley region. Attachment 2 is a summary of the survey results.
Following are the proposed fees, which would be effective for rentals after July 1, 2010.
CURRENT PROPOSED
RESIDENT NON-PROFIT/SPORTS
GROUPS
Hourly Rental Fee $30.00 $40.00
INDIVIDUALS/OTHER GROUPS
Resident Hourly Rental Fee $45.00 $60.00
Non-Resident Hourly Rental Fee $54.00 $72.00
COMMERCIAL GROUPS
Resident Hourly Rental Fee $50.00 $80.00
Non-Resident Hourly Rental Fee $72.00 $96.00
VOLLEYBALL NET RENTAL(per rental) NEW $20.00
Volleyball Net Rental Fee
An additional fee will be charged for volleyball rentals as it requires one hour of additional staff time to
set-up and take-down the volleyball equipment.
OUTREACH TO SPORTS ORGANIZATIONS
Staff has been proactively reaching out to the Dublin based sports groups as part of the process to update
the Sports Field Use Policy. Issues related to Stager Community Gymnasium were discussed at the
October Youth Sports Liaison Committee with representation from St. Raymond's CYO. Input from the
Liaison Committee meeting was used to develop the draft policy. The draft was distributed in November
to the sports groups, asking them to discuss the proposed changes with their Boards and supply the City
with any feedback or comments. The sports organizations'were also supplied with a public meeting
schedule when this policy item would be discussed.
The City received no written comments regarding the proposed modifications to the Gymnasium Use
Policy.
3 of 4
SUMMARY
The modifications proposed by Staff will help the City to continue to operate and maintain the facilities in
a quality manner. The proposed rental fees remain affordable and are just below the market average for
public facilities in the Tri-Valley.
If approved by the City Council, the new fees would be effective for rentals occurring on July 1, 2010 or
after. Rentals occurring prior to July 1 will be charged the existing rental rates.
RECOMMENDATION: Staff recommends that the Parks and Community Services
Commission receive the report on the Stager Community Gymnasium Use Policy and recommend
approval to the City Council or provide alternate recommendations.
4 of 4
OF ID
19 82 Stager Communit Gymnasium
DRAFT Facility Use Policy
�'ILIFOR���
The Stager Community Gymnasium is located at 6901 York Drive at Valley High School. When the Gym is not used for
City or School District activities, it is available for rental by the community. The Facility Use Policy establishes rules,
regulations, procedures and fees for use of the Gym, which is limited to sports practices and events typically held in
gyms.
Classification of Users
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 Sports League Organizations (Organized sports groups with current IRS non-profit status, whose
membership is open to the public. The organization's membership must be at least 51% Dublin residents.)
Group 3. Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations (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 organization's 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 to the Parks & Community Services Department that demonstrates the
direct community benefit of the facility use. Such letters require approval of the City Manager or their
designee.)
Group 4. Individuals or Other Groups(Groups who do not meet the criteria listed above and/or activities such as games
or practices, 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; current roster must be submitted with application)
b) Non-Resident
Group 5. Commercial Uses (Companies,groups or individuals whose practices, clinics, camps and games have an
admission fee or include the sales of goods or services, including those contracted by any facility lessees, regardless of
classification).
a) Resident (Organization or individual must be located within the Dublin City Limits and have current City of
Dublin Business License. If there is no organization facility, person responsible for event must reside or own
property within the Dublin City Limits)
b) Non-Resident
Priority of User Groups
The City reserves the right to reschedule use to accommodate Dublin Sports League Organizations.
Group 1 - Reservations accepted up to nine months in advance of requested dates of use.
Group 2- Reservations accepted up to six months in advance of requested dates of use.
Group 3, and Group 4(Resident)- Reservations accepted four months in advance of requested dates of use.
Group 4(Non-Resident)and Group 5- Reservations accepted three months in advance of requested dates of use.
How to Make a Reservation
Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance
required for the rental.
