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HomeMy WebLinkAbout4.07 Swim Center Use Policy CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: May 23 , 1988 SUBJECT • Valley Community Swim Center Use Policy EXHIBITS ATTACHED Proposed Facility Use Policy Resolution Establishing Policies and Procedures Resolution Establishing Rental Rates RECOMMENDATION ▪ 1 . Adopt Resolution Establishing Policies and Procedures for the Use p� , of the Valley Community Swim Center ��JJ�� �� 2 . Adopt Resolution Establishing Rental Rates for the Use of the Valley Community Swim Center FINANCIAL STATEMENT : None DESCRIPTION ▪ As of January 1 , 1988 the City of Dublin assumed the responsibility for scheduling and programming at the Valley Community Swim Center from the Dublin San Ramon Services District. The Swim Center will be open to the public on May 28 , 1988 and throughout the Summer months the Center will be utilized by the Recreation Department for public swimming and instructional classes. When the Swim Center is not in use with organized programs , staff recommends that we make it available to schools, community groups and private residents on a rental basis. Attached is the proposed Facility Use Policy for the Valley Community Swim Center. The policy is patterned after the Shannon Community Center Facility Use Policy. Prospective users are classified into five classifications with fees appropriate to the type of group. The fees were developed after conducting a survey of rental fees in the neighboring communities. The Park and Recreation Commission considered the proposed Facility Use Policy, Exhibit A, at their meeting of the May 10 , 1988 and determined that the policy was acceptable. Therefore it is recommended that the City Council adopt the Facility Use Policy for the Valley Community Swim Center and authorize the Mayor to execute the resolutions attached in Exhibits B and C. 250-Z.0 COPIES TO: ITEM NO. dm_T EXHIBIT A VALLEY (Df44UNITY SWIM CENTER FACILITY USE POLICY I1n(IGTIO The City of Dublin manages the Valley Community Swim Center. The Swim Center is scheduled by the Recreation Department for City sponsored classes and programs and is also available for rental by community groups and private individuals. The Facility Use Policy is designed to ensure that the Swim Center is utilized for recreational, cultural, social and community service functions that meet the needs and interests of the community. In addition, the Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the Swim Center. Any request for exception to the rules, regulations, procedures and fees as stated in the Facility Use Policy, must be submitted in writing to the Director of Recreation no later than one (1) 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. II. School Districts with whan the City has a reciprocal Facility Use Agreement. III. Community Groups - An organized public group having the following membership qualifications: a) Is non-profit. b) Has officers and a definite organizational structure. c) Activities are recreational or educational in nature. d) At least fifty-one percent (51%) must be residents of the City of Dublin/Dublin San Ramon Services District. 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. IV. Private individuals or groups - youth or adult groups not open to the public and which are using the facility for private purposes. In this group are lodges, fraternal organizations, political organizations, wedding receptions, but not limited to these groups. V. Non-resident individuals or groups - individuals or groups with less than fifty-one percent (51%) of their membership residing within the boundaries of the City of Dublin/Dublin San Ramon Services District. 2. Use of the Swim Center shall not be granted: a) To persons, groups, associations, clubs or organizations 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. -1- FEE SCHEDULE Classification I (City of Dublin) - No Charge Classification II (School Districts/Catmunity Groups) Security Deposit $100.00 Hourly Charges Up to 100 persons $ 20.00 Additional increment of 50 persons $ 8.00 Classification IV (Resident) Security Deposit $100.00 Hourly Charges Up to 100 persons $ 35.00 Additional increment of 50 persons $ 14.00 Classification V (Non-Resident) Security Deposit- $100.00 Hourly Charges Up to 100 persons $ 40.00 Additional increment of 50 persons $ 16.00 RESERVATION PRIDICEouRE 1. In order to reserve the Swim Center, a Facility Use Application must be submitted for approval by the Director of Recreation. 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 those groups requesting use on the same date. If, after the review by the Director of Recreation, the application is rejected, the first group on the waiting list will be notified. 3. Applications must be submitted in person at the Shannon Community Center Office, 11600 Shannon Avenue, Dublin. Applicants must be 18 years of age or older. 4. Applications are accepted between the hours of 9:00a.m. and 4:00p.m., Monday through Friday (holidays excepted). 5. Applications for use of the Swim Center will be accepted as follows: a) Classifications I may submit applications up to one (1) year in advance of the desired date. b) Classification II may submit applications up to 9 months in advance of the desired date. c) Classification III, IV and V may submit applications after February 1 of each year. d) If 9 months or February 1 before the desired date falls on Saturday, the application may be submitted the preceeding Friday. If 9 months or February 1 before the desired date falls on Sunday, the application may be submitted the following Mcnday. 