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HomeMy WebLinkAboutReso 133-03 DubSportGrndRentFee RESOLUTION NO. 133 - 03 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND RENTAL FEES FOR USE OF THE SPORTS FIELDS AT DUBLIN SPORTS GROUNDS, EMERALD GLEN AND TED FAIRFIELD PARKS WHEREAS, the City of Dublin assumed the responsibility for operation of the Dublin Sports Grounds from the Dublin San Ramon Services District on January 1, 1988; and WHEREAS, effective July 1, 1988, the title to the Dublin Sports Grounds was transferred from the Dublin San Ramon Services District to the City of Dublin; and WHEREAS, the City of Dublin has constructed sports fields at two new parks including Emerald Glen Park and Ted Fairfield Park; and WHEREAS, the City's sports fields are available for use by the public during such times that the City is not utilizing the sports fields for City sponsored activities; and WHEREAS, it is necessary to have established Facility Use Policies and Rental Fees for use of City facilities; and WHEREAS, a new Facility Use Policy and Rental Fees for Sports Fields was adopted by the City Council on October 15, 2002; WHEREAS, after adoption it was determined that the Rental Fees for User Group Classifications 2, 3, 4 and 5 scheduled to go into effect on July 1, 2003 were too high; WHEREAS, the Facility Use Policy and Rental Fees for the City's sports fields have been revised to reflect changes to the Rental Fees proposed by Staff and the Parks and Community Services Commission. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 197-02 Establishing Facility Use Policy and Fee Schedule for Use of the Sports Fields at Dublin Sports Grounds, Emerald Glen and Ted Fairfield Parks be superseded by this resolution effective July 1, 2003. PASSED, APPROVED AND ADOPTED this 17th day of June, 2003. AYES: Councilmembers McCormick, Oravetz, Sbranti and Zika and Mayor Lockhart NOES: None ABSTAIN: None / ~/ ATTEST: ~ ~ity Clerl~..~ ("~.. ~ KZ/G/6- 17-03/reso-fee-sportsfield.doc (Item 6.1) Sports Field Use Policy Classification of Users The City of Dublin has several sports fields available for use by the community for soccer, baseball and softball Group 1. City of Dublin on a permit basis. Fields available at the Dublin Sports Grounds, located on Dublin Blvd. at Civic Plaza, Group 2. Public Agencies (Agencies serving the City include five baseball fields (one 90' and four 60'- of Dublin including Alameda County, Dublin- diamonds), six soccer fields (one lighted), and two San Ramon Services District, Dublin Unified lighted softball fields. Fields available at Emerald Glen School District, etc.) Park, located on Tassajara between Central Parkway and Gleason Drive, include two soccer fields'and three Group 3. Dublin Sports League Organizations baseball fields (one 90' and two 60'-diamonds). Ted (Organized sports league groupswith current Fairfield Park, located at North Dublin Ranch Drive and IRS non-profit status, whose membership is Antone Way, features one 90' baseball diamond and open to the public. The organization's one soccer field. The Sports Field Use Policy membership must be at least 51% Dublin establishes rules, regulations, procedures and fees residents.) 9overning use of City sports fields. Group 4. Dublin Chamber of Commerce How to Make a Reservation Please note that the City requires the applicant, not another party, to Group 5. Dublin Charitable and Social Welfare Organizations (Organized non-profit complete all transactions and provide the ins urance required for the rental, g r o u p s wit h c u r r e n t 5 01 ( c ) ( 3 ) o r 5 01 ( c ) (4) I R S 1. To reserve a spo~ts field, a Sports Field Use status, whose membership is open to the Application must be submitted for approval, public and whose primary purpose is to Applications for continuous use (see definition serve the Dublin community. The next column) must include complete schedules organization's membership must be at least including dates, times and fields requested for 51% Dublin residents. An organizational file practices and games. Approval takes 3-,5 days; must be completed on an annual basis to notification of application status will be mailed, receive the priority and fees of this 2. Applications must be submitted in person at the classification.) Shannon Community Center, 11600 Shannon Avenue, Dublin. Applications are accepted Group 6. Individuals or Other Groups (Groups who between the hours of 8:30 A.M. and 4:30 P.M, do not meet the criteria listed above and/or Monday through Friday, holidays excepted, activities such as games or practices, etc.) 3. In order to receive a resident rate, the applicant a) Resident (Individuals must reside or own property within Dublin City Limits; Groups (i.e. the person responsible for the activity, payment of fees and provision of insurance) must must have membership made up of at least live or own property within the Dublin City Limits. 