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HomeMy WebLinkAbout8.2 Rental Rates Policy & Procedures • CITY OF DUBLIN • AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 27 , 1989 SUBJECT • Senior Center Facility Use Policy EXHIBITS ATTACHED • • Proposed Policy • Resolution Establishing Policies & Procedures and Rental Rates q(11/ RECOMMENDATION • Approve Policy and Adopt Resolution Establishing Policies, Procedures & Rental Rates for the Use of the Dublin Senior Center FINANCIAL STATEMENT : None DESCRIPTION • One of the goals adopted by the Dublin City Council was to develop a Facility Use Policy for the Dublin Senior Center. Exhibit A is the proposed policy for review by the City Council . The process utilized for development of the policy was as follows: 1 . Draft policy developed by the Senior Center Advisory Committee. 2 . Draft policy reviewed by the Park & Recreation Commission. 3 . Joint meeting between the Committee and the Commission to finalize policy prior to submittal to the City Council. The proposed Facility Use Policy is patterned after the Shannon Center Facility Use Policy, however it has been tailored to the specific needs and requirements of the Dublin Senior Center. Specifically the areas of the Senior Center Facility Use policy that differ from the Shannon Center Facility Use Policy are outlined below: Classifications of Users Classifications of users has been narrowed down somewhat in the Senior Center Policy. The proposed policy suggests that the Center not be used for private gain nor by non-residents or community groups comprised of a majority of non-residents. Additionally the policy gives priority to City sponsored senior programs and establishes a community group classification for senior citizen groups. Reservation Procedure The Shannon Center Policy allows reservations by residents to be made up to one year in advance. The Senior Center Policy suggests that the City may schedule activities for seniors up to one year in advance, but reservations for all other uses are limited to three months in advance. As the City' s senior programs are still in the building stages , staff wants the flexibility in scheduling activities as the need or interest arises. General Regulations The Committee has recommended, and the Commission concurred, that alcohol not be allowed in the Senior Center. This particular item sparked quite alot of discussion as originally the Commission was not in favor of prohibiting alcohol. The Committee felt that as the Center was in a residential neighborhood, alcohol use was not appropriate. 2yD—l013 ITEM NO COPIES TO Park & Recreation Commission Senior Advisory Committee ' AGENDA STATEMENT AWnior Center Facility Use licy March 27, 1989 Page Two Additionally it is recommended that use of the kitchen be limited to the counter area for preparation only. The refrigerator is locked as it contains food stuffs used in the preparation of senior lunches. The grill , convection oven and dishwasher are all old and if not operated properly, are prone to damage. Repair is costly and replacement parts are difficult to obtain, consequently it is recommended that these items not be used by outside groups. Fee Schedule The proposed fee schedule for the Senior Center is the same as for use of the Social Hall at Shannon Center. The Senior Center Facility Use Policy as proposed is more restrictive than the policy for Shannon Center. It is staffs intent that the Center be utilized primarily as a Senior Center, thus the reason for a more restrictive policy. Shannon Center, on the other hand, was intended to be a community center and was designed to accommodate community use. It is the recommendation of staff that the Council review and approve the proposed policy. It is further recommended that the Council adopt the attached Resolution. 0 • RESOLUTION NO. 38 -89 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN A RESOLUTION ESTABLISHING POLICIES, PROCEDURES AND RENTAL RATES FOR THE USE OF THE DUBLIN SENIOR CENTER WHEREAS, the City of Dublin opened the Dublin Senior Center on June 20 , 1988 ; and WHEREAS, the Center was designed to serve as a focal point for the delivery of programs and services for Senior Citizens ; and WHEREAS, when the Center is not being utilized for City sponsored senior activities , it is available for rental ; and WHEREAS, the sound management of a facility requires written policies and procedures outlining the appropriate use of the Center; and WHEREAS, a Fee Schedule has been established for rental of the facility. NOW THEREFORE, BE IT RESOLVED THAT THE City Council of the City of Dublin does hereby adopt the Facility Use Policy and Fee Schedule for the Dublin Senior Center as contained in Exhibit