HomeMy WebLinkAboutItem 8.1 Facility Use Policy Updateor
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DATE:
TO:
STAFF REPORT
CITY COUNCIL
July 29, 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
During the two -year budget period Staff will be updating the various Facility Use Policies that
regulate the private use of City facilities. Staff is recommending several areas of focus for the
upcoming Facility Use Policy updates including analyzing fees, augmenting existing facilities,
and general cleanup of miscellaneous items. Staff is seeking City Council direction on the
proposed areas of focus and if there are other items the City Council wants Staff to study as part
of the updates.
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.
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Submitted By 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 when not in use for City programs. Rental of the facilities is regulated through
different Facility Use Policies that have been adopted by the City Council and include the
following policies:
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• 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
• 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.
Proposed Update Areas
Following is a summary of the areas for focus recommended by Staff for the upcoming Facility
Use Policy updates. The focus on these areas is based on the current facility use patterns, and
the 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 the 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.
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.
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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 other 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. The policies will be brought back individually for City Council consideration over
the next two years. Staff would also like direction from the City Council if there is a priority order
in which the City Council would like the policies brought back for consideration.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
None
ATTACHMENTS:
IR•1A
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