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Home My WebLink About5.1 Soar With Hope Event CITY CLERK File # AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 19, 2003 SUBJECT: WRITTEN COMMUNICATIONS Request from Hope Hospice to reserve Emerald Glen Park for a special event, "Soar with Hope" Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: RECOMMENDATION: FINANCIAL STATEMENT: 1) Correspondence from Andrea Campisi, Development Associate r.gd~p of proposed location ~)~? "-Approve request of Hope Hospice Minimal contract service costs will be incurred by City to assist with site logistics the day of the event DESCRIPTION: Hope Hospice has requested use of Emerald Glen Park for their "Soar with Hope" special event (Attachment 1). The event is for the benefit of the Children's Bereavement Group and is focused on children and young adults who have lost a loved one and wish to reconnect with other children and teens. At the event Hope Hospice proposes to have a large tethered hot air balloon as well as food and activities for the children (i.e. tile painting, face painting). They also plan to release live doves as part of the event. They anticipate 100 attendees and request use of the park as shown in green on Attachment 2~ The preferred date for the event is October 18, 2003 from approximately 8:00 a.m. to 1:00 p.m. The Use Policy for Emerald Glen Park only addresses use of the athletic fields and not the other areas of the park. All other use is on a first-come, first-serve basis. In order for Hope Hospice to move forward with the "Soar with Hope" special event, they need to be guaranteed a space in the park and have therefore requested that the City assist them with reserving an area of the park. Also, since Chapter 5.100 of the Dublin Municipal Code regulating use of Park and Recreation Areas and Facilities prohibits hot air balloons in parks, it is necessary to obtain authorization to allow this. In checking the schedule for use of the park on October 18, 2003, Dublin United Soccer League has reserved the two soccer fields from 8:00 a.m. to 5:00 p.m. However, given the distance of the soccer fields from the area requested by Hope Hospice, Staff does not believe that there will be a conflict with the uses. As there is not a Use Policy for an event such as this, there is not fee schedule in place to recover any costs that the City may incur. Staff anticipates that there will be minimal costs to the City associated with having a Maintenance Worker at the park to oversee set-up and take-down of the event, and in particular, the hot air balloon. Staff would recommend that Hope Hospice as well as the hot air balloon operator COPIES TO: Andrea Campisi, Hope Hospice ITEM NO. G:\COUNCILkAgenda Statementsk2003\8-19 Hope Hospice.doc I provide the City with a certificate of liability insurance as required by the Sports Field Use Policy. Staff also recommends that Hope Hospice be required to place a $250 refundable security deposit, again as required by the Sports Field Use Policy. RECOMMENDATION: It is the recommendation of Staff that the City Council consider and grant the request of Hope Hospice to reserve Emerald Glen Park for the "Soar with Hope" special event. It is further recommended that the City Council grant permission for Hope Hospice to have a tethered hot air balloon in the park provided that a certificate of liability insurance naming the City as additional insured in conformance with the hold harmless agreement as outlined in the Sports Field Facility Use Application is provided. Quality end-of-life care an d grief support since 1980 . Phone: 925-829-8770. Fax: 925-829-0868 0 E-mail: inf0~H0peH0spice.c0m, w~v. h0peh0spice, c0m Community Services Director Dear It was wO~derful speaking with you the other day. I am so excited about the possibility of workingli!ii~ the City of DUblin for our spectacular event "Soar with Hope". As I mentioned, Hope H6~'~l:~e is anxious to keep this event in Dublin, and~ Emerald Glen Park"is the perfect location. Once we get ~i pia~b set and the date, we will begin to publicize this. Although the event won't be open to the public, we want the media there to cover our Children's Program and the spectacular balloon that they will get to r/de in. One other thing I forgot to mention to you is that the children Will be creating a tile in memory of their loved one the day of the event. Each tile will be set into a frame for a mural that will hang in the new library in Dublin. We are so excited about this new turn of events, and it really makes us realize how important it is to keep this event in Dublin. I have enclosed the map of the area we would like to have the event. It is perfect for what we need with the barbeque pits and the long stretch of grass is perfect for the balloon tethering. The dates that will work for us are as follows: 1st Choice - October 18th 2nd Choice - October 4th 3rd Choice - October 25th I look forward to hearing from you at your earliest convenience, as we need to get the date and the location set before we can move forward with all the other details. Best Regards, Andrea Campisi Development Associate HOPE HOSPICE, INC. ATTACHMENT 1 I~ ~'' I ~]lc~lO~ Emerald Glen Park Sports Field .Map Baseball A (60'Diamond)