6. Applications submitted less than five (5) working days prior to the day requested will not be accepted. 7. The Swim Center will not be available for activities on a regular, continuing basis (exception contractual classes by prior arrangement). 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 the Aquatics Coordinator at 829-4932 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. -2- PAYMENT SCHEDULE (Continued) 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 Swim Center. 5. Payments can be made by check, money order or cash. Checks or money orders Rust 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. HOURS OF USE 1. The Swim Center is available for rental at those times when City sponsored classes and programs are not scheduled. 2. The minimum reservation accepted will be for two hours. 3. The pool is not available for rental between 10:00p.m. and 6:00a.m. 4. Refunds are not given for hours not used. 5. Within 30 days of function date, requests for changes in function hours are subject to availability of staff. 6. The Swim Center must be vacated by the time specified on the Facility Use Application. INSURANCE CERTIFICATE 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. This Certificate of Insurance shall name the City of Dublin and the Dublin San Ramon Services District as an 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 and The District. The Certificate of Insurance is due at the time final payment is made. IN CASE CF INCLEMEWINEATHER In case of inclement weather (heavy wind and rain, lightning and thunder, hail, sleet, excessive cold and other extreme weather conditions) please call the Recreation Department at 829-4932. In the event that the Recreation Department cancels your rental due to inclement weather, you will be given credit for hours not used or a refund of the fees paid (credit must be used within the season issued). CORAL REGULATIONS 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. Tickets may not be sold at the door as an admission charge unless approved in advance by the Director of Recreation. 4. 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. 5. Barbecuing must be approved in advance by the Fire Department (829-2333). 6. Alcohol is not permitted in or around the Swim Center. 7. Food or drinks are not permitted on the pool deck. 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 amply with the rules and regulations listed herein. Signature of Rental Applicant Date Signature of Recreation Department Rep. Date -3- RESOLUTION NO. 72 -88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN A RESOLUTION ESTABLISHING RENTAL RATES FOR THE USE OF THE VALLEY COMMUNITY SWIM CENTER WHEREAS, effective January 1 , 1988 the City of Dublin assumed the responsibility for recreational and aquatic programs, to include scheduling of the Valley Community Swim Center from the Dublin San Ramon Services District; and WHEREAS, the Valley Community Swim Center will be rented to public or private groups for use when community programs are not scheduled; and WHEREAS, the revenue derived from rental of the facility is retained by the City; and WHEREAS, a comparison of similar facility charges in the surrounding area has been conducted; and WHEREAS, the proposed rental rates reflect the results of the survey. NOW THEREFORE, BE IT RESOLVED THAT THE City Council of the City of Dublin does hereby adopt the Rental Rates for the Valley Community. Swim Center as contained in Exhibit A. PASSED, APPROVED AND ADOPTED this 23rd day of May 1 98 8 . AYES: Councilmembers Hegarty, Moffatt , Snyder and Mayor Jeffery NOES: None ABSENT : Councilmember Vonheeder nn Mayor ATTEST: City lerk EXHIBIT A 0 VALLEY COM4UNITY SWIM CENTER FACILITY USE POLICY INTRODUCTION The City of Dublin manages the Valley Community Swim Center. The Swim Center is scheduled by the Recreation Department for City sponsored classes and programs and is also available for rental by community groups and private individuals. The Facility Use Policy is designed to ensure that the Swim Center is utilized for recreational, cultural, social and community service functions that meet the needs and interests of the community. In addition, the Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the Swim Center. Any request for exception to the rules, regulations, procedures and fees as stated in the Facility Use Policy, must be submitted in writing to the Director of Recreation no later than one (1) month prior to the date requested. CLASSIFICATIONS CF 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. II. School Districts with whom the City has a reciprocal Facility Use Agreement. III. Community Groups - An organized public group having the following membership qualifications: a) Is non-profit. b) Has officers and a definite organizational structure. c) Activities are recreational or educational in nature. d) At least fifty-one percent (51%) must be residents of the City of Dublin/Dublin San Ramon Services District. 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. IV. Private individuals or groups - youth or adult groups not open to the public and which are using the facility for private purposes. In this group are lodges, fraternal organizations, political organizations, wedding receptions, but not limited to these groups. V. Non-resident individuals or groups - individuals or groups with less than fifty-one percent (51%) of their membership residing within the boundaries of the City of Dublin/Dublin San Ramon Services District. 