A. PASSED, APPROVED AND ADOPTED this 27 th day of March, 1 989. AYES: Councilmembers Hegarty, Jeffery, Vonheeder & Mayor Moffatt NOES: None ABSENT: Councilmember Snyder Cyg )1/11/ebk(-- Mayor ATTEST: City lerk ® PROPOSED DUBLIN SENIOR CENTER FACILITY USE POLICY INTRODUCTION The City of Dublin Recreation Department operates the Dublin Senior Center. The Center was designed to serve as a focal point for the delivery of programs and services for Senior Citizens. When not in use for City-sponsored activities for senior citizens, the facility is available for use by community groups, schools and governmental agencies. The Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the Center. Any request for exception to the policy must be submitted in writing to the Director of Recreation no later than one month prior to the date requested. CLASSIFICATIONS OF USERS 1. The following classifications shall apply for the purpose of determining applicable fees and charges as well as priority use: I. City of Dublin Use. A. Senior Center Programs & Activities B. Recreation Department C. Other City Departments II. Community Groups - An organized public group having the following membership qualifications: Non-profit status; have officers and a definite organizational structure; activities are recreational or educational in nature; and 51% of membership reside within the City of Dublin. A. Senior Citizen Groups - 75% of membership must be 55 years of age or above B. Youth/Adult Groups Organizations claiming status in this classification must demonstrate that they qualify for such status by submitting a roster of their membership and a copy of their bylaws or constitution at the time that they submit a Facility Use Application. III. Governmental Agencies A. School District with whom the City has a reciprocal facility use agreement. B. County, State and Federal Agencies IV. Residents of the City of Dublin using the facility for private purposes such as wedding receptions, anniversary parties etc. 2. Use of the Center shall not be granted: a) To individuals or groups desiring such use for "private gain", which term is defined and herein to mean use for the principal purpose of making a profit not pledged to be devoted to public or welfare uses. b) To any individual or group, political or otherwise, that advocates the overthrow of the government of the United States of America or the State of California by force, violence or any other unlawful means. c) When determined by the Director of Recreation, such use may not be in the best interest of the City. RESERVATION PROCEDURE 1. In order to reserve the Dublin Senior Center, a Facility Use Application must be submitted for approval by the Director. Approval takes 3-5 working days; you will be notified by mail as to the status of your application. 2. Once an application has been submitted, a waiting list will be established for applicants requesting use on the same date. If, after the review by the Director, the application is rejected, the first applicant on the waiting list will be notified. RESERVATION PROCECUREOt INUED) 3. Applications must be submitted in person at the Dublin Senior Center Office, 7437 Larkdale Avenue, Dublin. The applicant must be the "user" of the facility. 4. Applications are accepted by appointment only between the hours of 9:00a.m. and 3:OOp.m. , Monday through Friday (holidays excepted). 5. Applications for weekday use of the Center will be accepted up to one (1 ) month in advance of the desired date. Applications for weekend use (Friday night-Sunday) of the Center will be accepted as follows: a) Classification I-A may submit applications up to one (1) year in advance of the desired date. b) Classifications IB-III may submit applications up to three (3) months in advance of the desired date. c) Classification IV may submit applications up to two (2) months in advance of desired date. d) If the submittal date falls on a Saturday, the application may be submitted the preceeding Friday. If the submittal date falls on a Sunday, the application may be submitted the following Monday. 6. Applications for continuous use of the Center will be issued for a period of one month, subject to renewal. 7. Applications submitted less than ten (10) working days prior to the day requested will not be accepted. 8. An additional 50% will be charged for use of the Center on designated City holidays. 9. Transfer of security deposits from one date to another is permitted if the request is submitted in writing no later than forty five (45) days prior to the original date requested. (This will only be allowed one time). CANCELLATIONS 1. Cancellations must be made in writing by the person listed as applicant on the Facility Use Application. Refunds will be handled as follows: a) 30 days or more prior to function date - forfeit deposit unless date is rebooked by another user. b) Less than 30 days prior to function date - forfeit deposit and one-half of fees paid. PAYMENT SCHEDULE 1. At the time the application is submitted, the security deposit is required (see Fee Schedule). 