51% Dublin residents;current roster must be Verification of residence address will be required submitted with application) (valid California drivers license or current utility b) Non-Resident bill). Group 7. Commercial Uses (Companies, groups, or 4. Groups applying under the Group 3 or 5 individuals whose events have the primary classification must have an "Organization purpose of generating a profit such as Verification Form" on file, or submit one with the tournaments, fee based training programs or following: 1) Bylaws, and 2) Current I.R.S. Tax camps, etc.) Exemption Letter. Groups claiming Dublin a) Resident (Company facility must be located residency must provide a current membership within theDublinCityLimitsandhavecurrent roster (51% of membership must reside in OtyofDublin Business License. If there is no Dublin). Applications will not be accepted company facility, person responsible for without these items, event must reside or own property within the 5. Applications for continuous use or tournaments Dublin OtyLimits) submitted less than 30 days prior to the rental b) Non-Resident date will not be accepted. Applications for casual ,use submitted less than one week prior to the Casual and Continuous Use rental date will not be accepted. An application with no more than three dates of use, 6. The City reserves the right to book additional and only one field for each date of use, will be events before or after an applicant's confirmed considered "Casual Use". An application with more rental time. than three dates of use and/or more than one field in use at a time will be considered "Continuous Use". Continuous Use includes leagues, tournaments and other special events. EXH]:BTT A Refunds Priority of User Groups Cancellations, Changes and ~ 1. ' Field use fees are not refundable. Credit will be Group I - Reservations accepted up to One calendar issued if the field(S) will not be used as scheduled year in advance of requested dates of use. if written notice is received ten working days or more prior to the scheduled date of use. The Group 2 and Group 3 - Reservations acCepted up to credit expires one year after the date of issue and six months in advance of requested dates of use. For can only be used for field rentals. use from March l-July 15, Dublin Little League will 2. In the event the field is not available due to rain have priority for use of the fields at Dublin Sports or wet field conditions, a credit will be issued if Grounds and Emerald Glen Park; Dublin United Soccer the office is notified in writing within 96 hours will have priority at Ted Fairfield Park. For use from after the scheduled date of use. The credit July 16-December 15, Dublin United Soccer League expires one year after the date of issue and can will have priority for use of the fields at Dublin Sports only be used for field rentals. Grounds and Emerald Glen Park; Dublin Little League 3. Refunds are not issued for unused hours. will have priority at Ted Fairfield Park. 4. Sports Field Use Permits may not be transferred, assigned or sublet. Group 4, Group 5 and Group 6 (Resident)- 5. Occasionally it may be necessary to reschedule, Reservations accepted four months in advance of relocate or cancel a request previously approved. requested dates of use. In this event, the group or individual will be given as much advance notice as possible. Group 6 (Non-Resident) and Group 7- Reservations accepted two months in advance of requested dates Insurance Requirements of use. All applicants for continuous use shall provide the City of Dublin with a valid Certificate of Liability Hours of Rental Use written through carriers acceptable to the City of 1. The City's sports fields are available for rental Dublin. Such certificate shall provide Bodily Injury and from 8:00 A.M. to 10:00 P.M., March 1 through Property Damage Liability protection in the amount of December lb. $1,000,000 per occurrence. The applicant must be 2. The minimum rental period is one (1) hour. specified as the insured. The Certificate shall name the 3. Hours of use must include the amount of time City of Dublin as 'an "additional insured" in needed for the event, setup and cleanup, conformance with the hold harmless agreement as 4. The field must be vacated bY the time specified outlined in the Facility Use Application and must on the Facility Use Application. 