2. Use of the Swim Center shall not be granted: a) To persons, groups, associations, clubs or organizations 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. -1- 0 FEE SQL Classification I (City of Dublin) - No Charge Classification II (School Districts/Community Groups) Security Deposit $100.00 Hourly Charges Up to 100 persons $ 20.00 Additional increment of 50 persons $ 8.00 Classification IV (Resident) Security Deposit $100.00 Hourly Charges Up to 100 persons $ 35.00 Additional increment of 50 persons $ 14.00 Classification V (Non-Resident) Security Deposit $100.00 Hourly Charges Up to 100 persons $ 40.00 Additional increment of 50 persons $ 16.00 RESERVATION PROCEDURE 1. In order to reserve the Swim Center, a Facility Use Application must be submitted for approval by the Director of Recreation. 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 those groups requesting use an the same date. If, after the review by the Director of Recreation, the application is rejected, the first group on the waiting list will be notified. 3. Applications must be submitted in person at the Shannon Community Center Office, 11600 Shannon Avenue, Dublin. Applicants must be 18 years of age or older. 4. Applications are accepted between the hours of 9:00a.m. and 4:00p.m. , Monday through Friday (holidays excepted). 5. Applications for use of the Swim Center will be accepted as follows: a) Classifications I may submit applications up to one (1) year in advance of the desired date. b) Classification II may submit applications up to 9 months in advance of the desired date. c) Classification III, IV and V may submit applications after February 1 of each year. d) If 9 months or February 1 before the desired date falls on Saturday, the application may be submitted the preceeding Friday. If 9 months or February 1 before the desired date falls on Sunday, the application may be submitted the following Monday. 6. Applications submitted less than five (5) working days prior to the day requested will not be accepted. 7. The Swim Center will not be available for activities on a regular, continuing basis (exception contractual classes by prior arrangement). 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 the Aquatics Coordinator at 829-4932 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. -2- AmW 4 PAYMENT SCHEDULE (Continued) 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 Swim Center. 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. HOURS OF USE 1. The Swim Center is available for rental at those times when City sponsored classes and programs are not scheduled. 2. The minimum reservation accepted will be for two hours. 3. The pool is not available for rental between 10:00p.m. and 6:00a.m. 4. Refunds are not given for hours not used. 5. Within 30 days of function date, requests for changes in functicn hours are subject to availability of staff. 6. The Swim Center must be vacated by the time specified on the Facility Use Application. INSURANCE CERTIFICATE 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. This Certificate of Insurance shall name the City of Dublin and the Dublin San Ramon Services District as an 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 and The District. The Certificate of Insurance is due at the time final payment is made. IN CASE OF INCURENTWEAMIER In case of inclement weather (heavy wind and rain, lightning and thunder, hail, sleet, excessive cold and other extreme weather conditions) please call the Recreation Department at 829-4932. In the event that the Recreation Department cancels your rental due to inclement weather, you will be given credit for hours not used or a refund of the fees paid (credit must be used within the season issued). GENERAL REGULATIONS 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. Tickets may not be sold at the door as an admission charge unless approved in advance by the Director of Recreation. 4. 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. 5. Barbecuing must be approved in advance by the Fire Department (829-2333). 6. Alcohol is not permitted in or around the Swim Center. 7. Food or drinks are not permitted on the pool deck. 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 caiply with the rules and regulations listed herein. Signature of Rental Applicant Date Signature of Recreation Department Rep. Date -3- 0 0 RESOLUTION NO. 71 -88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN A RESOLUTION ESTABLISHING POLICIES AND PROCEDURES FOR THE USE OF THE VALLEY COMMUNITY SWIM CENTER WHEREAS, effective January 1 , 1988 the City of Dublin assumed the responsibility for recreational and aquatic programs, to include scheduling of the Valley Community Swim Center from the Dublin San Ramon Services District; and WHEREAS, the Valley Community Swim Center is a community facility and will be used to provide community programs; and WHEREAS, in addition to programs, the City will rent the facility to public or private groups; and WHEREAS, the sound management of a facility requires written policies and procedures outlining appropriate use of the facility. NOW THEREFORE, BE IT RESOLVED THAT THE City Council of the City of Dublin does hereby adopt the Valley Community Swim Center Use Policy contained in Exhibit A, which shall serve as the official guidelines in the management of the Valley Community Swim Center. PASSED, APPROVED AND ADOPTED this 23rd day of May 1 98 8 . AYES: Councilmembers Hegarty, Moffatt , Snyder and Mayor Jeffery NOES: None ABSENT : Councilmember Vonheeder Wes . ayo ./ / / / ATTEST: 2--uL C. City 'j-rk