2. Final payment is due no later than one month (30 days) prior to the scheduled function date. Please call 829-6316 to schedule an appointment. 3. Payments not received by this thirty day deadline will result in cancellation of the function and forfeiture of the deposit. 4. Security deposits will be returned by mail within 30 days of your function date providing there are no violations of the Facility Use Policy and/or excessive cleaning or damages to the facility. 5. Payments can be made by check, money order or cash. Checks or money orders must be made out to the City of Dublin. If paying by check, the check must be drawn on the account of the person listed as applicant on the Facility Use Application. SOUPS OF USE 1. The Dublin Senior Center is available for rental during those hours when it is not scheduled for City sponsored senior activities. 2. Hours of use on Monday through Thursday are 3pm-10pm; Fridays - 3pm-12 Midnight; Saturday - 8am-12 Midnight; Sunday 8am-10pm. 3. The minimum reservation accepted is two hours. Hours of use must include the amount of time needed for the function, setup and cleanup, including any time needed by your caterer, band, florist, and coordinator, etc. Refunds are not given for hours not used. 4. The Center must be vacated by the time specified on the Facility Use Application. 5. Within 30 days of function date, requests for changes in function hours are subject to availability of staff. -2- INS CERTIFIG Applicants shall provide the City of Dublin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection at a minimum limit of $500,000 per occurrence. If alcohol is to be sold, liquor liability is required at a minimum of $300,000 per occurrence. The Certificate of Insurance shall name the City of Dublin as the additional insured in conformance with the Hold Harmless Agreement as outlined in the Facility Use Application, and must specify that the user groups insurance shall be primary to any insurance carried by the City. The Certificate of Insurance is due at the time final payment is made. GENERAL REGOLATICNS 1. Groups composed of minors must be supervised by one (1) adult for each twenty (20) minors at all times while they are using the facility. 2. Facility Use Permits cannot be transferred, assigned or sublet. 3. Decorations must be of flame-retardant material. The use of nails, tacks or staples is prohibited. Masking tape, if used, must be removed immediately following the event. 4. Storage is not available either before or after your event. 5. Tables and chairs may not be removed from the interior of the building. 6. Barbecuing and/or the use of candles must be approved in advance by the Fire Department (829-2333). 7. Tickets may not be sold at the door as an admission charge unless approved in advance by the Director of Recreation. 8. Parking is permitted in painted parking stalls only. Parking is not permitted on sidewalks, lawn areas or unmarked blacktop areas. Vehicles parked illegally will be cited. 9. Smoking is not permitted within the Center. 10. The consumption, serving and/or selling of alcoholic beverages is not permitted. SIN AND S[mIIT Wrni APPLIC ATIQ I The undersigned, hereby agrees to be responsible for any damage to the facility occurring during this use, and agrees to be responsible for the conduct of all persons attending this function. Applicant further agrees to be responsible for any accident or injury occurring to anyone during this use, and agrees that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss. The undersigned, has received a copy of the Facility Use Policy and agrees to comply with the rules and regulations listed herein. Signature of Rental Applicant Date Signature of Recreation Department Rep. Date -3- 0 DUBLIN SENIOR CENTER • CAPACITY: 197 Dining 300 Assembly FACILITIES AVAILABLE: Social Hall with Stage *Kitchen EQJIPMENT AVAILABLE: 300 - Folding Chairs 10 - 60" Round Tables 5 - 8' Rectangular Tables 'ri SCHEDULE: (Classifications II & III) Security Deposit $100.00 Social Functions/Meetings $ 8.00 per hour (Admission Fee not charged) Fundraisers or Social Events $ 45.00 per hour (Where Tickets are Sold or an Admission Fee is charged) Private Use by Residents $ 75.00 per hour *Use of the kitchen is limited to counter area for preparation. Facilities are not available for cooking or warming food. Use of the refrigerator, freezer, and dishwasher are prohibited.