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 Payment Schedule of the authorizing insurance agent. The Certificate is 1. For casual use: due at the time final payment is made. Note: Please a) A security deposit and insurance are not contact your insurance provider to check if your required for casual useof City fields, homeowner's policy may be extended to cover b) Rental fees are payable at the time the Field your facility rental. In the event that coverage is Use Application is submitted, not available, the City has special event insurance 2. For continuous use: available for purchase. Please discuss your a) At the time the application is submitted, a insurance needswith the reservationstaff. $250 refundable security deposit is required. b) Final payment of rental fees must be made no later than one month (30 days) after ...... ~e~.~.Ci~t~-~.~"..~)ub"~...~e~s~.~.~:~".t"~.~.~r~gh.t"~..~.~"''' receipt of an approved schedule and invoice. Payments not received by this deadline the use of City Sports Fields to any person or may result in cancellation of the rental group if such use is deemed to be contrary to and forfeiture of the deposit, the best interest of the City, the facility, and/or c) Security deposits will be returned by mail Dublin residents. within 30 days of the function date providing there are no violations of the Facility Use Policy, the rental hours exceeded, excessive Applicants should thoroughly review the cleaning required, or damages to the facility. Facility Use Policy to become familiar with all 3. Payments may be made by check, money order or rental fees, policies and procedures. cash. Make checks or money orders payable to the City of Dublin. Checks must be drawn on the account of the person listed as the applicant. General Rental Information / 1. A responsible adult from the rental group must Rental Fees ~ ~:~ supervise the premises for proper use during all rental hours. Group 2: Public Agencies 2. Groups composed of minors must be supervised Group 3: Dublin Sports League Organizations by two (2) adults for each twenty (20) minors at all Group 4: Dublin Chamber of Commerce times while they are using the field(s). Group 5: Dublin Charitable and Social Welfare 3. It is prohibited to paste, tack, glue or post any Organizations sign, placard, advertisement or inscription or erect Per Field Charge $5.00 per hour any sign in the park (per City Ordinance). Soccer Field Lighting Fee $20.00 per hour 4. SMOKING IS PROHIBITED within 25 feet of any Softball Field Lighting Fee $10.00 per hour children's playground area (per City Ordinance). 5. Parking is permitted in painted parking stalls only. Group 6 - Individuals or Other Groups Vehicles parked illegally will be cited. Per Field Charge (Resident) $15.00 per hour 6. Storage is not available either before or after the Per Field Charge (Non-Resident) $18.00 per hour event/meeting. Soccer Field Lighting Fee (Resident) $26.00 per hour 7. Facility Use Permits cannot be transferred, Soccer Field Lighting Fee(Non-Res.) $31.00 per hour assigned or sublet. Softball Field Lighting Fee (Resident) $13.00 per hour 8. The consumption, serving and/or selling of Softball Field Lighting Fee (Non-Res.) $16.00 per hour alcoholic beverages is not permitted. 9. No practice or play is permitted if the rain Group 7- Commercial Groups indicator light is on. Leagues are responsible for Per Field Charge (Resident) $23.00 per hour assuring that their teams observe this rule. Per Field Charge (Non-Resident) $28.00 per hour 10. Softballs must be rated "Restricted Flight". Soccer Field Lighting Fee (Resident) $26.00 per hour 11. Bases, equipment and field preparation (drag, Soccer Field Lighting Fee (Non-Res.) $31.00 per hour water, lines, etc.) are not provided. Softball Field Lighting Fee (Resident) $13.00 per hour 12. Requests for exception to the Sports Field Use Softball Field Lighting Fee (Non-Res.) $16.00 per hour Policy must be submitted in writing to the City Manager, or his designee, no later than one General Notes Regarding Fees month prior to the date of use requested. 1. Hourly rental fees will apply for each field reserved. 2. Teams participating in the City of Dublin Adult Security Deposit Softball League will be charged $5.00 per hour to utilize softball fields for team practices (use of A $250.00 Security Deposit is due when the lightswill be charged atthe full rate). 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 field.