The URL can be used to link to this page

Home My WebLink About8.2 Facility Use Policy Updateor 19 82 /ii � 111 DATE: TO: STAFF REPORT CITY COUNCIL July 15, 2014 Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager " SUBJECT: Facility Use Policy Update Discussion Prepared by Rhonda Franklin, Administrative Analyst EXECUTIVE SUMMARY: CITY CLERK File #950 -10 The City Council will receive a discussion item from Staff regarding a proposed comprehensive review of the City's Facility Use Policies. Staff is recommending several areas of focus for the upcoming Facility Use Policy updates. In general, these focus areas include analyzing fees, augmenting existing facilities, and general cleanup of miscellaneous items. FINANCIAL IMPACT: None. RECOMMENDATION: Staff recommends the City Council receive the presentation and provide direction on the proposed approach to the Facility Use Policy updates or provide alternate direction. v1 ,. Submitted By l Reviewed By Parks and Community Services Director Assistant City Manager DESCRIPTION: The City maintains several indoor and outdoor facilities that are available for reservations by the community. They are rented through different Facility Use Policies which are: • Community Banquet and Meeting Space Policy, which includes: o Shannon Community Center • Dublin Senior Center • Dublin Civic Center • Dublin Library Community Room • Dublin Heritage Park and Museums • Dublin Swim Center Use Policy • Emerald Glen Picnic Area Use Policy Page 1 of 3 ITEM NO. 8.2 • Sports Fields Use Policy • Stager Community Gymnasium Use Policy • Tennis Courts Use Policy On a regular basis, the Facility Use Policies are reviewed and changes and /or updates are considered based on rental use patterns, fee and policy comparisons, and changes in ongoing maintenance and operating costs. In July 2009, the City Council reviewed and approved Facility Use Policy updates for the Dublin Civic Center, Dublin Public Library, Dublin Senior Center, St. Raymond Church, and Shannon Community Center.. The purpose of the updates was to: • Adjust fees for facilities to obtain closer parity with the market average for comparable facilities (with the exception of Shannon Center which had recently opened) • Adjust user classification categories to merge similar categories and decrease the number of classifications from six to four • Clarify the fire code requirements for open flame devices • Strengthen the insurance requirement timeline • Prohibit food frying equipment • Allow for greater flexibility for changes to rental hours and setup diagrams • Include a clause to charge twice the hourly rate for extra time, and • Eliminate outdated fees such as the Senior Center carpet cleaning and kitchen use fees. In March 2012, the Sports Field Use Policy was updated, primarily focusing on rental fees and registration processes. PROPOSED UPDATE AREAS Below is a summary of the Staff recommended areas for focus during the upcoming Facility Use Policy updates which are scheduled to take place during the current two -year budget cycle. The focus on these areas was developed based on the current facility use patterns, types, and frequency of uses. In addition, Staff recommends moving towards achieving greater cost recovery to further offset costs due to the City's forecast for budget deficits in the next two to three years. The updates will also clean up areas of the policies that need better definition and detail, and will establish procedures for issues that are not currently addressed. As part of this report, Staff is not recommending any specific changes to the policies, but only to identify areas of focus for future policy updates that will require City Council approval. As part of the preparation for policy updates, Staff will conduct market surveys from neighboring cities, as well as identify best practices that can be mimicked or adapted to better meet Dublin's needs. Order of Priority Staff is proposing to present the updates to City Council with the following order of priority- 1 . Community Banquet and Meeting Rooms 2. Tennis Courts 3. Emerald Glen Picnic Area 4. Sports Fields 5. Stager Community Gymnasium 6. Dublin Swim Center Page 2 of 3 Update Classification of User Categories Staff is proposing to analyze alternatives for updating the Classification of Users to provide priority for application submittal and specific rental fees to a small number of key user organizations based on the organizations' fundamental connection and ongoing support and preservation of key facilities. Examples of this are the Dublin Historical Preservation Association and its connection to the Heritage Parks and Museums, the Dublin Senior Foundation and its connection to the Dublin Senior Center, and the Friends of the Dublin Library and its connection to the Dublin Public Library. Conduct Market Rate Surveys and Analyze Current Fees Staff will review rental fees based on a comprehensive review of facility rental fees for comparable facilities in terms of room size, building age, capacity, and features. The goal for adjusting fees is to remain a value while keeping up with increased costs to staff, operate, and maintain the facilities for rental uses in a first -rate manner. Tennis Court Rental Use Policy Staff will evaluate tennis court rental uses and fees based on recent uses and demand for the tennis courts. Staff has noticed an increase in commercial uses of the courts, which at times occupy the majority of the courts thereby reducing the amount of time and number of courts that are available for public use. Feasibility of Adding Existing Facilities to Current Facility Use Policies Generally, Staff will incorporate new facilities and amenities that have been developed since the last policy update (such as new courts in parks). Staff is also proposing to expand the number of existing picnic areas that are available for reservations by the community. Currently the picnic area at Emerald Glen Park is the only picnic area available for reservations; all others are on a first -come, first - served basis. The quantity of picnic rental requests has noticeably increased at Emerald Glen, along with the number of community inquiries regarding rentable picnic areas at Emerald Glen and at parks. Staff would evaluate other parks in the community for potential to serve as rentable facilities. Staff would consider a number of factors including size, amenities, location and parking. General Clean -up of Miscellaneous Items Staff will conduct a thorough review of the existing policies to clean up minor items to simplify the overall process, and include additional information on the most frequently asked questions. SUMMARY Facility Use Policy updates provide an opportunity for Staff to review and amend areas of the policy as needed in order to continue to offer, maintain, preserve, and operate facilities in a first - rate manner so that each renter will experience the facility in the best possible condition. By confirming City Council priorities for the updates, Staff can focus on the priority areas in preparation for presenting updated policies for City Council review and approval. Staff is seeking direction from the City Council on the proposed areas of focus for the Facility Use Policy updates, as well as direction on other policy items the City Council would also like Staff to study. NOTICING REQUIREMENTS /PUBLIC OUTREACH: None. ATTACHMENTS: None Page 3 of 3