1. To reserve the Stager Community Gymnasium, a Facility Use Application and $250 refundable security deposit
must be submitted for approval. Approval takes three to five business days; notification of application status will
be e-mailed.
2. Applications must be submitted in person at the Dublin Civic Center, 100 Civic Plaza. Applications are accepted
between the hours of 8:30 A.M. and 4:30 P.M, Monday through Friday, holidays excepted.
ATTACHMENT 1
3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and
provision of insurance) must live or own property within the Dublin's City Limits. Verification of residence address
will be required (valid California drivers license or current utility bill).
4. Groups applying under the Group 2 or 3 classification must have an "Organization Verification Form" on file, or
submit one with the following: 1) Bylaws, and 2) Current I.R.S. Tax Exemption Letter. Groups claiming Dublin
residency must provide a current membership roster(51%of membership must reside in Dublin). Applications will
not be accepted without these items.
5. Applications submitted less than five business days prior to the requested rental date will not be accepted.
6. The City reserves the right to book additional events before or after an applicant's confirmed rental time.
Payment Schedule I INITIAL:
1. At the time the application is submitted, a $250 refundable security deposit is required.
2. Final payment of rental fees must be made no later than 30 days prior to the scheduled rental date. If an
application is submitted less than 30 days prior to the rental, then payment of rental fees must be made at the
time of application. Payments not received by this deadline may result in cancellation of the rental and
forfeiture of the deposit.
3. Security deposits will be returned by mail within 30 days of the function date providing there are no violations of
the Facility Use Policy,the rental hours exceeded, excessive cleaning required, or damages to the facility.
4. Payments may be made by check, money order or cash. Make checks or money orders payable to the City of
Dublin.
Cancellations/Changes/Refunds INITIAL:
1. Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows:
a) If the request is received three months or more prior to the rental date the deposit will be refunded, less a $25.00
processing fee. Refunds will be mailed to the applicant within 30 days of receipt of the written cancellation request.
b) If the request is received between three months and 30 days prior to the rental the applicant will forfeit the deposit unless
another user rebooks the date. If the date is rebooked the deposit will be refunded less a$25.00 processing fee.
c) If the request is received less than 30 days prior to the rental date the applicant will forfeit the deposit and one-half of the
fees paid(or payable).
2. Refunds and credits are not issued for unused hours.
3. Facility Use Permits may not be transferred, assigned or sublet.
4. Any changes in rental hours less than five working days prior to the rental date will be assessed a $25.00 fee per
change.
5. 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.
Insurance Requirements I 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. The applicant must be specified as the insured. The Certificate shall name the City of
Dublin and the Dublin Unified School District as "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 and/or the Dublin Unified School District. The certificate shall be properly executed with
the original signature of the authorizing insurance agent. The Certificate is due at the time final payment is made.
General Rental Information
1. A responsible adult from the rental must supervise the premises for proper facility use during all rental hours.
Groups composed of minors must be supervised at all times by two adults for each twenty minors.
2. SMOKING IS PROHIBITED within the interior of the Gymnasium and outside on the school property.
3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited.
4. Tables and chairs provided by the City may not be removed from the facility.
5. Storage is not available.
6. The use of decals,glitter, powders, wax, paint, etc. are prohibited in the gymnasium.
7. Only water may be brought into the gymnasium. Food and drink are not allowed.
8. Containers of ice may not be placed in the gymnasium.
9. The consumption, serving and/or selling of alcoholic beverages is not permitted.
10. P.A. Systems, microphones,TV/VCRs, stand-up podiums and extension cords are not available.
11. The scoreboard is only available for use during official league games.
12. Hitting or kicking balls onto the walls or against the building is prohibited.
13. Tickets may not be sold at the door as an admission charge unless approved in advance.
14. Only athletic shoes may be worn on the court. Street shoes are not permitted.
15. The gymnasium has heating but no air conditioning.
16. The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be responsible for
setting up the bleachers.
The bleachers are only available for league games or special events. Chairs will be provided when requested.
17. 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.
18. The capacity of the gymnasium is 1,428 and is posted in the building. Overcrowding is forbidden and will result in
cancellation of event and forfeiture of all fees paid.
19. School and City property must be protected from damage and undue wear. Users shall be responsible for the
condition of the facility and equipment. The Gym Attendant will record the condition of the facility and equipment
before and after each rental. The rental applicant shall pay for repairs to property or equipment damaged during a
rental.
20. Requests for exception to the Facility Use Policy must be submitted in writing to the City Manager, or their
designee, no later than one month prior to the date of use requested.
Decorations and Signs
1. The use of tacks,tape, nails, staples or putty on any walls is prohibited.
2. All decorative materials must be either made of non-combustible substances or treated with State Approved
flame-retardant.
3. Confetti or similar materials may not be thrown inside or outside the facility.
4. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign on the
building.
Hours of Use
The Stager Community Gymnasium is available for rental during the following hours when not scheduled for City or
School District sponsored activities:
When School is in Session
Monday-Friday 3:00 P.M.-10:00 P.M.
Saturday 8:00 A.M.-10:00 P.M.
Sunday 10:00 A.M.-10:00 P.M.
When School is Not in Session
Monday-Saturday 8:00 A.M.-10:00 P.M.
Sunday 10:00 A.M.-10:00 P.M.
Security Deposit I INITIAL:
A$250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there
are no violations of the Facility Use Policy and/or excessive cleaning or damages to the facility.
Rental Fees
Group 1: Dublin Sports League Organizations
Group 2: Public Agencies
Group 3: Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations
Resident Fee Only $40.00 per hour
Group 4—Individuals or Other Groups
Resident $60.00 per hour
Non-Resident $72.00 per hour
Group 5—Commercial Groups
Resident $80.00 per hour
Non-Resident $96.00 per hour
General Notes Regarding Fees
1. An additional 50%will be charged for use of the facility on designated City holidays pending availability of City staff.
2. A minimum of two hours will be required per rental application.
3. Hours of use must include the amount of time needed for the event, including setup and cleanup.
The City of Dublin reserves the right to deny the use of the Stager Community Gymnasium 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.
0 0 0 0 00 00
IL O O o
Q Sri (ri Sri
M 'IT LO
J ER 64 EA (f} ER
z
O
LL �—
O Z O O O O O
Q
UW 6" 6' � 60, 6->
J
a
5
z
0 N fl)
Z Q O M co m m M m
a
Q 0 O 0 0 0 0
U = O M O O CD CO O
WU 60. En c iss cfr
J (n U U U
a O o 0
o
c c c
E
� L �
cn L
Z J O N O O N O O N zo
J O O O O O O C C
op o O (V (V L (V " L a) N
S M M co CO W co CO —
00 0 U EA M E9 60,31 fJ EA 'p O C
M
M N
(n ER 6.) ff3 7 U
O Q
M co M S C
Fp} 6-> CF!
z
_j LO CD CD CD CDI
O m O O
0 M O O
Z
Q (n Ei} 64
N
z
N O o0 Oo ° o0 00
0 Q0 ° o
o ° L2
(f} v3
U
W
W M M � Lq N
61 I— (D N
:5 LLI' Ef? E13 69 b4 EA
Q
W
J OOO O O O
CD C14 CD co
O
CO I— co QS..
0 O 6-31 6-11.691
a
F-
Z Z o 0 0 0 0
J W O o o O O
m � 6 � �
� �
> > � � e�>
� U
a
0
w
0
LU
W o a
LL
(an o LL LL
o � U)
LL w Fq � Fucl�
w = -- 0 � >
(L �- a) W m
Q °) O � o 0 o
0 � >`=
Z Z J a 0
C c
Z ai � _ .- Ix __
LL Of Li �_ C O LL W C N L L
L 0 a) o L_ L CL
S O ? cc z 0 � 0� z 0
ATTACHMENT 2